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HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.27.2007 MINUTES DEPARTMENT HEAD MEETING MARCH 27, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mary Embleton Larry McCann Rick Musson Gay Easton Mark Richards Mayor Ken Olson Jan Fanght Scott Wilm Steve Klotz Sam Painter Mayor Oison led the meeting. Council Workshon Auenda - March 27~ 2007 Police Denartment: · Appointment - Police Officer update Rick will present the name for the vacant police officer position. · Resolution - Additions to the Laurel Police Department Policy Manual Rick will present the resolution for the changes in policies. Policies 1-11 will be removed and replaced with 16 policies. plannina Board issues: There are a couple late iten-z to be presented to the Planning Board on April 5a'. 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) Mark needs his copy of the ordinance, which is in Perry's office. Public Works Denartment: · Resolution- Building Standards Program For the building standards, one IEEC code will be adopted by ordinance and the updates will be done by executive order. Mary asked how to treat and categorize executive orders, since the document is not a resolution or ordinance and how the ordinance would be updated when sent to Lexis Nexis. Sam suggested incorporating the executive order into the ordinance book. Public Utilities Department: · Resolution - Task Order No. 13, Morrison-Maierle, Inc. Task Order No. 13 is for the TMDL's for the city's wastewater pem~. Executive Review: · Cable Communications Franchise Ordinance The draft ordinance will be introduced to the council at the workshop. As it is a lengthy document, additional review time may be needed prior to scheduling the ordinance on a council agenda for action. Departmeat Head Meeting Minutes of March 27, 2007 · Resolution - Amendment to the Emergency Operations Plan for Billings, Laurel, Bmadview and Yellowstone County Rick reviewed the distribution list: Public Works, Ambulance, Police Department, Fire Department and Mayor. Rick will request another copy of the EOP. · Resolution - Fencing for Neumann/Elena Subdivision Booster Station Larry sent a proposal for the contract with Mr. Neumann to Sam and Cindy. Larry will return from vacation on April 16°a. · Resolution- RFP for Engineering Services The state template was used to create a new RFP document, and impact fees are included in the document. · 100-Year Celebration Donation Mayor Oison will notify the council that the mayor's budget will assist with postage costs for mailings, which will be done through the Chamber of Commerce. Joann Flynn and Todd Linder are co-chairs of the committee, and the next meeting is scheduled for Thursday, April 5th, at 7:00 p.m. · 4t~ of July Committee Report Mayor Olson stated that the events will basically be the same as in the past. There may be additional spectators and another parade since the Gold Wingers rally will be held in Billings during the 4th of July. The suggested parade schedule is: Kiddie Parade at 10:00 sm.; Gold Wingers Parade at 11:00 a.m.; and Grand Parade at noon. There was discussion regarding parking issues for the Gold Wingers. Scott suggested blocking off East 8th and 6t~; discussion regardinl; a permission letter. The public hearing of the ordinance for street closures is scheduled for April 17~. The next 4t~ of July Committee meeting is scheduled for Thursday, April 12th, at 7:00 p.m. in the council conference mom. There was discussion regarding meetings scheduled on Thursdays. Mark stated that the Planning Board meetings will again be scheduled on the first Thursday of each month after the new ordinance is adopted. · Storm water issues Mayor wants to get the council involved in looking at this issue. Council needs to be shown the importance of establishing a district - SID vs. maintenance district. A projects meeting is scheduled for April 20th and Chad Hanson will attend. · Council issues o Clarification of ward boundaries (Council Member Mace) Sam prepared a memo regarding the ward boundaries, which will be discussed at the council workshop tonight. o Maps (Alderman Dickerson) There was no discussion. o Garbage in alleys/streets (Council Member Hotchkiss) Jean Carroll Thompson, Laurel's rep on Bright 'N Beautiful, will give a presentation to the council on April 10t~. Vonda Hotchkiss is interested in participating in this program. 2 Departmeat Head Meeting Minutes of Match 27, 2007 o Cemetery (Council Member Hotchkiss) As staffprepares information, the issues will be addressed. o Update on plans for reconstruction of Alder Avenue (Council Member Stamper) Perry has been dealing with Marvin Brown. There was discussion on how to comply with statute requiring annexation of the whole road. The school district needs to fix a portion of Alder Avenue. Steve proposed including language in permits, i.e., construction, letter of credit. There is some language in permits for water taps, et~ Steve will check to see if Billings has anything. Rick mentioned the annexation status of East Maryland. · Update on South Laurel Business District and StaffProjects Meetings (Council Member Poehls) Steve suggested changio~ the name from "Business" district to something more appmpriate. ,, Spacefoullding issues (Council Member Dickerson) There was some discussion at the council retreat on Saturday. The city will probably hire an architectural faro to perform a study. One study was done five or six years ago. An RFP should be done. Mayor stated that staff should be prepared to participate in discussion of any issue at tonight's workshop. Deoartment Reports: Ambulance Service · New Ambulance The ad ,~r~questing bids will be published on March 28th and April 4t~. The bid opening is scheduled for April 13 . Some repairs will be done on the Expedition. · Other Issues YES, Yellowstone Education for Safety, was started by an AMR med tech. A child safety seat session is scheduled for April 21~t, from 10:00 a.m. - 2:00 p.m. Jan would like to usc the east parking lot at the FAP. Discussion about receiving a fire call and suggestion to use the swimming pool lot, the school parking lot, or south of city hall. Jan stated that YES would like to get a trailer for all county EMS stuff and the city logo would be on the trailer. City Attorney There was no discussion. City Council President The Arbor Day celebration will be on Thursday, April 27~h, at 1:30 p.m. (not April 28th) so the state representative can attend to present a plaque. It will be held in Veterans' Park and five trees will be planted. On the north side of East First Street, from Montana Avenue to Colorado Avenue, the residents are in commercial zoning. There are parking pmblems for residents and not much room in the alley. Gay asked for any suggestions. city Court There was no discussion. 3 Depar~nent Head M~ting Minut~ of March 27, 2007 Clerl~reasurer · Budget reminder Mary stated that budget sheets are due on April 6th and requested that the General Fund sheets be returned first. · Other Issues There was discussion regarding codification issues with Lexis Nexis. MDOT sent a draft Environmental Impact Statement on the Laurel to Roekvale road reconstmction~ The document will be given to the planner. Fire Department Scott stated that the grass boots are here. Two more NIMS class session are needed. Scott stated that some grant money is available, but he is not sure what for. A fax machine has been installed at the fire department. Scott just rettm~ed ~om training in Corpus Christi, Texas. There was no discussion. Plannin~ Department · Impact Fee Update There was no report from Mark, but impact fees were discussed at the council retreat. Belgrade paid $78,000 to prepare impact fees. Mark has not heard of any proposed legislation, and Mark will cheek with Smart Cnowth. · Other Issues Mark needs to catch up on MO's Cones and other issues. Mark will give the ROW easement to Sam. Police Department Two quotes were received on the police car and the purchase requisition will be submitted. Ford has no more police ears. Chevy does, and the quote was $5,000 less. Rick requested updated employment posters with the new minimum wage - AEM. Public Utilities · Report on Trunk Main and associated issues COP is cleaning up and DEQ needs to complete the walk through. · Johnson Controls- Meter Replacement Project 4 Departm~t He~ Meeting Minutes of March 27, 2007 The project manager will be here on Wednesday. Meter rending training is scheduled for April 23~. There are some issues to be addressed, including controls at the shop. Larry also has a list of issues to address. The lights in the clerk/treasurer's office are separate. · Main Street Water Line punch list items The punch list items have to wait for the asphalt plant to open. * Storm water proposal The city needs to establish a direction. · Other Issues The city will hire Baker Construction to install a new flume and he, ad gate and do some other work in the ditch at Alder and Seventh. The work needs to be completed before April 15ta while the ditches are empty. The Rotary Club invited department heads (Steve, Larry, Gary, and Rick) to talk about issues on April 24th. Perry has attended in the pest. An agenda needs to be requested so the speakers can be prepared; contact Marvin Gayl for an agend0. EPA, Denver, will be here the first part of week to do core samples at the old dump in front of the sewer plant. Larry will be on vacation from March 28th to April 13t~. The crew is doing the annual jet rod and line install for new park bathrooms. Guy Rolison will also be gone until next Monday. Discussion regardin~ who is in charge while Larry is gone. Public Works · 8~ Avenue Same · Report on last Friday's meeting regarding major projects Staffis putting together estimated funding sources for: 1) 8th Avenue; 2) South Laurel improvements; 3) West Main, Third to Eighth. The sewer line/Interstate crossing is under Federal jurisdiction and requires a Federal permit through an engineer, so Larry asked Morrison-Maierle for an estimate. The sewer line is encased in concrete under the Interstate, so Larry is not as concerned. The MDOT will have to complete the project, but no money is available. · Other Issues Steve has drawing/sketch of FAP for Jan. UPS would like to relocate drop box at Ricci's. Steve told them it cannot be in the public ROW. Kurt is sick today, so Steve is covering the maintenance superintendent duties. The street sweeper shift was not bid by the (union) city shop workers and the city cannot force someone to work it. It could be contracted out or done by a seasonal worker. Mayor Oison · Building Stuff This was discussed earlier. Depamneat Head Meeting Minutes of March 27, 2007 · RFP for Engineering Services This was discussed earlier. · Phone System quotes There has been no progress. · Salty Program Discussion regarding budgeting a position for safety and code enforcement. Dan Tony has advised the city that it needs to do something with the safety program. Past attempts to implement a safety program have not been successful. Gary Workman in Billings would be willing to do this; an interloeal agreement would be needed for him to do both cities. In the meantime, Gary will assist. Steve will set up a meeting. · Surplus Policy Department heads need to get the lists to the clerk/treasurer to compile. · Truck Route - Cenex The current ordinance has issues so it does not apply to Ceuex or any other trucks that simply go through the city but do not deliver in the city limits. The concern is the damage to city streets by heavy construction trucks. Administrative Assistant There was no discussion. The meeting adjourned at 4:55 p.m. Respectfully submitted, Clerk-Treasurer 6