HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.19.2006 MINUTES
DEPARTMENT HEAD MEETING
JUNE 19, 2006 8:00 A.M.
COUNCIL CHAMBERS
PRESENT:
Perry Asher
Larry McCann
Jan Faught
Rick Musson
Gay Easton
Cal Cumin
Mary Embleton
Peggy Arnold
Jean Kerr
Steve Klotz
Sam Painter
Cal Cumin led the meeting.
Council A~enda - June 20~ 2006
Swearino in Ceremony - William Brew III, Police Officer for the City of Laurel
· Mary has the oath of office document, and Gay will do the ceremony.
Confirmation o f Appointments.
· Library Board: Laura Hickethier - five-year term ending June 30, 2011
· Tree Board:
o Lois Markegard - one-year term ~nding Jane 30, 2007
o Jennifer Johnson - two-yesr term ending June 30, 2008
· CC Planning Board:
o Mayor's appointment: Todd Linder - two-year term ending June 30, 2008
o Council appointment: Dan Koch- two-year term ending June 30, 2008
Ordinance No. O06-05: An ordinance approvin~ the recodification of ordinances adopted by the City
Coancil that have been compiled as the "Laurel Manicipal Code" in accordance with MCA § 7-5-107.
First reading.
· The ordinance fulfills state law that requires the city to adopt the codification form of the
ordinances.
Aoplication for conditional use hermit for simmge for Wal-Mart and out parcels: Set public hearin[,
for July 5, 2006.
· Conditional use request is to allow ancillary signs for the two outlying properties to advertise
on Wal-Mart's billboard.
Resolution No. R06-65: A resolution acceptino nlav~oand eauit~ment do~nato~l by Project FIFJ.P at
Kiwanis Park within the City of LaureL
· Approval of the resolution will acknowledge the city's acceptance of the donated playgroand
equipment.
· Mary asked for the paperwork on the equipment in order to det~dne a value for insurance
purposes.
Resolution No. R06-66: A resolution anprovin~ the IVIMIA Employee Benefits Program, a self-
funded ~roup health plan.
Departm~t Head Meeting Minutes of June 19, 2006
· The resolution will renew the health benefits program with MMIA on July 1 st.
· The union recently voted to accept and renew the plan.
Resolution No. R06-67: A resolution authorizing the Mayor to execute a revised contract for the
Administrative Assistant to the Mayor position between the City of Lanrel and Perry p.~her.
· Pony stated that minor changes to his thr~year contract are proposed.
Resolution No. R06-68: Resolution authorizing the Mayor to sign an agreement with Montana
EneineerLn4~ & Administration (ME&A) for storm water em,lneering.
· ME&A will complete the storm water study next year and will set up the city for a SID on the
south side.
· Discussion regarding other SIDs:
o Eighth Avenue is included in the system study.
o The greatest need now is the south city district.
Resolution No. R06-69: A resolution approving agreements between the City of I ~nrel and l,aurel
Fire District No. 7, said agreements relating to fire protection.
· The contracts have not yet been received.
Resolution No. R06-70: A resolution a;yoroving am'eement.q between the City of Laurel and Laml
Urban Fire Service Area (LUFSA). said a~eements relating to fire protection.
· LUFSA met with the fire department last week, and the contracts were signed.
Resolution No. R06-71: A resolution authorizing the Mayor to si~n Chan~e Order No. 3 with JTI,
Grotto. Inc. for the East First Street construction project in the amount of $8,430.66.
· Since the street will be chip sealed in a few years, the project might not go forward.
· Steve will check on cost figures for epoxy paint for the bike lanes.
Mary stated that she and Cai need to meet regarding the CTEP money for the sidewalk portion of the
East First Street project.
· Cal stated that it needs to be done this month.
· Cal questioned who reduced the amount of CTEP participation from $ 100,000 to $38,000.
o Cai will check on this issue.
Council Workshon A~enda - June 27, 2006
Planning Board issues:
· Public Hearing - July 5*: Conditional use~ermit application for Wal-Mart
o Public hearing will be on the July 5 council agenda.
Administrative Assistant:
· Resolutions - Annexation ofWTP, WWTP, and Riverside Park
o Perry stated that the annexations would be delayed.
· Park hours ordinance - "darkness" vs. specific time
o Further council discussion is needed on this issue.
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Department Head Meeting Minutes of Sune 19, 2006
Public Hearing: Resolution No. R06-__: A resolution to adopt an official Schedule of Fees
and Charges for the City of Laurel repealing all previous resolutions that set fees or charges
that conflict with the schedule attached hereto.
o The public hearing will be on the July 5~ council agenda.
Executive review:
· Appointment: CC Planning Board - Ed Thurner to a two-yoar term ending June 30, 2008
o Ed Thumer hah not yet written a letter requesting reappointment to the planning board.
· Resolution No. R06-__: A resolution authorizing the Mayor to execute a two-year contract for
city attorney legal services between the City of Laurel and Elk River Law Office P.L.L.P.
o Discussion regarding the need to include a time commitment in the contract to have the
attorney available at city hall on a regular basis
· Contract will increase flx>m $6,500/month to $7,000/month
· Jean stated that the court needs the attorney available more.
Discussion:
· Peg mentioned that the new carpet in the council chambers gives her a headache.
Rick asked regarding the Emergency Services Committee meeting, which is on the schedule.
o Mayor Olson and Perry have discussed the committees.
o Rick thinks the committee is needed to research and debate issues, but it is ineffective
except for major projects.
o Rick suggested that the police, fire, and ambulance should have separate committees,
as was done in the past.
Ads for the city planner position
o Several applications/resumes have been received.
o Copies of the applications will be distn"outed to the interview committee after the
closing date of June 30th.
A lady telephoned Gay on Saturday regarding painting house numbers on sidewalks.
o Gay referred the lady to the mayor, who referred her to Perry.
o F~rty will research the issue and respond to her.
o Discussion regarding the lack of value to have the numbers on the curbs for the fire
and police departments
· Ordinance requires address numbers to be displayed on each house.
· Ifaddrass numbers are not displayed, cede enforcement will send a letter to the
property owner.
Current GIS information can be obtained from Yellowstone County.
o Steve stated that the GIS map does not show the ditch between Elena Subdivision and
the right of way.
· Cai will check on this.
Discussion regarding the Purchasing Policy:
o The policy is in the public folder on the server.
o The department heads discussed the requirement for a written contract for projects
greater than $1,500.
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Departmeat Head Meeting Minutes of June 19, 2006
The amount could be increased to $5,000, which is the capital asset point.
· Iftha item is capital, it would have to be in the CIP.
Perry stated that a certain mount of judgment is required to make a decision bemuse it
cannot cover every situation.
Mary stated that the council still has the fiscal respons~ility for the city and it is the
public's money to spend as approved by the council.
Emergencies are narrowly defined in state law and cannot result from poor
management.
The $1,500 limit for purchased services was set because the insurance deductible is set
at $1,500.
Sam stated that service contracts need to be in writing.
Suggestion that the Purchasing Policy allow the mayor and administrative assistant to
sign $1,500 to $5,000 service contracts
Perry stated that, through the budgetary process, the council delegates fiscal
respons~ility to the mayor, administrative assistant, and the depa~ht~ent heads by
approving the respective budgets for them to manage.
· Mary mentioned that June 23'd is the deadline for purchasing for the current fiscal year.
Discussion regarding lawn mowing services at the library
o L~rary currently pays $45 each time the lawn is mowed.
o Steve said that public works could mow the lawn.
o Peg will consider it for next year.
· Rick thanked the city crew for weeding and spraying at the FPP last week.
Mary asked regarding the status of the installation of dedicated T-1 line for video arraignment.
o Perry needs to prepare the small service contract and present it at the June 27th council
workshop.
o Mary asked which budgets would be charged for the T~I line.
o Perry suggested that the $6,000 annual charge would come out of court and the police
department.
Perry added the budget to the June 27t~ council workshop agenda.
The meeting adjourned at 8:57 mm.
Respectfully submitted,
Cindy Allen
Council Secretary
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