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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.28.2011 MINUTES DEPARTMENT HEAD MEETING JUNE 28, 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 Workshop Agenda — June 28, 2011 General items: • Appointments o Laurel Fire Department: Allan Gradwohl Brent will introduce Allan Gradwohl at the council meeting on July 5 o Budget/Finance Committee: Tom Nelson Executive Review: • Discussion — Water and Sewer Rate Study Copies of the Water and Sewer Rate Study will be distributed to the council tonight. Chad Hanson will give a brief overview of the information tonight and there will be further discussion at the July 12` council workshop. • Resolution — Committing fund balance resources for Special Revenue Funds (GASB 54) Shirley stated that the resolution addresses special revenues and perpetual funds. If funds are not designated, they have to go into the general fund. • East Railroad Street and the city's acquisition of Yellowstone County's part Heidi prepared a memo for the council. • Discussion — CAO position Mayor Olson stated that Heidi will assist as the CAO/Planner, but there would be no contract at this time. Heidi stated that it would be a slow process in order to earn respect and discuss concerns. Brent stated that clear communication helps. Sam stated that the signature authority remains with Mayor Olson until a CAO contract is approved by the council. • Discussion — Leases for Riverside Park Mayor Olson recently met with the Rod and Gun Club. He spoke regarding Elk River's 2009 memo about the city's liability exposures with the discharge of firearms. At tonight's workshop, he will inform the council about the need for a timeframe to discontinue the discharge of firearms and the need for someone to coordinate the events at Riverside Park. The public needs to be notified that Riverside Park is not a public shooting range. Rick stated that signage is defmitely needed, fencing could be installed, and citations would go to Justice Court since the park is not in the city limits. • Discussion — Legal services This item will be removed from tonight's council workshop agenda. • Council Issues: o Protective cover on the generator at Murray Park (Chuck Dickerson) Department Head Meeting Minutes of June 28, 2011 Kurt stated that a heavy duty solution is needed for the protective cover, as chain link fencing will not be adequate. o Replacement of the dead tree at Murray Park (Chuck Dickerson) Kurt stated that the tree should be replaced next week. Other items • Resolution — Amendment No. 2 to Task Order No. 6 with Great West Engineering The amendment is for additional engineering requirements for Phase I of the Water Facility Plan. • Resolution — Change Order No. 4 to the contract with Williams Civil Division for the 2010 Water Main Replacement Project The change order is $152,000 for pavement on 8th Street from 1 Avenue to 3' Avenue. • City Planner's memo regarding FEMA The memo will be distributed to the council tonight. Kurt and Heidi will meet with FEMA representatives on Wednesday at 10:00 a.m. Department Reports: Clerk/Treasurer • Budget workshop — June 28 at 5:30 p.m. Shirley will bring the surplus list to next week's department head meeting. Heidi needs to remove some items and Kurt wants to add a 30 -foot flagpole to the list. Department heads need to submit bills soon. Ambulance There was discussion regarding the siren, the need to move it off the city hall roof, the cost to move it, and the possibility of getting rid of the siren. Brent mentioned that two alarm systems are needed for ISO purposes. State law requires an audible and visible alarm for people to yield to emergency vehicles. Fire Brent stated that the mutual aid agreement with Cenex needs to be updated to reflect the new buildings. The fire department has six new flotation vests and a buoy available. There are 2,000 sandbags in front of the fire hall for use by anyone that needs them. Brent will schedule a tour of the refinery after the 4th of July. The city's buses will be used to transport the fire, ambulance and city personnel that attend the tour. The fire department's 4 of July theme is "Freedom Isn't Free ". Kurt stated that Public Works made and laminated some temporary 11x17" signs for the 4 The fire, ambulance, police and public works departments will meet at 8:00 a.m. on July 4th Library There was no discussion. 2 Department Head Meeting Minutes of June 28, 2011 Police Department Rick stated that the police department is ready for the 4 ofJuly. The East West Shrine Game is scheduled in Laurel on July 16 The parade route will be similar to the Homecoming Parade. There was discussion regarding the police reserves and ambulance department charging for the events. Big Sky State Games will also have an event in Laurel on July 16 City Planner Heidi mentioned that Chris scheduled a Safety Committee meeting this Thursday, but no one has replied to him. Since everyone is busy with the 4 ofJuly events, the meeting will be rescheduled in two weeks. Public Works Department Kurt and Heidi recently met with the DOT regarding the speed limits on East Main Street. They were told that the city should send the State a notice of intent to annex the right -of -way and the State would basically allow it to happen. Heidi wants to annex East Railroad Street first and then work on East Main Street. Kurt recently asked Rod Nelson how the city should officially ask for an urban route project to start. The council needs to approve a resolution of intent for the project, and Kurt suggested that West Railroad Street should be the city's next urban route project. This will be discussed at the July 12 council workshop. Court There was no discussion. City Attorney There was no discussion. Mayor Olson • Ambulance building Jan received a set of plans, which she needs to review for placement of the outlets and the phone and T -1 lines. Mayor Olson asked the Emergency Services Group and the building inspector to meet soon. • Surplus auction Shirley will distribute the surplus list next Tuesday. Rick stated that the auction date needs to be set for September or October. Other Mayor Olson stated that there is no surplus in the budget, as it needs to be cut by $300,000. He stated that the council will not raise their hands to adopt a budget that is balanced on reserves. Budgets need to be reviewed and cuts need to be made. The meeting adjourned at 4:04 p.m. Respectfully submitted, c Cindy Allen Council Secretary 3