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HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.15.2011 MINUTES DEPARTMENT HEAD MEETING FEBRUARY 15, 2011 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Chris Rosenberg Rick Musson Brooke Baracker Kurt Markegard Shirley Ewan Nancy Schmidt Jan Faught Cathy Gabrian Council A2enda — February 15, 2011 The Mayor will introduce both of the ordinances. This is the public hearing and second reading for both ordinances. • 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 in Title 17 in the Laurel Municipal Code relating to Medical marijuana businesses within the zoning jurisdiction of the Laurel/Yellowstone City /County Planning Board. (Second 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. (Second reading) • Resolution No. R11 -13: A Resolution approving Amendment No. 3 to the previously adopted Task Order No. 16 of the Agreement for Professional Services dated June 5, 2007 between the City of Laurel and Great West Engineering, Inc., for completion of the preliminary design phase of the Wastewater System Improvement Project. o Kurt is not sure if Chad will be at the meeting but if the Mayor wants him there he will give him a call. Mayor stated that the council is aware of what this resolution entails. • Resolution No. R11 -14: A Resolution of the City Council authorizing the Mayor to sign an agreement with High Plains Architects to assist the city with an Alternative Project Delivery Contract for the construction of the ambulance addition to the City's Fire, Ambulance and Police (FAP) Building. o Per the Mayor this should be going through tonight and then Shirley and he will need to get a budget amendment going forward to recognize the money that has been designated for this project. • Resolution No. R11 -15: A Resolution relating to the use of an Alternative Project Delivery Contract for the construction of the ambulance addition to the City's Fire, Ambulance and Police (FAP Building. • Resolution No. R11 -16: A Resolution approving an agreement between the City of Laurel and American Medical Response (AMR), relating to the Provision of Paramedic Rendezvous and Transport Services. o Jan stated that this resolution is the same as what the City has had previously with AMR but now the City will be able to charge AMR when we do transports on AMR's behalf and they will charge Laurel when they intercept for us. Draft Council Workshop A2enda — February 22, 2011 General Items: Department Head Meeting Minutes of February 15, 2011 • The Mayor asked if there will be any reserves to announce at this workshop. Rick stated that there are none. Clerk Treasurer: • The audit proposals were due today by 5:00 p.m. The Mayor and the Clerk will review the bids and have a recommendation for the Council for the February 22, 2011 workshop. LURA: • Shirley McDermott will be presenting the Council with a proposal to advertise (RFP) for an architect /engineer to help the Committee work on the Facade and Technical Assistance Programs plus help them initiate some of the Streetscape Plans. Public Works: • Kurt will have a proposal for a street sweeper to present to the Council. As of today's date he has only received one bid. The bids close on February 16, 2011 at 2:00 p.m. There will be a bid opening at that time. Executive Review: • The Mayor has 7 subjects to discuss at the retreat on February 26 one of these items will be upgrading of the website. • There are still some Council members that are struggling with the e-mail system. Kurt has offered to help them learn the process as well as create a cheat sheet for them to use when they try to e-mail. The Mayor stated that Bart from Technical Edge would also be available to help them learn how to use the e-mail. Department Reports: Clerk/Treasurer • Property and Surplus purchasing resolution. Shirley stated that she has received a letter from the State of Montana Property and Surplus asking if we would be interested in filing a resolution to make it possible for the City to purchase through the State. The consensus of the group was that it would not hurt to have the purchasing power available to the City, but it would not be the only vendor departments would use. Shirley will give the resolution format to Brooke to write up a resolution and will present it to the Council at the next workshop. • Shirley asked how the articles were going for the City Voice newsletter. She wanted to know if the Voice would be going out by mid March and if so if it was OK to put a blurb in the paper in regards to dog licenses and should an article be written in regards to the replacement of the water meters. The Mayor stated that he hoped it would go out by then and if it did a blurb would be OK. Kurt said he could put something in regarding the water meters, but he hopes to have something in the Outlook prior to that. 2 Department Head Meeting Minutes of February 15, 2011 • It has come to Shirley's attention that Comp pay out in December has not been budgeted for. Kurt stated that it is budgeted for but under overtime. Comp payout is currently being paid out of object 110. Shirley has suggested that we make a new object number (112) for comp payout and each department needs to split their overtime between 111 & 112. Shirley has calculated an average that each department has paid out over the last 2 years and will submit these amounts to the department heads. Fire Department • Nothing. Ambulance • Nothing. Library • Nancy mentioned that she will be meeting with Billing's library director and board members on February 28` • Nancy stated that she will be hiring a part time employee that will work on computer training and assistance. She is considering partnering with MSU/Billings in hopes of getting a work study individual. That way she will only have to pay '/e of the individual's wage as work study will pay the balance. • The library will be receiving 5 new computers with the BTOP grant and 1 circular unit to house the stations. The library will be buying 2 more of these circular units to house all of the computers and move them into a common area. Nancy would like to use donated funds to purchase the other 2 station units. Police Department • Nothing. City Planner • The Mayor informed the group that the new planner, Heidi Jensen, will be here on February 28, 2011. Safety • Chris informed the group that he has attended the first safety meeting that he felt was worth his time. The conference was in regards to lifting, slipping, trench boxes and pipes. • Chris would like to put up signs that address slips, trips and falls and post these in each department and make it mandatory that each employee read the sign and sign that they have done so. He would like to provide a new topic every month for each department to read and acknowledge that they have read it. • Chris would like to attend a playground seminar in Las Vegas on the 16 17 and 18 of March. He's not sure if he will be attending though. • Chris has had a meeting with the City shop and explained the need for SOPs (Standard Operating Procedures) with them and why they are important. • Chris is having Gary Workman, the public safety officer for the City of Billings, review the City of Laurel's safety manual. After the safety manual is approved he would like everyone to sign off on it within a month's time. 3 Department Head Meeting Minutes of February 15, 2011 • The Mayor would like the SOP's to be standard in administration also, especially for cross training o f employees. Public Works Department • Kurt stated that 2 representatives from Neptune showed up for the meeting. He will be asking the City Attorney for a legal letter accepting their terms for replacement of all of the meters that have not been replaced to date. • Kurt is interested in placing surplus items on publicservice.com. He feels that the City will get better bids this way rather than having a yearly auction. Kurt will research the internet auctioning and report back to the department heads next week. If this looks like a good deal he will talk to Neva to see what surplus is available for disposal. • Kurt mentioned that his snow plow has arrived and he will bring the vehicle down to City Hall for the Council to see on February 22, 2011 prior to the workshop. City Attorney • Nothing. Mayor Olson • Personnel Implementation & Instruction Guide, to the Mayor's knowledge this still has not been gone through by department heads. He will ask Sam if the final version has been sent out. • Reminder to staff that the 18 of February, Laurel Voice articles are due to Cindy. He mentioned that Norm will be writing an article for the park, Chuck for the cemetery and Brent for the fire department. Other • Nothing. The meeting adjourned at 3:45 p.m. Respectfully submitted, L. Shirley Ewan Clerk/Treasurer 4