HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.04.2011 MINUTES
DEPARTMENT HEAD MEETING
OCTOBER 4, 2011 3:00 P.M.
COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson Heidi Jensen Rick Musson
Shirley Ewan Kurt Markegard Jan Faught
Gary Colley
Council A2enda — October 4, 2011
Scheduled Matters:
• Confirmation of Appointments:
o Laurel Ambulance Service: John Kuper
• Ordinance No. 011 -08: Ordinance relating to the Special Improvement District Revolving Fund
of the City; Amending and superseding Ordinance No. 300 of the City (Creating, establishing
and maintaining the Revolving Fund). Second reading.
• Resolution No. R11 -102: A resolution of the City Council to adopt a right -of -way charge for
fiscal years 2011 and 2012 and to approve a fixed rental charge for subsequent fiscal years.
• Resolution No. R11 -103: A resolution of the City Council adopting a Substance Abuse Policy
for safety- sensitive Laurel Transit employees.
Shirley stated that the dispatcher, mechanic and driver need to sign the policy after it is adopted.
• Resolution No. R11 -104: A resolution approving the attached Task Order No. 23 authorizing
Great West Engineering to prepare plans and specifications for construction of a new
transmission line from the irrigation pumps to the cemetery and an irrigation system in the
Laurel Cemetery.
• Resolution No. R11 -105: A resolution authorizing the Mayor to execute a contract with
Subsurface 3D Imaging for imaging of unmarked burial sites at the Laurel Cemetery.
Kurt stated that the contractor will start the project in about two weeks.
• Resolution No. R11 -106: A resolution to modify the previously approved compensation levels
for the Volunteer Ambulance Service.
Jan asked when the new compensation levels would become effective. There was a lengthy discussion
regarding the payroll workweek for ambulance personnel versus union and non -union personnel.
Mayor Olson stated the need for further discussion with Cathy before making a final decision.
• Resolution No. R11 -107: A resolution authorizing the Mayor to execute a contract for the Chief
Administrative Officer position between the City of Laurel and Heidi Jensen.
Draft Council Workshop A2enda — October 11, 2011
General items
Executive Review:
• Zoning variance request — Ann Kero, 215 East 5 Street, Lots 3 -4, Block 22 of Laurel Realty
Second Subdivision
Department Head Meeting Minutes of October 4, 2011
Heidi stated that the Planning Board will hold a public hearing and consider the zoning variance request
on Thursday. The request will be presented at the council workshop for a public hearing on October
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• East / West Railroad speed study
Kurt will get Tim Miller's recommendation regarding the speed limits on East and West Railroad.
There was discussion regarding annexation of East Railroad, which Heidi stated will be a winter project
for the planner.
• Council Issues:
o Request Fire Department to burn area surrounding the footbridge (Chuck Dickerson)
The council will do some landscaping work at the footbridge on October 15 following the council
retreat in the morning.
Gary stated that the county is currently in stage 1 fire restrictions. Mayor Olson will inform Chuck
Dickerson that the area around the footbridge cannot be burned at this time.
Other items
There were none.
Review of draft council agenda for October 18, 2011
• Public Hearings:
o Zoning variance request to allow a mobile home in Residential 6000 zoning — 215 East
5 Street, Lots 3 -4, Block 22 of Laurel Realty Second Subdivision.
o City of Laurel's intent to increase the water and sanitary sewer rates and charges to
become effective on November 10, 2011.
Heidi contacted Fox Water yesterday, but they refused to meet with the city regarding the water and
sewer rate increase.
Department Reports:
Clerk/Treasurer
There was no discussion.
Ambulance
Jan asked if payroll authorizations are needed for each ambulance attendant after the compensation
levels are increased. Shirley stated that new authorizations would be needed.
Fire
There was no discussion.
Library
There was no discussion.
Police Department
Rick asked the public works department to put the FAP on the schedule for weed control. There was
discussion regarding previous efforts by police personnel to control the weeds, getting a bid to fill in the
areas with concrete, the suggestion that 45 volunteer firemen could maintain the weeds in the area,
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Department Head Meeting Minutes of October 4, 2011
scheduling a spring cleanup, and putting Preen in the cracks to control the weeds. There was further
discussion regarding snow removal during the winter.
City Planner
There was no discussion.
Public Works Department
Kurt stated that the Southeast 4 Street project is moving forward. The fabric has been ordered and the
project should begin on October 17
The public works department is getting ready for snow, as the ice slicer was delivered and the
equipment is being prepared.
The city received a $22,000 FEMA grant to remove the old levee. The $100,000 from CHS will also be
used for the levee project.
Kurt is working on drainage issues on Fifth Avenue. If the quotes for the utility cut repairs on Fifth
Avenue are over $5,000, he asked that the item be added to the next council workshop agenda.
A contract will be signed for tree trimming in the parks and the cemetery.
Court
There was no discussion.
Mayor Olson
• Ambulance building
Mayor Olson stated that the city and the architect met today. The roof on the FAP needs work. An
application will be submitted to NorthWestern Energy to bring the power over. Nash will send the
application for the city's review. There was discussion regarding a risk policy. Heidi will call Shane
about this.
• Approval form for capital assets
Mayor Olson mentioned that Neva will not cut a check for a capital asset until an approval form is
submitted with the request. Kurt stated that the approval form will become part of the bid package so it
is submitted each time.
• CAO duties and responsibilities
Mayor Olson stated that vacation and leave requests, time tickets, and invoices should be submitted to
Heidi. He will talk to Sam regarding signature requirements on small service contracts. Department
heads can contact Heidi first regarding issues.
• DH Outlook calendars
Mayor Olson stated that Technical Edge informed him that all department heads have access to Outlook
calendars. He stated the requirement for department heads to maintain a calendar with information
about scheduled meetings and days out of the office and to share the calendar with the Mayor and CAO.
Other
Rick stated that the city is eligible for a DOT $10,000 traffic enforcement grant for the October 1, 2011,
cycle. The item will be added to the October 11 council workshop agenda.
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Department Head Meeting Minutes of October 4, 2011
Rick asked regarding the computer items that did not sell at the surplus auction. Shirley needs the tags
off the items and will contact the police department to get into the storage area.
Heidi stated that department head meetings will be held on council workshop Tuesdays and will consist
of a roundtable discussion instead of a structured agenda.
The meeting adjourned at 3:53 p.m.
Respectfully submitted,
C
Cindy Allen
Council Secretary
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