HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.17.2011 MINUTES
DEPARTMENT HEAD MEETING
MAY 17, 2011 3:00 P.M.
COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson Heidi Jensen Mark Guy
Sam Painter Kurt Markegard Brent Peters
Shirley Ewan Nancy Schmidt Jan Faught
Council Agenda — May 17, 2011
Public Hearing:
• Zone change variance from Residential Limited Multi- Family to Community Commercial at 215
South 4 Street, Laurel, Montana.
Ron Elkin will attend tonight's public hearing.
Scheduled Matters:
• Confirmation of Appointments:
o Laurel Ambulance Service: Alycia Roberts
o Laurel Airport Authority: Alfred Koelzer to fill a term ending June 30, 2015
• Ordinance No. 011 -06: An ordinance amending Chapter 8.16 titled "Fireworks" located at Title
8 of the Laurel Municipal Code. Second reading.
• Resolution No. R11 -39: A resolution approving a zone change within the City of Laurel for
Lots 1 -8, Block 24, and Lots 15 -20 of Block 25 of East Yellowstone Subdivision together with
that part of vacated alley and South Third Street adjoining, from residential limited multi - family
to community commercial.
• Resolution No. RI 1 -40: A resolution of the City Council approving the recommendation by the
Laurel Urban Renewal Agency to utilize a portion of the City's Tax Increment Finance District
funds for the Laurel Downtown Sidewalk Improvement Project.
• Resolution No. R11 -41: A resolution of the City Council authorizing the Mayor to sign an
agreement with High Plains Architects to assist the Laurel Urban Renewal Agency with various
projects and Facade Grant application assistance for downtown Laurel property owners.
Heidi mentioned that one application has been received and other businesses have inquired about the
Facade Grant. Heidi explained that LURA members will compile a list of projects for a 5 -year plan,
and the projects will then be ranked. She stated the need for improved communication between LURA
and the city council.
• Resolution No. R11 -42: A resolution approving a Memorandum of Understanding between the
City of Laurel and AFSCME Local #316 to modify Section 5 of Addendum `B" to the Parties'
current contract to temporarily resolve a salary issue with transferred or promoted employees.
Draft Council Workshop Agenda — May 31, 2011
General items:
Executive Review:
• Ordinance — Change language regarding bus benches
Department Head Meeting Minutes of May 17, 2011
Heidi stated that the council approved a contract with Mark Blair in October 2010 to install bus
benches, but LMC language still needs to be changed to allow the benches. Heidi sent an e -mail
regarding the ordinance change to Sam today. After the council approves the verbiage change, Mark
Blair will present a plan for the benches. Since the bus route is not a fixed route, Heidi is concerned
that people might expect to have a bus pick them up at the bench locations. The contract with Blair
Advertising allows for advertising on the bus benches.
Other items
Shirley added resolutions for GASB 54 (restricted reserve committed) to the May 31 council agenda.
Department Reports:
Clerk/Treasurer
• Budget workshop — 24
Mayor Olson and Shirley attended a meeting with Alec Hansen today and were informed that the
entitlement share did not increase. Budgets need to be tightened up as the city will not receive an
additional $21,000 as anticipated.
There was a lengthy discussion regarding the following: budgets: scheduling budget presentations on
May 24 and 31s getting feedback from the council regarding budget presentations; the decrease in the
mod factor for workers' compensation; the Budget/Finance Committee's motion to recommend that the
city's budget be balanced with revenues and not reserves; who will make decisions regarding cutting
budgets and when those decisions would be made; the requirement to get Mayor Olson's authorization
for purchases over $300; the cutoff for purchases for this fiscal year; and the clarification that items
received by June 30 will be in the current budget and items received after June 30 will be in the next
fiscal year; Mayor Olson and Shirley will schedule the budget presentations for the departments.
Fire
Brent distributed sign -up sheets for employee fire extinguisher training on May 20 May 27 and June
3` at 1:00 p.m. The library employees will be scheduled at a different time, as the employees do not
work on Fridays. A makeup class will be scheduled in June.
• ISO Report
Brent will be working with the ISO team next Tuesday. He is waiting for a couple more reports.
The fire department purchased two 4x4 foot signs to post during live burn fire training at the container
site. Mayor Olson suggested putting the information in the Laurel Outlook and as a public service
announcement.
Brent stated that JW Hopper was elected as the training officer for Yellowstone County. There is a
possibility that the county and city will start training together at a co-op training site. There was
discussion. Heidi asked if Brent had talked to the airport about smoke from the burns.
Brent mentioned that the College of Technology and the department plan to start a fire science program
at Laurel High School this fall.
The fire department purchased the current NFPA online manuals and downloaded them on three
computers.
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Department Head Meeting Minutes of May 17, 2011
There was further discussion regarding the fire department's burn area north of the city's container site.
Ambulance
Jan has not received notification regarding road closures. There was discussion, as Kurt received
information regarding the underpass closure last week and forwarded the information on. Mayor Olson
will contact Stefan Streeter regarding the need for notifications. Heidi asked Mayor Olson to also ask
Stefan Streeter about the status of the sidewalk application she e- mailed to him.
The fire, ambulance and police will meet with Technical Edge on Thursday.
There was discussion regarding the semi that hit the underpass, today's restitution hearing that the State
did not attend, and the paving of Frank Road.
Library
There was no discussion.
Police Department
Mark mentioned that Officer Pitts received an award today for his work to combat drugs in Yellowstone
County and Montana. Special Agents in the four -state area attended today's awards event.
Mark stated that Brooke is doing an outstanding job as the city's prosecutor.
Mark explained that the hiring process for the new police officer. B -Pad testing is scheduled on May
27 and 28 followed by the interviews and extensive background checks.
City Planner
Governor Schweitzer will be at the Yellowstone County Courthouse, Room 105, on Friday at 2:00 p.m.
to talk about floodplain issues.
Public Works Department
• Neptune water meters
Kurt stated that 85 water meters had zero consumption this month. Vacancies, etc., will be checked to
determine the final count of failed meters and Kelly will check for sequential numbers. The city will
contact Neptune soon.
• Update on project by Catholic Church
Kurt gave an update of the project, which includes new culverts and poly pipe.
Work is being done at the water plant to shore up the riverbank, and sand bags will be laid in case the
riverbank crests.
Kurt stated that an extra 2 million gallons of water went through the city's sewer system last week
during the heavy rains. This was probably caused by high groundwater or manhole issues.
Kurt is working on budgets, ISO information and summer help.
The Arbor Day event was successful.
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Department Head Meeting Minutes of May 17, 2011
Brent asked regarding the security fencing at the water treatment plant. Kurt stated that work needs to
be done on the banks before the security fence is installed.
Court
There was no discussion.
City Attorney
• Personnel Implementation & Instruction Guide
• Personnel Policy Manual
Work is being done on the manuals.
Brooke asked if the city attorney's budget could be presented on May 24 Mayor Olson will let her
know for sure.
Mayor Olson
• Surplus auction
Department heads should compile and turn in the surplus lists to Shirley by June 1St
• Chief— update on health
Mark stated that Rick's cast was removed and replaced with a walking cast on Monday and he is doing
much better than after the previous surgery.
• 4 of July discussion
The departments are preparing for the 4 of July, but Mayor Olson suggested that department heads
should meet to discuss the event. A meeting was scheduled on Wednesday, June 15 at 10:00 a.m.
Other
There was no discussion.
The meeting adjourned at 4:03 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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