HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.12.2011 MINUTES
DEPARTMENT HEAD MEETING
APRIL 12, 2011 3:00 P.M.
COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson Chris Rosenberg Mark Guy
Sam Painter Kurt Markegard Gary Colley
Shirley Ewan Nancy Schmidt Lavonne Mothershead
Council Workshop Agenda — April 12, 2011
General items
Police Department:
• Grant information
Monica will present the grant information at tonight's council workshop.
• Resolution — Accept Vest Grant
Mark explained that it is a Federal matching grant and the department is currently out to bid for the
vests.
• Resolution — Service Contract with Industrial Electronics for 911 service
Last year's contract has a provision to renew the contract, but Sam contacted the ICE representative to
fmd out more details.
Mayor Olson stated that information for council workshop needs to be submitted to him in a timely
manner prior to the meeting. Staff is scrambling to get the final information for tonight's workshop.
Mark asked regarding the status of the newly -hired police officer. The appointment and swearing in
ceremony is on the May 3` council agenda, and the new officer, Scott Weston, will start on May 4
Public Works Department:
• Citywide cleanup on April 30 — May 1"
Vi Hills will speak regarding the citywide cleanup at tonight's council workshop. Alley cleanup is
scheduled for the week of April 25 and the pickup will be on April 30 and May 1 The container
site will be open on Sunday this year, but that might not continue in the future.
Executive Review:
• Council Issues:
o Chip sealing projects (Norm Stamper) and priorities for filling potholes (Chuck
Dickerson)
Mayor Olson has information from Kurt.
o SID for streets near the old middle school (Kate Hart)
Mayor Olson has the information.
o Parking in front of city hall (Mark Mace)
Gary mentioned that the newspaper stated that there would be matinees on Saturdays and Sundays.
Kurt will contact Riley Cooke regarding weekday matinees during the summer.
Department Head Meeting Minutes of April 12, 2011
o City's use of Yellowstone Bank's parking lot (Tom Nelson) during/after business hours
(Chuck Dickerson)
The resolution and parking agreement will be distributed to the council.
o Safety issues at TenderNest at Valley Drive and 12 Street (Chuck Dickerson)
The issue will be addressed with signs and boulders.
o Schedule for budget meetings (Tom Nelson)
Mayor Olson will provide the information.
o Update on project at 5 Street and 3' Avenues (Emelie Eaton)
Kurt provided the information for Mayor Olson to give the council.
Mayor Olson stated that the CAO will be the liaison between the council and the staff. The CAO will
need to know every aspect of city business in order to present the issues at the council meetings, which
will remove the requirement for the staff to attend council meetings. Mayor Olson will present the
information to the council for the next two months to test the new procedure.
Other items
Kurt stated that Williams Civil Division needs to prepare a change order to pave the streets at Fifth
Street and Third /Fourth Avenues. If the change order is received by Friday, it could be placed on next
Tuesday's council agenda. Otherwise, it will be on the April 26 council workshop agenda for approval
on May 3
There was discussion regarding the $175,000 needed for the project and which funds will pay for it.
The Water Fund will pay for the trench restoration project and the Street Maintenance Fund will pay for
the $175,000 paving project.
Department Reports:
Clerk/Treasurer
Budgets need to be turned in to Shirley right away.
Fire
• ISO Report
Gary stated that ISO work is being done. There was discussion regarding hydrant testing, the proposal
that Gary submitted to the Emergency Services Committee Chairman to establish a fire hydrant district,
the fees a district would generate for testing and repairs, and the need to contract services to get the
work done. Brent and Kurt will attend the ISO training session on April 23 and the ISO testing is
scheduled on May 24
Ambulance
There was no discussion.
Library
The library will be closed for four days during the week of April 25` or the next week in order to
complete the remodeling for the public computing center.
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Department Head Meeting Minutes of April 12, 2011
Police Department
• Update on new police officer
Scott Weston will be appointed on May 3` and start working on May 4th
City Planner
Heidi is attending a Transit Grant workshop in Helena this week.
Safety
• Safety Program update
Chris stated that Joe Wolfe is working on the updates and will send a letter to the city soon. Exit signs
and a GFI for the refrigerator are needed in the break room, as well as some issues in the court.
Public Works Department
• Neptune water meters
Kurt stated that Kelly researched the 1,839 meters with the serial number of the failing meters. The city
will do more investigation and review Neptune's offer.
Kurt mentioned that Glenn Bies will retire on Friday, April 15 There will be cake at 2:00 p.m. on
Friday and he will receive a $100 gift certificate from the local business of his choice.
Court
There was no discussion.
City Attorney
There was no discussion.
Mayor Olson
• Personnel Implementation & Instruction Guide
• Personnel Policy Manual
Department heads need to review them by next week and then Sam will make the necessary revisions.
Other
There was none.
The meeting adjourned at 3:35 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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