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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.24.2007PRESENT: Mayor Ken Olson Larry McCann Rick Musson MINUTES DEPARTMENT HEAD MEETING APRIL 24, 2007 3:00 P.M. COUNCIL CHAMBERS Mary Embleton Jan Fanght Scott Wilm Gay Easton Sam Painter Steve Klotz (3:30 p.m.) Mayor Olson discussed his items on the agendas as he needed to leave the meeting at 3:30 p.m. Deoartment Reports: Mayor Olson · Safety program update Larry stated that the safety person for the City of Billings is on vacation. An agreement between the two cities needs to be drafted if Laurel decides to use their safety person. · RFP for Engineering Services - advertising update Mary sent the ad to the Laurel Outlook and the Billings Gazette and will need to contact the other cities individually. There was discussion. Mary will proceed and send the ad to newspapers in Helena, Great Falls, Missoula, Bozeman, and Butte. The ad in the Billings Gazette costs $160 to run on two consecutive Fridays. · Preparation of summer activities regarding traffic and emergency services mutes Mayor Olson asked Jan, Rick, and Scott for ideas regarding alternative mutes. Rick stated that they use alternate mutes as needed. There was discussion regarding a letter received from MRL regarding blocked railroad crossings. Several ambulance attendants live on the south side and access is needed for them to respond to ambulance calls. · Feedback from computer training from Technical Edge Bart Haskell, Technical Edge, will be available at city hall on Friday from 2:00 to 4:00 p.m. Scott mentioned that Bart solved his problems quickly last Friday. Larry mentioned that the maps need to be on the server. There was discussion regarding the need for a new server for document storage, converting the existing server to e-mail storage, and dropping the State's firewall and the city having its own firewall. The existing server is close to capacity. Mary stated that the disk is needed in order for Bart to complete the planner's computer. Mary stated that the new copier/printer in the clerk's office needs to be networked and will be scheduled. Council Workshop Agenda - April 24~ 2007 Executive review: · Ordinance - Correction of Ordinance No. O06-04 Some numbering issues found by LexisNexis will be corrected in this ordinance. · Resolution - Fencing for Nenmann/Elena Subdivision Booster Station Larry stated that Mr. Neumann is still on vacation. At, er a brief discussion, it was decided to remove this item t~om tonight's agenda and schedule it for the May 8th council workshop. The verbiage in the Depamnea~t Head Meeting Minutes of April 24, 2007 agreement regarding the timefi'ame needs to be determined, the seller's proposal needs to be attached to the resolution, and the maintenance of the property needs to be addressed. City Attorney · Routing documents form There was no discussion. · Truck route issue A meeting is scheduled with Cenex today. Public Utilities · Update on Asphalt Supply Steve stated that a meeting is scheduled next week. Council Workshon A~enda - Anri124, 2007 Laurel Fire Department: · Reappointment of Bront Peters Brent Peters previously served on the department for 7~A years and will be reappointed. Brent will not attend the council workshop, but Scott will attend the meeting. David Greem City of Billings. Planning and Community Services Department Emelie Eaton scheduled David Green to speak to the council regarding downtown revitalization and historic preservation. A task force was formed at last Thursday's meeting with the Chamber of Commerce. The task force includes Emelie Eaton, Vonda Hotchkiss, Mayor Olson, and Sue Carter. The task force discussed how to address issues in Laurel's downtown. Representatives fforo BSEDA, LDC, and Beartooth RC&D will attend the May 10' task force meeting. Police Department: · Resolution- Contracts for police motorcycles Rick will present the contracts and resolution for the three motorcycles at the council workshop tonight. The VIN number for the third motorcycle should be available this week and will be added to the contract. Clerk/Treasurer: · Resolution - Telephone system contract for city hall Mary will present the contract and resolution for the telephone system at the council workshop tonight. Sam changed the smell services contract for this item. Mary suggested that two templates are needed, one for purchasing equipment and one for small services. Executive review: · Ordinance - Correction of Ordinance No. O06-04 Numerical errors need to be corrected in the ordinance. · Resolution - Fencing for Nenmann/Elena Subdivision Booster Station This item will be removed from tonight's council workshop agenda and scheduled for May 8*. 2 Department Head Meeting Minutes ofAprl124, 2007 Council issues: . Status of walking bridge by Murray Park (Council Member Dickerson) There was no discussion. · Report on funding requests o Yellowstone Historic Preservation Board - $469 o Laurel Walking Tour Brochures - $550 There was no discussion. · The Crossings - Trail Easement Agreement Sam wants to review the citation to the statute, which Mr. Troat mentioned during his recent presentation, and the proposed trail easement agreement. · Update on Asphalt Supply A meeting is scheduled next week. * Update on Council Retreat with Dr. Ken Weaver Mayor Olson stated that the Executive Committee would possibly meet with Dr. Weaver on May 5th to discuss placing the manager form of government on the ballot in November. At the recent council retreat, the council requested further discussion of the issue. · Reminder to submit suggestions for space considerations Department heads need to submit suggestions to Cindy soon~ At this time, Mayor Olson, Sam, and Steve left the meeting. Rick led the remainder of the meeting. Review of draft council agenda for May 1, 2007: · Public Hearing: o Ordinance No. 007-04: An ordinance amending 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) · 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 - 03/20/2007; PH - 04/17/2007; Second reading - 05/01/2007) · Ordinance No. O07-03: Ordinance to regulate street and sidewalk usage and pei-iiiitting in the City of Laurel. (First reading - 03/20/2007; PH - 04/17/2007; Second reading - 05/01/2007) · Municipal Clerks' Week Proclamation Denartment Reports: Ambulance Service Jan thanked the Public Works Department for providing the barricades for last Saturday's Child Safety Seat Clinic. The department checked 25 child safety seats during the event. a AIvlR contract Jan stated her recommendation not to renew the contract with AMR. 3 Departmeat Head Meeting Minutes of April 24, 2007 * New ambulance Mary asked regarding the status of the new ambulance. After discussion, Jan stated that one bid met the specs, except for one item which was a matter of interpretation. Jan explained the spec regarding the mobile radio. The bidder's interpretation was that the city would install the mobile radio, but Jan's interpretation was that the mobile radio would be included in the bid. There was discussion regarding the Ford chassis, the 2006 Ford bid fi.om Wheeled Coach, and the price difference of about $2,000. Letters have not yet been sent regarding the bids. Mary stated that the city has thirty days to accept or reject the bids, which were opened on Friday, April 13th. Mary suggested that a resolution accepting the bid could be presented under Other Items at tonight's council workshop. City Council President Gay mentioned the Arbor Day celebration on Thursday, April 26th, at Veterans' Park. from GraffSchool will attend the celebration. Six trees will be planted. Third graders City Court There was no discussion. Clerk/Treasurer · Budget reminder Mary stated that the budget calendar needs to be revised. Mary will attend Clerks' Institute during the week of May 6m. · Update on conversation with Bruce McCandless regarding GASB 34 Mary has contacted Pat Weber, the Finance Director in Billings, regarding GASB 34. Fire Department Scott stated that Darrell McGillen has retired fi.om the depashiient and Jim Ziegler resigned from the depamnant. Two openings will be advertised and the department will proceed to fill the positions. An Aviation & Technology meeting will be held at the FAP at 6:00 p.m. tonight. The corranittee is working on the fire truck specs, which should be done within a week or so. Library There was no discussion. Planning Department The contract with the Billings Planning Department was approved last week. Mary stated that the mail in the planner's box needs to he reviewed. Several responses have been received to the ad, and the closing date is on May 4th. Police Denartment Rick stated that Aviation & Technology week is a big undertaking, and the Laurel Police Reserves will be working during this event on May 6th through 1 lth. Public Utilities · Report on Tnmk Main and associated issues 4 D~par~ea~t Head Meeting Minutes of April 24, 200'/ Larry stated that the project is done. * Johnson Controls - update on meeting Training is scheduled for tomorrow end Thursday. · Update on meters not hooked up The trailer park meters will be installed in May. Mary asked regarding the red tags needed for people that have not had the meters changed. Larry stated that Fry Brothers needs to finish the job and the city will not pay for the project until it is done. There was discussion regarding some two~inch meters. Larry stated that Fry Brothers should hang the red tags to shut offthe remaining meters that need to be replaced. · Main Street Water Line punch list items Larry stated that one new item was added to the punch list. · Neumann / City of Laurel contract This item will be removed from tonight's workshop agenda end put on the May 8* council workshop agenda. · Report on easement for Cenyon Creek Ditch Easement agreements are needed. · Update on sink hole on Main Street Larry stated that this is being addressed. Public Works · 8t~ Avenue update / spreadsheet · Pool contract update · Update on l~rary parking lot There was no discussion. · Update on purchase ofpatcher The Budget/Finance Committee approved the purchase of the patcher. · Update on Asphalt Supply There was no discossior~ Administrative Assistant There was no discussion. The meeting adjourned at 3:55 p.m. Respectfully submitted, Cindy Allen Council Secretary 5