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HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.28.2006 MINUTES DEPARTMENT HEAD MEETING NOVEMBER 28, 2006 3:07 P.M. COUNCIL CHAMBERS PRESENT: Perry Asher Larry McCann Rick Musson Cal Cumin Mary Embleton Jan Faught Scott Wilm Steve Klotz Mark Richards Jean Kerr Sara Painter Mayor Ken Olson Perry led the meeting. Council Workshop Agenda - November 28~ 2006 Laurel Volunteer Ambulance Service: · Attendant appointment on December 5, 2006 council agenda: Kara Hergenrider Kara has been a reserve since August and has completed the requirements to become an attendant. Police D~p_m~.ment: · Taser presentation An officer from the Bozeman Police Department will give a thirty-minute presentation on tasers. Rick and Mike will be tased during the presentation. Plannine Board: · Resolution - Resolution to vacate a portion of Bernhardt Road Approval of the resolution will allow the plat to be filed. Wal-Mart has already started building. · Update - McLelland Quitclaim Deed Mark is contacting Dan McGee to prepare the survey for this issue. There was discussion regarding: Annexation of cemetery, Catholic cemetery, area north of the Masonic Lodge, WWTP, WTP, and Riverside Park; the need for developers to pay for costs of surveys and annexations; and the need for subdivision regulation requiring developers to provide a separate survey of the road. Administrative Assistant: · Resolution - Amendment No. 2 to Task Order No. 10 with Morrison-Maierle, Inc., for the Main Street Waterline Replacement Project Additional engineering services were needed to solve a water main problem at Main Street and Third Avenue. · Cemetery Report Perry is working on the cemetery report. Cathy Gabrian has provided the information for the report. Department Head Meeting Minutes of November 28, 2006 · Draft Vehicle Use Policy Perry distr~uted copies of the policy and stated that it would not be discussed at the council workshop tonight. There will be further discussion at the next depamnent head meeting. · Congratulations Letters to Jon Tester and Dennis Rehberg Perry drafted letters of congratulations to Jon Tester and Denny Rehberg. An invitation to attend a future council meeting is also included in the letters. Perry will ask for the council's endorsement of the letters. Executive Review: · Review of appointments needed: o Emergency Services Committee: Need three members Some individuals have been approached about serving on the Emergency Services Committee. · YellowstoneCity-CountyHenlthBoard: 3-yeartennending 12/31/2009 Kate Hart, who currently serves on the Board, has asked some individuals in the medical profession to serve on the Board. Mayor Oison stated his confidence in Kate's representation on the Board. There was discussion regarding the following state legislative issues: · The ballots for the House race between Emilie Eaton and Krayton Kerns are being recounted today. · Three years ago, Laurel was influential in changing bidding requirements from $25,000 to $50,000. · MTLCT representation · Urban Funding loans · Mary stated that the Clerk's Association has endorsed requesting an increase in percentage for General Obligation bonds. Review of draft council agenda for December 5, 2006 · Public Hearing: o Ordinance No. O06-12: Ordinance amending Ordinance No. 006-06. The public hearing will be on the December 5t~ council agenda. Mayor Oison stated that Ordinance No. O06-12 is necessary to correct mistakes that were made in Ordinance No. 006-06. This is an embarrassment, as there was ample opportunity for discussion and corrections to be made during the ordinance approval process. He encouraged everyone to learn from the mistake and to go forward and perform duties as needed. Mary requested that a change order for the Main Street Waterline he added to the council workshop agenda. The change order, dated September 25, 2006, was on her desk when she returned to work today and needs to be approved before the pay request is received. Mayor Olson agreed to add the change order to the council workshop agenda under Executive Review. 2 Department Head Meeting Minutes of November 28, 2006 Discussion: Mayor Olson stated that department heads need to use the FMLA form in a timely manner when needed. A policy for light duty needs to be developed. Perry will dism'bute a copy to the department heads before the next meeting. Mayor Olso.n and C. huck Dickerson recen!}y met with Josh Middleton and three school board members. The school is considering making East 6 Street and West 6* Street a "Walk Safe to School Zone." First and second grades will be at West School, and third and fourth grades will be at Graft School There was discussion regarding whether the requirement for stop signs is initiated by the Public Works Department or the Police Department. Various criteria need to be considered. Perry will contact Roger Heimbigner to set up another meeting. Jean suggested asking the crosswalk guards for input. There was discussion regarding how to educate the students and public of the changes. Mark said that this did not work in Tucson because children would walk outside the zone area and think it still applied. Mayor Olson stated that a meeting needs to be scheduled with Bruce Barrett regarding funding for the Eighth Avenue project. Steve mentioned that MDT has not told Engineering Inc. to look at alternatives. Perry, Larry, and Steve need to meet to discuss the issues. There was a lengthy discussion regarding: · The timeframe required for agenda items and documents o Information for council workshop agenda items needs to be submitted to Sam for preparation of the documents prior to the Tuesday meeting. · Statute allows a sixty day review timeiiame for major subdivisions and forty-five days for minor subdivisions. o The timeframe begins when the application package is complete. Mayor Olson suggested that department head meetings be held in the council conference mom in order to utilize the white board. Mark suggested moving the white board into the council chambers. Steve has the casters for the tables in the council chambers. Mayor Olson asked regarding the Thomae agreement. Sam and Steve need to discuss one section of the agreement. Thomae Lumber needs to apply for the permit. Perry asked the department heads to review the draft Vehicle Use Policy, which will be discussed at the next department head meeting. There was discussion regarding the surplus auction. Steve distributed copies of the final draft of the surplus auction policy. Mary stated that council approval is needed for policies. The fire department received a check for $4,400 for the Emerald Hills fire, and Scott will give it to Mary soon~ Larry mentioned that the surplus pump will be advertised in the Laurel Outlook next week. COP Construction is interested in buying the pump. 3 Department Head Meeting Minutes of November 28, 2006 The Laurel Ambulance Service received a new transporting license this week. The BLS license with ALS endorsement would allow a paramedic to run as a paramedic; however, the city does not have the equipment or the ambulance to do so. Scott mentioned that a grant application through FEIMA will be coming forward soon. Mayor Olson asked Scott to post the grants as they come forward. There was discussion regarding street closures and the parade during the Christmas to Remember celebration on Sunday, December 3~. The mayor and council did not receive a letter fi.om Jean Carroll Thompson requesting closure of streets. Christmas to Remember obtained a letter from MDT to allow First Avenue to be closed during the celebration. A policy and form need to be developed for street closures Jean stated that an ad for a temporary court clerk will run in the paper this week. Mary stated that comp time pay out for anion employees will he done with first pay period in December. Non-union employees need to submit a time card for comp time payout. Steve mentioned that the Yellowstone County GIS Department has scheduled a meeting on December 7th at 1:30 p.m. Information was distr~uted to the department heads. The portable bathrooms at Kiwanis Park will be removed for the winter. Steve stated that a bathroom could be built at the park next summer. A meeting will be scheduled to work on the web page. Technical Edge is working on the server. Employees will be notified when the address is changed to Mary recently forwarded an e-mail regarding an MDT meeting about the West Laurel Interchange project. The meeting is scheduled for Tuesday, December 12th, at 7:00 p.m. Steve is working with Jared Kaiser at Yellowstone Bank on a project to install new sidewalk, curb, gutter, and alley approaches. The meeting adjourned at 4:25 p.m. Respectfully submitted, Cindy Allen Council Secretary 4