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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.21.2011 MINUTES DEPARTMENT HEAD MEETING JUNE 21, 2011 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Heidi Jensen Rick Musson Sam Painter Kurt Markegard Brent Peters Shirley Ewan Jan Faught Council Agenda — June 21, 2011 Public Hearing: • Variance request to reduce minimum lot width on Lots 7 and 8 of Nutting Brothers Subdivision. • Ordinance No. 011 -07: An ordinance amending Section 17.26.052 titled "Entryway Zoning District" located at Title 17 of the Laurel Municipal Code (transit bus benches). Scheduled Matters: • Confirmation of Appointments: o Budget/Finance Committee: • Appoint Mark Mace as Chairman of the Budget/Finance Committee o Laurel Airport Authority • Reappoint John Smith, Chairman, to a 5 -year term ending June 30, 2016 • Appoint Randy Hand to fill a term ending June 30, 2012 o Board of Appeals • Reappoint Ed Thurner and Don Brown to 2 -year terms ending June 30, 2013 o Cemetery Commission • Reappoint Norm Stamper, Lee Barndt and Dick Fritzler to 2 -year terms ending June 30, 2013 o City - County Planning Board • Mayor's reappointments of Don Brown and Hazel Klein to 2 -year terms ending June 30, 2013 o Laurel Library Board • Appointment of Alan Klebe to a five -year term ending June 30, 2016 • Ward 2 council vacancy • Resolution No. R11 -46: A resolution approving a variance request within the one mile zoning jurisdiction of the City of Laurel for Lots 7 & 8 of the Nutting Brothers Subdivision 2nd Filing, to reduce the 40 foot required manufactured home lot width by 5 feet. • Resolution No. R11 -47: A resolution of the City Council authorizing the Mayor to sign an Operating Contract with the State of Montana, Department of Transportation for the Laurel Transportation System Coordination Plan. • Resolution No. R11 -48: A resolution of the City Council modifying Resolution No. R11 -10 to incorporate an authorization to set the 2011 City of Laurel's annual sidewalk merchant permit fee. • Resolution No. R11 -49: A resolution of the City Council authorizing the disposal of City Court records. • Resolution No. R11 -50: A resolution approving an agreement between the City of Laurel and Yellowstone Boys and Girls Ranch, said agreement relating to fire protection. • Resolution No. R11 -51: A resolution approving an agreement between the City of Laurel and the Laurel Airport Authority, relating to fire protection. • Resolution No. R11 -52: A resolution approving an agreement between the City of Laurel and the City of Billings relating to solid waste disposal. Department Head Meeting Minutes of June 21, 2011 • Resolution No. R11 -53: A resolution approving Change Order No. 2 to the previously approved contract with Blacktop, Inc. for the 2010 Street Maintenance Project, adding additional surface restoration and authorizing the Mayor to execute the attached Change Order No. 2 on the City's behalf. Kurt will give the bill for the utility cut repairs to Shirley and payment will be made out of the water distribution fund. • Resolution No. R11 -54: A resolution to approve commitment of fund balances in accordance with GASB Statement No. 54. Draft Council Workshop Agenda — June 28, 2011 General items Executive Review: • Resolution — Committing fund balance resources for Special Revenue Funds (GASB 54) A second resolution is needed for GASB 54. • East Railroad Street and the City's acquisition of Yellowstone County's part Heidi talked to Tim Miller today. Tim, Heidi and Kurt will meet on Thursday at 9:00 a.m. for further discussion. • Discussion — Water and Sewer Rate Study Chad Hanson will present an overview of the rate study and the council will be asked to review the information. Kurt suggested that the city meet with the larger users after the council receives the information. • Discussion — Leases for Riverside Park Mayor Olson mentioned Sam's 2009 findings regarding the risks and liabilities of allowing the discharge of firearms in a city park. Mayor Olson recently met with the Rod & Gun Club. There was discussion regarding a moratorium for shooting in the park, the allowance in LMC for shooting for instruction and competition purposes inside the city limits, and proposed requirements for a regulatory board to coordinate events at the park. • Council Issues: o Fencing around the generator at Murray Park (Chuck Dickerson) Shirley asked about the fencing for the reservoir, which will be included in the 2011 -2012 budget. There was discussion regarding the fencing around the generator, which needs to be stronger than chain link fencing in order to hold the weight of a child. Heidi will ask Chris about this. o Replacement of the dead tree at Murray Park (Chuck Dickerson) Kurt stated that the tree will be replaced by next week. Other items There were none. Department Reports: Clerk/Treasurer 2 Department Head Meeting Minutes of June 21, 2011 Shirley stated that bills must be submitted by June 30 • Budget workshop — June 28 at 5:30 p.m. The court and several public works budgets will be presented on June 28 Kurt and Shirley will meet on Wednesday morning to review the remaining budgets. Ambulance Jan will be on vacation from Wednesday through Sunday. There was discussion regarding the new ambulance building, how to pay for designated phone lines, and the contractor's request for the exact locations and number of phone lines, T -1 lines, and electrical outlets. Jan stated that High Tech Construction has been working very efficiently on the project. Kurt stated that the sewer camera will be scheduled to video the sewer connections around the FAP block. Fire Brent apologized for canceling the fire extinguisher training last Thursday. The training will be rescheduled after the 4 ofJuly. The newly - adopted fireworks ordinance will be in effect for the 4 ofJuly. Brent suggested that discussion regarding the fire district contracts should begin in October or November. The deputy fire marshals have been assigned to the fire districts. District 8 met last night and a fire department member attended the meeting. Brent hopes to develop relationships to work together with the fire district boards. The ISO review will continue on July 9` There was discussion regarding the lack of notification from state contractors about road closures. There was discussion regarding the surplus auction. Shirley will prepare a list for the department heads to review on July 5` After the council declares the items as surplus, the city can schedule an auction. Brent will be out of the state for fire training from July 7 to 15 There was discussion regarding allowing double parking on Second Street during emergencies. The ordinance would have to be changed. Brent requested the appointment of Allan Gradwohl to the fire department on the next council agenda. Brent asked if the city gives a heroism award, as a civilian went into the ditch to save some people during an emergency last night. Library There was no discussion. Nancy is on vacation this week. Police Department Rick stated that the 4 of July events will require 34 hours of reimbursed overtime and 28 hours of city paid overtime. 3 Department Head Meeting Minutes of June 21, 2011 The fireworks ordinance will be in effect, but calls will still be prioritized accordingly. Last year, there was a 45- minute response time for officers to get to fireworks calls. The East West Shrine game and parade is scheduled in Laurel on July 16` There was discussion regarding the route for the 4 ofJuly and Shrine parades and the issues with the street by Evergreen. The 4 ofJuly meeting is scheduled on Thursday, June 23' at 6:00 p.m. City Planner There was no discussion. Public Works Department There was no discussion. Court There was no discussion. City Attorney Sam mentioned that one issue needs to be resolved for the Personnel Policy Manual. Mayor Olson • Ambulance building There was no further discussion. • Surplus auction There was no further discussion. Other Rick asked if an Emergency Services Committee is scheduled next Monday. The answer will be available after tonight's council meeting. Mayor Olson spoke regarding budgetary concerns for the attorney, the possibility that legal counsel will no longer attend department head and council meetings, the need to communicate with legal counsel via e-mail and phone, finding ways to continue the legal services, and the need for the council to determine the amount of legal services for civil and prosecution services. Mayor Olson explained that Bob Sivick decided not to accept the CAO position for personal and professional reasons. The city has the option to offer the position to someone else that was interviewed, re- advertise for the position, hire within the city, or continue with the current situation. He has discussed the situation with the council president and vice - president. By this time next year, there will be a CAO with a three -year contract. The meeting adjourned at 3:55 p.m. Respectfully submitted, Cindy Allen Council Secretary 4