HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.30.2007 MINUTES
DEPARTMENT HEAD MEETING
JANUARY 30, 2007 3:07 P.M.
COUNCIL CHAMBERS
PRESENT:
Perry Asher
Larry McCann
Rick Musson
Gay Easton
Mark Richards
Mary Embleton
Jan Faught
Scott Wilm
Steve Klotz
Sam Painter
Perry distributed an agenda and led the meeting.
Perry introduced Dale Blohm and Nancy Hofferher, who gave a presentation on Affirmative Defense
Response System Issues and distributed some information to the department heads.
After the presentation, the department heads had a brief discussion. Mary stated that the city does not
keep a lot of private information and the database for water customers is protected. An assessment of
possible weaknesses could be done. PvtLy and Mary will review it further.
Council Workshoo Aoenda - Janua~ 30~ 2007
Laurel Police Reserve: Aooointment ofTravis Brewington
Ward 1 and Ward 4 Council Candidate Interviews
Pat Murtagl~ ME&A: Storm sewer presentation
Planning Board issues:
· Resolution - Canyon Creek Station Subdivision Preliminary Plat
Mark stated that this would be postponed for two weeks in order to resolve some issues.
· Resolution- Steam locomotive
· Updates to the proposed changes to the subdivision regulations
Administrative Assistant: · Resolution - Schedule of Fees and Charges
· Resolution - Amending union contract to include Memorandum of Understanding regarding
alternate work schedule for dispatchers
· Resolution - Momson-Maierle, Inc., Additional engineering costs for the wastewater
improvements project
· Resolution - Montana Engineering and Administration, Amendment No. 2
· Resolution - Encroachment permit for Thomae Lumber
· Resolution- Contract with Encode for the FAP building
Executive review:
· Appointment:
o Emergency Services Committee: Dick Fritzler
Deparm~oat Head Meeting Minutes of January 30, 2007
· Council etiquette
· Legislative Updates
Mayor Oison explained a situation with Mr. Neumann regarding fencing around the Elena booster
station~ He agreed that the city would split the cost of the fencing with Mr. Neumann without getting
proper authorization t~om the city council He will mention the issue to the council at the meeting
tonight. After further discussion, it was agreed to present the resolution at the council workshop on
February 13th in order for Sara to prepare a contract and resolution. Mayor Olson will contact Mr.
Neumann tomorrow.
Department Reports:
Ambulance Service
· Weekend training courses
Ambulance held a successful refi'esher class last Friday through Sunday.
including 20 Laurel crew members.
Over 60 people attended,
· New ambulance
Becky Shay, of the Billings Gazette, contacted Jan to report regarding the possibility for a new
ambulance. Jan is ready to proceed to advertising for the proposal packet. Mayor Olson explained the
process and stated that the CIP list needs to be presented to the council
· Other issues
None.
City Attorney
· Street closure ordinance
Sam had nothing new to report.
Sam and Steve will review the location description for Thomae Lumber in the resolution and the
encroachment permit.
City Council President
Gay asked regarding water issues discussed during the joint meeting with the City of Billings and
Yellowstone County last week. There was a lengthy discussion regarding water issues.
City Court
No discussion.
Clerk/Treasurer
· CIP Financing
Mary is working on this.
· Other issues
Mary sent in the annual report last week.
A cheek for $720,000 was written today for the Performance Contract. The project is going well and
Jeanette Koch is doing data input for Fry Brothers Plumbing.
2
Department Head Meeting Minutes of January 30, 2007
Mary explained an issue regarding charges at the container site. Charging at the container site is a
convenience for some businesses, but a formalized process is needed
Fire Denartment
· Capital needs - new truck
Scott stated that work is being done on the specs for the fire truck.
· Other issues
The department is putting covers on the hose beds on Engines 1 and 4.
Becky Shay contacted him regarding the new fire truck.
Scott asked regarding the status oftbe budget process. Perry stated that it will start soon. Mary stated
that the process is behind and the sheets are usually distn~outed in December.
Library
No discussion.
Plannin~ Department
· Subdivision application update
Mark is working on the forms.
· Other issues
Mark stated that constant interruptions prevent him from focusing on his work each day. Mark and
Perry have agreed that Mark will work uninterrupted during the morning end return phone calls and
make appointments in the al~emoons.
Five new subdivisions are scheduled for March.
Police Denartment
Rick stated that the hiring process for the police officer has begu~ No bids were received from the
union for the position. Ads will be in the Laurel Outlook for two weeks end also in the Billings Gazette.
Applications will close on February 28th at 5:00 p.m.
The new cell phones for the police department will be ordered under the city contract.
One police car is being repaired at/er a recent accident and should be ready in a week.
Public Works
· Project tracking
Mayor Olson and Perry are reviewing the report.
· 8m Avenue
No changes.
· Call out problems and poss~le solutions
This issue still needs to be addressed with the union. None of the sewer plant employees will agree to
be on the call out list. Perry stated that the management team needs to meet to set up a meeting with the
union.
3
Department Head Meeting Minums of January 30, 2007
· CIP issues - lawnmower, etc.
Steve asked that the request be considered in the CIP process.
· Other issues
None.
Public Utilities
· Report on trunk main and associate issues
There was discussion regarding work stoppages and the easement at the refinery. Larry asked COP
Construction to submit a cost estimate for work at the contaminated area in the remaining 1,000 feet of
the sewer line project. If everything goes smoothly, the project should be done by next Friday.
· Johnson Controls - Meter Replacement Project
There are some concerns regarding how citizens are being treated. A meeting is scheduled at 8:00 a.m.
on Wednesday.
· Fencing and other changes at booster station at Elena
The issue was discussed earlier in the meeting.
· Other
Larry has budgeted for various equipment, including a lawnmower for the sewer plant and a video
carllera.
Mayor Olson
None.
Administrative Assistant
· Performance Appraisals - for department heads and others
Perry stated that the Performance Appraisals are almost done, and he will be making appointments.
· City Surplus Auction Procedure - final review and recommendation
The surplus auction is scheduled for Saturday, June 16~. Lists should be turned in soon.
· Record of Long-Term Employee Absence Form
There was a lengthy discussion regarding the need for the form, the process for submitting the form, and
the triggering mechanism for FMLA. Copies of the Supervisor's Guide to FMLA have previously been
distributed to the department heads. Training is needed for department heads and employees. Mayor
Olson wants to ensure that FMLA is implemented better.
· Vehicle Use Policy
Perry did not have a chance to work on it.
· CIP - Equipment purchases
Item was discussed earlier in the mectiog.
· Elena Booster Station- funding issues
4
D~a.mnent Head Meeting Minutes of Janumy 30, 2007
Item was discussed earlier in the meeting.
· Schedule Management Team Meeting to discuss LMCC meetings
Call out - need to change the way the names are on the list
Jan stated that a joint meeting regarding the Cenex incident is scheduled on February 14t~ at 2:00 p.m.
Discussion as to who was invited and what to discuss.
The meeting adjourned at 4:38 p.rm
Respectfully submitted,
Cindy Allen
Council Secretary
5