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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.10.2007 MINUTES DEPARTMENT HEAD MEETING APRIL 10, 2007 3:10 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Jan Faught Rick Musson Gay Easton Mary Embleton Steve Klotz Sam Painter Mayor Olson led the meeting. Council Workshop Agenda - April 10, 2007 Poh'ee De artment: · Appointment of Laurel Police Officer -Jarnes Hue~tes · Appointment of Laurel Police Reserve - Walter Hall Rick stated that James and Walter would be introduced to the council tonight. Ambulance: · Appointment of Laurel Volunteer Ambulance Reserves: Debbie Abbey; Melissa Earl; Kelly Reinemer; Ted Rose; Scott Spina Jan requested that another reserve, DJ Peeler, be added to the appointment list. Four reserves will be introduced at the council workshop tonight. Jean Carroll Thompson - Bright 'N Beautiful Program Steve stated that Jean might request containers to be set for Bright 'N Beautiful on April 28th. Vonda Hotchkiss will participate in the Bright 'N Beautiful organization. There was discussion regarding alley cleanup. Alley cleanup has not been coordinated with Bright 'N Beautiful in the past. However, the date could be scheduled after April 28th to accoaauodate cleanup in the city. It was agreed to scheduled alley cleanup for Tuesday, May 1~t. David Trost. Vice-President of St. John's Lutheran Homes - Public Trail propo.,,*! Steve explained that David Trest will propose a walk trail around The Crossings at Alder Avenue and Maryland Lane. They want it dedicated as a public right-of-way and would maintain the trail. There was discussion regarding the city's possible responsibilities and liability. St. John's has scheduled a fundralser to complete the trail. Sam stated th. at a draft agreement is needed for review. Public Works: · Resolution - Approving City Services for Aviation & Technology Week The 2004 resolution was used to prepare the current draft resolution. The total cost to the city for the requested services is $3,015.20. The services include seven 300-gallon containers, twelve 90-gallon containers, twelve porta-potties, and two handwashing stations. Clerk/Treasurer: · Resolution - Authorizing Reimbursement from AAIG for the 1% Contractor's withholding tax for the Johnson Controls contract Mary explained that all contracts require the city to send one percent (1%) to the State Depamnent of Revenue. A resolution is needed to allow AAIG to write the check to the City of Laurel so the city can write a check to the State of Montana. The resolution amends Resolution No. R06-125 to authorize Departmeat Head Meeting Minutes of April 10, 2007 reimbursements of expenditures from the lease proceeds obtained through the previously authorized agreements with All American Investment Group related to the city's water meter project. Executive review: · Appointments: o Cemetery Commission: Chuck Dickerson o 2007-2009 Fire Department Officers: Scott Wihn, Fire Chief; John Meeks, First Assistant Fire Chief; Terry Ruff, Second Assistant Fire Chief; Mike Zuhoski, Third Assistant Fire Chief The Fire Department Officers will be appointed for two years, and the Company Officers will be appointed on the opposite two-year terms. * Cable Communications Franchise Ordinance The council received the draft ordinance at the council workshop on March 27th. The ordinance will go forward when the council chooses to do so. · Resolution - Authorizing the mayor to sign an agreement with the Billings City/County Planning Department for limited planning services Candi Beaudry will present the draft agreement for planning services to the County Commissioners today. Sam stated that the agreement should be attached to the draft resolution. Mark's two-week notice letter has not been received yet. Council issues · Update status of City of Billings' water intake proposal (Council member Mace) Gay Easton, Doug Poehls, Chuck Dickerson, and Emelie Eaton will be on the task force for this issue. · Request for Council name tags for special events (Council member Dickerson) There was no discussion. Review of draft council ae,enda for April 17~ 2007 · Public Hearings: o Ordinance No. 007-02: 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 - 04/03/2007) o Ordinance No. 007-03: Ordinance to regulate street and sidewalk usage and permitting inthe City of Laurel. (First reading - 04/03/2007) DeDartment Renorts: Ambulance Service · New Ambulance Jan stated that the bids close on Friday. There was discussion regardin~ a potential problem with the specs for the ambulance. At this time, Mayor Olson received a phone call from Candi Beandry, who informed him that the County Commissioners approved the proposal for short-texm planning services for the City of Laurel. Candi will attend the council meeting on April 17th. 2 Dq~artment Head Meeting Minutes of April 10, 2007 · Other Issues Jan stated that Care 2 would not start today and is out of service. Riverside Repair is working on it. The ambulance department was asked to be in a commercial for EMS week, which is in May. Pictures were taken last night and one ambulance attendant was interviewed by the Journal of Emergency Medical Services. The ambulance department finished the last endorsement certification, which will be sent to the state on Wednesday. The ambulances will be restocked with the appmpdate supplies soon. Jan e-mailed the ambulance bylaws to Sam for review. Jan stated that the pmtocels for ALS endorsaments should be completed soorr The department follows the state's pwtocols but wants to be more specific regarding some of the protocols. The department's medical director, Dr. Vannice, approves the protocols. Documentation regarding the ambulance department's medical director is on file with the State of Montana. City Attorney · Routing Documents form Sam is working on the muting documents form, the ambulance bylaws, and the YMCA contract. There was discussion regarding the YMCA contract, the proposal for Y members to use the pool for free, the need to provide the service to the Laurel community, comparison of the costs if the city mn the pool program, the Red Cross programs, and the proposed pool hours. Steve will ask the YMCA for cost proposals to have the pool open Monday through Friday ~om 12:00 to 8:00 p.m. and Saturday and Sunday from 12:00 to 6:00 p.m. The costs to have the Y members admitted free and/or paying will also be requested. Language to give Laurel residents priority needs to be included in the agreement. City Council President Gay is working on the Arbor Day celebration. City Court There was no discussion. Clerk/Treasurer · Budget reminder Mary is still waiting for some General Fund budgets. · Cell phones - selling old ones to Pace Butler Mary distributed information from Pace Butler regarding old cell phones and proposed that the phones be gathered and sold to them. There was a lengthy discussion. Mayor Olson stated that this item should be on the April 17th department head agenda for further discussion. Mary asked that the old phones be brought to the clerk's office. · GASB 34 compliance for new subdivisions/donated infrastructure Mary will contact Brace McCandless this week regarding what is done in Billings. · Other Issues Departmmt Head Meetiag Minutes of April 10, 2007 Mary received a notice regarding the contract for use of the mt.gov website. The annual registration fee increased from $50 to $75. Ten users are listed on the agreement, and the list should be reviewed. There wes discussion regarding the restrictions of the city's website and the inability to research some specific topics. Mayor Olson stated that it would be reviewed. Fire Denartment There was no discussion. Library Steve stated that Peg e-mailed him regarding writing specs for repaying the parking lot at the l~rary. Steve will contact her and essist her regarding this. Plagnin De artment There wes no discussion. Police Denartment Rick mentioned that the department heads were invited to attend the Rotary Club meeting on April 24th. Specific questions have not been received. Mary stated that Marvin Carter was in the office on Monday and requested information regarding the street maintenenco district. Mayor Olson stated that questions regarding streets should be directed to Steve. Mary stated that she just answered questions regarding the financial issues and reran'red Mr. Carter to Steve to get answers on operational questions. Rick esked if the contracts with Harley-Davidson for the three motorcycles need to be presented to the council every year. The motorcycles are being delivered sporadically and the VIN numbers need to be included in the contract. Sam stated that the contracts could go to the council when they are received. The contracts will be on the council workshop agenda on April 24th. Rick esked regarding the track mutes. Sam provided an update and will continue to work on this. Public Utilities * Report on Trunk Main and essociated issues There was no discussion. · Johnson Controls- Meter Replacement Project There wes discussion regarding how to deal with the red tag people. Sam will assist in writing a letter to residents that have not had the meters changed. The ultimate answer is to shut off the water for residents that need to comply. · Main Street Water Line punch list items Tbere wes no discussion. · Other There was no discussion. Public Works · Eighth Avenue Steve stated that Engineering, Inc., has not received approval to begin the redesign of Eighth Avenue. There was discussion. 4 Department Head Meeting Minutes of April 10, 2007 · Other Issues Steve mentioned that a shop employee will be moving to Boise when his house in Laurel sells. Steve would like to start the tilting process for this position. There was discussion regarding probationary employees. Mayor Olson told Steve to begin the hiring process. Steve questioned the invoicing atter the fire department did some remodeling of the building at the shop location. The General Fund shop budget paid for the remodel, but Steve does not think that was appropriate. Mary stated that the accounting was done properly under the city's current structure. There was a very lengthy discussion regarding this issue, the poss~ility of changing the accounting system to reflect each department's operations, and how to account for costs for similar issues. Mayor Olson · Building Stuff Mayor Olson has requested that department heads and coundl members submit suggestions by the first part of May. · Phone System quotes Mary contacted four companies and has appointments scheduled for Wednesday. The quotes will be presented to the Budget/Finance Committee on April 17th and will also require a small services contract to be presented at the council workshop on April 24th. · Safety program Mayor Olson stated that this is a high priority. Decisions need to be made regarding a full-time position or sharing the position with the City of Billings. There was discussion about paying for the position's salary out of department budgets. The administrative assistant's salary originally came out of the enterprise and the clerk's budgets. · Surplus policy Mayor Oison stated that this should be removed from the department head agendm · RFP for Engineering Services - advertising The city needs to start advertising, a timeframe needs to be determined, and a review committee needs to be formed. Steve stated that everyone that deals with them should be included on the committee. · Impact Fee Update Mayor Olson stated that the Budget/Finance Committee received the information regarding Belgrade's impact fees. Administrative Assistant There was no discussion. The meeting adjourned at 5:27 p.m. Respectfully submitted, Cindy Allen Council Secretary 5