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HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.20.2007PRESENT: Perry Asher Steve Klotz Rick Musson Gay Easton Mark Richards MINUTES DEPARTMENT HEAD MEETING FEBRUARY 20, 2007 3:10 P.M. COUNCIL CHAMBERS Mary Emblcton Mayor Ken Olson Scott Wilm Larry McCann (3:27 p.m.) Jan Faught (3:40 p.m.) Council A~,enda - February 20, 2007 Public Heari~ reoardine the Laurel Storm Water Study Clerk/Treasurer Financial Statements for the month of January 2007. Mary stated that the January Financial Statements will reflect the currant work paid for and the monies received for the Johnson Control project. In the General Fund, Water Fund, and Sewer Fund, a 901 number will be used to track the JCI contract. Scheduled Matters · Confirmation of Appointments. o Laurel Volunteer Ambulance Service: Jason Ness and Tryn Benzing The appointments are on tonight's council agenda. · Resolution No. R07-11: Resolution authorizing the Mayor to execute an agreement with "Beartooth RC&D Economic Development District." · Resolution No. R07-12: Resolution authorizing the Mayor to appoint a local insurance representative for the City of Laurel and to execute the documents required by the Montana Municipal Insurance Authority "MMIA" to effectuate the appointment. · Resolution No. R07-13: A resolution transferring certain insurance funds of the City of Laurel, Montana. * Resolution No. R07-14: A resolution approving the Preliminary Plat of Canyon Creek Station Subdivision within the City of Laurel, Montana. The resolutions are on tonight's council agenda. Mary asked if the city has the Preliminary Plat for Canyon Creek Station Subdivision. Mark is waiting on the engineers, who said the plat would be done. Steve questioned whether or not the depar~ent heads had reviewed the preliminary plat. Mark stated that the preliminary plat went to the Planning Board in December. There have been four different SIA's for this subdivision, and the fourth one contains verbiage from MDT regarding highways. There was discussion regarding the need for a muting sheet for review of documents. Perry will create a muting sheet. Mark stated that the routing sheet will be required in the new codes. Mary again asked what would happen if the preliminary plat is not presented prior to the council meeting. Mark stated that the item would be pulled from the council agenda. Departmea~t Head Meeting Minutes of February 20, 200'/ There was further discussion regarding the routing sheet and which department heads should be required to sign offon it. Since the fire departatent reviews preliminary plats, Rick did not think it was necessary for the police department to do so. Steve explained that the plumbing and building reviews will be completed when the building plans are submitted. Draft Council Workshon Anenda - February 27~ 2007 Clerk/Treasurer: · Resolution- Fund Transfers Mary stated that the fund transfers are tied to the CIP. Mary added an item to the council workshop agenda. Mayor Olson has requested a change to allow members of the Cemetery Commission to reside outside the city. According to LMC, the Cemetery Commission includes two council members, the mayor, and four current residents. There was discussion. It was suggested that the Cemetery Commission consist of two council members, the mayor, two city residents, and two members-at-large. The dratt ordinance will be on the council workshop on February 27~. City Attorney: · Cable TV Franchise Ordinance Mayor Olson received copies of the cable TV franchise ordinances in Billings, Great Falls, and Missouhr Cell towers are allowed in some of these cities; however, the City of Laurel previously addressed cell towers in the Entryway Zoning District ordinance. There is currently no way to support the current cost of cable companies in the city's alleys and approaches. The average cable TV franchise charged across Montana is 5 percant of gross sales. Executive Review: · Resolution - Fencing for Neumann/Elena Subdivision Booster Station Mayor Olson explained that Mr. Neumann is on vacation and a contract will come forward when he returns. · Legislative Updates Mayor Olson stated that HB-2 and the ranking process are critical for the city's $750,000 grant. He will be in Helena on Thursday and Friday this week. The bill to increase bonding capabilities for cities recently passed through the Senate and was transferred to the House. Rick mentioned some law enforcement bills regarding racial profiling. Departments and associations oppose the bills because of the cost to document and gather information. There was discussion regarding the process to obtain p~nission to attend and testify at legislative sessions. The administrative assistant would give department heads permission to do so. Mayor Olson stated that Laurel would be the representative agency for maintenance for the proposed Veterans' Cemetery. · Update on abatement issues at the asphalt plant 2 Depaxtment Head Mooting Minmos of Febreary 20, 2007 Steve stated that the recent windstorm mused more damage and additional stropping is being installed at the asphalt plant today. · Update on abatement codes There was discussion regarding abatement codes, the decay ordinance, and building codes. The city adopted a code for abatement of dangerous buildings. Manpower is needed in order to enforce the codes. · Clarification of ward boundaries (Mark Mace) There was discussion regarding ward boundaries. A suggestion was made to comact Duane Winslow regarding this. Mary mentioned that the Election Department called her to determine in which ward to put some recent annexations. Better clarification is needed and the proper ward needs to be determined with the annexation. · Capital Improvements Plan Mayor Olson stated that the CIP will be presented at the council workshop on February 27th and will be on the council agenda on March 6*. Rick asked whether a police vehicle was included in the CIP, since it was high on the list. Mayor Oison explained that some things below that item ranked higher and there was an attempt to stretch the dollars. Appointments: o Emergency Services Committee - Emelie Eaton o Historical Board- Emelie Eaton o Tree Board - Vonda Hotchkiss o BSEDA- Vonda Hotchkiss o CTEP Administrator Mayor Olson stated that these would be one-year appointments to fill existing terms. He does not know how to address the CTEP Administrator position. Mary suggested that the mayor discuss it at the Mayor's Conference this week. Steve stated that the Tree Board ordinance requires members to have some knowledge of trees. There was discussion regarding the pros and cons of having more members on the Emergency Services Committee, the need for quorums, and task forces. Denartment Renorts: Ambulance Service · New ambulance Jan stated that progress is being made and the last detail~ are being worked out. · Other issues The ambulance department is working on IVs for the next ALS endorsement. Dr. Vannice signed a prescription for the ambulance department to order supplies fi'om a medical supply house. City Attorney Larry asked regarding the issue of the tmiforms. Sam will be contacted about it. City Council President 3 Department He~d Meeting Minutes of February 20, 2007 There was no discussion. City Court There was no discussion. Clerk/Treasurer · CIP Financing This item was discussed earlier in the meeting. · Other issues Mary suggested scheduling a forum to educate employees about FMLA and the changes in the MMIA health plans. There was discussion regarding scheduling fer shif~ workers, paying overtime, the number of meetings to be scheduled, approval of the plans by the Insurance Committee, and the preliminary rates. MMIA will no longer offer the Blue Select Plan. The Insurance Committee will not need to approve one plan, as MMIA will offer a choice of the four plans to city employees. MMIA's preliminary rates will be available aider April 1~t. Rick mentioned that some police department employees are interested in the Health Savings Account plan, depending on what the city allows. Mary will find out the amount of time needed for each presentation, and the meetings will be scheduled in April. Fire Denartment The fire department developed a burn pottdt for use within the city limits in order to require permission from the fire chief or fire marshal. A Yellowstone County burn permit will also be required. Scott will have Sam review the bum permit. Scott received $500 t~om the NorthwestemEnergy grant. The DNRC grant is due on Wednesday and will be submitted to Jim Kraft. The department is installing covers for the hose beds on the two engines. The department has been responding to car accidents this week. Library There was no discussion. Planning Department · Subdivision Application Update Mark is waiting for Sam's opinions on some issues. · Impact Fee Update Mark stated that there was nothing new to report. Scott stated that someone needs to keep on top of the impact fee issue and that some work could be done. Mary agreed that preliminary work could be done while the city waits for the legislature to act. Mary is willing to work on this issue. Mayor Olson will review it further. * Other issues There was no discussion. 4 Departmem ttead Meeting Minutes of February 20, 2007 Police Devartment Rick stated that the Aviation and Technology Week committee will meet on Monday, March 12t~, at 1:30 p.m. at the FAP. Chuck Rodgers is the city's representative for the event. There wes discussion regarding department heeds attending the meetings. Steve mentioned that Perry wes attending the meetings in order to inform department heads if something was needed f~om them. Applications for the police officer position are due by 5:00 p.m. on Wednesday, February 28~. Public Utilities · Report on Trunk Main and essociated issues Larry stated that the waterline on Bemhurdt Roed wes broken today and this will end up being a three to four day project. · Johnson Controls - Meter Replacement Project Larry will submit a purchase order for the school's water meter, which will cost $1,800. * Report on what's happening in Helena There wes no discussion. · Other issues Larry needs an answer regarding the uniform issue. Larry will att~d a Rural Water meeting on Wednesday through Friday this week. Public Works · 8~ Avenue Steve had nothing new to report. · Other issues The City of Laurel received the Tree City USA designation. Steve gave the press release to Perry. Steve met with the YMCA recently regarding the swimming pool contract. The YMCA's preliminary request for the 2007 season is $64,000. The YMCA would reduce the mount by $7,000 if the Y children are edmitted to the pool free of charge. Diving boards will not be allowed, and the YMCA proposed installing a slide in place of the diving board. The Red Cross esked Steve to be on a committee for the aquatics program. The City of Billings, MSU- B, and Rocky Mountain College participate in the program and Laurel has been asked to participate. There was discussion regarding the cost for previous YMCA contracts. Steve will prepare an estimate of figures for a city program. A public works ~u~,loyee might move, and Steve asked that the position be filled a couple weeks prior to that so there would not be a gap. There wes a 150-gallon diesel spill in Russell Park recently. The insurance company will replace a tree, the diesel is being cleaned up, and the state is dealing with the fence. The Riverside Park Manager might not return this year, es she might pursue a career es a brand inspector. 5 Department Head Meeting Minute~ of February 20, 2007 Amy Pollack contacted Steve regarding signing over the Kiwanis Park playground equipment to the City of Laurel. Amy would like this to be done, and Mary has also requested documentation for this. Mayor Olson ,, Building stuff Mayor Olson, Gay Easton, Chuck Dickerson, Perry Asher, Scott Atwood, and the real estate agent toured the Only $1.00 building last week. Scott Atwood will complete an evaluation of the building, end Lyndon Sears will be contacted to evaluate the mold hazards in the building. The costs will come out of the mayor's consulting budget. · Other issues Mayor Olson asked regarding the status of the locks for the ambulance moms next to the council chambers. There was discussion regarding code issues, use of the meeting morn, and locking the doors fi.om the council chambers side. Steve will have Gary review the egress issues. Administrative Assistant · Vehicle Use Policy Perry stated that the Vehicle Use Policy is written but was not ready for todaY's department head meeting. · RFP for Engineoqng Services Perry stated that the RFP for Engineering Services should be ready for tho council workshop next week. · Other issues There was no discussior[ The meeting adjourned at 4:50 p.rm Respectfully submitted, Cindy Allen Council Secretary 6