HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.16.2011 MINUTES
DEPARTMENT HEAD MEETING
AUGUST 16, 2011 3:00 P.M.
COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson Heidi Jensen Rick Musson
Sam Painter Nancy Schmidt Gary Colley
Shirley Ewan Jan Faught
Council Agenda — August 16, 2011
Public Hearing:
• Intention to create Special Improvement District No. 113
No written protests were received. The property owners have been invited to attend an informational
meeting on Wednesday at 1:00 p.m. at United Bank.
Scheduled Matters:
• Confirmation of Appointments.
• Presentation of 2011 -2012 Preliminary Budget.
Shirley will present the Preliminary Budget at tonight's meeting.
• Resolution No. R11 -69: A resolution approving a Right of Way Grant between the City of
Laurel and ExxonMobil Pipeline Company.
Mayor Olson stated appreciation for everyone's work on the right of way grant.
• Resolution No. R11 -70: A resolution of the City Council authorizing the Mayor to sign a
subcontract with the United Way of Yellowstone County accepting a grant for enforcing
underage drinking laws.
• Resolution No. R11 -71: A resolution approving Change Order No. 3 to the previously approved
contract with Blacktop, Inc. for the 2010 Street Maintenance Project, adding an additional
seventeen days to substantial completion due to inclement weather in May and June and
authorizing the Mayor to execute the attached Change Order No. 3 on the City's behalf.
• Resolution No. R11 -72: Resolution relating to Special Improvement District No. 113; Creating
the District for the purpose of undertaking certain local improvements and financing the costs
thereof and incidental thereto through the issuance of Special Improvement District Bonds
secured by the City's Special Improvement District Revolving Fund.
Mayor Olson will state that the resolution is on the agenda under scheduled matters tonight, since it is
not an ordinance.
• Resolution No. R11 -73: A resolution authorizing the Mayor to execute a contract for the City
Prosecutor position between the City of Laurel and Matthew Wilcox.
The city attorney's revised contract will be presented at the next council workshop.
• Resolution No. R11 -74: A resolution declaring certain items of the City as surplus available for
sale to the public.
Department Head Meeting Minutes of August 16, 2011
Rick and Matt will do the surplus auction, which will begin at 10:00 a.m. on Saturday, September 17
Nancy would like the library's surplus items moved soon.
• Resolution No. R11 -75: A resolution rescinding Resolution No. R11 -64, a previously adopted
Resolution of Intent to increase the City's water and sanitary sewer rates and charges.
The resolution of intent is scheduled to go forward on September 20
Draft Special Council Agenda — August 30, 2011
Public Hearing:
• Preliminary Budgets for Fiscal Year 2011 -2012 for all City Budgets and Tax Resolutions
Draft Council Workshop Agenda — August 30, 2011
General items:
• Task Force for Pacific Steel: Heidi Jensen
Executive Review:
• 2011 -2012 Final Budget and Tax Resolutions
The public hearing is scheduled on August 30 and the final budget and tax resolutions will be on the
September 6 council agenda.
• Resolution — Place easement monies from ExxonMobil into
Discussion is needed.
• Resolution — Continuation of water /sewer right -of -way fees
Discussion is needed.
• Resolution — Revise city attorney's contract
The contract will be revised for only the civil part of the contract.
• Resolution — Accept Great West Engineering's Water / Sewer Rate Study
The resolution will be on the September 6 council agenda.
• Resolution — Bradford Roofing
• Council Issues:
o Footbridge landscaping (Chuck Rodgers)
o Pool endowment (Emelie Eaton)
Shirley will find Sam's previous memo regarding the pool endowment.
Department Reports:
Clerk/Treasurer
• Surplus auction — September 17, 2011
There was no further discussion.
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Department Head Meeting Minutes of August 16, 2011
Shirley asked Sam regarding an ordinance change for the SID Revolving Fund, which would follow
state regulations versus the city's regulations. Dorsey & Whitney would like this done before the bonds
are sold for SID No. 113.
Shirley asked department heads to review their budgets, as one error has been found.
Ambulance
There was no discussion.
Fire
There was no discussion.
Library
Nancy asked to be called when meetings are cancelled and then reinstated.
Police Department
Rick mentioned the conditional job offer to Jeremiah Johnson for the police officer's position.
City Planner
There was no discussion.
Public Works Department
There was no discussion.
Court
There was no discussion.
City Attorney
There was no discussion.
Mayor Olson
• Ambulance building
Jan stated that the plans for the ambulance addition are 80 percent complete, and Nash will send a
complete set of plans for Gary's review. There was discussion about moving the sheds that belong to
the ambulance, court and fire company. Jan asked if the fire department would allow the ambulance's
shed to be in the park until the building is completed. Gary will bring it up at the fire department's
meeting on Wednesday. There was further discussion regarding the court's shed, the fire department's
shed, exempting the city from building permits, and moving the sheds.
Other
Mayor Olson spoke about Heidi becoming the CAO. There was discussion regarding who was moving
where and whether department heads should go to Heidi or Mayor Olson. As Heidi will be responsible
for the day -to -day operations, department heads should go to her. She will then keep the mayor
informed, as he was elected by the citizens. Mayor Olson stated that he would be responsible to hire,
fire and oversee the CAO. This will start when the CAO contract is signed.
Gary asked who will pay the costs incurred to move the sheds. Since the costs were not budgeted in the
FAP addition, each department would be responsible.
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Department Head Meeting Minutes of August 16, 2011
The meeting adjourned at 3:40 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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