HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.03.2006 MINUTES
DEPARTMENT HEAD MEETING
APRIL 3, 2006 8:30 A.M.
COUNCIL CHAMBERS
PRESENT:
Perry Asher
Larry McCann
Jan Faught
Rick Musson
Gay Easton
Mary Embleton
Peggy Arnold
Scott Wilm
Steve Klotz (9:04 a.m.)
Perry Asher led the meeting.
Council Agenda - April 4~ 2006 · Mayor Olson will give the Arbor Day Proclamation under the ceremonial calendar.
* The following items are under scheduled matters:
o Resolution accepting the bid for the purchase ora roll-offtmek
o Resolution to extend the term of the contract with BSEDA
o Resolution relating to the SID No. 111 bonds
o Resolution selecting Johnson Controls for the automated meter reading system
o Resolution extending the janitorial services contract
· Discussion regarding the new contract
· Appendix A will include all buildings except the FAP.
· Appendix B will include the FAP building.
o Resolution approving a task order for Morrison-Maierle to prepare grant
application for the WWTP
o Emergency ordinance for the schedule of fees and charges
· Will allow ninety days for the attorney to review the LMC and make the
appropriate changes
Council Workshop Agenda - April 111 2006
· Clerk/Treasurer:
o Intercap loan for E-911 equipment
· The application for $85,000 has been approved, but the serial numbers for
two large pieces of equipment have not yet been received.
· The E-911 monies have been received.
· If the serial numbers are not available, the resolution will be delayed until
the next council workshop.
· Administrative Assistant:
o Resolution - Annexations ofWWTP, WTP, and Riverside Park
· The Planning Board will review the annexations at the meeting on
Thursday, April 6th.
· Perry will get the necessary legal descriptions.
o Discussion regarding the leases for the clubs
· An amendment to the shooting in town ordinance will be needed to allow
shooting in Riverside Park.
Department Head Meeting Minutes of April 3, 2006
· One club received a grant from the NRA for work on the indoor range.
Discussion:
* Rick put the contract with Beartooth Harley-Davidson for the three police motorcycles on
the council workshop agenda on April 11 ~.
· Installation of the exhaust system has been completed in the FAP.
· The compressor is in for Engine 1.
· The fire department received a $3,000 grant from Town Pump to purchase a thermal
imager.
· The fire department is looking at grants for a sprinkler system in the FAP building and
replacement of air packs.
· Montana State Library received a $295,000 grant fi.om the Gates Foundation for
computers and software for cities and towns that participated in the previous grant.
o The monies will be distr~uted in July and must be spent by December.
o Libraries can decide what to purchase with the funds.
· Peg mentioned that the library's lawn care company sold the business.
o Discussion regarding the process necessary to find a new company
· A contract is needed for the services, as well as proof of workers'
compensation and insurance and a city business license.
· Perry suggested that Peg contact Sam regarding this.
· Rick received a bid of $7,000 fi.om AV TelCom for the phone system at the FAP.
o Connect Telephone will submit a bid soon.
o Discussion regarding how to pay for the phone system
o A contract and council approval is needed since it is over $1,500.
o The phone system at the FAP will be on the council workshop agenda on April
11tu.
· Discussion regarding the phones at the FAP
o Fire department currently has four phones, ambulance has one phone, and the
police department has eight phones.
o Rick, Scott, and Jan will discuss the need for any additional phones.
· Discussion regarding a suggestion to improve the communication flow for agenda items
o A memo will be distn"outed to the department heads after further review.
Steve Klotz arrived at 9:04 a.m.
· Mary received the preliminary rates for property insurance, workers' compensation,
liability insurance, and health insurance from MMIA today.
· Mayor Oison, Perry, and Sam will meet to discuss the attorney's contract on Tuesday,
and budgeting figures should be available to Mary soon.
· The booster station in Murray Park is down today, and NorthWestern Energey is working
on the problem.
· Perry met with the Billings' City-County Planning Director recently to discuss
contracting services with them.
o They prefer that Laurel hire its own planner, and they would provide consulting
services to the planner if needed.
o perry will present the information to the city council
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Department Head Meetiag Minutes of April 3, 2006
o Perry explained the proposed two-step interview process to hire a planner.
o Mary and Perry will discuss a schedule.
· Perry finished the cost allocation system for the budget.
o Norm Klein reviewed the proposed cost allocation system and Brent Olness has
also been contacted.
· Mary explained the difference between budget transfers and budget amendments.
o Budget transfers shiR ~om one line to another, while an amendment actually
changes the overall total of the fund.
o Mary will work on the budget this w~k.
· Perry stated the cost allocation system could provide an additional $300,000 in the
General Fund.
o The money would be split between the Capital Improvement Fund for the pool
and the General Fund CIP.
· Discussion regarding the CIP
o Perry asked the department heads to review the current CIP, which will be
discussed at the department head meeting on April 10t~.
· Discussion regarding a building maintenance fund for larger projects
o Improvement projects over $5,000 could be included in the CIP.
The meeting adjourned at 9:38
Respectfully Submitted,
Cindy Allen
Council Secretary