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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.17.2006 MINUTES DEPARTMENT HEAD MEETING OCTOBER 17, 2006 1:40 P.M. COUNCIL CHAMBERS PRESENT: Perry Asher Rick Musson Steve Klotz Sam Painter Mary Embleton Mark Richards Scott Wilm Larry McCann (2:12 p.rrr) Kristy Kvidera - United Way Mark Cloud - United Way Perry led the meeting. Perry introduced Kristy Kvidera, who is the Campaign Director for United Way of Yellowstone County. Mark Cloud serves on the Board of Directors for United Way. Kristy spoke regarding the various United Way programs, including Reading Matters, Discover Zone, and the Community Care Fund. The United Way website is: www.unitedwayyellowstone, or~. Family Volunteer Day is scheduled for Saturday, November 18~. More information is available at www.youeanvolunteer, org. Kristy distffbuted donor information forms to the department heads. Perry asked the department heads regarding employee participation in this pmgrar~ Perry will distribute information tO the employees and get a campaign started. Council A~enda - October 17~ 2006 Public Hearings: · Ordinance No. O06-08: Ordinance amending Section 12.28 of the Laurel Municipal Code eliminating the previous established Park Committee; and replacing the committee with a newly- created and appointed Park Board; and providing specific duties and responsibilities for the newly-created Park Board; and to establish restricted hours for use of "Kids Kingdom" in Kiwanis Park. (First reading - 09/19/2006) Perry mentioned Steve's prior question about his role on the Park Board. Sam stated that the ordinance does not state Steve's role. The Park Board will submit its recommendations to the mayor and the city council. Ordinance No. 006-09: Ordinance amending Section 2.68.100 of the Laurel Municipal Code, amending the Judge's salary. (First reading- 09/19/2006) Ordinance No. O06-10: Ordinance amending the official zoning map of the City of Laurel, Montana, to change the zoning of Northeest One Quarter of Section 2, Township 2 South, Range 24 East, PMM, also known as Brookwood Subdivision, fi'om Agricultural-Open Space and Unzoned to Residential Tracts. (First reading- 09/19/2006) Scheduled Matters: · Resolution No. R06-116: A resolution of the City Council approving the Performance Contract by and between the City of Laurel and Johnson Controls, Inc. Sam questioned whether the council had received copies of the list of Johnson Controls' customers; the list was distributed to the council members last week. Department Head Meeting Minutes of October 17, 2006 Steve stated that Johnson Controls charges a 25 percent markup on everything, including meters, for the project. There was further discussion regarding: the city is paying for the guarantee; Johnson Controls has determined that it is worth the risk to guarantee the cost savings for the city; the project will be financed on the city's credit. Mary mentioned that state statute dictates the process for borrowing money for enterprise funds. MaeNan Ellingson, Dorsey & Whitney, is reviewing the financing, and Mary will contact her again today. Sam stated that approval of the contract with Johnson Controls may need to be delayed until approval is received from the bond counsel. · Resolution No. R06-117: Resolution of support for the development of a Veterans' Memorial Cemetery adjacent to the City of Laurel Cemetery. There was discussion regarding the needs to survey the land and to provide title insurance. A survey will be needed in order to extend the mad through the land in the future. Perry will talk to the mayor about the issue. Perry will contact the engineer that previously surveyed the cemetery land for an estimate and timeline to complete a survey. Mayor Olson wanted the warranty deed signed and delivered tomorrow night; however, the process might need to be delayed in order to be done properly. Resolution No. R06-118: Budget amendment resolution to appropriate funding from the Capital Projects Fund for the purchase of cemetery land. Discussion: Mark and Perry will attend a CTEP training class in Missoula soon. Rick asked regarding the Emergency Services Committee meeting scheduled on October 23'a. FAP department heads will be notified if the meeting will be held. Scott asked regarding the process needed to donate equipment to another fire department, as the department would like to donate the old "jaws of life" to the Park City Fire Department. Mary explained that the equipment must be declared as surplus and notice must be given to the public. Sam will assist Scott with this issue. Steve asked if Mayor Oison had reviewed the lease for the Riverside Park caretaker. Perry stated that he had not given the lease to the mayor yet but would do so soon. Steve mentioned that a time capsule will be poured at Lions Park and any items to be included in the capsule should be given to hirr~ Steve will remove the broken bench from the park next to the FAP building. There was discussion regarding the 300-gallon garbage containers at the FAP. Both containers will be placed in the hack oftbe building. The residents across the street should use the containers in their alley, not the containers by the FAP building. Steve suggested using 90-gallon roll-out containers at the FAP. Rick asked him to put the 300-gallon containers in the back at this time. Steve asked if it is optional for employees to sign the Receipt of Summary Plan Description form received from MM_IA today. Mary stated that it is optional, but the receipt page helps to track the diatn"nation of the booklets. Steve questioned why anyone would want to sign the form. 2 Departm~mt Head Meeting Minutes of October 17, 2006 Rick asked regarding the fee schedule, which will be reviewed at the beginning of the year. Fees for animal control issues for the police department need to be added to the fee schedule. Perry stated that the fee schedules will be reviewed in December and a resolution to update them will be in place by January 1st. The fee schedules do not include water and sewer rates. Rick stated that the police department will start boarding dogs inside now and an ordinance change is needed for animal impounds. The current five-day impound in the ordinance needs to be changed to a three-day impound. After three days, the dogs will be transported to the Billings Animal Shelter to be adopted or euthanized. Rick requested that a resolution for the Highway Traffic Safety Office Contract with the Montana Department of Transportation be placed on the October 31~t council workshop agenda. A meeting was held last week regarding a surveillance system at the FAP, water and sewer plants, the parks, and the city shop. Larry and Rick will meet with Industrial Electronics on Thursday at 10:30 a.m. Costs and funding sources need to be determined. There was discussion regarding NIMS compliance and a new Homeland Security Grant that should be available after the first of the year. The next CIP meeting is scheduled for Wednesday, October 18th, at 9:00 a.m. Larry requested a resolution to sell a piece of surplus equipment, a 4,000-gallon pump. COP Construction wants to purchase it and use it for sewer bypass pumping. The air compressor at the water plant is being fixed. Discussion regarding the lawnmower at the WWTP. Scott asked regarding the fire flow issue between the city and Canex. Pat Kimmet has been aware that the city cannot provide fire flows since 1999 when the river froze. There was further discussion regarding the fire flow issue and mutual aid agreements with the refinery. The city installed a fourtean- inch tap for the refinery, but Cenex does not want to put in its own reservoir. Mary mentioned that Dan Wickans works for a Federal agency that checks refineries and should be in Laurel soon; she will contact ~ There was discussion regarding Homeland Security Grants. Perry needs to review purchase requisitions on Monday prior to a Budget/Finance Committee meeting. Department heads' time cards should be submitted to Mary for processing. Mary will give them to Perry to review and to the mayor for signatures. The meeting adjourned at 2:50 p.m. Respectfully submitted, Cindy Allen Council Secretary 3