HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.03.2011 MINUTES
DEPARTMENT HEAD MEETING
MAY 3, 2011 3:00 P.M.
COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson Heidi Jensen Rick Musson
Sam Painter Nancy Schmidt Brent Peters
Shirley Ewan Jan Faught
Council Agenda — May 3, 2011
Public Hearing:
• Ordinance No. 011-06: An ordinance amending Chapter 8.16 titled "Fireworks" located at Title
8 of the Laurel Municipal Code. (First reading — 04/05/2011)
Scheduled Matters:
• Confirmation of Appointments:
o Laurel Ambulance Service: Ray Chapa and Kayla Hunt
• Resolution No. R11 -33: A resolution of the City Council authorizing the Mayor to sign a
contract with ACE Electric, Inc. to install electrical for flag poles at the Laurel Cemetery.
• Resolution No. R11 -34: A resolution of the City Council authorizing the Mayor to sign a
contract with L & J Machine D /B /A Universal Electric Motor Repair for installation of a new
irrigation pump at the Laurel Cemetery.
• Resolution No. R11 -35: A resolution of the City Council approving a two -year agreement
between the City of Laurel and the Local Union known as Local 303, American Federation of
State, County and Municipal Employees, AFSCME.
• Resolution No. R11 -36: A resolution of the City Council authorizing the Mayor to sign a
contract with Covert Cleaning, Inc., for the City's janitorial services.
There was discussion regarding the issues with the janitorial services. Mayor Olson stated that written
concerns should be submitted to Shirley to give to Covert Cleaning.
• Resolution No. R11 -37: A resolution awarding the bid and authorizing the Mayor to sign an
agreement with Titan Machinery for the purchase of a sewer jet rodder for the City of Laurel's
Public Works Department.
• Resolution No. R11 -38: A resolution approving Change Order No. 3 to the contract with
Williams Civil Division, Inc., for the 2010 Water Main Replacement Project and authorizing the
Mayor to execute the attached Change Order No. 3 on the City's behalf.
Draft Council Workshop Agenda — May 10, 2011
General items
Executive Review:
• Zoning variance for storage units at 215 South Fourth Street (PH on May 17, 2011)
Heidi explained that the property was zoned residential in 1979 and needs to be corrected to community
commercial zoning. After the Planning Board meets on Thursday, Heidi will prepare a staff report,
including the Planning Board's recommendation, for Sam's review by the end of the week.
Department Head Meeting Minutes of May 3, 2011
• Resolution — Allocate LURA funds for downtown sidewalk improvement project
Heidi stated that a high cap is needed on the dollar amount in case the cost of concrete increases, as the
CTEP application can have flexible numbers. There was discussion regarding replacement of the trees
and the proposed ornamental grates.
• Discussion — CAO contract
Mayor Olson updated the department heads on the status of the CAO interview process. Mayor Olson
will discuss with the council the possibility of having a three -year contract versus a two -year contract.
Other items
Jan added the appointment of Alycia Roberts to the Laurel Ambulance Service to the May 10 council
workshop agenda.
Review of draft council agenda for May 17, 2011
• Ordinance No. 011 -06: An ordinance amending Chapter 8.16 titled "Fireworks" located at Title
8 of the Laurel Municipal Code. (First reading — 04/05/2011; PH — 05/03/2011; Second reading —
05/17/2011)
There was discussion regarding the budget meetings, which will be scheduled on May 10 and 31 at
5:30 p.m. and on May 24 at 6:30 p.m. Mayor Olson thinks the Budget/Finance Committee prefers to
see a balanced budget with expenditures and revenues without going into reserves. Since budget cuts
are needed, he stated that the department heads could cut their budgets or the Mayor and clerk/treasurer
could cut the budgets. If the Enterprise Funds are ready, Mayor Olson would like them to be presented
at the May 24 budget meeting. Budget meetings might be need in June.
Department Reports:
Clerk/Treasurer
Shirley is working on the actuarial and is waiting for the police contract to be approved tonight.
Fire
There was discussion regarding the three street dances scheduled during the July 4 event, the need for
the police department to charge for the overtime and for the police reserves, and the Mayor's suggestion
for the fire, ambulance, police, and public works departments to meet to coordinate resources for the
events.
• ISO Report
Brent stated that things are going well for the ISO meeting on May 24` He will meet with Industrial
Communications on Friday.
Brent stated that the ambulance service is looking good with the new attendants.
Ambulance
There was discussion regarding the information for the medical director. Jan e- mailed it to Brooke, so
Sam will check on it.
Mayor Olson and Sam are working on the RFP for the ambulance building, as High Plains Architect
will not review the RFQ's.
Library
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Department Head Meeting Minutes of May 3, 2011
• Update on construction project
Nancy stated that the project is almost complete and looks fabulous.
Nancy requested a week's notice for her budget presentation to the council, as she would like to let the
Library Board know.
Police Department
At Mayor Olson's request, Rick gave an update about his foot surgery and the recovery process. He can
return to work for four hours a day if he is able.
City Planner
There was no discussion.
Public Works Department
• Neptune water meters
The issue is being reviewed.
• Update on project by Catholic Church
The contractor is tearing up the asphalt by the church.
Court
There was no discussion.
City Attorney
• Personnel Implementation & Instruction Guide
• Personnel Policy Manual
The manuals are being reviewed.
Sam, Rick and Mayor Olson will meet following this meeting.
Mayor Olson
There was no discussion.
Other
There was no discussion.
The meeting adjourned at 3:48 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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