HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.17.2006 MINUTES
DEPARTMENT I-IEAD MEETING
APRH. 17, 2006 8:30 A.M.
COUNCIL CHAMBERS
PRESENT:
Perry Asher
Larry McCann
Rick Musson
Gay Easton
Mary Embleton
Peggy Arnold
Scott Wilm
Steve Klotz
Larry McCann led the meeting.
Council Workshoo Aeenda - Audi 25, 2006
Police Department:
· Resolution- Contract for phone system for the FAP
o A second quote was received last week.
o The two quotes will be reviewed and Rick will bring one forward to the council
workshop.
Clerk-Trensurer:
· Budget amendment - Building Department
o A budget amendment is needed in order to move the Building Department out of the
General Fund and into its own fund.
o The Building Department Fund has been in the General Fund because it has not
made money in the past.
o Need to determine how much cost to allocate for Steve, Gary, and Cheryll's time
Administrative Assistant:
· Cost Allocation System
o Mayor Olson, Mary, and Perry met with Brent Olness last Friday to review the
proposed cost allocation system.
o Perry revised the system based on some suggestions received t~om Brent.
· The revisions would provide $155,000 in the General Fund instead of
$290,000 as projected.
o Mayor Olson prefers not to implement the cost allocation system until the sewer rate
study is completed.
o This will need further discussion.
· Funding alternatives for East First Street project
o The alternatives include:
· Borrow the $330,000 t~om the General Fund, which would consist of the
current reserves.
· Take out an Intercap loan and pay it out of thc Street Fund over thc next four
to five years.
o Discussion regarding: · Interest is paid from General Fund loans
· Whether $330,000 is enough to borrow to complete the project
Departmem Head Meeting Minutes of April 17, 2006
· With an Imercap loan, the city would receive and be charged interest on the
whole amount.
· Draw downs are allowed with SRF loans but are only available for the sewer
portion of projects.
Executive Review:
· Ordinance - closing time for city parks
o Discussion regarding:
· Cal's suggestion for one-half hour before sunrise and one-half hour after
sunset
· Exemption needed for special events in the park
· Enforcement issues
· Possible liability if someone is injured in the park after the curfew
· Advantages to set ciosing/opening times in city parks
· Riverside Park
o The current ordinance
· Mary suggested that a staff recommendation should be presented to the
council, along with options.
· Department heads agreed that more discussion is needed.
· Ordinance - no skateboarding in picnic shelters in city parks
o Rick stated that the biggest issue is the skateboarders in the parks.
o Peg requested that the library be included in the "no skateboarding" ordinance.
· On the April 25th council workshop agenda, the items will be listed under the Administrative
Assistant as:
o Park issues
o Ordinance - no skateboarding in citypark picnic shelters and at the library
· Project HELP
o Installation of the playground equipment at Kiwanis Park is scheduled for May 1~t
through 6t~.
o Perry will find out the status of the insurance coverage.
o Discussion regarding the sewer and storm water lines located in the area.
· Larry stated that videotaping of the storm water line has been scheduled for
this week.
· The location of the project was moved about five feet after the sewer line was
located.
· The storm water line runs under the project.
Council Agenda - April 18n 2006 · No discussion
Announcements:
· Police Department:
o If department heads are interested, Rick would ask Industrial Communications to
provide quotes fer security cameras.
o Discussion regarding:
· Intrusion activated cameras
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Department Head M~eting Minutes of April 17, 2006
· Six cameras needed at the WTP and additional ones at the WWTP and the
city shop
· Security cameras at the high school
· Two systems may be needed:
· System at the WTP enuld monitor both plants
· System at the PD could monitor other locations 24 hours a day
· Vandalism at the picnic shelters, ballpark, and bathrooms in the park
· Th'es in city garbage cans
o Tires have been dumped in the high school garbage cans four times and in the cans at
the Locomotive Inn.
o The camera system at the high school did not videotape the offender.
o Aider information was received regarding the Locomotive Inn incident, Officer Jody
Smith contacted John Redman about it.
· Resolution to adopt proposal for the cemetery
o Steve did not review the final proposal and needs a copy of the contract.
o Discussion regarding the duties of the Cemetery Commission
o It is not acceptable that Steve was bypassed in this process.
o Perry will talk to Mayor Olson about the situation.
· Clerk/Treasurer:
o Four storm water proposals were received.
o Mary and Larry will officially open the proposals at~er this meeting ends.
· Mary distributed the preliminary budgets to the department heads.
o The current budget is $2.8 million and the preliminary total budget is $3.7 million.
o The budget calendar needs to be reviewed and adjusted.
o By moving the Building Department into its own fund, it will be possible to track the
cash reserves, which currently get lost in the General Fund.
· Fees and charges for bicycle registration and kennel license were not included in the
proposed schedule.
o Discussion regarding:
· The need to delete the reference to bicycle registration in LMC
· Kennel license foes will be deleted from the LMC in Ordinance No. 006-04.
· Charges for use of the Billings' animal shelter facility
o The Schedule of Fees and Charges will be reviewed annually.
· Deadline for agenda items
o Mary submitted a proposal for deadline for agenda items to Perry recently.
o Perry will e-mail it to department heads for their review.
· Mary inquired regarding the schedule for the selection process for the City Planner II
position.
o Perry explained that the mayor is not ready to start the process yet.
o Mayor Oison would like to proceed with the City Planner II position, as opposed to
an entry level position.
o Mayor would like Cai to work with the new planner to finish the development
regulations and provide background information from the years Cal has served the
city.
o Perry will give a report at the council workshop on April 25th.
· P~y asked for ideas for information for the kiosk at Thomson Park.
~ Suggestions included:
Dopartmem Head Meeting Minutes of April 17, 2006
· Library hours
· Fire prevention information
· Discussion regarding Elena Subdivision:
o Rick asked whether or not Elena Subdivision bas been annexed to the city.
o Mary received an e-mail from the County {SIS regarding the annexation of Elena
Subdivision, and it was forwarded to the appropriate personnel.
o According to GIS, the annexation would not be completed until the bridge was built.
o Perry will contact Cal about this.
o Access issues are possible since street signs have not been installed in Elena
Subdivision.
· Aviation & Technology Week will be held in Laurel in 2007.
o A meeting is scheduled for Thursday, April 20th, at 1:30 p.m. at the Laurel Middle
School.
· Mary asked about the status of the website.
o Perry will send more information to Zee Creative for the website.
o The preliminary design for layout and the front page should be available soon.
o Perry will contact Ken at the county regarding moving the City of Laurel's domain
name to mt.gov.
· E-mail issue
o Some department heads have to submit a new e-mail password every forty-five days.
o This issue will be resolved when the city gets its own exchange server, which Perry
has put in the next fiscal budget.
The meeting adjourned at 9:45 a.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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