HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.01.2011 MINUTES
DEPARTMENT HEAD MEETING
FEBRUARY 1, 2011 3:00 P.M.
COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson Rick Musson Jan Faught
Sam Painter Kurt Markegard Brent Peters
Shirley Ewan
Council Agenda — February 1, 2011
Scheduled Matters:
• Confirmation of Appointments.
o Laurel Police Reserves: Dan Sciuchetti
o Laurel Fire Department: Duane Rehling
Both appointees will attend tonight's council meeting.
• Ordinance No. 011 -01: An ordinance of the City Council of the City of Laurel, Montana,
amending certain portions of the City's zoning code located at Title 17 in the Laurel Municipal
Code relating to medical marijuana businesses within the zoning jurisdiction of the
Laurel/Yellowstone City /County Planning Board. First reading.
• Ordinance No. 011 -02: An ordinance amending Title 5 of the Laurel Municipal Code titled
"Business licenses and regulations" to allow licensing of medical marijuana businesses. First
reading.
• Resolution No. R11 -08: A resolution approving the attached Task Order No. 21 authorizing
Great West Engineering to prepare plans and specifications for the replacement of the existing
effluent pipeline from the Wastewater Treatment Plant where it crosses the BBWA Canal.
• Resolution No. R11 -09: Resolution authorizing the Mayor to execute an agreement with
Beartooth RC &D Economic Development District.
• Resolution No. R11 -10: A resolution to adopt an official Schedule of Fees and Charges for the
City of Laurel, repealing all previous resolutions that set fees or charges that conflict with the
schedule attached hereto upon its effective date.
• Resolution No. R11 -11: Resolution authorizing the Mayor to execute a grant agreement with
the Department of Natural Resources and Conservation for funding of the May 14, 2011 Arbor
Day celebration.
The resolution will accept the Arbor Day Grant, which will be used to plant trees in the gathering area at
the cemetery. The $1,000 grant has a 35 percent match, which will come out of the cemetery and park
budgets.
• Resolution No. R11 -12: A resolution of the City Council authorizing the Mayor to sign a
contract with Stevens Brothers Mechanical to clean the interior of and to construct a sleeve in
the City's digester wall located at the Wastewater Treatment Plant.
Draft Council Workshop Agenda — February 8, 2011
General items:
Public Works Department:
Department Head Meeting Minutes of February 1, 2011
• Wastewater Project
Chad Hanson will attend to answer any questions regarding the wastewater project. If the council
chooses, a task order for preliminary engineering will be presented at the February 15` council meeting.
Executive Review:
• FAP contractor selection process
A resolution for the contract with High Plains Architects will be presented for the FAP project.
• FAP alternative form of bid process
A resolution for the alternative bid process will be presented.
• HOME Grant update
There was discussion regarding the HOME Grant and the funding situation. Shirley stated that the city
does not have a HOME Grant anymore. Diana Spint, Beartooth RC &D, did not reapply for the grant.
Once the money is returned to the State, it stays with the State. Shirley will ask Diana Spint to meet
with Mayor Olson for discussion. This item will be removed from the council workshop agenda.
• Council Retreat — February 26
The master plan will be a discussion item at the council retreat. Additional items should be submitted to
Mayor Olson.
• Council Issues:
o Asphalt Supply Plant (Norm Stamper)
Kurt received an e -mail from Joe Gentri that stated the product would be pumped out of the plant and
dismantling would begin. Kurt will investigate this further prior to the council meeting.
Other items
There was no discussion.
Review of draft council agenda for February 15, 2011
• Public Hearings:
o Ordinance No. 011 -01: An ordinance of the City Council of the City of Laurel,
Montana, amending certain portions of the City's zoning code located at Title 17 in
the Laurel Municipal Code relating to medical marijuana businesses within the
zoning jurisdiction of the Laurel/Yellowstone City /County Planning Board. (First
reading 02/01/2011; PH 02/15/2011)
o Ordinance No. 011 -02: An ordinance amending Title 5 of the Laurel Municipal
Code titled "Business licenses and regulations" to allow licensing of medical
marijuana businesses. (First reading 02/01/2011; PH 02/15/2011)
Department Reports:
Clerk/Treasurer
• Budget calendar
Shirley distributed the budgets to the department heads. Budgets should be returned by March 15
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Department Head Meeting Minutes of February 1, 2011
Shirley distributed a sheet with the amount each department will pay to cover the $5,000 cost for the
actuarial for GASB #45. There was discussion regarding the FTE's, the calculations, and the budgets.
Shirley will present this to the Budget/Finance Committee tonight.
Fire
Brent stated that a LEPC luncheon is scheduled on Wednesday.
The fire department can use the new training simulator in Billings.
Brent will e-mail the ambulance protocols to Sam for his review.
Brent stated that low -band frequency radios will be required in the future, and the fire department's
radios have the capability to switch. He is looking for some communication grants to purchase radios
for the fire and ambulance departments. Brent spoke about replacing the pager system with
alphanumeric cell phones.
Ambulance
Jan forwarded the AMR contract to Mayor Olson and Sam will review it.
Fifty people attended the ambulance department's refresher course at the union hall last weekend.
Library
There was no discussion.
Police Department
Rick will present two items, mapping for dispatch and the exhaust system for the ambulance bay, to the
Budget/Finance Committee tonight and will introduce the police reserve appointment to the council.
City Planner
There was no discussion.
Safety
• Safety Program update
There was no discussion.
Public Works Department
• Neptune water meters
Kurt finalized the report and sent the documents to Brooke. A meeting is scheduled with Neptune on
February 15` at 11:00 a.m.
The request for bids for the sweeper will be published tomorrow. Bids close on February 18 and the
recommendation should be available for the February 22 council workshop for approval on March 1
Kurt distributed draft copies of an Operating Procedures form he prepared and suggested that the city
have a standardized form for all city jobs. There was further discussion regarding the need, the process,
and the ability to cross -train employees by having the Operating Procedures. There will be further
discussion at the next department head meeting. Brent will get a copy of the form used at the refinery.
Kurt is working on East Railroad Street issues for the DOT and preparing articles for the newsletter.
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Department Head Meeting Minutes of February 1, 2011
City Attorney
There was no discussion.
Mayor Olson
• Personnel Implementation & Instruction Guide
Comments should be sent to Sam, and the final draft will be reviewed at next Tuesday's department
head meeting. The final draft will be sent to MMIA for review.
• Laurel City Voice — articles due February 18
Articles are due on February 18 and the newsletter will be published as soon as possible.
• City Planner update
Heidi Jensen accepted the city planner position and will start on February 28
• Department Head agendas
Mayor Olson read the attached memo regarding the department head agendas.
Other
Brent will be unable to attend the next two department head meetings.
Rick, Matt, Tim and Kurt will attend the luncheon for emergency responders provided by Pipeline
Safety Group on Thursday, February 10 at noon.
The meeting adjourned at 3:59 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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CITY HALL City Of Laurel
115 W. 1st St.
PUB WORKS: 628 - 4796
PWD FAX: 628 -2241
;
WATER OFFICE: 628 -7431 P.O. Box 10 t
WTR FAX: 628 - 2289 Laurel, Montana 59044
MAYOR: 628 -8456
Mayor
DEPARTMENT
al l l
TO: Department Heads
FROM: Mayor Olson
DATE: February 1, 2 11
The original purpose of the Tuesday Department Head meeting was to allow time for discussion
of items that affect the entire staff. Road closures, proposed citywide policy changes, and joint
recommendations to council are a few examples. Also, the gathering is to go over the proposed
council workshop agendas and have discussion on how we can best provide sufficient
information to give council so as to make them more informed and to be better enabled to make
the best possible decision.
For the last few months, I have scheduled regular meetings with the Clerk/Treasurer, the Public
Works Director, the City Planner, the Safety Officer, and the Emergency Services Group. The
opportunity for discussion regarding the specific departments has helped to shorten the agendas
and length of time for the weekly department head meetings.
In order to make the best use of time for all department heads, please present the issues that
affect most or all department heads at the DH meeting on Tuesdays. Any issues pertaining to
your department that need to be discussed with me should be presented at the individual
meetings. I am usually available daily to discuss any issues that might need to be addressed
sooner than either of these meetings would allow.
City of Laurel is an EEO Employer
Equal Housing Opportunity
Mayor Ken Olson / DH Meeting Memo 02 -01 -2011