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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.01.2007 MINUTES DEPARTMENT HEAD MEETING MAY 1, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Larry McCann Mike Zuhoski Gay Easton Mary Embleton Jan Faught Scott Wilm Sam Painter Mayor Olson led the meeting. Council Auenda - May 1~ 2007 Publi~ · Ordinance No. O07-04: 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) Mayor will introduce the item during the public hearing at the council meeting. Ceremonial Calendar: · Municipal Clerks' Week Proclamation Scheduled Matters: · Confirmation of Appointments: o Fire Department: Reappointment of Brent Peters · Resolution No. R07-27: Resolution authorizing the Mayor to execute the requisite agreements with Beartooth Harley-Davidson/Buell for the use of three motorcycles by the City of Laurel Polico Department. · Resolution No. R07-28: A resolution authorizing the Mayor to execute an agreement with ABTelcom, Inc., to install and maintain a telephone system for the City of Laurel's city hall building in accerdanee with ABTeleom's attached proposal. · 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. Second reading. Olson stated that the ordinance could be implemented thirty days after adopted by the council. Ordinance No. 007-03: Ordinance to regulate street and sidewalk usage and permitting in the CityofLaurel. Second reading · Ordinance No. 007-06: Ordinance to amend previously approved City Ordinance No. 006-04 to renumber Sections 12.28.070, 15.36.180 and 15.03.010 and revising Section 15.20.010 of the Laurel Municipal Code. First reading. Mayor Draft Council Workahan A_oond~ _ May 8~ 2007 Arabulance Denartment: · Resolution- ambulance bid Department Head M~eting Minutes of May 1, 2007 A resolution to accept one of the bids for the ambulance will be presented at the council workshop and for final approval at the council meeting on May 15~. The ambulance will be received in 45-60 days at~er approval. The unique paint job on the ambulance will be shown during the trip from Indiana to Montana. Them was discussion regarding the ending date of the bidding process on May 13th and council approval on May 15th. Sam stated that the city should release the bonds from the unsuccessful bids on May 13th, as the ad required the bidders to submit a bond for thirty days. .Public Utilities Department: · Morrison-Maierle, Inc. - Water Facility Plan L? stated that Morrison-Maierle will present the Water Facility Plan at the council workshnp on May After discussion regarding the need for presentations at two council workshops, it was decided to schedule Morrison-Maierle to give presentations at the council workshops on May 8th and 29th. To allow enough time for council discussion and advertising, the public hearing will be scheduled for the council meeting on June 19~. Larry will request ten copies of the Water Facility Plan for distribution to the council. The plan addresses the new reservoir, the sed basins, filters, the lunch room, and an addition to the water plant building. There was discussion regarding John.qon Controls, Fry Brothers Plumbing, and the dispute regarding the meters. Larry stated that Fry Brothers must complete the meter installation project and the final payment should not be made until the project is finished. Mary stated that Fry Brothers will return when the pit meters arrive after shipment on May 11th. There was discussion regarding how to notify the remaining holdouts and whether to use red cards or certified letters. Larry stated that Guy Rolison has been talking to the people that still need to have the meters changed out. Executive review: · Resolution - Fencing for Neumann/Elena Subdivision Booster Station Larry stated that Jerry Neumaun approved the draf~ agreement for the fencing at the booster station. There was discussion regarding the maintenance of the property. Larry explained that Mr. Neumann would require the buyers of the lot next to the booster station to maintain the property. Sam stated that maintenance agreements included in the covenants are only enforceable between the parties involved. The city would need to become party to the covenant to include a provision giving the city power to take legal action if needed to make the landowner maintain the property. Larry will contact Jerry Neumann to schedule a meeting to discuss the issue with Sam. · The Crossings - Trail Easement Agreement Sam is reviewing the statute to which Mr. Trost referred in his recent presentation to the council. Since the statute refers to land owned or leased by a city as a park, Sam is not sure this statute covers the city. Further research is being done. During his presentation, Mr. Trost told the council that the city would not have any obligations, but the draft agreement contains a lot of statements that "the city shall" do certain things. St. John's would like to use CTEP funds to pave the trail, but the city's CTEP funds are obligated for city projects. Sam stated that one provision of the agreement states that, if the city or users damage the trail, the city would pay for the repairs. Larry suggested forming a trail organization, like the Heritage Trail organization, that could apply for its own CTEP Funds. Mayor Olson stated that the agreement merits additional review. · Update on Asphalt Supply Mayor Olson contacted Joe Gentry today regarding painting the underpass and he will contact Joe tomorrow regarding the status of Asphalt Supply. 2 Departmeat Head Meeting Minutes of May 1, 2007 De artment Re orts: Ambulance Service * New ambulance Jan will contact the Medtec representative to schedule a presentation about the new ambulance at the council workshop on May 8t~. Jan will submit a vacation request for May 11 ~ through 15t~. * AMR contract Jan lei~ a message to schedule a meeting with AMR. Ci_~!y_Council President Gay stated that the city received a Tree City USA plaque during the Arbor Day celebration at Veterans' Park last Thursday. The school children gave a nice program, and the state forester gave a speech. The city received two reflective Tree City USA signs that will be place at the entrances to Laurel. The city will get two poles for the signs from the highway department. Gay observed the use of the new patcher on Washington Avenue today. There was discussion regarding having a demonstration for the council during a council workshop soon. Since Alley Cleanup starts tomorrow and Aviation and Technology Week is gearing up, the crew will not use the patcher for awhile. City Court There was no discussion. Clcrk/Treasur_.___ eer · Budget reminder Mary will finish entering the General Fund this week. The budget calendar needs to be redone. * Update on conversation with Pat Weber regarding GASB 34 Mary will contact Pat Weber again this week * Other items * Telephone system The phone system is scheduled for installation on May 17th. · Space study / RFP for city hall Mary stated that Columbus has agreed to let the city review its RFP for city hall and feasibility study. · Planner position Mary has sent out seven applications for the planner position; no applications have been returned yet. · Cell phone procedure Mary distributed copies of a proposed procedure for city cell phones, and a copy is attached to these minutes. She stated that there were unidentified credits on this month's Alltel bill, and it would help with accounting ifdepa~hiient heads would notify her office by e-mail when changes are made. Mayor OIson asked department heads to heed and comply with this request. 3 I)epaxtme~t Head Meeting Minutes of May 1, 2007 Scott stated that the specs for the fire truck are almost done. Mary will assist to get the ad in the newspapers soon. Aller approval ora bid, it will take about 300 days for the fire truck to be built. Scott stated that Chief Jochem will fax the fire district contracts to him, and he will fax them to Sam. Scott requested that a $150 fee per fireworks stand be added to the city's fee schedule. Also, Scott recently realized that the $10 per firefighter aller the first hour, which should have been included in the original fee schedule, was not even listed on the fee schedule. The schedule of fees and charges needs to be amended to include these items. Mary asked Sam if the bid specs, contract, and package used for the ambulance needed revision or could be used for the fire truck. Scott would like financing verbiage included in the bid. Library Mayor Olson will talk to Peg about the status of the parking lot on Wednesday. Plannin D artment There was no discussion. Mike stated that the department is waiting for council action on the motorcycles. Aviation & Technology Week is next week and the department will be busy. Mike stated that the new shill bid for June 1~t through August 30th was posted today. The new police officer will attend the academy in January 2008. public Utilities Larry stated that a valve that G-rover installed at the Water Treatment Plant has failed. He told the chief operator to get an American made valve. The six valves will need to be replaced one at a time at a cost of $20,000 each. The EPA recently checked the dump by the sewer plant and the city will receive a report. Friday is Cary Haman's last day of work. The position will be posted for five days and then advertised if needed. There was discussion regarding a poss~le vacancy in the shop, and the poss~ility that a shop e-~loyee would bid the job. Larry stated that Dr. Sam Stokke is concerned about storm water issues near his office. Larry told him to make his opinions known by writing a letter to the mayor and contacting the South Laurel Business group. Mayor Olson scheduled a meeting with Larry on Friday at 4:30 p.m. Final report on Trunk Main 4 Departmmt Head Meeting Minutes of May 1, 2007 The project is completed and the engineer will file the final inspection report. Larry talked to Stephanie Seymanski yesterday, and the final walkthrough will be scheduled when Slcye Hatton can attend. Mary spoke with Crystal Bennett today regarding additional paperwork needed to finalize the SRF loan. The original loan was for $866,000 and an additional $519,000 was requested for the project. This item might be added to the May 8th council workshop agenda · Johnson Controls update This wes discussed earlier in the meeting. · Update on meters not hooked up This wes discussed earlier in the meeting. · Main Street Water Line punch list items / sink hole A meeting is scheduled on Thursday. · Neumann / City of Laurel contract This wes discussed earlier in the meeting. · Report on easement for Canyon Creek Ditch Larry will contact the individual regarding eesements. Public Works · Pool contract update Sam explained some concerns regarding the YMCA's proposed pool contract. The proposed contract says: "The Yellowstone Valley YMCA, not including the Billings YMCA, summer camps will not pay fees for pool use." There was discussion regarding the Yellowstone Valley YMCA. Larry will contact Steve tonight about the status of the contract. Sam stated that it is difficult to build in preferences in the contract. Mary suggested including verbiage to allow a maximum number of non-paying children in the pool Mayor Olson stated that Laurel residents pay twice with pool fees and taxes. Larry mentioned that the occupancy load is besed on the number of lifeguards on duty. Larry will schedule a meeting or telephone conference with the YMCA to discuss the issues one day this week at, er 4:00 p.m. so the mayor can attend. · Update on library parking lot This wes discussed earlier in the meeting. · Update on purchase ofpatcher This wes discussed earlier in the meeting. City Attomey · Routing documents form Sam is still working on the form. · Track mute issue An update will be given soon. Ma_.~_~Olson Department Head Meeting Minutes of May 1, 2007 · Safety program update Larry talked with Gary Workman, the Safety Officer in the City of Billings, end will schedule a meeting. A hill for $750 was received today from the Montana Safety Services Council. There was discussion regarding the city's liability if it discontinues the services before en agreement is reached with the City of Bilhngs. Larry will meet with Gary Workman this week. Mary will delay payment of the MSSC bill as well as a bill from AEM. · RFP for Engineering Services - advertising update The RFP will be on the Ma 15th d artment h - ~ · . . y ep cad agenda. Proposals ,~ due on Friday, May 11', end will be reviewed at a meeting on Tuesday, May 15th, at 2:00 p.m. · Feedback from computer training from Technical Edge Jan stated that Bart recommended that the Ambulance Department have a different internet source for the computers. There was discussion. The attendants play games and browse the internet while waiting for ambulance calls, and Bart did not recommend that this be done on the network. Mike stated that it was a violation of city policy, and there was further discussion. Mayor Oison stated that he is not comfortable going with another internet service provider. Bart was here last Friday end Aaron was here to complete some networking with the new copy machine. There was further discussion regarding security issues and searching websites. Larry uses his computer at home to search websites to avoid the problems encountered with the city's interact service. Larry stated that he would not want to jeopardize the security of the state system and the city cannot afford to duplicate the state's system. Administrative Assistant Mayor Olson stated that Perry's wife will contact him with en update this week. Scott asked regarding when A~der Avenue would be repaired. Mayor Olson thinks the plen is to put millings on the street. Future Discussion: Impact Fees 8* Avenue update / spreadsheet Update on Asphalt Supply The meeting adjourned at 4:33 p.m. Respectfully submitted, Cindy Allen Council Secretary Proposed Procedure for Citg Cell Phones Procurement, changes, trouble-shooting The City of Laurel cellular telephone contract is with Alltel through the State of Montana. The attached listin~ shows the appropriate contacts for the various issues arising from the use and maintenance of this contract. It is proposed that the following procedure be applied whenever a need arises: Department Head shall initiate the first contact with the appropriate Alltel contact. Once the questions are addressed to Department Head's satisfaction, then Department Head shall e-mail any changes, such as: procurement requests; additions and/or deletions of phone numbers and/or feature; and any other issues that will affect the billing portion of this contract to the Business Solutions Representative, Kati Patterson. If the changes reflect any type of monetary transaction that Will show up on the Alltel bill, then the Department Head shall "carbon copy" to the City Clerk/Treasurer's office in order to inform Accounts Payable. This will ensure that the proper department will be charged, or credited, for the transaction.