HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.27.2006 MINUTES
DEPARTMENT HEAD MEETING
MARCH 27, 2006 8:30 A.M.
COUNCIL CHAMBERS
PRESENT:
Perry Asher
Peggy Arnold
Mike Zuhoski
Steve Klotz (8:47 a.m.)
Mary Embleton
Jan Faught
Gay Eeston
Jan Faught led the meeting.
Council Workshop A?nda - March 28~ 2006
· Mayor will present a certificate and plaque to former councilman Dan Dart.
· Scott Murphy o f Morrison Maierle will present information on application for wastewater
grant application
o Wastewater treatment plant needs upgrades
o Some are mandated by law
o Chemical treatment of effluent may need to change to ultraviolet light treatment
o May also involve heavy metals - RBC's may need to be replaced by an activated
sludge process and could be very expensive
· Water Plant office also needs to be fixed - lab, bathroom and lunchroom
not separated
· Final safety report addresses this issue
Contract with Big Sky EDA for administrative services for the HOME program
o Needs to be extended to December, 2007 to include the new program
City is ready to issue bonds for SID #111, the sidewalk portion of the East First Street
Project
o Domey & Whitney prepared the documents
Cemetery proposal- carried over from last week
o Councilman Fritzler has been spearheading this effort - proposal includes
o Gay reported on the meeting on Friday morning, March 24th with Cemetery
Board, DNRC reps, American Legion reps, VFW reps, County Comrdssioner Bill
Kennedy, and Bill Em'ight of Engineering Inc. about the possfoility of setting up a
military cemetery
o 40 acres are needed
o Discussed the availability of using State lands north of the cemetery, on north side
o fAirport mad
o Airport Authority has current laese on the land
· Cemetery may be able to get some of the lease
o Possible $900,000 in Federal grants may be available
o Will meet again in 2 weeks
Department Head Meeting Minutes of March 27, 2006
Straighten out Airport Road if city can buy the triangular piece of land fi.om an
estate
Discussed construction of a driveway under the Airport Road to connect city
cemetery to military cemetery
Development may be helpful in obtaining funding for water reservoir
Bid from Johnson Controis -. for water meter replacement
o Johnson Controls has reviewed current system to see if cost savings are worth
pursuing
o Additional revenues generated by accuracy of new meters pays for investment of
system over time
o Next stap is to cheek every meter
o Two bids were received, but one was 1½ hours late, so was not accepted
o Ad was very specific about not aecapting late bids
o Perry recommended not aceapting, and council agreed
Fees and Charges - get all on one list
o City attorney is researching all old resolutions and ordinances to reference in new
resolution
o List will be reviewed and renewed once per year - in January or sometime before
budget process
Janitorial Services Contract- renew with current provider
o Will be for more money
o Will have more detailn of expected duties
o Bathrooms to be done twice a week instead of once a week
o Peg asked if a dapartment is not satisfied with the quality of work, what stap
should be taken
o Perry instructed to contact Steve or himself
o Contmet is on Perry's desk and not finished yet, so Peg can review current list and
make revisions
o Jall asked if city was paying for the leased portion of the FAP
o Perry will get a copy ofcontraet to Jan also for review
o Discussed asbestos flooring in Jan's office - needs replacing
o Steve raported that Billings Landfill will take asbestos - fibers in air cause the
problems
· Roll-offTruck bid - current bidder has until 5:00 p.m. today to prove accuracy of his bid
· Approve Task Order for Morrison Maierle to prepare grant application - same as
discussed earlier
· Arbor Day will be proclaimed to be on April 28t~
· List of new fire dapartnient officers will be distributed
· Jennifer Johnson will be appointed to Historic Preservation Board
· Mayor will appoint three new firemen
· Dra~ Council Agenda for April 4th- will probably be the same as workshop agenda
2
Department Head Meeting Minutes of March 27, 2006
Announcements:
· Mike repotted that Rick is off today, and will be in Denver on Tuesday and Wednesday
· Peg asked when department heads will meet with Perry on the budgets - "soon"
Steve repotted that the lobby flooring will be worked on April 3~a and will cause some
inconvenience
o Council chambers is quieter with the new drop ceiling - will also get a price today
for new carpet, and the walls will get painted
East First Street project - trying to do the work so that there is access to all areas for
emergency services
o Discussion included no access last weekend to Colorado and Pennsylvania due to
private parking lots being full
o Streets are accessible, but not to the public - city vehicles can move barricades to
get access, and applies to emergency services vehicles as well
o Jan asked that FAP be notified as to progress of project, and which streets are
closed for what time period, so emergency services know how to be able to access
properties ffnecessary
o Mike also asked for an updated list of contact numbers of the contractors
· Both Steve and Mike will be gone on Wednesday
· Jan, Perry, and Scott Atwood will meet today and look at the State Shop building for
poss~le ambulance use
· Steve asked about status of web page - Perry will contact the company
· Peg asked about organizational chart and the Library Board/Mayor relationship
· Perry will be off on Friday
· MMIA will be conducting a regional meeting on public works safety on April 5th at the
FA/'
o Mike Z is no longer in charge of arrangement of the Fire Hail meeting room - in
future, contact Will Guenthner
Perry met with the mayor and Norm Klein of the Dept. of Administration this morning to
review Perry's proposed cost allocation system for administration and overhead costs in
the General Fund to be paid by the Enterprise Funds
o City now has something solid to justify the transfer of money fi.om Enteq>rise
Funds to General Fund, and will also generate more to transfer
o Must take administrative assistant's saiary out of Entelprise Funds and put it all in
Mayor's budget
o Mayor wants extra money to go to capital needs, instead of O&M
o Peg asked if department head can then assume they won't need O&M money for
capital
The meeting adjourned at 9:15
Respectfully submitted,
Mary IC Embleton ~/~
CI~~ /