Loading...
HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.08.2007 MINUTES DEPARTMENT HEAD MEETING MAY 8, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Larry McCann Sam Painter Jan Faught Rick Musson Gay Easton Mayor Olson led the meeting. Council Workshou Auenda - May 8~ 2007 Ambulance Department: · Resolution- Ambulance bid Jan will present the resolution and information regarding the Medtec bid at the council workshop. June 7th is the delivery date for the new ambulance. Sam suggested adding verbiage in the resolution to authorize the mayor to execute a contract for the purchase of the ambulance. The verbiage will be added to the resolution prior to the council meeting tonight. Clerk/Treasurer: · Resolution - Closing documents for increase in SRF loan for the trunk line project Mary will present the information at the cotmcil workshop. Plannin~ Board: Mayor Olson stated that the city is working on continuation of the services provided by the City-County Planning Board. He will meet with Commissioner Kennedy and also talk with Candi Beaudry on Wednesday. · Temporary Use Permit - Mo Cones - next to Ricci's Convenience Store The Planning Board reviewed the temporary use p~unit and recommended approval with seven conditions, which were listed in the Planning Board minutes and the resolution. There was discussion regarding the $1,500 fee. Sam does not recommend waiving the fee. Staff and the Planning Board recommend approval of the temporary use permit with the seven conditions. · Commercial Variance - Ricci's Express: Request to allow a relief fi.om height restriction on gasoline canopy. The gas canopy is 2 feet, 11 9/16 inches higher than the 25-foot height restriction allowed by code. Executive review: · Resolution - Resolution of intent to adopt a Schedule of Fees and Charges Sam explained that the LMC provides the authority for the council to adopt fees for the fire department. Resolution No. R03-114 is in place, not repealed and completely valid. The changes to the LMC removed ail charges in the code itself and provided authority for the council to adopt the appropriate fee by resolution aider a public hearing. The section regarding the fire department has no fee in it and was not modified or amended. LMC still provides authority for the council to establish and charge fees by resolution. Resolution No. R03-114 contains the fees and charges. Sam stated that the resolution should be stapled to the current schedule of fees and charges and incorporated into it with the next amendment. Sam is researching the $150 fee for fireworks stands outside the city limits but has not found the authority for the fees yet. Departmeat Head Meeting Minute~ of May 8, 2007 · Resolution - Fencing for Neumann/Elena Subdivision Booster Station This item will be moved to the May 29th council workshop agenda. Sam stated that the issue regarding maintenance is being reviewed. · The Crossings- Trail Easement Agreement Sam reviewed the statute, which provides no guarantee that the city would not be liable if it were an easement or right-of-way. Sam rewrote the agreement to address issues of maintenance and liability. · Update on Asphalt Supply Mayor Olson has attempted to contact them. · Council issues o Stop signs on 12th Street (Council Member Dickerson) Rick stated that Fourth Avenue is the only street that needs a stop sign. Stop signs in Cherry Hills still need to be reviewed. Rick will be at an Aviation & Technology dinner tonight, and Mike Zuhoski will attend the council workshop. o Spraying of parks (Council Member Dickerson) Larry stated that the city does not have the manpower to do the spraying and spraying cannot be done when the wind is blowing. o Update on Safe to School Route (Council Member Stamper) Engineering Inc. completed the study for the school district. Handicapped ramps will be required, which will necessitate street, curb, and gutter work. The stop signs have been purchased and will be installed when school is out so the public can adjust to the changes during the summer. Grant applications will be made for the ADA requirements, but the grants will not include the street work. o Street repair of East First Street by the church (Council Member Hotchkiss) Studer Construction will complete the patch soon. Department Reports: Ambulance Service · New ambulance The Medtec representative will make a presentation at the May 29t~ council workshop. Jan requested that the appointment of Scott Spina as an attendant be added to the council workshop tonight. · AMR contract - set meeting for May 16~h or 23~a The meeting with AMR is scheduled for May 23ra at 5:00 p.m. Discussion regarding the necessity of being under contract for intercept is the purpose of the meeting. Jan stated that there is no legal mandate that the Laurel Ambulance has to have AMR on board. Sam asked regarding the past bill with AMR. Jan stated that the past bill has been paid, the city is billed every month, and A_MR is currently behind in their billing process. There is a provision in the current contract to allow either party to get out oftbe contract. City Council President 2 Dq~'Ime~t Head Meeting Minutes of May 8, 2007 There was no discussion. City Court There was no discussion. Clerk/Tressurer · Budget reminder / revised budget calendar Larry asked ifa revised budget calendar had been distributed. Mark Mace, Mary, and Mayor Olson will meet on May 22no at 5:00 to discuss the budget. · Update on conversation with Pat Weber regarding GASB 34 There was no discussion. · Update on city hall telephone system There was no discussion. Fire Department · Schedule of fees and charges update There was no discussion. · Update on contracts with Billings There was no discussion. · Report on progress for new fire truck There was no discussion. L~rary · Update on parking lot Mayor Olson recently spoke with Peg Arnold, who stated that the parking lot project is on hold until Steve returns. Planning Department There was no discussion. Police Dermrtment · Report on stop signs on 12a' Street This was discussed earlier in the meeting. · Safe to School Route This was discussed earlier in the meeting. * Report on shift bids Rick stated that Jason Wells spends time at the Laurel Middle School when possible now and will be the SRO next year. Stan Langve is the high school SRO. Mayor Olson asked if there was any time in the evening when only one officer is on duty. Rick explained that is possible between 3:30 and 7:00 a.m., depending on vacations and schedules. Sergeant Zuhoski and ChiefMusson are on cull, and Yellowstone County provides backup at all times. Rick said that he would like to have two officers on duty at all times. Departm~mt Head Meeting Minutes of May 8, 2007 Public Utilities · Final report on Trunk Main Larry stated that the trunk main project is done. Skye Hatton, DEQ, needs to complete the final walkthrough and submit the final statement that the project is acceptable to DEQ. The project is in substantial completion, so the contractor's warranty period has begun. · Johnson Controls update Fry Brothers will return on May 23ra and 24th to finish installation of the meters. Larry stated that the computer needed to mn the system is not working. He told Johnson Controls and Neptune that a new one is needed. · Main Street Water Line punch list items / sink hole The asphalt patch and sinkhole will be repaired soon. · Neumann / City of Laurel contract Sam and Larry will meet with Jerry Neumann at 5:00 today. · Report on easement for Canyon Creek Ditch Larry stated that the owner needs an easement fxom the city, since the city was there first. Mayor Olson asked regarding the final report on the trunk line project and the status of the payback for the engineering issue. Larry will contact Carl Anderson about it. Public Works · 8t~ Avenue update / spreadsheet Larry stated that Engineering, Inc., has not completed the spreadsheet yet. The engineer is working with the State. · Pool contract update Larry and Mayor Olson will meet with Zada Stamper on Friday at 8:00 a.r~ Larry will meet with the pool technician next week. The city is willing to store and be responsible for the chemicals. · Update on library parking lot This was discussed earlier in the meeting. · Patcher demonstration for city council Mayor Oison will ask the council if they would like to see a demonstration of the patcher. · Staffing update ~ read a long list of tasks the department has bean doing. · Spraying of parks l. arry stated that the lack of manpower and the weather make it difficult to spray the parks. City Attorney · Routing documents form Sam is working on the form. 4 Departm{mt Head Meeting Minutes of May 8, 200'/ · Track route issue Sam stated that track mutes in other cities are being reviewed. Mayor Oison · Safety program update Larry and Kurt recently met with Gary Worhnan, who is willing to assist the City of Laurel with the Safety Program. Gary asked that department heads inventory the safety equipment in each department. He also told Larry that the Safety Policy is a start, but a procedure manual is also needed. Since the college in Dillon offers a degree in safety, Larry would like to contact the college regarding hiring two interns to complete a job safety assessment for every policy. In their meeting, Gary also suggested that the city needs to set up a safety team and is willing to talk to department heads about safety. Every department head would then become responsible for the safety in his/her department. A safety budget needs to be established in the upcoming budget. Larry will comact the college in Dillon and also in Bozeman regarding interns. The consulting services in the mayor's budget and professional services in the public utilities budget could be used to pay for the interns. Larry stated that the GIS for water and sewer need to be completed. · RFP for Engineering Servicesthr~ rt The RFPs are due on Friday, May 11 . Larry, Mary, and Mayor Olson will meet on Tuesday, May 15th at 2:00 p.m. to review them. · Feedback from Technical Edge assistance Bart worked on Mayor Olson's e-mall account last week. · Paper recycling There was discussion regarding recycling paper. Rick suggested that a commercial crosscut shredder is needed or the city should hire a company to do the shredding. The shredder could be located in a central location, and each department would be responsfole for shredding its documents. Administrative Assistant: There was no discussion. Jan will be on vacation and will not attend the department head meeting on May 15th. Larry stated that a laptop computer is needed for the maps for the water and sewer systems. He will discuss this with Technical Edge and budget for the computers in the next budget year. Rick asked if he could leave after the department head meeting next week to attend two meetings in Helena on Wednesday and one on Thursday. Mayor Olson agreed that he could do so. The meeting adjourned at 4:22 p.m. Respectfully submitted, Cindy Allen Council Secretary 5