HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.10.2006 MINUTES
DEPARTMENT HEAD MEETING
APRIL 10, 2006 8:38 A.M.
COUNCIL CHAMBERS
PRESENT:
Perry Asher
Peggy Arnold
Jan Faught
Rick Musson
Mary Embleton
Larry McCann (8:40 a.m.)
Steve Klotz (8:40 a.m.)
Gay Easton (9:57 a.rr~)
Rick began the meeting.
Council Workshop Agenda- April 11~ 2006
Public Works Department:
· Twelfth Street west of Valley Drive
o At the council meeting on April 4tu, Alderman Dickerson requested that this item be
placed on the council workshop agenda for discussion regarding the water problem on
Twelfth Street
o Seventy percent of the street is in the county.
· Discussion regarding Thomson Park - picnic shelter, lights
o At the council meeting on April 4th, Alderwoman Johnson presented suggestions
regarding a curfew, protection of the lighting, and skateboarding in Thomson Park.
Steve arrived at 8:38 a.m. and led the remainder of the meeting.
Discussion regarding:
o Ordinance prohibiting skateboarding in the picnic shelters
o Changing the curfew in the park from 12:00 a.m. to 10:00 p.m., with an exception for
organized or pre-scheduled events such as reunions, sports events, etc.
o The risk involved and enforcement required ifsignage required helmets, etc.
Discussion regarding Twelfth Street west of Valley Drive:
o West Twelfth Street, which is an urban route, has been identified on the priority list.
o The three urban mutes, including Eighth Avenue, West Raikoad Street, and Twelfth
Street, all need repair.
o Steve stated that it is a storm water problem, not the condition of the street.
o The Public Works Department is almost ready to award the bid for a citywide storm
water study.
o Perry will present the issues at the council workshop since Steve will be unable to
attend.
o Further discussion regarding:
· Enforceability of tickets issued on West Twelfth Street since the street is in the
county
· The possibility of annexation of West Twelfth Street
· The right-of-way on East Twelfth Street
Plannin~ Board issues:
Department Head Meeting Minutes of April 10, 2006
· Planning Board will hold Public Hearing for annexation of Riverside Park, Wastewater
Treatment Plant, end Water Treatment Plant.
o Planning Board will hold the public hearing on May 4t~.
· Recommendation on Conditional Use Permit for St. John's Lutheran Home Project in Iron
Horse Subdivision.
o The conditional use is needed because the height of the building project does not meet
the zoning height restriction.
· Status of revised subdivision regulations for City-County Planning Board Jurisdictional Area~
o The Billings City-County Planning Board is rewriting its subdivision regulations.
o Perry has attended some of the meetings regarding the changes.
Police Department:
· Resolution - Contract for motorcycles with Beartooth Harley-Davidson/Buell
o The drai~ resolution was e-mailed and the contract was faxed to Sam.
· Resolution - Contract for phone system for the FAP
o Rick received one quote and is still waiting for a quote fi.om Connect Telephone.
o Discussion regarding:
· Rick might present the information at the council workshop as scheduled, and
the resolution could be delayed until the next workshop.
· Policy requires a second quote.
Library:
· Resolution - Lawn care services at the Laurel Library
o Peg received a quote fi.om Robertus Lawn Service for lawn care services at the library.
o After discussion, Perry suggested that Peg make a decision.
o Peg will make sure the business has liability insurance and a business license.
Clerk/Treasurer:
· Resolution - Intercap loan for E-911 equipment
o The resolution for the Intercap loan will proceed as soon as serial numbers are
available for the two main pieces of equipment.
o Rick mentioned that installation is scheduled for May 23~ and 24~.
· Quarterly Report
o Mary will present a written report for the third quarter of the 2005-2006 fiscal year.
· Discussion regarding an amendment to the building budget
o Can keep 100 percent of last year's budget in an account
o Department has received $30,000 in revenue.
o Need to amend the budget to $50,000.
o Mary stated that the building codes need to be moved into a separate fund.
o Budget amendment will be on the April 25th council workshop agenda.
· Discussion regarding the garbage truck:
o Council approved the contract and purchase on April 4th.
o Final signatures are still needed.
Adminis~'afive Assistant:
· Review of schedule of fees and charges
o Perry explained that there was a discrepancy between the schedule approved by the
council and the informational list that was distn~outed.
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Depamaent Head Meeting Minutes of April 10, 2006
o Two sections of fees were not included and other errors were found on the schedule of
fees and charges adopted by the council on April 4t~.
o The item "35% of project valuation" needs to be changed to "35% of building p~mdt
o In order for the £mal ordinance to be effective by the end of 90-day timeframe, the
process needs to begin soon.
· The thirty-day effective date for an ordinance can be waived.
· Council Chambers Use Policy and application form
o Perry explained that Doug PoeMs contacted him regarding use of the council chambers
for a Sunday school class from Grace Bible Church.
· The city does not have a current policy for use of city facilities.
o Perry developed a drat~ policy and application form.
o The four priorities for use of the council chambers would be:
· The city council
· The committees of the city council
· Organizations sponsored by the city
· Other organizations or individuals
o City cannot restrict the organization, but can restrict the time for use
o This item might be delayed until further review has been done.
· Presentation on Cost Allocation System
o Norm Klein gave Perry approval of the cost allocation system.
o Perry presented it to three council members recently.
o Perry and Mayor Olson will meet with Brent Olness on Friday regarding the cost
allocation system.
* Funding alternatives for East First Street project
o Perry will present the option of an Intercap loan as opposed to borrowing from the
General Fund.
o Mary, Steve, and Perry need to meet to determine how much money to request.
Executive review:
· Digital camera
o A council person recently suggested that a digital camera should be available for use at
council meetings and special occasions.
· Discussion regarding digital cameras and video cameras:
o Video camera is needed in order for Mayor Olson to do thc State of the City address.
· Proclamation- Municipal Clerks Week
o Proclamation will be read at the council meeting on April 18a'.
Announcements:
· Grant application for new ambulance
o Perry submitted the grant application on Thursday.
o Notification will be received by December 31, 2006.
o In order to receive the grant, the City of Laurel had to certify that the old ambulance
would be taken out of service.
o Old ambulance could be used as a fire and crime scene investigation rig.
· Reminder to get Council photographs taken for lobby and website
o Discussion regarding staffpictures for the lobby and website
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Department Head Meeting Minutes of April 10, 2006
· Insurance rates were received from MMIA last week.
o Liability rates remained the same.
o Property rates increased 5 percent.
o Workers' comp rates increased 5 percent.
o Health insurance rates increased 9.8 percent; dental and vision rates remained the
salne.
· The employee-paid portion of the family rates increased from $43 to $145 per
month.
· The employee-paid portion of the employee/children rates increased from $12
to $60 per monttr
o The Insurance Committee will be notified.
· Mary will work on the general fund expenditures this week.
o Mary will schedule a meeting with Norm Klein to move the building codes into its
own fund.
· A Labor/Management Cooperation Committee meeting has been scheduled for Thursday,
April 20th, at 8:30 a.m.
· Discussion regarding the paint color and carpet replacement in the council chambers
· Jan asked when an emergency responder is covered by insurance.
o Discussion regarding workers' comp and liability coverage for emergency responders
and/or employees that are called out
· When public works employees are called out, they are on duty from the time
they answer the telephone.
o Mary will contact MMIA to schedule a meeting with department heads to address
questions and concerns.
· Peg needs to contact Sam regarding a release form for kids that volunteer at the library.
· Discussion regarding a surplus auction:
o Minimum bids versus selling items for the highest bid
· Perry will contact Scott Atwood about the improvements to the state shop building.
o Jan does not want the ambulance department moved to this location.
The meeting adjourned at 10:07
Respectfully submitted,
Cindy Allen
Council Secretary
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