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HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.20.2007 MINUTES DEPARTMENT I~EAD MEETING MARCH 20, 2007 3:10 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Sam Painter Rick Musson Gay Easton Mary Embleton Jan Faught Steve Klotz Larry McCann (3:30 p.m.) Mayor Olson led the meeting. Council Anenda - Mnrch 20~ 2007 Scheduled Matters: · Confirmation of Appointments. o Park Board: Appointment of Amy Pollock to a four-year t~mt ending December 31, 2010 · Resolution No. R07-19: A resolution adopting the Preliminary Engineering Report from Great West Engineering, Inc., formerly Montana Engineering and Administration, P.C., for a citywide storm water system plan. Mayor Olson stated that the PER indicates the necessity to address the city's storm water issues. The item will be put on the next council workshop agenda for further discussion. · Ordinance No. O07-02: Ordinance amending Sections 2.84.010 and 2.84.020 of the Laurel Municipal Code, changing composition of the Cemetery Commission and officer selection process. First reading. Mayor Olson stated that the composition of the Cemetery Commission will change to the mayor, two council members, two city residents, and two members-at-large. The mayor will also appoint the two council members as the commission's chairman and vice-chairman. · Ordinance No. O07-03: Ordinance to regulate street and sidewalk usage and permitting in the City of Laurel. First reading. Mayor Olson stated that the ordinance will allow a process to grant permits for people to use the streets and sidewalks for other purposes. Draft Council Workshon A~enda - March 27, 2007 Police Department: · Resolution- Policy Additions Rick stated that five additional policies need council approval. The policies came out of the model policy group from MAACO and MMIA. All sixteen policies (eleven original and five new) need to be adopted by the counciL The five new policies include: Electronic Control Devices; Complaints and Internal Investigations; Special Tactical Situations; Intoxicated Persons; and News Media Relations. Sam will review the policies. The Racial Profiling Policy was approved by the council in 2006. Copies of the complete policy will be distn'buted to the council and Rick will explain the policies to the council at the workshop on March 27th. The resolution will be on the council agenda on April 3~. Dgpartmemt Head Meeting Minutes of March 20, 2007 Rick stated that interviews for thc police officer position are scheduled for tonight. The Police Commission will make a reconunendation and the process will proceed. Rick asked that the appointment be added to the March 27th council workshop agenda for appointment on April 3rd. Planning Board issues: · 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 - 03/13/2007; PH - 04/03/2007) Mayor Olson asked regarding a structure for distribution of documents to department heads. Sam stated that it had not been done formally. There was discussion, as more than just planning documents need to be circulated. Mary will find a sample form used by another city for this purpose. Mary mentioned that GASB-34 ,r~eporting requirements need to be discussed. Mayor Olson asked that this be scheduled on the April 10 council workshop agenda. Public Works Department: · Resolution- Building Standards Program The city needs to adopt the State of Montana's current adopted cedes. Steve will contact Jennifer Johnson to see if the city needs to edo~ all of the state's codes or just the codes enforced by the city. The resolution will be on the March 27 council workshop agenda. Executive Review: · Resolution - Amendment to the Emergency Operations Plan for Billings, Laurel, Broadview and Yellowstone County Jim Kratt submitted the draft resolution and amendment to the EOP for the council's approval. P~ny and Rick serve on the Local Emergency Planning Committee. Copies of the amendment will be distributed to the department heads for review. There wes discussion regarding the NIMS (National Incident Management Systems) Program, which includes the procedures used in an emergency. The city has adopted the program; however, department heads need to complete the training in order to know their particular roles. The past training sessions have always involved fire, ambulance, and police departments. A training session for a water disaster needs to be done. Aider further discussion, it was agreed that it would be ideal to have Jim Kraft make a presentation on the EOP. Mayor Oison will contact Jim Kraft regarding this. · Resolution - Fencing for Neumann/Elena Subdivision Booster Station Since Perry was handling the detaila of this, Mayor Olson asked Larry to comact Mr. Neumann regarding it. Mr. Neumann wants the City of Laurel to draft a contract. · Resolution- RFP for Engineering Services There was discussion regarding the draft RFP that was reviewed by the department heads several weeks ago. Larry asked if Perry had the State DEQ review the document to ensure that it meets the grant writing requirements. Larry will provide the address to send the document for review. The draft PER will be reviewed at the next department head meeting and the council workshop agenda on March 27~'. Sam stated that the impact fee issue should be included as a component of the RFP in order to contract with a firm that could provide the service. After further discussion, Mayor Olson 2 D~ar~me~t Fa~d Meeting Minutes of March 20, 2007 asked Larry to contact Gary Wiems at DEQ to get the standard form for RFP for Engineering Services. There was discussion regarding cominued use of Morrison-Maierle. Larry stated that the city has spent $180,000 for the facility plan.~. Another firm would charge the city to review those plans in order to complete the projects. Larry wants MMI to complete the current contracts, and he agreed that the city could contract with another engineer to design the sewer plant once the TMDL's (Total Maximum Daily Loads) are done. ARer further discussion, department heads agreed not to continue with Morrison-Maierle. Larry stated that, if the city changes the sewer line under the interstate, it would not be good to use a different engineer. Mary stated that Task Order No. 13 with MMI should be added to the council workshop agenda. The task order is for $8,500 for the TIVIDL's on the river. There was a brief discussion regarding the City of Billings' reaction to the TIVIDL project. A resolution for the task order will be on the council workshop agenda. · 100-Year Celebration Donation Mayor Olson explained that the 100-Year Anniversary Committee has requested that the city make a donation to the Laurel Chamber of Commerce for the costs ora mailing to citizens and businesses. The committee discussed several ideas, including selling coins with the city's logo on one side and the Chamber's logo on the other. The anniversary celebration is scheduled for August 8, 2008. Steve suggested that the city's welcome sign should be installed by then. Several other organizations are planning celebrations. Mayor Olson stated that he would give a 4t~ of July Committee report at the next council workshop. There was discussion regarding the Gold Wingers and the anticipated responsibility for city services. · Council issues: o Clarification of ward boundaries (Alderman Mace) Sam is preparing the information. · Maps (Alderaian Dickerson) There was discussion regarding the golf course being public land that is privately owned. In order to sell bonds to the public, the driving range has to be open to the public. Steve will contact Yellowstone County about this item. · Garbage in alleys/streets (Alderwoman Hotchkiss) There was discussion regarding participation in Bright 'N Beautiful activities on April 28th, having Carolyn Miller attend a council workshop to discuss how the city can participate, and having Vonda Hotcbki.qs serve as chairman in Laurel. Steve will contact Carolyn Miller about attending a council workshop. · Cemetery (Alderwoman Hotchkiss) There was discussion regarding cremation burials at the cemetery. Steve mentioned that Kurt recently saw a cemetery report that was compiled by Pen3~ and Cathy. Steve and Kurt were not involved in preparation of the report and have not reviewed the report. There was further discussion. Copies of the report will be distributed to the department heads. Mayor Olson stated that the report was done in order to have all of the cemetery information in one booklet as the city got involved with the 3 Department Head Me~ting Minutes of March 20, 2007 Veterm~s' Cemetery. The City of Laurel has adopted procedures for the cemetery. Vonda Hotchkiss had questioned whether there is a specific area for cremation burials and memorials. Steve stated that the next budget will include $25,000 for a Cemetery Plan. The Cemetery Board will review the plan, which will then be presented to the council for further input. Department Reports: Ambulance Service * New ambulance The specs are almost completed and the ad for the ambulance will be published soon. Jan is working with the representatives from Wheeled Coach and MedTecb.. Jan stated that the city might meet the deadline and be able to purchase the ambulance wanted before it is unavailable. Mary stated that the bids need to be sealed bids. · Other issues Jan stated that the QRU vehicle is reedy to be picked up at Laurel Ford. Dr. Vannice signed off on the last endorsement for the ambulance service. Atter the documents are notarized, Jan will send them to the state. Paul Stanford has signed off six crewmembers for IV's. The Ambulance Service will be BLS certified with an ALS endorsement. Care 2 will be located at West School on Wednesday for "show and tell." City Attorney Sam stated that the on-call pay and the vehicle use policies should be revised end incorporated into the existing policy at the same time. Sam is working on the interlocal agreement for the City/County Planning Board and Yellowstone County. A drai~ will be distributed soon. City Council President There was no discussion. City Court There was no discussion. Clerk/Treasurer · Budget reminder Mary stated that the budget worksheets are due back on April 6th. Mary. If anyone has questions, contact · Other issues Mary asked about the procedure for coil phones. There was discussion regarding the need for another procedure and tracking for accounting purposes. Steve stated the two issues with the cell phone contract: minutes, which are not dealt with by department heads; and the purchase of new phones and the invoices that need to go to Neva. Steve stated that the Purchasing Policy requires P.O. numbers on invoices and a new policy is not needed. Steve requested a review of the Purchasing Policy to adjust the numbers for contraets. There was further discussion about the need to follow the policy of 4 Deparlmeat Head Meeting Minutes of March 20, 2007 writing P.O. numbers on invoices and the need for open communication for accounting purposes. Steve will schedule a meeting to review the Purchasing Policy. Fire Department There was no discussion. Library There was no discussion. Plannin~ Department · Impact Fee Update Mayor Olson stated that more information on impact fee updates would be available at~er the council retreat with Dr. Ken Weaver. · Other issues There wes no discussion. Police Department The police officer position and the policies were discussed earlier in the meeting. Public Utilities · Report on Trunk Main and essociated issues Larry stated that the final walk-through of the project will be done this week. Skye Hatton, DEQ, will attend. · Johnson Controls - Meter Replacement Pmject Larry stated that all meters should he installed by the end of the month. The city akeady replaced two meters that did not work, and Johnson Controls will need to credit the city for those. · Main Street Waterline punch list items Larry stated that two punch list items need to be completed, and the city is holding the final payment until the items are done. The warranty on the project stinted on substantial completion, and the warranty on the remaining items will start when they are finished. · Other Larry stated that COP Construction bid $5,000 for the surplus pump and request permission to write the check. There wes discussion regarding the original cost of the pumps. Mary commented that there has been a good response addressing the concerns about the meter reading training. Cheat sheets were received for use with the existing hand-held readers. Mary asked regarding instances where services have been bypassed. Larry stated that the names and addresses are supposed to be submitted to him so he can give them to the attorney. It has been estimated that 20 percent of the meters are being bypassed. Larry will write a letter to Johnson Controls to request the Public Works · 8~ Avenue 5 Depm'anmt He~d Meeting Minutes of March 20, 2007 Steve stated that the state has not g~ven Engineering, Inc., the orde, to redesign 8~ Avenue yet. Six state personnel signatures are required, and the document should be reedy within a week to a month. · Other issues Steve asked Sam to sign the document for Wal-Mart's property line edjustment. removes the streets that were platted. This does not require council action. The document Steve is working on the Arbor Day Celebration on April 27t~. A State representative wants to attend the celebration to present a Tree City USA plaque during the celebration. Steve explained that the city reapplied for a $650 Arbor Day Grant. The grant money counts for $2 per capita. Steve stated that Mo Cones applied for a conditional use permit to locate on Ricci's property. Steve signed the permit and specified five conditions for its approval. The Planning Board will consider the application next. There was discussion regarding the $1,500 bond required for a conditional use praudt. Steve stated that the restmoms for Kiwanis and Russell Parks will be tied into existing sewer and water lines and are in progress. Steve mentioned that the gas pump canopy at Ricci's store is two feet too high and it was missed in the plan review. He told Vinco that the canopy could be either lowered to 25 feet or he could apply for a variance. St. John's Lutheran Home requested a variance to go above the height for their building; however, a conditionnl use permit was granted iusteed. Steve stated that should be fixed because a conditional use permit expires in two years. Mayor Oison · Building stuff Mayor Olson stated that a task force will be formed to review space considerations. The council will discuss appropriations with Dr. Weaver at the council retreat on Saturday. The task force will need to get ideas ~om the department heads. · RFP for Engineering Services There was no discussior~ · Phone system quotes The CIP allocated money for a new phone system. There was discussion regarding who would start the process, the phone system at the FPP, and where to get quotes. Mary will contact Connect Telephone, AB TelCom, and Qwest. Sam suggested contacting Rimrock. · Safety Program There was discussion regarding the need for a safety person, how to bring one into the city, and the poss~ility of sharing Billings' safety officer. It will be discussed at next week's department head meeting. Larry will talk to Dave Mumford about it. · Surplus Policy The surplus auction is scheduled for Saturday, June 16th. There was discussion regarding surplus computers and the need to remove hard drives. Mary has received lists ~om the police department, water systems, and fire department. The lists, which should be submitted to Mary by next week, need 6 Department Head Meeting Minutes of March 20, 2007 to be circulated to the department heads. The l~rary and court should also be notified. The council needs to approve the surplus list by mid-May in order to advertise the items before the auction. Administrative Assistant * Vehicle Use Policy There was no discussion. · Other issues There was no discussion. The meeting adjourned at 5:05 p.m. Respectfully submitted, Cindy Allan Council Secretary 7