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HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.06.2007 MINUTES DEPARTMENT HEAD MEETING MARCH 6, 2007 3:08 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Larry McCann Rick Musson Gay Easton Mark Richards Mary Embleton Jan Faught Steve Klotz Sam Painter Mayor Olson led the meeting. Council A~enda - March 6~ 2007 Scheduled Matters: · Confirmation of Appointments. Emergency Services Committee: Emelie Eaton o Yellowstone Historic Preservation Board: Emelie Eaton (2-year term ending 12-31- 2008) o Tree Board: Vonda Hotchkiss (to fill tv~ll~ ending 06-30-2009) o Big Sky EDA: Vonda Hotchkiss The appointments are on tonight's council agenda. · Resolution No. R07-15: A resolution creating a Capital Projects Fund for the purpose of purchasing capital improvements for the Laurel Public L~rary, and to approve the Capital Improvements Plan for fiscal year 2006-2007. · Resolution No. R07-16: Budget amendment resolution amending revenues, appropriations and reserves for various funds for fiscal year 2007. · Resolution No. R07-17: A resolution transferring cash fi~om certain funds of the City of Laurel, Montana, for the purpose of funding capital projects. · Resolution No. R07-18: A resolution approving assignment of the Professional Services Contract with Engineering and Administration, P.C., to Great West Engineering, Inc. · Ordinance No. O07-01: Ordinance to repeal the current Chapter 16 of the Laurel Municipal Code and to replace with the attached revised and updated Chapter 16 in order to comply with the mandatory changes adopted by the State of Montana Legislature. First reading. Mary asked what would be distffouted for the council to adopt tonight on first reading of the ordinance. Mark stated that a document was distributed two months ego. Copies need to be distrfouted to the two new council members. Sam has the changes in the document. Mary again asked if the council would have the final document at the meeting tonight. Since the final document would not be distributed, Mayor Olson stated that the ordinance would probably be removed from the council agenda. The ordinance will be on the March 13~ council workshop agenda. Mary stated that the city received a notice regarding an application for a Floodplain Permit on Thiel Road, which is outside the city limits. Jim Kraff's office contacted the City regarding use of the council chambers on Monday, March 12th, from 7:00 to 9:00 p.m. for a public meeting regarding the proposed tire business at this location. There was a lengthy discussion regarding the issue. Mayor Oison will inform the council oftha public meeting at tonight's council meeting. D~partmmt Head Meeting Minutes of March 6, 2007 Draft Council Workshop Agenda - March 13~ 2007 Josh Middleton: Safe to School Josh Middleton will present a Safe to School proposal to the council. Steve understood that the school wants a crosswalk at First Avenue and Ninth Street; however, there are already crosswalks at Sixth, Seventh, Eighth, and Ninth Streets. Steve will contact Roger about this. There was discussion regarding liability issues with the school's crosswalk guards, since the city does not have documentation allowing that in the right-of-way. Steve suggested that the school should sign something to make the city less liable. Sam stated that the school employees should be covered under workers' compensation and that the city should notice the school that it is responsible for the crosswalk guanls. Rick stated that that the police department trained the crosswalk guards and the program is a benefit to the safety of the children. Dave Mumford and Chris "Shoots" Veis: City of Billings Water Plant information Information regarding the City of Billings' proposed water plant on 56th Street will be presented to the council. Administrative Assistant: Mayor Olson stated that he would talk to Perry about these items when he returns on Monday. · Resolution - Accept PER for Storm Water Study Mary stated that the resolution accepting the PER for the Storm Water Study needs to go forward. will be on the March 13th council workshop agenda. It · Resolution- RFP for Engineering Services · Resolution- Vehicle Use Policy The items will be removed from the council workshop agenda. · Ordinance - Policy for street closures Sam stated that the draft ordinance should be ready and should remain on the council workshop agenda. City Attomey: · Ordinance- Cable TV Franchise This ordinance will be removed from the council workshop agenda, as it will be reviewed by the Budget/Finance Committee first. Executive Review: · Legislative Updates Mayor Olson statad that politics are involved in the TSEP portion of liB-2, which is dead at this point. He will continue to contact the legislators regarding the issues. · Resolution - Fencing for Neumann/Elena Subdivision Boomer Station Mayor Olson asked Larry to contact Mr. Neumann regarding the irrigation and landscaping issues. · Ordinance- Cemetery Commission 2 Dopartm~mt Head Meeting Minutes of March 6, 2007 The Cemetery Commission suggested an additional revision to the ordinance that would require the mayor to appoint its chairman and co-chairman. · Clarification of ward boundaries Sam will review the item regarding proportion in the ward boundaries. · Appointments: o Park Board - Amy Pollock (four-year term ending 12/31/2010) The appointment will be on the March 20th ceuncil agenda. There was discussion regarding appointing a non-city resident to the Park Board. Steve questioned why someone who lives outside the city and does not pay taxes would be appointed to the board. The ordinance requires seven members on the Park Board, and three council members have already been There was discussion regarding appointing John Puckett, who lives outside the city limits, to the Emergency Services Committee. Mary stated that the Emergency Services Committee is named as a standing committee in LMC and does not have set bylaws. There was discussion regarding the need to have mission statements and bylaws for the committees and boards. The Cemetery Commission, Police Commission, Park Board, and Tree Board are in LMC. Larry stated that the council should write the bylaws for the committees. There was further discussion regarding committees and task forces. Rick stated that some policy additions for the Police Department might be ready for the March 13th coundl workshop. Department Reports: Ambulance Service · New Ambulance Jan explained some issues regarding the available engine sizes for the new ambulance and the poss~ility of having less space in the ambulance box. · Other Issues Jan asked that a stopper be installed on the door to the men's restxoom in the FAP to keep items from falling offa shelf in the ambulance office. City Attorney Sam stated tbat his next big project will be the InterLocal Agreement for Planning. The projects meeting scheduled for Friday, March 9th, has been rescheduled for Friday, March 16th, at 2:30 p. ra. City Council President There was no discussion. City Court There was no discussion. Clerk/Treasurer 3 Departmeat Head Meeting Minutes of March 6, 2007 · CIP Financing The CIP financing is completed. · Other Issues Mary asked regarding the proposal request for lighting in the clerk's office. Steve stated that Ace Electric will be submitting a bid. Steve mentioned that the block windows by Cindy's desk need to be replaced. Mary explained a recent situation with the cell phones and proposed that department heads call directly to order and finalize details when phones are needed. Once the details are finalized, Mary and Neva will be e-mailed the information in order to charge the correct department. Mary is still listed as the initial contact on the cell phone plan. Mayor Olson asked Mary to prepare a process for review at next week's depamnent head meeting. Mary mentioned that Daylight Savings Time begins early this year. Technical Edge e-mailed instructions for employees to execute, and Mary distributed copies to the department heads. Bart Haskell has already completed the necessary updates at the FAP. Fire Denartment There was no discussion. Library There was no discussion. Planning Department · Subdivision Application Update Mark and Maggie have been working on the subdivision updates. · Other Issues Mark is getting ready for the next Planning Board meeting and preparing the Findings of Fact for Prairie Rose Subdivision. He is also working on the planning budget. · Impact Fee Update Mayor Olson informed Mark that Dr. Weaver and Judy Mathre will be sending some information on impact fees. They are hesitant to do anything until the legislature proceeds. Police Denartment Rick mentioned that the tasers arrived on Monday and several police officers will attend school this week to recertify for tasers. Police officer testing is scheduled for March lOth. Twenty-six applications were received for the position. There was discussion regarding the SRO position at the Laurel Middle School. Rick stated that the department does not have the manpower to fill the position since Officer Popp let~. Officer Langve is available to both schools and will also fulfill Officer Popp's DARE duties at Graft School. Officer Wells is also available when needed. Mayor Olson asked Rick to drat~ a letter to inform the school of the status of the hiring process. 4 Departm~t H~ad Meeting Minut~ of Mar~h 6, 2007 Public Utilities · Report on Trunk Main and associated issues Larry stated that the contractors are cleaning up at the project site. The vid~ of the collapsed sewer under the Interstate l~s not been ~mpleted. The DOT wants a ~opy of the viden. Larry spoke regarding the easement on the trunk line across Canyon Creek Ditch. The issue is whether the city's line or the ditch was there first. Sk~ce the cost to determine the issue would cost more than the $500 for an easement fi.om the Canyon Creek Ditch Company, Larry recommends getting the easement. · Johnson Controls - Meter Replacement Project Larry stated that the project is progressing and 1,800 meters have been installed. Installation of the meters should be done by the end of the month. Training of the billing department is being done today and tomorrow and the crew will also be trained on Wednesday. Mary mentioned that Neptune failed to ship the right equipment in a timely manner, so the trainers had to adapt to that today. An additional training session will be held in the future. · Report on what's happening in Helena There was no discussion. · Other Larry explained an issue with the bridge replacement project on Valley Drive. The location of the pipe was incorrect and the contractor has requested a letter stating that. There was discussion regardkn~ the alternatives to tie into the storm drain on 12th Street and whether or not the project could be completed this year. Larry estimates that the engineering fees would be $30,000 and the project would cost $60,000. A citywide storm water SID is needed. Public Works · 8~ Avenue There was no discussion. · Other Issues Steve stated that Big Sky State Games has requested to start the 10K and Half Marathon at Thomson Park this year. A map for the street closures will be submitted. The council retreat is scheduled for March 24th. Steve asked regarding approval of the CIP and when he can go out for bids for the mower and patcher. Mary stated that the patcher was not included in the CIP and needs to get approval to go out for bid. Steve stated that the patcher would be $49,700, which is under the $50,000 amount. Mary will close the February books by next week to see when the cash will be available for the purchases. Steve mentioned that St. John's contacted him regarding a future walk trail at the site. They want to donate it to the city so the public can use the trail and CTEP funding can be used to finance the project. St. John's proposes to provide the match for the project. Steve explained that the city has other projects to do with CTEP funding and is not interested in the hidden agenda to use the CTEP monies. Steve requested an open discussion regarding some clmnges in the Purchasing Policy. 5 Depa~tmeat Head M~eting Minutes of March 6, 200? There was discussion regarding the Montana Safety Culture Act and the need for a Safety Officer for the City of Laurel. Steve stated that the city could contract the service or hire a safety officer/code enforcement officer. He suggested that the city could RFP for a service contract and then review thc RFP with the option of hiring for a new position. The current $20,000 code enforcement budget would be used to fund the new position. Further review will be done to determine how many hours the position would require. Mayor Olson · Building Stuff There was discussion regarding the former Western Security Bank building. Some council members and staff recently toured the building. Discussion regarding the available buildings and space issues will be on the March 13t~ council workshop agenda. Mary suggested forming a task force to look at the short-team and long-term space issues for the city. Steve stated that Industrial Hygiene did some air quality samples in the Only $1.00 Store building and in the council chambers. All of the numbers were good. There was discussion regarding the risks of having the ambulance office in the council chambers building. Mayor Olson asked regarding the lock situation on the doom in the council chambers. Steve will get the locks changed. Mayor Olson asked Jan to prepare a policy for the keys and use of the rooms by the ambulance personnel. Administrative Assistant · Vehicle Use Policy · RFP for Engineering Services · Other Issues There was no discussion. The meeting adjourned at 4:47 p.m. Respectfully submitted, Cindy Allen Council Secretary 6