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HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.27.2007PRESENT: MINUTES DEPARTMENT HEAD MEETING FEBRUARY 27, 2007 3:06 P.M. COUNCIL CHAMBERS Perry Asher Larry McCann Rick Musson Mayor Ken Olson Mark Richards Mary Embleton Jan Fanght Scott Wilm Steve Klotz Sam Painter Council Workshop Aeenda - February 27~ 2007 Clerk/Treasurer: · Resolution - Approving the Capital Improvements Plan The resolution creates a Capital Projects Fund for the library and approves the CIP for fiscal year 2006- 2007. Reserves of $235,000 will be used to fund the CIP. The resolution will be on the council agenda on March 6th. · Resolution- Budget Amendments The budget amendment is needed in order to appropriate the capital outlay. The resolution will be on the council agenda on March 6t~. · Resolution- Fund Transfers The fund transfers are needed in order to transfer the actual cash to the CIP to fund the approved capital assets. A couple items will have to be financed with loans fi.om other sources. The resolution will be on the council agenda on March 6th. Perry worked on the administrative services cost allocation this weekend, and Perry and Mary will review the information. Administrative Assistant: · Resolution - Assignment of Montana Engineering & Administration, P.C., to Great West Engineering, Inc. ME&A and Great West Engineering have merged and the city needs to recognize this for the contract with ME&A. The resolution will be on the March 6t~ agenda~ · Resolution- RFP for Engineering Services Perry distn'buted the drat~ RFP for Engineering Services and asked for suggestions. Mary mentioned several suggestions. Larry asked if the State funding organization had reviewed the RFP, as every time the city applies for a grant, they check if the engineer was selected properly. There was discussion regarding terms with engineers and contractors. Even though statute does not require the city to advertise every time, the city should follow the state's evaluation process so it is not kicked out of the grant process. Mary stated that the document should require accounting for a system or project in compliance with GASB34. There was discussion regarding some reference to assistance with developing impact tees. After further discussion, it was agreed that the RFP for Engineering Services needed additional review and would be removed fi.om tonight's council workshop agenda. Perry, Mary, Department Head M~ting Minutes of February 27, 2007 Larry, and Steve will meet to discuss the dral~ document. The RFP will be on the council workshop agenda on March 13th. · Resolution- Vehicle Use Policy Perry distributed copies of the draft Vehicle Use Policy. Rick questioned item number 6: "If the exterior of the vehicle needs cleaning, this must be repo~ted to the employee's supervisor." There was discussion. Item number 7 was also discussed: "Each employee who uses a city-owned vehicle must ensure that the vehicle's fuel tank is at least ~ full and that the oil is not low for the next user." Since some vehicles are only used by one driver, this requirement was questioned. There was discussion regarding the first two items which required employees to use city-owned vehicles for city business if one is available and to track mileage and submit a form for reimbursement if it is necessary to use a personal vehicle. Discussion included: the set map mileage to/from a destination; reimbursement for additional mileage while in a certain location; authorization to have passengers in a city vehicle; personal use of a city vehicle; MMIA's opinion of the concerns; and the issue of trust. Mary questioned item number 10, which listed examples of positions that are "on-call" 24 hours a day/7 days a week. Either ali positions or just an exan'tple should be listed. There was discussion regarding the QRU (quick response unit) for the ambulance, which will not be used solely for administrative use. Scott asked for direction regarding whether the fire department line officers should continue to drive personal vehicles to emergency scenes or should respond to the fire hall first. After the lengthy discussion, it was suggested to contact MMIA regarding insurance coverage and to include the vehicle use policy in the Personnel Policy Manual. Since mere review is needed, the resolution for the Vehicle Use Policy will be remeved from the council workshop agenda tonight. City Attorney:. · Ordinance - Cemetery Commission The Cemetery Commission includes the mayor, two council members, and four residents of the city. The ordinance will change the composition of the commission to the mayor, two council members, two residents of the city, and two members-at-large (city or county residents). The change will be presented at the Cemetery Commission's meeting on Wednesday. The drat~ ordinance will be presented at tonight's workshop and on March 13th. Executive review: · Legislative updates Mayor Olson will contact the legislators later this week regarding HB2 and the GO bonding proposal. There was discussion regarding the racial profiling bill. · Update on issues at the asphalt plant · Update on abatement codes Sam stated that the city is following the abatement codes on the asphalt plant. The city cannot select individual companies to address issues, but all businesses need to be addressed with the same process. Staffwill attend tonight's meeting to explain the abatement and community decay issues. · Clarification of ward boundaries Gary printed and installed the new maps for the council tables. Sam recently e-mailed the council an explanation of the process needed to change ward boundaries to at-large boundaries. The city's boundaries change with the addition of new subdivisions, and the election administrator changes the boundaries. Deparmaent Head Meeting Minutes of Fcbreary 27, 2007 · Laurel Fire Department: Request for permission to set off fireworks on July 4, 2007 Mayor Olson will grant permission for the 4* of July fireworks display. · Appointments: o Emergency Services Committee - Emelie Eaton o Historical Board - Emelie Eaton o Tree Board - Vonda Hotchkiss o BSEDA - Vonda Hotchkiss The new council members have agreed to the appointments. need to file for the election in November. Emelie Eaton and Vonda Hotchkiss will Rick mentioned that John Puckett attended the Emergency Services Committee meeting last night. John would like to serve on the committee but he lives outside the city limits, so further research is needed to determine whether or not he can be on the committee. An ordinance to repeal the current Chapter 16 of the LMC, Subdivision Land Use, and to replace it with the revised and updated Chapter 16 will be added to the council workshop agenda tonight. There was discussion regarding adding late items to agendas and whether the subdivision regulations are ready to go forward. Sam stated that this particular ordinance needs to go forward because the possibility of harm to the city is too great and the update was required by October 2006. Mayor Olson spoke regardin~ the need for communication between department heads. According to Marl the updates are 98 percent complete and the updating process will continue after council approval. Deoartment Reports: Ambulance Service · New ambulance No discussion · Other issues The egress issue regarding the ambulance office in the council chambers has been okayed. City Attorney No discussion City Council President No discussion City Court No discussion Clerk/Treasurer · CIP Financing No discussion · Other Issues Mary presented a lighting proposal g0r the clerk's office and the FPP from Johnson Controls. Steve will check with Ace Electric to get a second quote. Mary also distributed W2SACT workshop flyers. The City needs to send a representative attend the workshop in order to receive grants. Departmeat Head Meetiag Minutes of February 27, 2007 Fire Department Scott stated that a NIMS class is scheduled for March 8t~, and the city needs to attend to get Federal grants. Emergency services will be the emphasis. Discussed other employee aspects. The hose covers are on the tracks. Scott asked about the status of the dmf~ burn permit. Sam will review. He also asked about the status of the Street closure policy. It will be put on next workshop. Scott asked why it can't be a policy decision by council. Libra~ No discussion Plannine Denartment · Subdivision Application Update · Impact Fee update · Other Issues No discussion Police Dem~rtment Rick questioned tree trimming along East Maryland, especially the park dedicated through Iron Horse Station Subdivision. Aviation Technology Week will be in May, end there is a problem with having enough parking for buses. Public Utilities · Report on Trunk Main and associated issues Larry reported that all sewer pipes are in the ground, and there is some cleanup and miscellaneous work to finish the project. Regarding the status of the sewer main that goes under Interstate, Larry reported that he would like to use a new technique to video the pipe. The state advised the city that the pipe must be cased. Larry stated that the size of the pipe needs to be increased to 30-inch. It was questioned why the pipe was not cased years ago when the Interstate was built. · Johnson Controls - Meter Replacement Project Neptune and Johnson Controls reps will meet next week with the city to begin training on the new system. To date, over 1,000 meters have been installed. The new large meters will be purchased by the city. · Report on what's happening in Helena · Other No discussion. Public Works · 8th Avenue · other issues No discussion. Mayor Olson · Building Stuff The mayor asked how to get a different pop dispenser to do plastic bottles in City Hall. 4 Departmea~t Head MeetSng Minutes of February 27, 2007 Administrative Assistant · Vehicle Use Policy · RFP for Engineering Services The items were already discussed. · Other Issues No discussion. The meeting adjourned at 5:15 p.m. Respectfully submitted, Cindy Allen Council Secretary