HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.22.2006 MINUTES
DEPARTMENT HEAD MEETING
AUGUST 22, 2006 1:00 P.M.
COUNCIL CHAMBERS
PRESENT:
Perry Asher
Larry McCann
Jan Faught
Rick Musson
Mary Embleton
Peggy Arnold
Cai Cumin
Steve Klotz
Scott Wilm
Gay Easton
Mary led the meeting.
Council Workshop Agenda - August 29, 2006
· The council will meet at the FAP at 6:00 p.m. to tour the fire equipment purchased with the
FEMA grant money.
· Planning Board issues:
o Cal stated that there are none at this time.
· Administrative Assistant:
o 2006-2007 Preliminary Budget presentation on September 5a'
· Mary stated that the preliminary budget would be prepared for distribution today
or tomorrow.
o Status of lighting at Murray Park (Chuck Dickerson)
· Perry has updated Chuck on this issue.
· Perry asked Larry for an update prior to the council workshop on Tuesday.
o Resolution - Award bid for sewer trunk line
· The bid opening for the sewer trunk line project is scheduled for 4:00 p.m. today.
o Resolution- City planner contract
· Perry explained the status of the city planner contract.
· Thc individual selected for the position has some financial issues and has
requested assistance with moving expenses.
· Mayor Olson is uncomfortable doing that for a position at this level
· Mary asked regarding the deadline for this individual to sign the contract and
how to proceed with the second and/or third choice for the position.
· Perry stated that Mayor Olsun does not think the other two candidates are viable
ones for the position, so the interview process would have to begin again.
· Perry suggested that the deadline would be at the end of this week, as the
individual is scheduled to begin working on September 5a'.
· Executive Review:
o Appointments:
· Board of Appeals: Reappointments of Dick Clayton (1-year t*m0, Marvin Carter
(2-year term), Bob Western (2-year term), and Miles Walton (2-year term)
· City-County Planning Board: Council appointment (Deborah Homing)
· Cai asked regarding Deborah Homing; a letter of interest was received
from her and is available for review.
o Task Force for Park Hours
· The task force will present a report at the council workshop on August 29th.
o Update on Thomae Lumber
Departm~mt Head Meeting Minutes of August 22, 2006
· Thomae Lumber's attorney has received the city's proposal for a five-year
encroachment permit, but no response has been received.
· Mary asked if this would be a provision in ordinance to address similar situations.
· Perry stated that it is a permit for this company only to operate on the
city's right-of-way.
· Review of draft council agenda for September 5, 2006
o Public Hearings:
· 2006-2007 Preliminary Budget
· Ordinance No. 006-06: Ordinance amending Sections 12.08.070(A), 17.16.020,
17.40.090.J.2 and 17.56.040(A) of the Laurel Municipal Code, as recommended
by the City Zoning Commission after public hearing and comment. (First reading
- 08/01/2006)
· The ordinance amends the LMC regarding driveway widths, front yard
setbacks for open porches, reducing off-street parking requirements in
Community Commercial Zoning District, and non-conforming, one and
two-family dwelling units.
· Ordinance No. 006-07: Ordinance amending thc zoning map of the City of
Laurel, Montana, to al~lnove a zone change from R-7500 to Residential Limited
Multi-Family zone for a recently annexed parcel of property to the City. (First
rending- 08/01/2006)
· The ordinance addresses McLelland's request for a zone change.
· The resolution of annexation and the zone change are not dependent on
each other.
· Finalization of the right-of-way issue on Alder Avenue and East Maryland
Lane is in the city attorney's office, and he is preparing the deed for
formal acceptance by the city.
· If needed, the City of Laurel would pay for a survey, as the property
owners do not want to do so.
· Mary questioned why the city attorney was not at this meeting.
o Perry stated that he did not receive any word from the attorney.
Discussion:
· Steve talked to Terry Fink at the Caboose Saloon regarding abandonment of the right-of-way by
the city.
o Mr. Fink has placed statues and constructed an outdoor patio in the city's right-of-way.
o Mr. Fink now wants to purchase the property next to his business (currently 7th Street)
from the city.
o Steve told him to discuss it with the property owner on thc other side.
o The city will sell half of the right-of-way to each property owner or all of it to Mr. Fink.
· Larry met with Gray Construction recently and they will start the water line project as soon as
they receive notice to proceed.
· The bid opening for the sewer trunk line project is scheduled for 4:00 p.m. today.
· Larry mentioned an opportunity to sell a 4,000-gallon pump, which was rented by the city and
later purchased.
o Discussion regarding surplus items:
· Items which are declared surplus by the city council can be offered for sale to the
public.
· The ladder truck is also a surplus item.
Deparmae~t H~ad Meeting Minutes of August 22, 2006
· A HELP Flight training class is scheduled for 7:00 p.m. at the high school football field.
A HIPAA training course for emergency responders is scheduled for August 24th at 7:00 p. nx
· The full EMT classes will begin on September 13t~.
· During the tour on August 29th, Scott and the fire department will show the council what was
purchased with the $219,000 FEMA grant.
· The Relief Communications Officer I position was posted internally on Monday and will
continue until 5:00 p.m. on Friday.
· Rick mentioned that three citizens are needed to fill positions on the Emergency Services
Committee, as there was not a quorum again at the meeting last night.
o Suggestion to place an ad in the newspaper for the positions
· Mary will complete the preliminary budget today, and the budget books will be distributed by
Wednesday.
o The notice of public hearing will be published in the newspaper tomorrow, and the
budget doctunent must be available to the public at that time.
· Mary asked regarding the status of the Wal-Mart plat.
o Cal explained that the plat should be completed tomorrow.
· Mary asked if the door between the council chambers and the clerk's office could be adjusted so
the deadbolt is not damaged when the door closes.
o Steve said he would look at it ifPerrytold him to do so, which Perry did.
· Perry reviewed the following list of priorities, which is discussed at his Monday morning
meeting with Mayor Olson.
o Management Issues/Projects
o Cemetery- report that outlines the current management
o Iron Horse Development money
· Discussion regarding:
· Marvin Brown contacted Larry recently requesting $30,000 back.
· Guarantee of improvements
· Letter of credit
o Mary said the letter of credit was no longer valid.
· Steve said the money was held back until CMG completed the work on
the intersection.
· Mary asked if this is for upsizing the lines in the development.
· Larry said that Marvin Brown did not submit paperwork for
reimbursement of system development fees.
· Mary asked where the money is, as she did not receive any money.
· Larry wants the ordinance regarding system development fees rescinded,
as it will be difficult and expensive to track.
· CMO has not completed the work.
· Mary will follow up on the letter of credit.
o Budget
o Park Board - work with Sam to create and enable legislation
o Vehicle Use Policy
o 8a' Avenue project funding - borrow against future urban funds
· Perry will check with MaeNan Ellingson.
· Some MDT projects will be delayed and some will go forward.
o Fire Department - CAF System (Compressed Air Foam System)
o Street Priority List
o South Laurel Business District Committee
DeparUneat Head Meeting Minutes of August 22, 2006
· The committee was established to discuss forming an SID to rebuild SE 4th Street
and Washington Avenue, install water and sewer stubs, and provide storm drain
improvements.
· Discussion regarding SID's:
· Mary asked if the city will always subsidize an SID, as the city is not
supposed to do so and there are limited CTEP funds available.
· Perry stated that Street Maintenance funds and Gas Tax monies will be
used for this SID.
o Water and Sewer Capital Funding
· Increase amounts to $20,000 and $25,000 respectively
· Mary stated that these figures need to be discussed as it is not feasible to
increase them from $2,000 to $20,000 and from $2,500 to $25,000.
· Perry stated that the mayor instructed him to do so.
o Impact Fees
o CIP Plan
o Cenex
· Mayor Oison and Perry will meet with Pat Kimmet on Wednesday to discuss
water and sewer issues.
· Department heads should inform Perry of any other items that need to be
discussed.
o Thomae Lumber
· The city is waiting for a response from Thomae Lumber.
o Fall Newsletter
· Deadline for articles is September 1a.
o Main Street - SID for sidewalks
o Web page
· Information is being gathered and the site should be launched in the next couple
weeks.
o Need new community income survey to determine eligibility for CDBG grants
· Perry will talk to Morrison-Maierle about this.
o Annexation of Alder Avenue
o Safety Assessment
· Larry stated that MMIA would provide this service.
o Main Street project - 3~a Avenue to 8th Avenue
o East First Street
o Sewer trunk main
o Storm Water Management Plan
o Grant applications
o Cemetery Sprinkler design
o 8th Avenue rebuild
o 12' Street Footbridge Project
· Cal is in the process of getting the land transferred to the city.
o Johnson Controls
· Presentation to the council is scheduled for council workshop on September 12th.
· Steve asked regarding his suggested changes to the encroachment permit for Thomae Lumber.
o He had suggested that the permit include verbiage requiring use of the National Standard
for Traffic Control.
o Perry and Sam will review the permit again.
4
Departmeat Head Meeting Minutes of August 22, 2006
· Mary asked regarding the updated job descriptions, the Policy Manual, and the Implememation
Guide.
o Perry stated that Mayor Olson has given him until next summer to review the job
descriptions.
o The self-evaluations and profile sheets for the department heads are due September 1 ~t.
· Mary asked that the resolution increasing wages for non-union employees be put on the council
workshop agenda on September 12t~ so the resolution could be passed with the final budget on
September 19~.
The meeting adjourned at 1:52 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary