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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.23.2007 MINUTES DEPARTMENT HEAD MEETING JANUARY 23, 2007 3:08 P.M. COUNCIL CHAMBERS PRESENT: Perry Asher Steve Klotz Rick Musson Scott Wilm Jan Fanght Sam Painter Mary Embleton Mark Richards Ken Olson Perry led the meeting. An agenda was distnl0uted to the department heads prior to the meeting. Draft Council Workshoo Ao~oda - January 30~ 2007 Laurel Police Reserve: Appointment ofTravis Brewinomn The appointment will be on the February 6th council aguncla~ Alderman Candidate Interviews The candidates will introduce themselves and the council will have an opportunity to ask questions. Pat Murta~d~ ME&A: Storm sewer presentation Pat Murtagh will present the PER for the storm sewer project. Planm · Resolution - Canyon Creek Station Subdivision Preliminary Plat Mark stated that the project proponent would attend the meeting. · Resolution- Steam locomotive Peary needs to review the drat~ resolution. · Updates to the proposed changes to the subdivision regulations Mark recently drafted intake forms. Mark stated that he has a truck now, and Steve stated that Mark needs a gas card. Steve questioned whether Larry has worked with Pat Murtagh on the storm water issue and if the staff has been involved in the process. Perry will ask Larry about this. Administrative Assistant: · Resolution - Schedule of Fees and Charges The resolution will be on the February 6th council agenda~ · Resolution - Amending union contract to include Memorandum of Understanding regarding alternate work schedule for dispatchers Sam is still looking for the document. Sam contacted Jason Wells and Pete Parsons to see if they had a copy of the document, but they do not. There was a problem with the union minutes, as the minutes were not completed for a couple months. Sam stated that the document should be presented to the council and then to the union aga~ Department Head Meeting Minutes of January 23, 2007 Steve stated that a MOU regarding the call out list is needed. Only one employee responded to a call out last night. An MOU is also needed to correct the grievance procedure. Currently, the procedure requires department heads to respond, but that changed with the creation of the administrative assistant position. Perry needs to respond to a current complaint by Wednesday. · Resolution -Morrison-Maierle, Inc., Additional engineering costs for the wastewater improvements project The resolution to approve additional engineering costs for the Canyon Creek Ditch Crossing will be on the February 6~ council agenda. · Resolution- Montana Engineering and Administration, Amendment No. 2 The amendment is needed to include the rote schedule in the contract. The dollar amount of the contract will not change. The resolution will be on the council agenda on February 6th. Executive review: · Ordinance to regulate street and sidewalk usage and permitting in the City of Laurel Mayor Oison commented on the draft ordinance and requested that copies be distributed to the department heads again for review. The checklist to approve street closures would go to the police, fire, ambulance, public works, and public utilities departments. There was discussion regarding serving vs. selling alcohol at an event. Rick stated that a State permit is needed, and the police chief signs offon the request. Sam will incorporate this into the document. There was discussion regarding liability insurance and the need to provide proof of liability insurance before approving an event when it is held on city property. Rick mentioned that Billings allows street parties. Sara will check with Billings regarding its process for insurance issues. Sam stated that IVIMIA should review the document. There was discussion regarding a street closure for a Cenex party. The draft document requires the applicant to submit the application for the street closure ten working days prior to the event. Alter some discussion, the timeframe seemed reasonable as department heads could review it and sign off at a department head meeting. · Appointments: o Emergency Services Committee: Dick Fritzler will be appointed to the committee. Other individuals have been contacted regarding serving on the committee. o Cemetery Board, Tree Board, Big Sky EDA, Historic Preservation Board Mayor Oison is still working on appointments to these boards. · Council etiquette Mayor Olson stated that council members and department heads need .to be addressed with proper names during meetings in order to set the decorum in the meeting. Mayor Olson asked to meet with Steve, Rick, Perry, and Sam immediately at, er this meeting. Sam stated that the lack of communication fi.om Thomae's attorney indicates that they are stalling. He asked that the encroachment pcmfit be placed on the January 30* council workshop agenda. There was discussion regarding two issues included in the permit: requirement for an employee to direct traffic while Thomae Lumber is unloading; requirement for a minimum 12-foot traffic lane to rernain open 2 Depar~ent Head Me~ti~g Minutes of January 23, 2007 while unloading. Steve explained the traffic problems encountered when the street is totally closed during unloading. Steve asked if the city could issue the permit or if the city and Thomae had to reach an agreement. Sam stated that the city could just cite Thomae Lumber if the pea,cdt is not followed. Sam will prepare a draft. Mary mentioned that Beartooth RC&D asked to present the Memorandum of Understanding to the council. The presentation is scheduled for February 13t~. Rick received a quote firom Alltel for five cell phones for the police department. There was discussion regarding: pooling minutes with the city or leaving the police department in a separate pool; whether another contract is needed, as the city already has a contract with Alltel; Perry is the cell phone contract administrator. Perry will contact the Alltel representative and decide what should be done. Denartment Reports: Fire Department · Other Issues Scott asked regarding impact fees. Mark is checking websites and has asked Dan McGee to keep him informed. There was discussion regarding the need for impact fees and the need to have taxpayers participate in the process. · Capital Needs - New Truck Scott stated that a small committee is in the process of compiling the specs for a new fire truck. Mayor Olson mentioned the discussion at last night's Emergency Services Committee meeting regarding traffic and response issues. Cenex command center phone numbers will be given to the police department. There was discussion regarding blocking exits on the south side of Laurel, who is responsible if emergency services cannot respond to the south side because the railroad tracks are blocked, and the need to revisit the issue and set a protocol with the railroad. Rick recently asked Pat Kimmet about doing a debrief regarding the recent issue at Cenex, but Pat is not interested in doing so. Mayor Olson suggested that the issue could be discussed at a LEPC meeting. City Council President None Police Department · Other issues Rick will pick up two used vehicles from the Police Academy next week when he is in Helena. Gas cards will be needed for the vehicles. The police department still has one extra gas card that could be used for one vehicle. Rick will send Mary an e-mail request for additional gas cards. The bid for the police officer position closes at 5:00 p.ro~ today. The job will be advertised for two weeks and the selection process will begin. · Computer Issues Rick submitted a request to the Budget/Financo Committee for a server, mini tower for the second dispatch console, and a firewalk · Switching cell phones Delaarlmcmt Head Meeting Minutes of January 23, 2007 The item was discussed earlier in the meeting. Public Works *, Project Tracking Steve stated that Perry is reviewing this. · 8t~ Avenue Steve stated there was nothing new to report. · Call Out Problems and Possi~ole Solutions A workable solution is needed for the police, public works, and public utilities departments. There was discussion regarding the Labor Management Cooperation Committee and the lack of communication. Since the union has a new president, it would be a good time for Sam to meet with him to revisit the issues. · Other issues. Steve informed Scott that the gas bill for the shop was $1,400 last month, and this bill is shared with the fire department. They will try to find out why the bill was so high. Steve asked regarding the joint city-county meeting on Thursday evening. Yellowstone County's proposal for the 12th Street Walk Bridge will be discussed at the meeting. The county proposes to install the bridge through the CTEP Program. The city would maintain the bridge and the county would have no other obligations. Steve explained that there are ADA issues. Frey Brothers asked to park vehicles in the shop during the meter project. Steve requested a change in the CIP process because parks cannot compete with the emergency services vehicles. Steve was informed that the county will replace the bridge on Valley Drive over the Big Ditch during the end of February and March. The street will be closed and traffic detoured for about one and one- half months. Steve will attend a class to obtain a boiler license for three days during the first week of Febrenry. Rick requested that a resolution to contract with Encode for heating at the FAP be added to the January 30th council workshop agenda. Clerk/Treasurer Mary mentioned that the parking lot and city employee parking issues need further discussion. Mayor Olson stated that Judge Kerr requested two handicap parking spaces for the court. Public Utilities · Water Main Leak on Main Street last week No discussion. · Report on Trunk Main and associated issues No discussion. 4 Department Head Meeting Minutes of January 23, 2007 · Johnson Controls - Meter Replacement Project No discussion. · Other No discussion. Library No discussion City Court · Space/accommodation issues No discussion. Ambulance Service · New ambulance Jan is working on the spec sheet for a new ambulance. She contacted two sales representatives, who want to meet with interested individuals soon. The new ambulance will be an ALS unit, and Jan wants to be able to upgrade Care 1 to an ALS unit. · Other issues The entire ambulance crew will attend a refresher class on Friday, Saturday, and Sunday at the union hall. One ambulance attendant moved away, another is on leave of absence, and a third is recovering from surgery. The rest of the attendants are covering the increased load. Multiple calls have been received in the last ten days. One reserve is qualified for attendant status, but does not have a Montana driver's license. Another EMT class will start at the end of February. · Heat/ventilation issues Encode will take care of the heating and ventilation issues. Rick submitted a purchase requisition to Perry for Budget/Finance for dampers to regulate the heat at the FAP. Plannin~ Denartment · Subdivision Ordinance Report Mark stated that progress is being made. * Subdivision Application Update Mark stated that progress is being made. · Other Issues. Mark stated that the intergovermnental agreement needs to bc renegotiated. document. Sam will review the Depamnent Head Meeting Minutes of January 23, 2007 Mark asked regarding the process to determine infi:astrueture costs of new subdivisions. Sidewalk, curb, gutter, storm sewer, and water lines costs need to be determined. Iron Horse Station and Solid Foundations Subdivisions are completed and the engineers should be able to provide the infrastructure costs. There was discussion regarding a new subdivision off 14' Avenue and concerns about the bridge. City Attorney The dmR street closure ordinance and the Thomae Lumber encroachment p~ladt were discussed earlier in the meeting. Mayor Olson Mayor Oison and Perry are reviewing a bill for fencing that was submitted by Neumann. Rick asked how the new lights at the FAP would be budgeted. The FAP budget included $1,500 for the lights. Administrative Assistant · Record of Long-Term Employee Absence Form Perry distn'buted copies of the form. Steve questioned what constitutes a long-term employee absence. The policy manual states that an employee "may" be asked for a doctor's note aRer three days' absence. There was discussion regarding the issue and the subjective vs. objective aspect &the current process. Sam questioned the city's intent for the form Mayor Olson stated that there have been three issues of employees being on leave without having FMLA invoked. There was further discussion about the need to invoke FMLA in a timely manner. * City Surplus Auction Procedure - Final Review & Recommendation No discussion. · Vehicle Use Policy No discussion. · CIP - Equipment Purchases No discussion. The meeting adjourned at 4:53 p.m. Respectfully submitted, Cindy Allen Council Secretary