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HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.19.2006 MINUTES DEPARTMENT HEAD MEETING DECEMBER 19, 2006 3:05 P.M. COUNCIL CHAMBERS PRESENT: Perry Asher Larry McCann Rick Musson Mark Richards Mary Embleton Jan Faught Scott Wilm Mayor Ken Olson Council Anenda - December 19~ 2006 Public Hearin~gs: · Ordinance No. O06-13: Ordinunce amending Section 10.44.10 of the Laurel Municipal Code, amending truck mutes within the City of Laurel. (First reading- 11/21/2006) · Ordinance No. O06-14: Ordinance amending the official zoning map of the City of Laurel, Montana, to change the zoning of SE1/4 of Section 8, T2SR24E, PMM, also known as Mace Subdivision, li'om Residential Tracts to Residential 6000. (First reading - 11/21/2006) Mark stated that no written comments have been received. He was contacted by a neighbor to the west of the subdivision regarding a drainage issue, and the issue will be reviewed. Scheduled Matters: · Confirmation of Appointments: o HOME Program Advisory Board: Appointment of Mark Richards o Yellowstone City-County Health Board: .Appointment of Donna Wagner to a three-year term ending December 31, 2009 · Donna will be appointed to Kate Hart's seat on the Board. · Ordinance No. O06-12: Ordinance amending Ordinance No. 006-06. Second reading. · Ordinance No. O06-15: An ordinance modifying Title 15, Chapter 15.40.130(I) of the Laurel Municipal Code in order to provide clarity and consistency of the roles regarding fi'eestanding signs. First reading. · Resolution No. R06-130: A resolution of intent to adopt an official Schedule of Fees and Charges for the City of Laurel, repealing all previous resolutions that set fees or charges that conflict with the Schedule attached hereto upon its effective date. · Resolution No. R06-131: Collection of annual $2.00 service fee for all water users, pursuant to the Public Water Supply Program. Resolution No. R06-132: A resolution approving Task Order No. 12 directing Morrison- Maierle, Inc., to complete an update to the rate study of the city's wastewater utility and to complete a rate study of the city's water utility. Mary asked if this would be the final task order with Morrison-Maierle. Larry stated that another task order is needed for the discharge permit. Mary questioned why the city would continue with Morrison- Maierle with all the recent issues and whether the city should RFP for engineering services. Perry stated that he has a couple of RFP's on his desk, agreed with Mary that the process needs to begin, and will present them at a council meeting in January. Departm~t H~d Meeting Minutes of December 19, 2006 · Resolution No. R06-133: A resolution approving Change Order No. 7 with JTL Group, Inc., to approve an adjustment to the previously approved contract price for the East First Street Improvements Project and authorizing the Mayor to execute the attached Change Order No. 7 on the City's behalf. o This is the final change order for the East First Street project. · Resolution No. R06-134: A resolution approving Change Order No. 2 with Gray Construction, Inc., for additional materials and services on the Main Street Waterline Replacement Project and authorizing the Mayor to execute the attached Change Order No. 2 on the City's behalf. · Resolution No. R06-135: A resolution approving Change Order No. 1 with COP Construction LLC, for additional materiMq and services on the 2006 Laurel Wastewater Improvement Project and authorizing the Mayor to execute the attached Change Order No. 1 on the City's behalf. · Resolution No. R06-136: Resolution to authorize the Mayor to sign the attached Extension Amendment No. 1, extending the deadline for the expenditure of the previously awarded Depathitent of Natural Resources and Conservation Grant, No. RRG-06-1261 on behalf of the City of Laurel. · Resolution No. R06-137: Supporting the construction of the Montana State Firefighters Memorial in Laurel, Montar~ · Resolution No. R06-138: A resolution to authorize the Mayor to sign an Extension Agreement with Laurel Public Schools, District 7 and 7-70, continuing the School Resource Officer (SRO) Program for the Laurel Middle School for one fiscal year. · Resolution No. R06-139: A resolution to authorize the Mayor to sign an Extension Agreement with Laurel Public Schools, Distri'"~ 7 and 7-70, continuing the School Resource Officer (SRO) Program for the Laurel High School for one fiscal year. · Resolution No. R06-140: Resolution of the City Council accepting, by Quitclaim Deed, a parcel of property conveyed to the City of Laurel by Leonard C. McLelland and Buena M. McLelland, and to authorize the Mayor to execute and accept the transfer on the City's behalf. Perry stated that this resolution will probably be removed from the agenda. Mark has left messages for Dan McGee, but no response has been received. Larry mentioned that Engineering, Inc. completed the survey for the Laurel School District and Iron Horse Station Subdivision. They have already established pins in the location and could complete the survey. Mary stated that the documents need to be filed before the end of 2006 in order for the property to be part of the taxable value for the next year. Council Workshou Aeenda - December 26, 2006 Piaunin~ Board: · Review of the proposed changes to the subdivision regulations Mark stated that the new subdivision regulations have gone through the Planning Board and would get the city in substantial compliance with the State of Montana. Discussion regarding concurrence with Yellowstone County's regniations. Mark attended the commissioner's meeting today, and the city's subdivision regulations parallel the county's regulations. Mary asked if the regulations would be approved through the ordinance process and it would be a couple months before they were effective. Mark will check on the process. Clerk/Troasurer: 2 Department Head Meeting Minutes of Decomber 19, 2006 * Resolution - State and Federal Surplus Programs Mary explained that the state sends the resolution every year. The resolution allows certain individuals to go to the state and federal auctions to purchase surplus items. The police department h~ purchase some vehicles through this program. Scott inquired regarding the contact person in Helena. Rick has the paperwork for the 1033 Plan training. The only stipulation is that the surplus item has to be picked up at its current location. Executive Review: · Resolution- Thomae Lumber encroachment pvnait Mayor Olson said the resolution would probably be removed fi'om the workshop agenda for further review. Discussion regarding whether Sam had returned from vacation and would attend the council meeting tonight. · Arbor Day Proclamation · Council Appointments: Ward 1 and Ward 4 Notice of the vacancies will be published in the newspaper. By statute, the council has thirty days to fill the vacancies. Mary asked if Change Order No. 2 for the sewer trunk line project should be added to the council workshop agencl~ The change order for $52,000 was received yesterday. Perry talked to Stephanie Seymanskk Perry was wrong in his previous statements that the engineers would pay for the mistake. Stephanie told Perry that although the crossing of the ditch costs more money, it does not cost substantially more now than it would have if it had been properly engineered and included in the original bid. Mayor Olson will decide whether the item will be added to the December 26th council workshop agenda. Perry will be gone for the next two department head meetings. Mayor Olson stated that the meetings will be held and he plans to attend them. Discussion: Scott mentioned that the fire department received a denial letter fi.om FEMA. Perry stated that the council seemed impressed with the plans for the firefighters' memorial. Jan asked regarding the effective date for the new fee scheduled. The public hearing for the Schedule of Fees and Charges will be on the council agenda on January 2~a. The resolution to approve the schedule will beon the council agenda on January 16t~. Jan stated that Care 1 is out of service today and additional repairs will be done soon. Dq~'tmeat Head Meeting Minutes of Decea~b~r 19, 2006 Larry stated that Gray Construction will close a section of Main Street to dig up a valve box and install a piece of asphalt. Larry explained a situation with Williston Basin and the sewer trunk line project. The city's sewer line is three feet from Williston Basin's oil line. The sewer line is the original line to the city's lagoon at Lindy Lane and was installed in 1931-32. Rick stated that the police department would present model policies for a taser policy and a racial profiling policy in January or February. A request for tasers will be submitted to the Budget/Finance Committee in January. Rick would like to get in-car digital cameras. Discussion regarding e-mail issues. Discussion regarding the federal appropriations list. Rick mentioned that a meeting regarding Aviation and Technology Week is scheduled on January 16th at 1:30 p. rr[ at the FAP. Rick will be interviewed regarding DUI on a Billings radio station at the K-Mart parking lot at 7:00 a.m. tomorrow. Mayor Olson mentioned a recent meeting regarding the Veterans' Cemetery. He will serve on the committee to obtain state land for the project. Mayor Olson spoke about a recent meeting on funding for the Eighth Avenue project. Further review is needed for the funding issues. Mayor Olson stated that staff needs to communicate, forward information to other depat huent heads when appropriate, and to work on relationships with each other. Mark is working on some annexation issues. Mark talked with Commissioner Reno regarding a twenty- year-old map of the city's boundaries. Mark signed offon a fireworks p~mdt today. Mary received a notice that the Department of Revenue does not have the same ownership to transfer the cemetery land. Mary will talk to Sam regarding how to proceed. A title search should have clarified this issue. Mary did not yet distribute the list of employees that need to return the Section 125 sheets. She will e- mail the list to the department heads tomorrow and the sheets need to be returned as soon as possible. There was a lengthy discussion regarding the CIP list, which does not include computer equipment or buildings. The CIP process includes review by the department heads, review by the mayor, review at a council workshop, review by the mayor, and final approval by the council. Scott stated that he does not agree with the CIP rating system. Discussion regarding how to rate the safety complex and allocation fi.~[ures between $50,000 and $500,000. Ken, Perry, and Mary have scheduled a meeting on January 13~' to discuss how to fund the projects. Two ambulances are listed on the CIP list, and one request for an ambulance was submitted in 2003. The items listed with number 38 and above are items that were added to the CIP list in the 2006 process. 4 Deparlment Head M~ting Minutes of December 19, 2006 Perry will add notes to some of the items and the list will be reviewed in January. The vehicles for the fire department are needed to fulfill the contracts. Mary asked for notification when Technical Edge is working on the computer system. Perry will talk to Bart about it. Mayor Oison will prepare meat platters for the city departments on Friday. Rick mentioned the recent open house at the Laurel Chamber of Commerce. Department heads will start attending council workshops on January 9th. The meeting adjourned at 4:29 p.m. Respectfully submitted, Cindy Allen Council Secretary