Loading...
HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.09.2007 MINUTES DEPARTMENT HEAD MEETING JANUARY 9, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Perry Asher Larry McCann Rick Mnsson Gay Easton Mary Embleton Jan Faught Scott Wilm Steve Klotz Mark Richards Ken Olson (3:05 p.m~) Sam Painter (3:20 p.~) Peltry dism'buted an agenda end led the meeting. Council Workshop ARenda - January 9~ 2007 Carl Anderson. Morrison-Maierle: · Change Order No. 2 - Sewer Trunk Line Replacement Project Carl will explain MMI's proposal to share the costs incurred at the Canyon Creek Ditch crossing. Mary asked regarding the unused 30-inch pipe. Larry stated that the city should purchase the pipe from MMI and store it for the next phase of the wastewater project. Plaunino Board: · Review of proposed changes to the subdivision regulations Mark distributed copies of the proposed subdivision regulations to the council last week. He will explain the timeframe for the regulations at the council workshop tonight. Further updates will be needed after the 2007 state legislature adopts new regulations. Mark will complete the table of contents. There was discussion regarding auditor's finding to establish procedures to identify and record donated infrastructure and equipment. Mary explained that the figures are needed to determine the value of infrastructure that will be owned by the city. Cost information for water and sewer lines, curbs and gutters, streets, etc. need to be developed by the public works and utility departments. A depreciation schedule will be established based on the expected life of the assets. The requirement is a result of GASB 34. The value of the Kids' Kingdom playground equipment is still needed. This requirement needs to be incorporated into the code book or the subdivision regulations so developers are aware of the need to track the construction and engineering costs. Executive review: · Council Appointments: Ward 1 and Ward 4 Ads for the council vacancies are currently in the newspaper. · Evaluation of council's notification ofissuas The council will discuss the use of e-mail and distribution of documents. Review of draft council a~enda for January 16, 2007 Public Hearings: · Intent to adopt an Official Schedule of Fees and Charges for the City of Laurel (Public hearing held 01/02/2007 and continued to 01/16/2007) Departmeat Head Meeting Minutes of January 9, 2007 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 rules regarding fi'eestanding signs. (First reading - 12/19/2006) Mary explained an additional resolution for the council workshop. During the audit last week, the auditors informed her that the city crossed the $500,000 threshold of federal money in the past fiscal year. This triggered single audit requirements, which requires the auditors to do more testing at an additional cost of $2,000. Mary received a bill for $14,800 from Olness and Associates yesterday, which is more than the original contract. The auditors also charged an additional $1,800 for extra work. The additional $3,800 for their services this year increases the total to $16,050. Mary will present the resolution and amended contract at the council workshop tonight. Rick mentioned the letter requesting appointments to the Laurel Police Reserves. Rick will introduce four individuals to the council at tonight's workshop. Mark hag prepared a draft resolution for the city to obtain a steam locomotive. There was discussion re,gtharding putting it on a workshop agenda. Mayor Oison stated that it would be placed on the January 30 council workshop agenda. Mark will contact the Chamber of Commerce for input. De artment Re orts: Police De_g_attment · Recent issues at the high school Rick explained the investigation of the incident that occurred at Laurel High School last week. investigation will continue. The The police department will start reserve school next week. There will be thirteen students, including some individuals from Stillwater and Carbon Counties. Rick would like to have a contract with Encode to take central of the boiler permit for the heating and cooling issues in the FAP building. Clerk/Treasurer: · Review results of annual audit and begin discussion on haw to eliminate the list of problems identified Mary and Perry met with Brent Olness for the audit exit interview. Mary briefly explained the twelve findings and will distribute copies to the department heads by Friday of this week. The findings included: o Establish procedures to identii~}, and record donated infrastructure and equipment o City court o Po~adssion control groups o Administrative expenses o Dispatch work schedule and compensation o Develop City/County Planning Interlocal Agreement o Reconcile worker's compensation wages o Correctly code expenditures Adopted Purchasing Policy not followed o Grant files not maintained at a central location o Publicly announce requirement for engineering services 2 Deparmaent Head Meeting Minutes of January 9, 200? o Cash res~rvas There was a brief discussion regarding the administrative charges. Perry, Mary, and Mayor Olson will discuss this further at the Monday atternoon meeting. Public Utilities Department: · Report on trunk main and associated issues Larry stated that a water main broke today. · Report Main Street waterline Larry stated that two items remain on the punch list for the Main Street project. ,~ Funding sources: grants, water/sewer rate studies, etc. Mayor Oison will attend the grant meeting in Helena on Friday, January 12th. Larry stated that, about 1~ years ago, DEQ questioned how the city bid its engineering services, but it was not a big deal. Mary disagreed and has provided copies of the statute to Lan'y, Perry, and Steve, per the auditors' instruction. There was discussion regarding advertising for engineering services, using the city's water and wastewater facility plans, and the task order for water and sewer rote studies. Fire Department: Scott asked about the status of the ClP. Mayor Olson stated that CIP process will be discussed at a meeting (Pe~j, Ken, and Mary) on Saturday, January 13t~. Mayor Oison explained his recommendation to take the time to develop a process. Ambulance Service: Jan is working on the calendar year statistics for the ambulance depath~ent. She questioned when the mid-yeer report to the council would be scheduled. Perry will decide before thc next department head meeting. One ambulance attendant works for TSA at the Billings Airport. TSA presents a Golden Award to an cniployee that also docs volunteer work. This ambulance attendant completed 2,086 hours of service for the Laurel Ambulance Service in 2006. lan stated that there has been a sewer gas smell in her office for two days. There was discussion. It was suggested to jet md the drains. There was further discussion regarding Encode. Pv,~y asked Rick to provide him with a copy of the contract to maintain the boiler. Public Works: · Report on 8th Avenue progress Steve stated that the project is on hold, as the State is waiting for the city to decide whether to do the redesign of the project. There was discussion regarding the current design versus the proposed redesign. The c .ur~'ent designt~mcludes two 14-foot parking lanes. Steve stated that 9~foot perking lanes ere typical. Narrowing of the 8 Avenue project would provide an estimated savings of $200,000. The let date for the 8th Avenue project is scheduled for 2008. 3 Department Head Meeting Minutes of January 9, 200'/ Mary recently had a conference call with Sandy Straehl, Lynn Zanto, and Dick Turner regarding funding for the project. Mary stated that further city discussion is needed regarding funding and SID's for the project. A meeting is scheduled on Thursday, January 11tu, at 3:00 p.m. to discuss the city's projects. Mayor Olson stated that a monthly meeting is needed to understand the status of the projects. Notification of the city's input regarding redesign of the project will be sent out on Wednesday. The city will agree to redesign as long as the let date is not set back because of it. · Final numbers for street improvements for spring 2007 Decisions still need to be made. · Staffing - how are your numbers now? John Curfman is back at work, but the department will continue to be understaffed until a position can be Regarding the city hall stafl~ Steve stated that Gary is the fire inspector, building inspector, and code enforcement inspector. Steve suggested that Mark do the zoning inspections. Plannirm Department: · Report on last city/county planning meeting Mark stated that the Planning Board meeting went well. The Planning Board discussed the potential for traffic at the proposed McDonald's. Mark forwarded the traffic information to the State of Montana. The Planning Board recounnended approval of the preliminary plat of Canyon Creek Station Subdivision. Discussion regarding speed limit signs on South 4~ Street. Steve will have the speed limit signs installed. · Subdivision ordinance report Discussed previously in the meeting. · Locomotive resolution Discussed previously in the meeting. · Other issues None. Library:. No report. City Court: No report. City Attorney: Sam stated that an outstanding issue has been resolved on the Thomae Lumber permit. Language was added to require Thomae to leave a certain amount of the street open for traffic in the public right-of-way. An annual fee requirement was also added to the permit. Sam is working on research regarding impact fees. 4 Deparm~mt Head Meeting Minutes of January 9, 2007 Sam distributed a dratt ordinance regarding street closures and use of the city's right-of-way to the depm'tlnent heads recently. No comments were received, but Sam would like the depattment heads to review it. Rick stated that the police department's polices are being updated. Rick will give the amendments to Sam for his review, and a resolution to amend the policies will be presented to the council in the future. Mayor Oison: Mayor Olson thanked the police department for its diligence in working on the recent incident at the high schooL Mayor Olson is actively working with the county on the Veterans' Cemetery issues. Mayor Oison will be in Helena on Friday to attend the grant heatings. Mary asked regarding the Cable TV fi'anchise ordinance. Rick will attend a law enforcement testing consortium in Helena on January 31~t. Administrative Assistant: · Performance Assessments Perry stated that the performance assessments will be completed in the next three weeks. He will meet with each department head to go over them when they are finished. · Weekly individual meetings Perry will start meeting with individual department heads again. There was discussion regarding the ldckoffmeeting with Johnson Controis last Friday, the letter that will be sent to the city's water users, the need for a mailing list for the letters, and the need for additional staffing in the clerk's office during the transition. Mayor Olson asked regarding presenting the need for a funding mechanism for Firefighters' Memorial Park to the legislators in Heien~ Since Scott is not involved in this, Mayor Olson will contact Will Guenthner. Mary asked the department heads to turn in time cards on Friday because of the holiday on Monday, January 15~. There wes discussion regarding direct deposit and distn~oution of paychecks. The meeting adjourned at 4:47 p.m. Respect f~lly submitted, Cindy Allen Council Secretary