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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.09.2006 MINUTES DEPARTMENT HEAD MEETING JANUARY 9, 2006 8:30 A.M. COUNCIL CHAMBERS PRESENT: Perry Ashcr Larry McCann Mayor Ken Olson Mary Embleton Steve Klotz Scott Wilm Rick Musson Jan Faught (8:35 a~nx) Comments from Mayor Ken Olson · Mayor Olson read a written statement, which is attached to these minutes. Mayor Olson expressed thanks for support during the election. · Due an increase in the number of items and issues impacting the city council, the required documentation is needed in a timely manner for the council's considcration~ · Mary thanked Mayor Olson for addressing this issue. · The memo regarding deadlines will be redistributed to all department heads. Council Workshoo Auenda - January 10, 2006 Technical Edoe Consulting: · Presentation of web page development and e-mail options o Bart Haskell will present options for Technical Edge to host the city's web site and to provide e-mail services for the city. o Technical Edge would host the web site, and Steve and Perry would manage the content of the site. o Discussion regarding using the Outlook sharing program. · Department heads would use their Outlook calendars to coordinate meetings, etc. o The total cost would be approximately $15,000 plus management costs with a monthly $50 charge to host the wcbsite. o Mary emphasized the need for the same level of security and assurance that the security would never be compromised. · Mayor Olson mentioned that Technical Edge would be able to monitor this fi.om their location, which would cut down on costs to come to the city when problems occur. o Discussion regarding the following: firewall protection; the ability for department heads to set levels of access for each user; security levels; blocking Interact sites; the opportunity to review weekly/monthly reports regarding employees' access to the Interact; concerns regarding receiving e-mail (i.e. FEMA Grant information to the fire department); and the advantages of having unlimited e-mail addresses through Technical Edge. Police Deuartment: · Appointment of police officer- David Firebaugh o David Firebaugh has worked in Bridgcr for the past 1 'A years. o Job offer letter was written for him to begin working on February 8th, after the council approves the appointment on February 7th. Department Head Meeting Minute~ of January 9, 2006 Rick explained that the background check could possibly be done prior to the council meeting on Janumad 17th, and he would like the appointment to be made at that meeting. · This would allow the new police officer to begin employment on Monday, January 23'o. Fire Denartment: · Resolution- Recommend bid award for vehicle exh~auat removal system o Two bids were received, and Scott will present the bids at the council workshop. · Scott received the final communications bill and will submit it to FEMA. · The fire department will receive a $1,500 grant from Leonard Fichtner on Wednesday, and an article and picture will be in the local newspaper. · The fire department bas applied for additional grants. · Discussion regarding a leasing program for a fire truck o Pc~ry will check with MMIA and the Local Government Center regarding some options. o The fire department needs a replacement for the fire truck soon. Clerk/Treasurer: · Resolution - Proposal from Dorsey &Whitney for sale of GO bonds for pool o Mary explained that Dorsoy & Whitney suggested that the park maintenance district and the sale of the GO bonds for the swimming pool could be tied together, and further research is being done. o Mayor Olson mentioned that the council tabled both issues, which need additional time for review and to educate the public. · The information kiosk, the city's web site, and the public channel on cable TV would provide education for the public. · Mayor Olson stated that the issues would probably be brought to a public vote in late summer or early fall. o Perry thanked Mary for her tenacity in asking the right questions regarding these issues. · Mary mentioned that the language Sam included in the resolution helped to raise the questions by Dorsey & Whitney. Attorney: · Resolution - Request for approval to extend Resolution No. R05-16 Laurel Business Park Subdivision o The developer bas requested a one-year extension to submit the development proposal. · Resolution- Intent to annex Lots I & 2, Block 4A, Laurmac Subdivision Amended o These two property owners receive city services and need to be annexed into the city. Administrative Assistant: · Resolution - Annexation of Middle School property o The final development agreement will be available. o Since the school requested annexation, a resolution of intent is not necessary. · Alternatives for Ambulance Service space issues 2 Deparlme~t Head Mee{ing Minutes of January 9, 2006 o Scott Atwood will present a proposal for a new ambulance structure located adjacent to the fire hall between the building and the property line to the park. Executive review: · Federal Funding Application for Fiscal Year 2007 o Mayor Olson explained the background of the funding application. o In the past few years, the reservoir has been the city's highest priority for this application. o Requests for a new administration building, street improvements, and storm water concerns were also submitted. o The deadline for the application is January 31st. Mayor Olson leR the meeting at 9:17 mm. Announcements: · Jan apologized forbeing late to the meeting. · The ambulance has been busy this month. · Larry stated that bid requests for the sewer~roject will be advertised on Wednesday. o Bids will be opened on January 30 , presented at council workshop on January 31~t, and on the council agenda on February 7*. · Steve and Mary will meet regarding the bid package for the garbage truck. · Rick mentioned that the police department went out for bids for the E-911 equipment. o Mary requested a copy of the advertisement. · Video conferencing equipment should be working soon. o Judge used video conferencing for a Deer Lodge prisoner. · Connie Crowe was involved in a car accident last week. o Discussion regarding Connie's condition, the accident, the investigation by MHP, and MMIA will be here this week to do an estimate of the repairs. · Mayor Olson and Perry will have breakfast meetings every Monday morning at 6:00 a.m. · Discussion regarding presentation of mid-year and annual reports to the council o Perry will ask the council for direction. · Discussion regarding the council workshop on January 24t~. o Perry will present a budget report. o Mary will attend, and Perry encouraged, but did not require, other department heads to attend. · Further discussion regarding mid-year and annual reports to the council o Steve asked if the department heads should present statistical reports. o Perry suggested that department heads distr~ute a complete written report and give a verbal presentation of the highlights of the accomplishments in the department. The meeting adjourned at 9:32 Respectfully submitted, Cindy Allen Council Secretary 3 Two reasons for meeting First I appreciate your support during the election as the city was under a microscope during this time and everyone did their best to' show that the city was functioning and performing well. This was evident as the people of Laurel choose to put their trust in the current administration..To this I am truly grateful. Thank you Secondly the business of the City of Laurel has become more and more demanding as projects and events are increasing. The oppommity to put material before the council is becoming more important and more pressing. As each department has their material to be placed on the agenda, it becomes equally important that the deadline for material is met. Throughout the city, each department at times has had to have time-sensitive material presented to the council secretary in time to be put on the agenda. A note to all: You may have only one item to be accountable for, but the entire agenda has to be accounted for every week. I am asking that if you have items for the agenda, have them ready for distribution when the agenda is to go out. Thank you.