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HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.13.2007PRESENT: Perry Asher Larry McCann Rick Musson MINUTES DEPARTMENT HEAD MEETING FEBRUARY 13, 2007 3:00 P.M. COUNCIL CHAMBERS Mary Embleton Jan Faught Steve Klotz Gay Easton Mayor Ken Olson Mark Richards Council Workshou Aeenda - February 13. 2007 Chris Brink. Beartooth RC&D: Memorandum of Understanding The Memorandum of Understanding provides funding for services the RC&D provides to the city. Laurel Volunteer Ambulance Service: · Appointments of Jason Ness and Tryn Benzing Jan stated that Jason Ness has returned from active duty and wants to be reappointed as an ambulance attendant. Tryn Benzing worked for a paid service in Maine. Council Discussion: City's abatement and zoning enforcement authority reoarding the old asphalt plant. Steve stated that letters have been sent and the immediate dangers have been abated. The windows in the Blue Bell Antiques building have bean boarded up and another building will be demolished. Ken Miller has expressed concern about the buildings around the elevator. Dean Rankin has a buyer for the buildings. Gary Colley will also attend the council workshop tonight. Steve explained that Gary has to do the building department requirements in order for the city to keep its certification. It is difficult to weigh the need for fire inspections versus code enforcement duties. Another employee is needed to keep up with code enforcement needs. Clerk/Treasurer: · Resolution - Beartooth RC&D, Memorandum of Understanding The resolution is on the council workshop agenda. · Resolution - MMIA Employee Benefit Program Representation The contract and resolution are on the council workshop agenda. · Resolutions - Insurance Transfers and Fund Transfers Mary stated that the fund trm~sfers are not ready, as they are tied to the CIP. The insurance transfers are the milled levies that will be transferred to the General Fund. planning Board: · Resolution - Canyon Creek Station Subdivision Preliminary Plat Mark stated that the MDT worked out the lang-age in the SIA. Copies of the SIA will be distributed to the council tonight. Mark received a letter of request for a one-year extension for Govemors Subdivision. The request was taken to the county commissioners, who told the developer that it was in Laurei's jurisdiction. Mayor Department Head Meeting Minutes of February 13, 2007 Olson asked if there was urgency to present this tonight. Mark stated that it came to his attention today and a letter is needed to grant the request. Executive review: · Appointment: CTEP Administrator Mayor Olson stated that Polly was appointed as CTEP Administrator to take Cal's place and Mark would be appointed to the position now. Perry and Mark had not discussed the appointment. Mary questioned the appointment of the planning director to the position since most of CTEP involves sidewalks, streets, and projects that pertain to the Public Works Department. She recommended that Steve be appointed as the CTEP Administrator. There was more discussion. Mayor Oison will remove the appointment from the agenda to review the issue further. Mary stated that the remainder of the CTEP monies for the East First Street project has not yet been received. · Resolution - Fencing for Neumann/Eiena Subdivision Booster Station Mayor Olson will remove this item from the council workshop agenda, as he has not been able to contact the developer regarding the issue. · Capital Improvements Plan Mayor Oison will remove the CIP from the agenda for further review. He has asked Perry and Mary to complete additional work on the CIP by next Wednesday. The CIP will be presented at the council workshop on February 27th and will be on the council agenda on March 6t~. The CIP is the funding mechanism for the General Fund. The water, sewer, streets, and garbage funds will be reviewed later and a capital expenditure program for equipment replacement will be developed. · Maps (Ald~l~a Dickerson) Mayor Oison stated that he did not know exactly what Aldarnian Dickerson wanted to discuss. Additional layers are needed on the maps on the tables in the council chambers. Steve has requested the PDF files from the county. There was discussion regarding the various options available for the maps. Mayor Olson will ask the council which maps they prefer. ** Only $1 Store building (Ald~t~n Dickerson) A walk through of the building is scheduled on Wednesday at 4:30 p.m. Scott Atwood, the real estate agent, Steve, Gary, and some council members will attend the meeting. Mayor Olson stated that this is the first step in a long process. The owner of the building has indicated that they would like the city to own the building. Funding mechanisms, as well as some concerns, need to be reviewed carefully. Perry spoke with Larry Tanglen about the building today. Perry told him that no decision has been made but the city might be interested if it has the potential of alleviating space issues. Gay mentioned some history regarding the land purchase for the FAP building. Other items 2 Departmeat Head Meeting Minute8 of February 13, 2007 There was discussion regarding the proposal by the City of Billings to build a water plant off$6th Street. The issue was discussed at the recent joint meeting. Tom Benson, a Blllings Gazette reporter, contacted Mayor Olson regarding Laurel's interest in this. Mayor Olson told him that it was just an exchange of information. The issue will be placed on the March 13th council workshop. Review ofdratt council agenda for February 20, 2007 · Public Hearing: Storm Water PER The public hearing will be held at the council meeting on February 20th. Larry stated that he has had very little input on this. Perry sent letters to the South Laurel District property owners regarding the public hearing. Department Reports: Ambulance Service · New ambulance There was no discussion. · Other issues Jan does not receive e-mail fi.om Mary, Cindy, or the State. Her e-mail address has not been changed to the new address. Larry stated that something is wrong with the server, as he does not receive e-mail either. Perry asked the department heads to write down the problems and he will contact Bart Haskell. All e-mail now goes through the city's server, and e-mail is received at the old and new addresses. A blast e-mail needs to be sent to contact lists to inform them of the change in e-mail address. Jan's computer still needs to be set up. Jan stated that ENCODE installed a new vent in the floor in her office and the heat is working. Twenty-two people attended an IV class last week. Volunteers are needed for the attendants to practice starting an IV. Jan needs a place to store some temperature sensitive equipment. There was discussion regarding changing the locks on the doors so ambulance personnel could have access to the room next to the council chambers. Perry and Steve will review the issue. Jan stated that the ambulance department received a request for services during the hill climbs in Blue Creek this summer. Since this is out of the district, Jan told them it would not work. Some of the crew members work there during the hill climbs. There was further discussion. Mayor Olson asked if there are pmtocois for standbys outside the city's area, and Jan said that there are not. Mayor Olson said that the issue could be reviewed if it detvxtidned that the level of service would not be detrimental to the taxpayers. An acceptable protocol is needed in order for the city council to consider it. City Attorney There was no discussion. City Council President There was no discussion. City Court There was no discussion. Clerk/Treasurer · CIP Financing 3 Departmeat Head Meeting Minutes of Fobmary 13, 2007 Mary stated that the CIP financing would be completed next week. · Other Issues None. Fire Department There was no discussion. Library There was no discussion. Planning, Department · Subdivision Application Update Mark stated that the Canyon Creek Station Subdivision preliminary plat is ready to go, and four other subdivisions are being reviewed. He is trying to convince the applicants to submit things in a certain timefi'ame. The Planning Board meeting was cancelled last week, as the applicants could not attend. The Planning Board meeting was rescheduled for February 22~. Mark has received no further contact from the individual that spoke regarding a new subdivision at the council meeting on February 6a~. Mark is working on the subdivision regulations. He stated that it is tough to control the time crunch because of telephone calls and people that stop at his office. · Impact Fee update Mark has discussed impact fees with Gus Byrom and Tim Davis, who is associated with Montana Smart Growth. New legislation is being reviewed. Mark also has contact with the Planning Director in Bozeman. The City of Bozeman has prevailed on some litigation regarding impact fees. · Other Issues Mark has not used the city truck. Steve will remove the two-way radio fi.om Perry's track. Police Depat hnent Rick stated that, atter reviewing the February 6th council minutes, it was not listed that he attended the recent meeting with Congressman Denny Rehberg. Mary explained that his name was not mentioned so it was not listed in the minutes. Rick has asked the police department employees to compile a list of questions regarding the four proposed health insurance plans. There have been questions regarding tho plan with the Health Savings Account. Mary stated that would have to be a negotiated item. Rick gave a three-page list of surplus items to Mary. The list included several computers. There was discussion regarding the hard drives and the proper procedure to delete information. The list also included seized and impounded vehicles. There was discussion regarding the proper procedure and the necessity to obtain titles. Further research needs to be done. Rick stated that items are missing from the storage location and surveillance cameras would be helpful. Public Utilities 4 Departm~t Head Meeting Minutes of February 13, 2007 · Report on Trunk Main and associated issues Lam/stated that the project was shut down for two days because of weather. · Johnson Controls - Meter Replacement Project Larry stated that the project is on track. · Report on what's happening in Helena Perry received a call from Larry Tanglen asking about Senator Kerns' bill for funding for the WWTP project. Lar~ stated that congress is taking the money out of CDBG and the funds will come back under a different control. · Other Larry is still waiting on the highway department's decision regarding a pipe burst or casing for that portion of the trunk line project that goes under the interstate. Mary mentioned some confusion regarding the proper channel of communication with the Johnson Controls project. Training for the meter reading was originally scheduled at the beginning and end of the process. Neptune contacted Kelly and informed her that training was scheduled for the end of May, which is unacceptable. Mary contacted the project manager, who then contacted Neptune. There was discussion regarding the contractor, the subcontractors, the crew, the proper channel of communication, and the training schedule. Public Works · 8ta Avenue Steve stated that the project is being redesigned. · Other issues Steve attended a boiler certification class last week, which is one of the requirements to obtain a boiler license. A daily, weekly, and monthly log is required for a boiler operator. The license requirements include attendance at the class, forty hours working under a licensed boiler operator, and completion of a written exam. There was discussion regarding the boiler in the council chambers building. The JCl contract will be reviewed regarding the boiler. Mayor Olson No discussion. Administrative Assistant There was discussion regarding how department heads want to be addressed at council meetings, formality versus informality, and the use of the nameplates at all council meetings. Mayor Olson stated that the council workshops could be informal and the council meetings should be formal Mary stated that formality can help keep control when a situation becomes heated. · Vehicle Use Policy Larry stated that MMIA is trying to shift the responsibility with the added verbiage. Rick stated that it can be so strict that it is unenforceable. · RFP for Engineering Services There was no discussion. 5 DeparUnent Head Meeting Minutes of February 13, 2007 * Other Issues There was no discussion. The meeting adjourned at 5:00 p.m. Respectfully submitted, Cindy Allen Council Secretary 6