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HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.06.2007 MINUTES DEPARTMENT HEAD MEETING FEBRUARY 6, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Larry McCann Rick Musson Gay Easton Mary Embleton Jan Faught Scott Wilm Jean Kerr Nancy Schmidt Mark Richards Sam Painter Mark Richards led the meeting. Council Aeenda - February 6~ 2007 Confirmation o fAppointments: · Laurel Police Reserve: Travis Brewington · Emergency Services Committee: Dick Fritzler Scheduled Matters: · 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 freestanding signs. Second reading. · Resolution No. R07-04: A resolution 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. {Public hearing held January 2, 2007 and January 16, 2007.) · Resolution No. R07-05: A resolution of the City Council to suppoa the acquisition of a steam locomotive for public display by the City of Laurel. · Resolution No. R07-06: A resolution of the City Council amending the three-year agreement between the City of Laurel and the Local Union known as Local 316, American Federation of State, County and Municipal Employees, AFL-CIO, to include a Memorandum of Understanding regarding an alternate work schedule for police dispatchers. · Resolution No. R07-07: A resolution approving Amendment No. 2 to the Owner-Engineer Agreement dated April 19, 2005 (Task Order No. 8) between the City of Laurel and Morrison- Maierle, Inc. regarding the Wastewater Iaig~ovements Project, and authorizing the Mayor to execute the attached Amendment No. 2 on the City's behalf. · Resolution No. R07-08: A resolution approving Amendment No. 2 to the Professional Services Contract dated April 15, 2003 between the City of Laurel and Montana Engineering and Administration, P.C., and authorizing the Mayor to execute the attached Amendment No. 2 on the City's behalf. · Resolution No. R07-09: A resolution approving an Encroachment P~mdt for Thomae Lumber and authorizing the Mayor to execute such p~ ~fit on behalf o f the City of Laurel. Scott asked if Thomae Lumber would be responsible for traffic while loading and unloading, and Sam agreed that is correct. D~partme~t Head Meeting Minutes of February 6, 2007 Resolution No. R07-10: A resolution of the City Council approving the Maintenance Agreement by and between the City of Laurel and ENCODE Corporation for service and maintenance of the control system within the Laurel Safety Complex (FAP Building). Draft Council Workshop Agenda - February 13~ 2007 Chris Brink. Beartooth RC&D: Memorandum of Understandinp Mary stated that the MOU with Beartooth RC&D is presented and approved every year. Ken Miller: City's abatement and zoning enforcement authority regarding the old asphalt plant Mayor Olson stated that the item is on the agenda at the council's request to provide an opportunity for discussion. The city has been in contact with Joe Gentry, who has information to clarify the situation. Plannim, Board: · Resolution- Canyon Creek Station Subdivision Preliminary Plat Mark stated that some traffic issues are still being reviewed. The preliminary plat and the Subdivision Improvements Agreement will be submitted with the resolution. Administrative Assistant: · Resolution- Beartooth RC&D, Memorandum of Undecstanding A resolution will be presented to approve the MOU with Beartooth RC&D. · Resolution - MMIA Employee Benefit Program Representation A resolution will be on the council workshop agenda. Executive Review: · Resolution- Fencing for NeumanrdElena Subdivision Booster Station Perry and Mark have done some research on this. Elena Subdivision was allowed two years to complete the fencing and still has another year to do so. Mary asked if there is an agreement, and Mayor Olson stated that work is being done on that. M~ary requested that resolutions for insurance transfers and other fund transfers be added to the February 13 council workshop agenda. Mayor Olson asked that the CIP be added to the agenda under Executive Review. Jan asked that the appointments of Jason Ness and Tryn Benzing as attendants for the Laurel Ambulance Service be added to the council workshop agenda. Review ofdrafl council agenda for February 20, 2007 · Public Hearing: Storm Water PER The public hearing of the Preliminary Engineer's Report prepared by ME&A will be held at the council meeting on February 20th. Deoartment Reports: Ambulance Service · New ambulance 2 D~mrtm~t Head Meeting Minutes of February 6, 2007 Jan stated that the specs for the new ambulance are ready when she receives the approval to proceed. · Other issues The ambulance had a record-breaking January with 93 responses and 50 transports. Following a question from Mark, there was a hriefdiscussion regarding a breakdown in stats which would be used to determine user impact fees. City Attorney · Street Closure Ordinance Copies of street and sidewalk permitting information in Billings, Great Falls, Helena, and Missoula were distributed to the department heads. Sam asked the department heads to review the information and submit comments and suggestions at the next department head meeting. City Council President No discussion. City Court · Space/accommodation issues Jean stated that Shed has returned on a part-time basis. The court is trying to accommodate the three employees in the small space. · Ergonomic report Jean is still waiting for the report. The court clerks have been trying out some chairs from Reporter, and Jean would like to purchase them. · Parking Sheri is using the parking space next to the alley entrance at city hall. Jean spoke with an employee of the Only $1 Store regarding the building. The roof needs to be fixed, there are soma structural problems, and there is mold in the bathroom. Mark mentioned the poss~ility of asbestos issues in the building. Clerk/Treasurer · CIP Financing Mary commented regarding the CIP meeting last Friday. The finished product will be presented at the council workshop on February 13~h. · Other issues Mary stated that the IRS mileage rate increased to 48½ cents per mile. Chargeable mileage for use of city vehicles will increase accordingly. Mary distributed copies of the IVIMIA Employee Benefits Programs information for distribution to all employees. Four plans will be available as of July 1~, and employees will be able to pick from the plans individually. MMIA will release the rates on April 1~t. Mary will get the answers to any employee's questions. Fire Denartraent Departmeat Head Meeting Minut~ of February 6, 2007 · Capital needs - new truck Scott stated that the crew received spec sheets fi'om three entities and is working on the process. · Other issues The fire department received thirteen calls in January and structure loss was estimated at $390,800. There was a semi-truck and car accident on the fi'ontage road today. Scott will start working on the budget soon. Scott estimates that it will take almost a year to have a new fire track built. Library Nancy stated that the l~rary is using the new computers received from the Gates Foundation. The system to check out materials via the internet should be running by the end oftbe month. There was a brief discussion regarding a firewall and the use of the "careful content watch" used at the l~rary. Plannin~ Department · Subdivision application update Mark stated that three subdivisions will be presented at the Planning Board meeting in March. · Other issues Mark has contacted Gus Byrom at the Department of Commeree regarding user impact fees. Mark asked that a resolution of intent to form a district be added to the council workshop agenda. Mary questioned by what authority the city could form a district. Mark stated that he is trying to work that out. The City of Billings did it once through the Department of Commerce. Mary stated that only water, sewer, and fire districts can be formed. Sam stated that ground work needs to be done to see if this can be done. Mayor Olson stated that the resolution should go forward when it is legal to do so. There was further discussion regarding the issue. Police Demrtment Rick requested that employment applications be available on the city's website. He would like to review the use of POST applications for police officers for the city. The POST applications are available on the State website. Public Utilities · Report on trunk main and associated issues Larry stated that the project was stopped today at 2:00 p.ro. because of deterioration of the clay tile pipe under the interstate. MDT will require the city to slip line the pipe under the interstate. Larry stated that the project is on schedule. Lindy Lane should be ClbiulJleted tomoITOW and Bernhardt Road should be completed next week. · Johnson Controls - meter replacement project Larry explained some boiler and electrical issues that Johnson Controls is addressing. 4 Department Head Mce~g Minutes of February 6, 2007 · Other Lan'y mentioned that Gary is inspecting the building at the corner of First Avenue and Bast First Street. A fire sprinkler system will be installed in the building, which will necessitate cutting into the nc~v street. They will be required to restore the street to its present condition with no bumps in it. Larry stated that the fee schedule lists meter loops at $85.00. Meter loops now cost $87.06, so the city is losing money on them. By charging $105.00 per meter loop, the city would be charging $1.00 more than a contractor could purcb, asea meter loop and $40.00 less than a homeowner could purchase it. It was suggested to list the fee for meter loops at cost plus a percentage. There was further discussion regarding the situation on Lindy Lane. Public Works · 8th Avenue Steve was not at the meeting, and there was no discussion. · Call out problems and possible solutions No discussion. · Other issues No discussion. Mayor Olson No discussion. Administrative Assistant · Vehicle Use Policy Perry was not at the meeting, and there was no discussion. · Other issues No discussion. The meeting adjourned at 4:00 p.m. Respectfully submitted, Cindy Allen Council Secretary