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HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.12.2006 MINUTES DEPARTMENT HEAD MEETING DECEMBER 12, 2006 3:48 P.M. COUNCIL CHAMBERS PRESENT: Perry Asher Larry McCann Mike Zuhoski Gay Easton Mary Embleton (4:00 p.m.) Jan Faught Scott Wilm (3:57 p.m.) Steve Klotz Mark Richards Mayor Ken Olson (4:15 p.m.) John Meeks (4:08 p.m.) Perry distributed an agenda for the meeting and asked each department head to give an update at the weekly meetings. Council Work, shoo Auenda - Dee~mher 12~ 2006 Legislative Review: Senator Dan McGee and Representative Kra~ton Kerns Legislative issues will be discussed at the council workshop. Planning Board: · Resolution- McLelland Quitclaim Deed Mark stated that Dan McGee is completing the survey to obtain the easement for the McLelland property at Alder Avenue and East Maryland Lane. The legal description will be added to the resolution for the quitclaim deed and presented to the council for approval on December 19th. · Resolution- Schedule of Fees and Charges Mark explained the modifications of fees and charges for the planning department. He surveyed other communities to compare fees. Stale law allows cities to charge for services that Laurel has provided without charge up to this point, and those charges will be added to the schedule. Steve stated that Gary Colley works under the zoning, buiMing, and fire inspection departments. The zoning monies could be used to fund part of the planner position. A meeting will be scheduled to determine how that would be done. Various police, ambulance, and planning fees were added to the schedule of fees and charges. The fees will be effective after the council holds a public heating and approves the resolution to adopt the schedule of fees and charges. Clerk/Treasurer: · Resolution- Collection of annual $2.00 service fee for all water users Perry explained that the $2.00 annual fee is required by the State. Executive Review: · Resolution- Task Order No. 12, Morrison-Malerle, Inc. Task Order No. 12 is for water and wastewater rate studies. Larry asked regarding a task order to determine the TMDL's or river water quality. Perry will check on this. · Resolution - Change order for the East First Street Project This is the reconciliation change order for the project. Department Head Meeting Minutes of Deeamber 12, 2006 · Resolution - Change order for the Main Street Waterline Project This change order is for the pipe change on Third Avenue. · Resolution - Change order for the Sewer Trunk Line Project The change order is for fencing to keep the cows out of the project. · Resolution- Extension Agreement for the Middle School Resource Officer Program · Resolution- Extension Agreement for the High School Resource Officer Progxam No discussion. · Resolution - DNRC Termination Date Extension Amendment The resolution will extend the deadline for the $100,000 DNRC grant for the sewer line project. · Resolution- Thomae Lumber permit Thomae signed the permit. Steve stated that one line in the permit should be fixed or deleted. Mary stated that it has already been signed by Mr. Thomae. Perry will see what can be done. · Resolution- Support for the Montana State Firefighters Memorial Perry needs information in order to prepare the resolution for the workshop tonight. · Ordinance - Amendment to Sign Code - Section 15.40.130(I) The verbiage in the section will be changed from "and" to "and/or". · Appointments: o Yellowstone City-County Health Board: Appointment to a three-year term ending December 31, 2009 o HOME Program Advisory Board: Appointment of Mark Richards The appointments will be on the council agenda on December 19t~. · Cemetery Report Perry stated that the report will not be presented tonight. · Draft Vehicle Use Policy The drat~ policy will be removed from tonight's agenda. Staffwill discuss the draft policy at the next department heed meeting and it will be presented to the council soon. Perry will be on vacation from December 22"d through January 2ha. Discussion: Scott stated that the fire department will not get a new vehicle, as it unofficially received a denial letter from FEMA today. Mike mentioned that four new police reserves are being trained. The police department has received 8,700 calls for service so far this year, and the number will probably exceed 9,000 by December 31st. Larry said that digging in First Avenue to install the storm water line for Rieci's new store started today. 2 Departmeat Head Meeting Minutes of December 12, 2006 Steve is working on the Tree City application. In reviewing the accounting of trees in the East First Street project, it was detemdned that three trees were not planted ($1,200) and JTL did not charge for removal of six trees. NorthWestern Energy knocked the trees out and JTL removed the stumps. Perry will check with Stephanie Seymanski tomorrow. John Meeks stated that he had information regarding the firefighters' memorial for Perry. Mary stated that twenty-two employees need to submit paperwork for the Section 125 signup. Mary will e-mail the list to the department heads, and the paperwork is needed by the end of this week. There was discussion regarding the process, the lack of cooperation from some employees, the exemplary participation from the police department, and the Section 125 IRS Code requirement. AFLAC and Colonial are benefits that are offered to employees, but all employees are required to accept or decline Section 125. Mary stated that the process will be changed and begin earlier next year. Mary is working on year-end. A SRF request will be submitted by December 15th. The audit is scheduled for the week of January 2ha. Gay asked regarding progress with the South Fourth Street Task Force. Pe~ry stated that ME&A will finish the survey in January, which will be reviewed by staffbefore meeting with the task force. Jan stated th. at three crew members recently finished their endorsements. The crew members will be used in January at~er the State receives the required paperwork. Mark is working on the updates for the subdivision regulations. Mark is organizing the planning files, which were received from Cal recently. Mark is requesting traffic studies for proposed properties in Canyon Creek Station. There was discussion regarding a SID, which is done by frontage or lot area. Mary stated that another CTEP draw needs to be prepared soon. Perry asked for feedback regarding the long-term employee absence form he distributed recently. There was discussion regarding the number of days, the need for a doctor's slip, the definition of long term, HIPAA requirements, and light duty. There was discussion regarding the procedure for surplus property. Additional steps are required for seized property to be auctioned. There was discussion regarding the drat~ vehicle use policy. There were questions regarding keeping track of miles when using a personal vehicle, defining "administrative" use, and non-authorized passengers. The draf~ policy will be referred to MMIA. The meeting adjourned at 4:46 p.m. Respectfully submitted, Cindy Allen Council Secretary