HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.01.2006 MINUTES
DEPARTMENT HEAD MEETING
MAY 1, 2006 8:30 A.M.
COUNCIL CHAMBERS
PRESENT:
Perry Asher
Larry McCann
Jan Faught
Rick Musson
Gay Easton
Mary Embleton
Scott Wilm
Ken Olson
Steve Klotz (8:46 a~n~)
Scott Wilm led the meeting.
Council A~enda - May 2~ 2006
The following items are on the May 2"a council agenda
· Confirmation of Appointments: none
Resolution accepting the Preliminary Engineering Services Proposal from Montana Engineering
and Administration, Inc. for a city-wide Storm Water System Plan
o The city received a $15,000 TSEP Preliminary Engineering Grant for the storm water
system.
o ARer the council approves the resolution, the scope of work and the price will be
established.
· Resolution extending the contract for city attorney legal services between the City of Laurel and
Elk River Law Office P.L.L.P.
o The contract with Elk River Law Office, which expired in April, will be extended to June
30, 2006.
o Negotiations regarding the contract will be completed and the permanent contract will
coincide with the fiscal year.
· Resolution approving the Project Development Agreement with Johnson Controls for the City of
Laurel's Public Utilities Department Project and Facilities Analysis
o The Project Development Agreement outlines the project.
o Discussion regarding water meters and the possibility of increased water hills aRer the
automated meter reading system is installed
· Resolution approving a contract with KC Interiors for flooring improvements to the council
chambers
o The contract is for carpeting in the council chambers and the lobby.
· Resolution for an agreement with ABTelcom, Inc. to install and maintain a telephone system for
the City of Laurel's Fire, Ambulance and Police Building (FAP)
o Two quotes were received for the phone system at the FA/'.
· Resolution to approve the amended Development Agreement negotiated by City staffand Laurel
School District No. 7.
o The Development Agreement should have been done in conjunction with the annexation.
· Budget amendment resolution mending appropriations and revenues for various funds for fiscal
year 2006.
~ The budget amendment will move the building department into a separate fund.
· Resolution to authorize submission ora TSEP application and commit matching funds.
o The application for a $750,000 grant is due this week.
o A public meeting is scheduled for tonight in the council chambers.
l)epartm~nt Head Meeting Minutes of May 1, 2006
o Larry, Mary, and ?vi,ywill attend the meeting.
Intercap loan application for the East First Street project
o The council needs to give p~mdssion to proceed with the Intercap loan application.
o The loan will be paid out of the Street Fund for the next five years.
Steve Klotz arrived at 8:46 a.m.
The East First Street project is on schedule to be done by July 4th.
Rick stated that the Police Department Monthly Reports would not be available until next week.
Perry asked the department heads to write a monthly synopsis of their projects and workload.
o Discussion followed:
· Perry would continue to meet with individual department heads weekly.
· Perry does not keep documentation from these meetings.
· Scott stated that the fire department deals with issues as they arise.
· Rick stated that there is discussion about projects at the Monday morning
department head meetings, which is included in the department head meeting
minutes.
· Mary stated that, in her opinion, the staffand weekly meetings provide adequate
documentation.
Council Workshop Agenda - May 9, 2006
Fire Denartment:
· Resolutions - Fire District contracts
o The contracts have been received from District No. 8 and the Yellowstone Boys and
Girls Ranch.
Scott will contact District No. 5 regarding their contract.
o Contracts for LUFSA and the Laurel Airport Authority have not been received yet.
o Scott will decide whether to present all of the fire district contracts st one time.
· At the meeting on May 4th, Planning Board will hold a public hearing on the annexations of the
Water Treatment Plant, the Wastewater Treatment Plant, and Riverside Park.
o With the annexation of Riverside Park, the ordinance will need to be amended to allow
shooting in Riverside Park for a specified length of time, possibly five years.
Clerk/Treasurer:
· Resolution - Intercap loan for E-911 equipment
o Mary received the serial numbers last week, the information was forward to Intercap, and
the documents have been received.
o The resolution will be presented for council approval on May 16th, the closing date is set
for May 19th, and installation of the equipment will begin on May 23'~.
o Discussion regarding use of the old furniture
Executive Review:
· Ordinance No. 006-04 - Ordinance amending the Laurel Municipal Code to provide the city
council the authority to establish and adopt the city's fees and charges for services it provides by
annual resolution. (Second reading)
Department Head Meeting Minutes of May 1, 2006
o Mary explained that the ordinance takes all fees and charges out of ordinance, and the
ordinance needs amending to include verbiage for annual resolution after a public
hea~ng.
o Public hearings are only required for budget resolutions and rate increase resolutions.
o Mayor Oison stated that he would direct staffto have an amended resolution prepared
and have a council member carry it forward.
Discussion:
· Rick added the police reserve appointment of Mike Atkinson, Jr., to the May 9' council
workshop agenda.
· Mary mentioned that the MMIA tr~aining regarding workers' compensation and liability is
scheduled for Wednesday, May 17 , at 1:00 p.m (location to be determined).
o Discussion regarding employee interest in Health Savings Accounts (HSA)
· The information will be given to the Insurance Committee for review.
· Mary asked if the information regarding the deadline for agenda items had been distributed to
the department heads.
o Perry will e-mail the information this week.
· Budget review meetings are scheduled for Monday, Wednesday, and Thursday of this week.
o Department heads should contact Mary if they need copies of the budget information.
o The council budget did not increase, and arrangements need to be made to review the
planning budget.
o The cost allocation system will be implemented next year for two reasons:
· It would allow water and sewer rate studies to be completed and rote increases to
be done.
· It would be more accurate to base the system on actual expenses rather than
budgeted appropriations.
· Ken asked Pen3, regarding an additional item for the May 9th council workshop agenda.
o The street list will be added to the workshop agenda.
· Mayor Olson asked regarding the proposal for the carpeting in the council chambers and the
lobby.
o The proposal and resolution will be distributed to the council at the meeting.
· Scott mentioned that work on Engine I should begin soon.
o This is the last project included in the FEMA grant received by the fire department.
· The fire department will assist Pmjeet HELP on Saturday.
· A recent fire department call to South School was an alarm malfunction.
o The fire department had difficulty contacting someone to let them in the building.
o Discussion regarding the need to have keys available at the FAP
o The police department has a master key for the high school and will check to see if it
works at all school buildings.
Respectfully submitted,
Cindy Allen
Council Secretary