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HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.01.2011 MINUTES DEPARTMENT HEAD MEETING MARCH 1, 2011 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Chris Rosenberg Rick Musson Brooke Baracker- Taylor Kurt Markegard Brent Peters Shirley Ewan Nancy Schmidt Jan Faught Heidi Jensen Council Agenda — March 1, 2011 Scheduled Matters: • Confirmation of Appointments. • Resolution No. R11 -17: A resolution awarding a three -year contract with Olness and Associates for auditing services through fiscal year ending 2013 and authorizing the Mayor to sign said contract for the City of Laurel. • Resolution No. R11 -18: A resolution of the City Council authorizing the City to participate in a Surplus Purchase Program with the State of Montana Property and Supply Bureau. • Resolution No. R11 -19: A resolution awarding the bid and authorizing the Mayor to sign an agreement with Titan Machinery for the purchase of a street sweeper for the City of Laurel's Public Works Department. • Resolution No. R11 -20: A resolution of the City Council authorizing the Laurel Urban Renewal Agency to procure and retain an architect /engineering firm to assist with the Facade and Technical Assistance Programs. • Ordinance No. 011 -03: An ordinance of the City Council of the City of Laurel, Montana, adopting a technical amendment to Ordinance No. 011 -01 to resolve a typographical error in the previously adopted ordinance. First reading. Draft Council Workshop Agenda — March 8, 2011 General items: • Appointments: o City Planner — Heidi Jensen Heidi will attend next Tuesday's council workshop. Public Works Department: • Frozen culvert issues at Graff and West Schools Girl Scout Troop 2226 will meet with Mayor Olson at 6:00 p.m. on Tuesday, March 8 and then attend the council workshop at 6:30 p.m. A letter of response was sent to the Girl Scout Troop. Kurt will speak about the issues near the schools and explain the process required to address them. Mayor Olson stated that this will be an opportunity for the Girl Scouts to see how government works. • Resolution — Agreement with St. Vincent Healthcare Occupational Health Services Kurt will present the annual agreement with St. V's for drug testing at the council workshop. Rick suggested that only random drug testing be done, not alcohol testing. Kurt will request including only random drug screens in the agreement. • Resolution — Private Access Easement Kurt recently responded to Sam regarding the draft private access easement agreement, but Sam has not yet responded. Kurt stated the need for verbiage for the city to sever the agreement if the $600 annual payment is not received, as the draft agreement does not stipulate the city's process for no payment. Kurt Department Head Meeting Minutes of March 1, 2011 also stated that Jack Roma has not submitted approved road plans yet, which was required in the resolution. Clerk/Treasurer: • Resolution — Budget amendment Shirley stated that there are two budget amendment resolutions, as Sam did not want the FAP building included with the budget amendment for the library and the fire department. There was discussion. The ambulance will need a budget amendment for contracted services at the end of the fiscal year. Emergency Services Committee: • Fireworks ordinance Rick explained that the committee recommended the council change the ordinance to allow legal fireworks on July 2 3 4` and December 31 and to substantially increase the fines for offenders. • Animal control ordinance Rick stated that the committee recommended changing the boarding requirements for animals from five days to three days, which coincides with Billings and Yellowstone County. Executive Review: • Ordinance — Change composition of the Tree Board The Tree Board requested increasing its membership to five instead of four members. • CAO position process Mayor Olson stated that advertisements for the CAO position will be published in March, applications will close on April 8 interviews will be completed by mid -May, and the new CAO should start on July 1 l . An interview committee will be formed soon. The interview questions will be submitted to the attorney's office prior to the interviews. Other items There were none. Review of draft council agenda for March 15, 2011 • Public Hearing: o Ordinance No. 011 -03: An ordinance of the City Council of the City of Laurel, Montana, adopting a technical amendment to Ordinance No. 011 -01 to resolve a typographical error in the previously adopted ordinance. (1 reading — 03/01/2011; PH — 03/15/2011) Department Reports: Clerk/Treasurer Shirley mentioned that MDU wants to change out a meter at 119 First Street West. Shirley stated that department heads can review the questions and answers received from the audit findings. There was a lengthy discussion regarding the draft of the medical marijuana business license. Shirley has received numerous calls from people wanting to know how to apply. As per Brooke, people should be informed that the application process is being finalized and will be ready by March 15 when the ordinance is effective. Department heads need to submit any comments regarding the draft business 2 Department Head Meeting Minutes of March 1, 2011 license to Sam. There was further discussion regarding locations for growing and dispensary operations, fire inspections, and the review process for the applications and compliance. Signature lines for the review process are needed on the medical marijuana business license application. There will be further discussion on the March 8 department head agenda. Fire Brent mentioned an ISO rating system training opportunity on April 23 from 9:00 a.m. to 4:00 p.m. Brent stated that the East/West Shrine game is scheduled in Laurel on July 16 He suggested that the city needs to take care of the Shriners so they continue to come to Laurel. Mayor Olson stated that Herb Townsend told him that the Shriners take care of things on their own, but it should be promoted. The Shrine parade should be a boost to Laurel's economy. Brent will talk to the fire department about providing salutes and a show at the end of the game. According to Herb, the game will be in Laurel and all other activities will be in Billings. Brent asked regarding the renewal dates for the fire district contracts. There was discussion about the need to increase the contracts to cover the Fire Relief Association. Shirley is still waiting for the actuarial from Butch Ripley. Corey, Brent, Shirley, and Mayor Olson will meet soon for further discussion. Ambulance There was no discussion. Library Mayor Olson stated that some website changes were suggested at the council retreat on Saturday. He will meet with Nancy soon to explain the options. Police Department Rick attended a recent 4 of July Committee meeting. Rock the Block is scheduled on July 1 s `, the Palace has scheduled an event on July 2 the Jaycees Dance is on July 3 and many events are scheduled on July 4 Rick spoke regarding providing police reserves and officers for all of the events. He told the Jaycees they would be charged for the officers. The next Aviation & Technology Week meeting is scheduled on March 17 at 5:30 p.m. in the old middle school library. Rick suggested that someone from the public works, fire and ambulance should attend. There was discussion about changes to LMC regarding transient vendors. There was also discussion regarding the past and best locations for the 4 of July vendors. Brent suggested that the fire trucks should be located on East 8 Street and the vendors should be on East 6 Street. Joanne Flynn will be asked to meet during the ESG meeting tomorrow. City Planner Heidi's e-mail address is hjensen @laurel.mt.gov. Safety • Safety Program update Chris distributed new safety information on proper lifting and back health and some signs to the department heads. Chris will attend a playground safety conference in Las Vegas soon. 3 Department Head Meeting Minutes of March 1, 2011 Shirley distributed a safety budget, and there was a lengthy discussion regarding the safety budget and the need to split the budget according to salaries in each city department. Kurt stated that playground safety is specific to parks and should be taken out of the park budget. There was further discussion. The Safety Advisory Committee (Chris, Kurt and Rick) needs to meet. Chris downloaded a program to print MSDS sheets. Public Works Department Kurt will attend the Aviation & Technology Week meeting on March 17 and the ISO training meeting on April 23` • Neptune water meters Neptune will submit some information regarding the water meters for the Voice. The city took delivery of the snowplow and sanding unit recently, and it should be in use soon. City Attorney There was no discussion. Mayor Olson • Personnel Implementation & Instruction Guide Mayor Olson is still working on it. The council discussed the Personnel Committee at the retreat last Saturday, and it is the council's intent to remove that committee. An ordinance will be presented to remove that standing committee. Suggested changes for the Personnel Implementation & Instruction Guide should be submitted to the attorney's office soon. The Personnel Policy Manual and the Personnel Implementation & Instruction Guide will be presented for council approval at the same time. • Laurel City Voice Several articles are still needed. Other At the Montana Rural Water conference last week, there was discussion about the need for cities to have a disaster plan. Mayor Olson stated that Chris, Heidi and Gary will address a disaster plan for the City of Laurel. Brent will give Heidi some information he received at a LEPC meeting last month. The meeting adjourned at 4:27 p.m. Respectfully submitted, Cindy Allen Council Secretary 4