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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.31.2006 MINUTES DEPARTMENT HEAD MEETING OCTOBER 31, 2006 1:40 P.M. COUNCIL CHAMBERS PRESENT: P~ry Asher Jan Faught Rick Musson Gay Easton Mark Richards Mary Embleton Sam Painter Cal Cumin Ken Olson Perry led the meeting. Council Workshop A~endn - October 31~ 2006 Bi~, Sky EDA - HOME Pmeram Presentotkm Mary received the presentation documents from BSEDA today. presentation at the council workshop tonight. Patty Nordhind will make the · Resolution: Highway Traffic Safety Office Contract #2007-23-01-18, 200%02-18 Laurel STEP The contract for DUI and seatbelt enforcement will be presented to the council. Rick mentioned that the available funding continues to decrease each year. Plannin B_g_O_0_~: · Ordinance: Ordinance mending Ordinance No. O06-06. The ordinance will correct the setback language that was adopted in Ordinance No. O06-06. stated that the city needs to make sure this situation does not happen again. Perry Clerk/Trensurer: · Resolution: Increasing capital reserves for water and sewer The resolution would increase the capital reserves for water from $2,500 per month to $10,000 per month. Capital reserves for sewer would increase from $2,000 per month to $10,000 per month. Mary asked Sam regarding adding a clause that the resolution supersedes all prior resolutions, and Sam agreed that should be done. Mayor Olson stated that, when he was chairman of the Budget/Finance Committee in 2000, he requested building up the cash reserves for water and sewer. He is pleased that it is happening now, although he is disappointed that it took so long. He pushed for $25,000, but $10,000 is a good start. 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) There was discussion regarding the status of this issue. Mayor Olson, Perry, Sam, and Mary had a conference call with MaeNan Ellingson last week. Dorsey & Whitney agreed to review the issue, and information was received yesterday via e-mail. Mayor Olson, Perry, Sam, and Mary will meet to review the information after the department head meeting and prior to the meeting with Johnson Controls at 3:00 parr today. No questions were submitted to Perry for him to forward to Jared Schoch Head Meet~g Minutes of Ootober 31, 2006 last week. Mayor Olson stated that city is very busy, and the contract with Johnson Controls would allow the city to complete the routine, day-to-day tasks. The heating issues in the council chambers are not included in the contract. · Resolution: Lease Agreement with Jennifer Kraft for residence at Riverside Park Mayor Olson stated that he "put the cart before the horse" when he signed the lease agreement. Sam stated that the agreement was entered into between the department head and the employee because the lease is part of the job description. Montana law allows approval after the fact and Sam does not see a problem with this process. Mary stated that the department head could have planned ahead for the lease to be in place prior to the position end date of September 30t~. Appointments: · Police Commission: Reappointment of Mike Michunovich to a three-year t~mt ending December 31, 2009 · Laurel Volunteer Fire Department: Appointment ofRlyrm Halverson as a fireman · Yellowstone City-County Board of Health: Need appointment to a three-year term ending December 31, 2009 · City-County Planning Board: Need appointment to fill a term ending June 30, 2007. 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 roles shall be available at either the office of the City Clerk and/or Public Works' Department and to technically amend the current version of the "Utility Rules and Regulations for the City of Laurel". (First Reading - 10/03/2006) Discussion: Perry informed Mayor Oison that Steve had the afternoon offtoday. Jan asked regarding the appointment process for ambulance attendants and reserves, as Sam sent an e- mail regarding appointments to department heads earlier today. Sam stated that documentation is needed to allow the ambulance attendants and reserves to perform the necessary functions on behalf of the city. Documentation is needed until the ordinance and/or the ambulance bylaws are updated with the approved process. Jan stated that her hands cannot be tied by the timeline of the city council. Sam suggested that the proper process be included in the ambulance bylaws. Jan stated that the ambulance bylaws are ready and should be reviewed by the Emergency Services Committee. There was discussion regarding the Ride-Along Program, and Sam stated that MMIA should be contacted regarding any requirements. Sam e-mailed Rick regarding seized vs. abandoned property. Rick will determine whether the property at the Police Dapartment has been seized or abandoned. 2 Department Head Meeting Minutes of October 31, 2006 Mary mentioned that Sam prepared a resolution for the surplus pump. At the October 24t~ department head meeting, there was discussion regarding compiling a list of items to declare as surplus, but a deadline needs to be set for the list. Neva is doing inventory now, so this is a good time. Mary stated that the surplus items need to be advertised so the public has an opportunity to bid on the items. The last surplus auction was held in September 2004. Perry will review the policy and circulate a list. Mark is working on a resolution regarding acquisition cfa steam engine. Mayor Olson will make some comments at the department head meeting on Wednesday, November 8th. Rick will be on vacation next Monday and Wednesday. Cal will be unable to attend the depa~h~lcnt head meeting next week. The next CIP meeting is scheduled for Thursday, November 9*, from 9:00 a.m. to noon. The meeting adjourned at 2:14 p.m. Respectfully submitted, Cindy Allen Council Secretary 3