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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.17.2007 MINUTES DEPARTMENT HEAD MEETING APRIL 17, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Jan Faught Rick Musson Gay Easton Sam Painter Mary Embleton Steve Klotz Scott Wilm Sam Painter Larry McCann Mayor Ken Olson led the meeting. Mayor Olson stated that Perry was diagnosed with another ailment and the city has received notice from a doctor that he will be on leave for another three weeks to a month. Mayor Olson commented regarding the joint effort needed by department heads for city operations. Council Agenda - April 17~ 2007 Public Hearings: · 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 - 03/20/2007) Ordinance No. 007-03: Ordinance to regulate street and sidewalk usage and permitting in the City of Laurel. (First reading - 03/20/2007) Mayor Olson will introduce the issues at both public hearings. Ceremonial Calendar: Mayor Olson will make a presentation to members of the Laurel Garden Club. Reports of Boarcls and Commissions: The Yellowstone Historic Preservation Board will present its annual report at the council meeting. Scheduled Matters: * Confirmation of Appointments. o Laurel Police Officer: James Huertas · Swearing in Ceremony for James Huertas Rick and James will read the ethical code together prior to the swearing in ceremony. o Laurel Police Reserve: Waiter HaH o Ambulance Reserves: Debbie Abbey, Melissa Earl, Kelly Reinemer, Ted Rose, Scott Spina, Darla Poolct o 2007-2009 Fire Department Officers: Scott Wilm, Fire Chief; John Meeks, First Assistant Fire Chief; Terry Ruff, Second Assistant Fire Chief} Mike Zuhoski, Third Assistant Fire Chief o Cemetery Commission: Chuck Dickerson o Water Task Force: Gay Easton, Doug Poehls, Chuck Dickerson, Emelie Eaton · Resolution No. R07-24: Resolution approving city services for Aviation & Technology Week on May 7-10, 2007. Departm~t Head Meeting Minutes of April 17, 2007 Resolution No. R07-25: A resolution of the City Council emending previously approved City Council Resolution No. R06-125 to authorize 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, Agreement No.: TE 1546. · Resolution No. R07-26: Authorizing the Mayor to sign an agreement with the Billings City- County Planning Department for limited planning services. Candi Beautify will attend tonight's council meeting to present the agreement. There was discussion regarding the city's contact person, and it was agreed that Cheryll Lund should be the designee. Ordinance No. 007-05: Ordinance for Laurel Cable Communications. First reading. Draft Council Workshoo A~enda - Anri124~ 2007 David Green, City of Billings, Planning and Community Services Department David Green will present information regarding downtown revitalization and grant applications. Police Department: · Resolution- contracts for police motorcycles Rick will give Cindy the contracts by Thursday. Executive review: · Ordinance - correction of Ordinance No. 006-04 (new section 12.28.070 renumbered as 12.28.065) In the codification process, Lexis Nexis has discovered some discrepancies in the code book. The numbering in the ordinance for the schedule of fees and charges needs to be corrected, and another ordinance also needs to be corrected. Both corrections will be done at the seine time. · Ordinance - Administrative and Department Heads Dr. Ken Weaver previously gave the mayor a drat~ ordinance after discussion regarding changing Laurel's form of government to a manager form at the recent council retreat. The item will be removed from the council workshop agenda for future discussion and input. · Resolution - Fencing for Neumann/Elena Subdivision Booster Station Jerry Neumann will be available on Thursday. Larry will contact him regarding the contract and then send it to Sero for review. The resolution will be on the council agenda on April 24~'. · Procedure for routing documents / GASB 34 reporting requirements The two items, which are separate issues, will be removed from the council workshop agenda and continued on the department head agenda for further discussion. There was discussion regarding the procedure for routing documents. Yellowstone County's document will be reviewed and used to prepare one for the City of LaureL Mary suggested that GASB 34 requirements could be incorporated into the Subdivision Improvements Agreement. The city needs to know the value of the infrastructure of subdivisions, such as Elena and Iron Horse Station Subdivisions, and assets, such as Kids' Kingdom. 2 Department Head Me~ting Minutes of April 17, 2007 · Council issues o Status of walking bridge by Murray Park (Council Member Dickerson) Steve stated that Candi Beaudry informed him that CTEP unofficially awarded funding, which should be available in June. The project will be placed on Yellowstone County's project list and schedule. Steve will update the council at the workshop on April 24t~. An Aviation and Technology Week meeting is scheduled on April 24th at 6:00 p.m. Department heads or a representative will attend this meeting and the council workshop. The public safety meeting for Aviation and Technology Week is scheduled on Monday, April 23fa, at 1:30 p.m. Johnson Controls bas scheduled training on Wednesday and Thursday next week. There was discussion regarding the date and time of a meeting with Jared Schoch. The meeting is scheduled for Monday, April 23~, at 4:00 p.m. Jared has requested scheduling a public meeting regarding Laurel being the first city to finance the project through this program. Steve stated that JCI just wants to advertise through Laurel. There was discussion regarding authorization to close streets. Since the ordinance hag not been finally adopted, Mayor Olson can still grant the fire department's request for street closures on the 4m of July. Mary requested that the Municipal Clerks Week Proclamation be added to the May 1~t council agenda. Review of draft council agenda for May 1, 2007 · 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 - 03/20/2007; PH - 04/17/2007; Second rending - 05/01/2007) · Ordinance No. 007-03: Ord'mance to regulate street and sidewalk usage and l~mdtting in the City of Laurel. (Firstreading-O3/20/2OO7;PH-O4/17/2OOT;Secondreading-05/O1/2007) · Public Hearing: o Ordinance No. 007-04: An ordinance emending Title 14 to adopt the International Energy Conservation Code, 2003 Edition, and providing authority for the Mayor to adopt future additions of the Code through Administrative Order. (First reading - 04/03/2007; PH - 05/01/2007; Second reading - 05/15/2007) Department Reports: Ambulance Service · New ambulance Jan is reviewing the bids for the new ambulance. · Other issues The Ambulance Service will have a child safety seat check station at the parking lot across from city hall on Saturday, April 21~t, from 9:30 a~m. to 2:00 p.m. Jan will figure out what barricades and cones are needed and submit a request to the public works department. City Council President There was no discussion. City Coult There was no discussion. Department Head Meeting Minutes of April 17, 2007 Clerk/Treasurer · Budget reminder Mary asked the department heads to check the budget calendar. * Cell phones - selling old ones to Pace Butler There was discussion regarding the cell phones. Extra cell phones should be turned into the clerk's office end the phones will be sold to Pace Butler. Inventory numbers will be removed from eny phones with the stickers. Mary will put the money in miscelleneous revenue in the General Fund. · GASB 34 compliance for new subdivisions/donated infrastructure Mary will contact Bruce McCendless soon. · Other issues Mary distributed a picture of the chipper which the city will receive from the Billings' Bright n' Beautiful program on April 28th. Mary recently received notification that several new employees have not responded under the PERS plan. Paperwork needs to be completed by the employees. Mary distributed the information to the department heads. Mary distributed copies of four quotes received for the phone system in city halL The guidelines given to the bidders included twenty-six phones, four headsets, end more than ten lines. The best pricing was received from Connect Telephone for $11,678.24. There was a lengthy discussion regarding the quotes end the adventagas of having the same phone system end service at the FAP and city hall. It was agreed to accept the proposal from ABTelcom for the Toshiba phone system The resolution and contract will be presented at the council workshop on April 24t~. Fire Dentu huent Scott stated that the new bunker boots have been received. A new committee has been formed for the fire truck bid. Library Steve is working on the specs for the parking lot at the library. Planning Department There was discussion regarding the agreement with the City of Billings Planning Department. Mary stated that the ads for the City Planner I position are running and two inquiries have been received. Police Department Rick stated that Jim Huertas will start on Wednesday, after the appointment is made tonight. There will be some overtime hours because of the reserve training last week. There was a brief discussion regarding the tragic incident at Virginia Tech on Monday. Public Utilities 4 Department Head Meeting Minutes of April 17, 2007 Larry has met with Gary Workmam, the Billings Safety Officer, regarding providing services for the City of Laurel. Mary will check to see if the city adopted the Safety Policy. Larry stated that Gary Workman will help the city with two options: to get a safety person for the City of Laurel or to use his services in an agreement with the City of Billings. · Report on Trunk Main and associated issues Larry stated that the cement casing surrounding the sewer line under the interstate is broken but probably will not collapse. The project is done except for seeding and paving in the Cenex parking lot. There was discussion regarding the easement for the Canyon Creek Ditch. · Johnson Controls - Meter Replacement Project There are some issues with the pit meters at the trailer park. Fry Brothers will be back in May. Red tags will be distributed at residences that still need to have meters changed. If the resident does not respond, the water will be shut off. · Main Street Water Line punch list items Two punch list items should be completed soon. sinkhole that happened last Saturday. Larry called Stephanie Seymanski regarding a · Other Larry has not received a response regarding the letter sent to MDT about the manhole covers on First Avenue. Larry will contact the maintenance person. The City of Laurel paid $400 per manhole to bring them up to grade during the project. Larry is working with Cenex regarding the Italian Ditch in the south side of town and will write a letter for the mayor's signature. This will be discussed at the projects meeting on Friday. Chad Hanson will attend the meeting. Public Works · 8~ Avenue Steve stated that another source of funding needs to be identified for the 8th Avenue project. Engineering, Inc. is working on the redesign. Legislation that gave the ability to bond was the only hope for the project to go forward in 2008. Steve is working on a spreadsheet for the project. · Pool contract Steve is waiting to receive another proposal from the YMCA. He mentioned the poss~ility of a donor that would give whatever money is needed to bring the total for the contract to $45,000. · Other issues There was discussion regarding the Rotary Club meeting on April 24~'. Mayor Olson might be able to attend the meeting. Atter discussion, it was agreed that Steve and Larry would attend this meeting and other department heads would attend future meetings. Steve contacted the county regarding the gas line issue by the new Wal-Mart. City Attorney · Routing documents form Sam will research the form used by the Billings Planning Division. 5 Departmea~t Head Meeting Minutes of April 17, 2007 Sam asked department heads to submit information regarding any light duty for employees since January 1, 2005. Information should be e-mailed to Sam and Mary as soon as possible. Sam must submit the response to the human rights case on Friday. Sam has completed research regarding the truck mute. He will send a letter to Cenex tomorrow stating that the truck route will be enforced on Monday, April 23ra. Mayor Olson · Building stuff Mayor Olson asked the department heads to submit ideas regarding space considerations. The suggestions need to be given to Cindy by May 1~t. Rick, Jan, and Scott will set up a meeting to discuss the issue. · Phone system quotes This was discussed earlier in the meeting. · Safety program This was discussed earlier in the meeting. · RFP for Engineering Services - advertising There was discussion regarding the timeframe for advertising and where to advertise. After discussion, it was decided to advertise on Fridays in the Billings Gazette and in Missoula, Great Falls, Helena, and Bozeman, as well as in the Laurel Outlook. · Impact fee update Mayor Olson stated that Mary will get more information about impact fees at the Clerks Institute in May. He will also discuss it further with Ken Weaver in May. · Other issues Mayor Olson has arranged for Bart Haskell to be in city hall on Fridays from 9:00 to 11:00 mm. for the next month. Bart will be available to address computer issues and training needs at that time. There was a brief discossion regarding use of the state's server and the poss~ility to drop the state's firewall and the city to have its own firewall. Bart will be at city hall on Friday, April 20th. Administrative Assistant There was no discussion. The meeting adjourned at 4:55 p.m. Respectfully submitted, Cindy Allen Council Secretary 6