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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.24.2006 MINUTES DEPARTMENT HEAD MEETING OCTOBER 24, 2006 1:40 P.M. COUNCIL CHAMBERS PRESENT: Perry Asher Jan Faught Rick Musson Mark Richards Cai Cumin Mary Embleton Scott Wilm Steve Klotz Sam Painter (1:52 p.r~) Steve led the meeting. Draft Council Workshop Agenda - October 31~ 2006 Laurel Ambulance Service · Presentation to Thom Vanghan Jan removed the item from the council workshop agenda. A reception for Thom Vaughan will be held tonight. Police Department: · Resolution - Highway Traffic Safety Office Contract #2007-23-01-18, 2007-02-18 Laurel STEP The contract, which is for DUI and soatbelt enforcement, will be on the council workshop agenda on October 31 ~t. · Brookwood Subdivision Mark received a letter today from the Department of Transportation regarding additional standards it wants to require for Brookwood Subdivision. Cai and Mark will discuss the issue. Cai stated that Brookwood Subdivision was already approved by the County Commissioners and additional requirements cannot be made. · Ordinance amending Ordinance No. O06-06 The ordinance is needed to amend the setback to porches in Ordinance No. O06-06. The ordinance will be on the council workshop agenda on October 31~t. Public Utilities Department: · Resolution- surplus equipment of 4,000-gallon pump Mary suggested that the city declare a list of surplus items instead of doing the items one at a time. The surplus items must be advertised and auctioned off to the public. The resolution for the pump will be removed from this workshop agenda, and a resolution and list of surplus items will be presented soon. Administrative Assistant: Pcn'y mentioned the issue with Jim Haar and High Tech Construction at the site of United Bank by ACE Hardware. The temporary trailer to house the bank was set in the 8-foot setback. There was a lengthy discussion regarding the situation. Jim Haar and Chuck Dickerson contacted Mayor Olsorr High Tech Construction wants the issue on the next council agenda. According to the zoning ordinance, an application for a variance would be needed to address the issue and only the city council can grant a variance. Mark stated that the issue is time or money, depending on whether an application for a Departmeat Head Meeting Minutes of Octobo' 24, 2006 variance is submitted or the trailer is moved. Cal stated that the issue would have to go through the Planning Board, advertisement requirements would need to be met, and the variance request would be presented to the city council. The timefxame for that process would be six to eight weeks or more. A hardship is required for a variance, and there is no hardship here. Perry stated that it is unlikely that the council would grant the variance request. A temporary use permit would not allow the trailer in the setback either. Steve stated that, in Sam's opinion, the issue should not be allowed at city council until it has gone through the proper process. Perry stated that anyone can speak at a council meeting under citizen input. Mark asked if the contractor realizes that they are asking the city to negate the Laurel Municipal Code for their convenience. The item will not be on the council agenda unless F~ny is directed to so by the mayor. Executive review: · 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. (Delayed 10/17/2006) Discussion regarding scheduling a meeting with Johnson Controls on Tuesday, October 31st, at 3:00 p.m. Mayor Oison, Perry, Mary, and Sam will attend the meeting. Steve cannot attend the meeting. Discussion regarding submitt,'~m~ questions for Johnson Controls. Questions should be submitted to Perry by Thursday, October 26 . Perry will forward the questions to Jared Schoch so he can prepare answers for the meeting on October 31't. · Resolution: Lease Agreement with Jennifer Kraft for residence at Riverside Park The lease agreement has been signed, but the council needs to approve the agreement with Jennifer KraR. All lease agreements must be approved by the council · Appointments: Mary questioned whether all volunteer services require appointments by the mayor and council. There was a lengthy discussion regarding appointments for ambulance reserves, ambulance attendants, and police reserves and the requirements for workers' compensation. Jan stated that the ambulance reserves are in training to see if they will become attendants and that all ambulance reserves sign a waiver. Sam said that waivers do not work. Sam stated that the city needs to do whatever is minimally required for workers' compensation. Sam questioned if the requirements are in city code. Further review will be done. o Yellowstone City-County Health Department: Three-year term ending December 31, 2009 o Police Commission: Reappointment of Mike Michunovich to a three-year term ending December 31, 2009 o Laurel Volunteer Fire Department: Appointment ofRlynn Halverson as a fireman Review of draft council agenda for Wednesday, November 8, 2006 · Public Hearing: o Ordinance No. O06-11: An ordinance modifying Ordinance No. 002-35 to provide the city council authority to adopt future technical amendments for the previously adopted "Rules and Regulations Governing Utility Services and Streets for the City of Laurel, Montana", to clarify that a copy of the current rules shall be available at either the office of the City Clerk and/or Public Works' Department and to technically amend the current 2 Department Head Meeting Minutes of October 24, 2006 version of the "Utility Rules and Regulations for the City of Laurel". 10/03/2006) The public hearing will be held on November 8t~. (First Reading- Discussion: There was discussion regard a surplus auction. Steve recently gave the auction procedure to Perry. Department heeds should submit lists of surplus items to Mary so she can compile a complete list. Rick asked Sam for direction regarding the impounded cars at the police department. The cars should be edvertised as abandoned property before the city can sell the vehicles. Discussion regarding whether the cars are abandoned property, seized property, and at what point they become city property so the city can sell them and keep the money. Discussion regarding the triangle of property at SE 4th Street and 1~t Avenue South that Wal-Mart purchased to provide a turn lane for trucks. Wal-Mart planned to fill in an existing five-foot hole and install a manhole. The State of Montana told Wal-Mart to get a floodplain permit from the City of Laurel. Steve explained that a floodplain permit cannot be issued since more damage would occur if that were allowed. MDT does not like to deal with issues regarding the Italian drain. The drainage issue needs to be redesigned. Steve will contact the State today. Any ADA issues need to be addressed by Wal-Mart, not the city. Steve asked Mary for a copy of the specs for the roll-off truck, which needs to be inspected prior to accepting it later this week. Rick mentioned an issue with the new coffee business. Rick gave Sam some letters that were received from Mr. Fergnson today. Steve told Sam that, in the discussion regarding High Tech Construetior[, he had represented Sam as not allowing them to circumvent the proper process. Mark asked whether or not the council is apprised of the proper procedure. Sam stated that it is easy to e-mail the procedure to the council. Mary asked if anyone plans to attend the MMIA Seminary in Big Timber on November 28t~. RSVPs should be submitted by November 1a. Mary asked Perry if he planned to announce the FMLA procedure. Perry could not remember, so Mary announced that FIVILA is not optional but is required for any employee that will be gone for a length of time. Department heeds need to notify Perry regarding any situations, and Perry will notify Mary. Mayor Olson recently directed Pen'y to develop a form that will help with the process. According to the Policy Manual, FMLA can be invoked for an extended or intermittent time period. Discussion regarding the HR person. FMLA starts on the day the city writes a letter to the employee. Discussion regarding light duty and early return to work. Sam stated that the city should work with IVIMIA regarding hght duty requirements. The policy is in the Personnel Manual, but the process needs to be defined. Steve mentioned that the block windows by Cindy's desk are leaking and need to be replaced. The item was not budgeted, and a budget amendment or trans~r may be needed. Department Head Meeting Minutes of October 24, 2006 Perry and Mark will attend CTEP training in Missoula on Wednesday. The CIP meeting was scheduled for Friday fi.om 9:00 a.m. to noon. After a lengthy discussion, it was agreed to change the meeting to Thursday fi'om 10:00 a.m. to 1:00 p.m. Mary added a resolution increasing capital reserves for water and sewer to the October 31~t council workshop agenda. The increases will provide $120,000 per year for each fund. The meeting adjourned at 2:46 p.m. Respectfully submitted, Cindy Allen Council Secretary 4