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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.05.2011 MINUTES DEPARTMENT HEAD MEETING APRIL 5, 2011 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Chris Rosenberg Rick Musson Sam Painter Kurt Markegard Brent Peters Shirley Ewan Nancy Schmidt Lavonne Mothershead Heidi Jensen Council Agenda — April 5, 2011 Public Hearings: • Budget amendment for Library and Fire Department • Budget amendment for FAP building • Ordinance No. 011 -04: An ordinance amending Section 12.32.050 titled "Creation and establishment of a City Tree Board" and Section 12.32.060 of the Laurel Municipal Code titled "Term of office" located at Title 12 of the Laurel Municipal Code. (First reading — 03/15/2011) • Ordinance No. 011 -05: An ordinance amending Section 5.44.030 titled "Exceptions to provisions" located at Title 5 of the Laurel Municipal Code. (First reading — 03/15/2011) Mayor Olson encouraged Nancy, Shirley and a representative from the fire department to attend the public hearings to hear the public input. Scheduled Matters: • Confirmation of Appointments: o Laurel Ambulance Service: Darci Waldo and Dave Miller o Laurel Fire Department: Brandon Rogge, Henry Fox and Jason Molm o Police Commission: Mike Kirschenmann to fill a term ending December 31, 2013 o Health Insurance Committee: Kurt Markegard, Chuck Rodgers, Tom Nelson • Resolution No. R11 -24: Budget amendment resolution to increase appropriations in the General Fund for equipment for the Library and Fire Departments for fiscal year 2011. • Resolution No. R11 -25: Budget amendment resolution amending appropriation distribution for various funds for fiscal year 2011. • Resolution No. R11 -26: A resolution of the City Council authorizing Laurel Legion Baseball and Laurel Little League to construct a Dugout Addition at Thomson Park in the City of Laurel. Shirley asked Kurt to remind the Laurel Little League to provide the costs for the project. • Resolution No. R11 -27: A resolution approving Amendment No. 4 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 assessing and correcting problems with one of the Wastewater Treatment Plant's digesters and coordinating sludge dewatering services at the Wastewater Treatment Plant as part of the Wastewater System Improvement Project. Department Head Meeting Minutes of April 5, 2011 • Resolution No. R11 -28: A resolution authorizing the Health Insurance Committee to seek competitive bids pursuant to the City's Purchase and Procurement Policy for the City's Employee Benefits Program. • Resolution No. R11 -29: A resolution authorizing CHS, Inc. to install a groundwater monitor on City property, as identified on the attached Figure 1 -1, resulting from the discovery of potential contamination of groundwater during construction of Phase 2A1 of the City's Wastewater Improvements Project. Ron Nissan from Cenex will attend tonight's council meeting. • Motion — Local 303 Union Mediated Settlement Proposal • Ordinance No. 011 -06: An ordinance amending Chapter 8.16 titled "Fireworks" located at Title 8 of the Laurel Municipal Code. First reading. There was discussion regarding allowing fireworks to be shot off on the city's sidewalks and streets, the city's possible exposure in those circumstances, and the need to have MMIA review the draft fireworks ordinance. Sam will send the draft ordinance to MMIA. Draft Council Workshop Agenda — April 12, 2011 General items: Police Department: • Grant information Since Rick will be gone, Monica Salo will present information regarding a Vest Grant with a 50/50 match. There was discussion regarding the grant, the thirteen vests that Rick wants to purchase, the $650 cost for each vest, and the studies that show the reasons the vests should be replaced every three years. Rick stated that the Police Reserves would use the old vests. This Federal Grant will pay half of the cost for the vests. A resolution to accept the grant will be needed. Executive Review: There was a lengthy discussion regarding the issues that council members place on the council workshop agendas for information and discussion. Mayor Olson proposed that he would answer the questions as they are asked and/or ask the appropriate department head if he /she is prepared to address the issue at the time the question is asked. Mayor Olson also proposed that an e- mailed response could be sent to all council members regarding the specific issue after the needed information was available. There was discussion regarding having department heads present quarterly reports to the council. Most felt that it was not needed for their department, but Public Works updates could be presented on a regular basis. Lavonne Mothershead arrived at 3:35 p.m. • Council Issues: o Chip sealing projects (Norm Stamper) and priorities for filling potholes (Chuck Dickerson) Kurt stated that chip seal projects and filling potholes are determined by location, severity, traffic, and complaints received. 2 Department Head Meeting Minutes of April 5, 2011 o SID for streets near the old middle school (Kate Hart) The city received a quote of $523,000 from Great West Engineering. o Parking in front of city hall (Mark Mace) o City's use of Yellowstone Bank's parking lot (Tom Nelson) during and after business hours (Chuck Dickerson) There was discussion regarding the need for parking access in front of city hall, the possibility of afternoon matinees at the Laurel Movie Haus, and the use of the parking lots. Riley Cooke received permission from the various business owners to use the surrounding parking lots for moviegoers. Kurt will contact Riley Cooke to see if summer matinees are planned. o Safety issues at TenderNest, Valley Drive and 12` Street (Chuck Dickerson) Kurt and Randy Swenson have discussed the issues. o Schedule for budget meetings (Tom Nelson) Budget presentations for the council will be scheduled in May prior to regular council workshop meetings and on May 24 Department heads will meet with Shirley and Mayor Olson in April. o Update on project at 5 Street and 3 /4 Avenues (Emelie Eaton) More information will be available after Thursday's meeting with Great West Engineering. Other items There were none. Department Reports: Clerk/Treasurer Shirley distributed a copy of the costs for e-mail records retention and spam for each department in the General Fund. Shirley is working on the budgets. Rick asked that his budget presentation be scheduled at the end of April. Kurt and Shirley will meet on Thursday at 10:00 a.m. to review his budgets. Shirley will attend the Reasonable Suspicion Training on Thursday from 2:00 to 4:00 p.m. St. Vincent's Healthcare will do the training at city hall. Fire • ISO Report Gary asked where moviegoers parked to go to the old movie theater. Ambulance Lavonne Mothershead mentioned that two ambulance attendant appointments are on tonight's council agenda. Library 3 Department Head Meeting Minutes of April 5, 2011 Nancy will attend the public hearing tonight. She cannot attend the training on Thursday, as she will attend a conference in Billings. The library has the computers it received from the grant and they should be installed soon. Police Department • Update on new police officer Rick stated that a conditional job offer has been extended and the appointment is tentatively on the May 3' council agenda. The new officer will replace David Firebaugh. City Planner Heidi stated that the new windows have arrived and window replacement will begin soon. There was discussion regarding the boiler issues. Stevens Brothers Mechanical will replace the boiler with a high efficiency boiler at the same cost as the previous project was quoted. Mayor Olson and Heidi are scheduled to meet on Wednesday at 10:00 a.m. There was discussion regarding the Transit Authority, a scheduled meeting with Evergreen on April 18 at 10:30 a.m., information Heidi received about a voucher program, and the need to revise the coordination plan with the Council on Aging. The city's agreement with the Council on Aging will expire at the end of May 2011. Heidi will attend the Transit Authority Conference in Helena next week. Safety • Safety Program update Chris met with Joe Wolfe last week. Joe told Chris that the information he gathered looked good and he would send it on to Helena. Joe wrote up some additional items while he was here, and Chris will address those issues. There was discussion regarding the need to send a letter to Local 316 to extend negotiations on an issue for an additional week. Joe Wolfe recently informed Chris of a 30 -hour OSHA course at the College of Technology. The course would enable Chris to qualify as the instructor for several issues. Chris will fmd out the dates and the cost for the course. Chris asked to meet for discussion regarding the budget. Public Works Department • Neptune water meters Kurt, Sam and Mayor Olson will meet to discuss the city's response to Neptune's proposal. Sam approved the advertisement for the jet rodder. Matt Wheeler and Guy Rolison will fly to Chicago next week to review the equipment at the factory. The city's Purchase and Procurement Policy requires the manufacturer to demonstrate the equipment to city staff and the manufacturer will pay the costs for the trip. Kurt stated that advertisements need to be published for summer pool help, as the people have to receive the proper training. Salaries in the pool budget are already over budget. 4 Department Head Meeting Minutes of April 5, 2011 Court There was no discussion. City Attorney Sam stated that the Personnel Implementation and Instruction Guide and the Personnel Policy Manual have been revised and are ready for department heads to review. There was discussion regarding conflict of hours for jury duty. Sam will make the revisions and forward the final draft to Cindy for distribution to the department heads. Department heads need to review the drafts and provide comments by the next meeting on April 12` Mayor Olson Mayor Olson asked Sam, Shirley and Kurt to meet regarding the union negotiations. Department heads need to use the new council city e-mail addresses to communicate with council members. Other Council members and department heads are welcome to participate in the dunking booth if they chose to do so. The meeting adjourned at 4:15 p.m. Respectfully submitted, ( Cindy Allen Council Secretary 5