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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.15.2007 MINUTES DEPARTMENT HEAD MEETING MAY 15, 2007 3:05 P.M. COUNCIL CHAMBERS PRESENT: Mary Embleton Larry McCann Rick Musson Gay Easton Peggy Arnold Scott Wihn Sam Painter Gay Easton led the meeting. Council Agenda - May 15~ 2007 Peg asked regarding the $1,500 fee. ordinance. Public Hearings: · Ordinance No. 007-05: Ordinance for Laurel Cable Communications. (Fire reading- 04/17/2007) · 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 end revising Section 15.20.010 of the Laurel Municipal Code. {First reading - 05/01/2007) Ceremonial Calendar: · Poppy Proclamation · Arbor Day Celebration video Scheduled Matters: · Confirmation of Appointments: o Laurel Volunteer Ambulance Attendant: Scott Spina Resolution No. R07-29: A resolution of the City Council accepting the bid for a new ambulance from Medtee Ambulance Corporation. Resolution No. R07-30: A resolution to approve a temporary use permit for Mo Cones for proposed location at 704 First Avenue, Laurel, Montan~ Gay stated that the fee would be charged as per the current · Resolution No. R07-31: Resolution of the City Council granting Ricci's Express a variance from the City's restriction on gas canopy heights of 25 feet allowing Ricci's Express to build a gas canopy that exceeds the height restriction by 2 feet, 11 9/16 inches. Gay stated that legal counsel advised the council to proceed with the variance. · Resolution No. R07-32: Resolution of the City Council providing authority for the City of Laurel Fire Department to inspect all businesses within its jurisdictional boundaries who market or sell firework~s, firecrackers and other pyrotechnics. Scott received an application from a fireworks stand and asked when the $150 fee would be in effect if the council approved the resolution tonight. The fee will be in effect mediately and will then be incorporated into the fee schedule. 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. Second reading. Departmeat Head Meeting Minutes of May 15, 2007 Draft Council Workshon A~enda - May 29~ 2007 Gay stated that the May 29th drait workshop agenda would also be reviewed next week. A resolution for the RFP for engineering services will be added to the workshop agenda. The five proposals wore reviewed today and the committee chose the RFP from Great West Engineering. Sam stated that the RFP's should be ranked to make the process complete. Larry agreed that the ranking could be done. A meeting will be scheduled with Great West Engineering to negotiate a contract. Ambulance Department: · Steve Apgar, Medtec Ambulance There was no discussion. Public Utilities Department: · Morrison-Malerl¢, Inc. - Water Facility Plan There was no discussion. Planning Board issues: · Resolution - Canyon Creek Subdivision Plat Final Plat The resolution approving the final plat will be on the May 29th council workshop. Mary and Cheryll will send information to the Billings Planning Department to make sure the required conditions have been met. Executive review: · Resolution - Fencing for Neumann/Elena Subdivision Booster Station Sam is working on the agreement and still needs a legal description. · Resolution - Pool contract with YMCA Larry stated that Kurt and the YMCA's aquatics director need to meet regarding the chemical issue. The YMCA wants to open the pool on June 2nd, but the issues need to be settled. A special council meeting may be needed to approve the contract. · Report on Planning Department Mary stated that no applications were received for the planner position. Someone called yesterday regarding the position. The current approach is to get a long-term agreement with the Billings Planning Department to cost share for the services. Larry stated that Laurel would be better offto do a long-tea'm agreement with a real planning department. · Requests from Laurel Chamber of Commerce o Culpepper & Merriweather Circus on Friday, June 22, 2007 There was discussion regarding the location of the circus. o Grand Parade on Wednesday, July 4, 2007 Rick stated that the Kiddie Parade will be at 10:00 a.m., the Gold Wing Parade will be at 11:00 a~m., and the Grand Parade will be at 12:00 noon. · Request from Laurel High School Pep Club o 2007 Homecoming activities on Friday, September 28, 2007 2 Depar~e~t Head Meeting Minutes of May 15, 2007 · The Crossings - Trail Easement Agreement Sam stated that the item is on the workshop agenda for further council discussion. Sam revised the ROW agreement so that The Crossings would have the obligations instead of the City of Laurel. There was discussion regarding the expense of asphalt, the Heritage Trail system, and funding issues. · Update on Asphalt Supply Larry stated that complaints have been received about the graffiti at the Asphalt Plant. Larry will contact the mil master regarding this issue. A MRL representative attended the Downtown Task Force meeting last week end is aware of the issue. · Council Issues: o Discussion regarding building height requirements (Council Member Dickerson) The council will review the building heights. Densrtment Reports: Ambulance Service · New ambulence There was no discussion. · AMR contract There was no discussion. City Council President · Tree Board/Arbor Day Presentation Gay stated that the Arbor Day celebration video will be shown to the council tonight. City Court There was no discussion. Clerk/Treasurer · Budget reminder / revised budget calendar Mary stated that the May 22~d meeting might be changed. She completed the General Fund, which has a $400,000 deficit gap, end will continue working on the budget. · Update on conversation with Pat Weber regarding GASB 34 Mary will contact Pst Weber this week. Mary received a copy of Billings Planning Department's Introduction to Subdivision Review Process end distributed copies to some department heads. Mary added a resolution for the MMIA Health Insurance to the May 29~h council workshop agenda The union recently voted to renew the Blue Select Plan, end the Insurence Committee also voted to renew the Blue Select Plan for enother year. Mary explained that the 2007 Legislature mandated that group health insurance benefits be available to an employee's unmarried dependents up to age 25 if no other coverage is available to them. Although the statute becomes effective on Jenuary 1, 2008, it will be effective when the city's plan year renews on July 1, 2007. Mary will write a memo to all employees regarding this change. Deparlmeat Head Meeting Minutes of May 15, 2007 Fire Denartment · Update on contracts with Billings Scott received one contract back from Billings and Sam will review the contract. · Report on progress for new fire track Scott stated that the bids close on May 25th and the bid opening will be held on May 25a' at 4:00 p.m. Scott will attach the resolution approving the $150 to the applications for fireworks stands. Scott stated that the fire department will receive a $4,400 check for its services during the Emerald Hills fire. Library There was discussion regarding the engineering for the library parking lot. Peg asked regarding the status of the city's webpage. Larry stated that Steve Can change things on the website. Planning Department There was no discussion. Police Denartment Rick will attend a funeral in Bozeman tomorrow. The meetings he planned to attend in Helena on Wednesday and Thursday have been cancelled due to the funeral. Rick mentioned that May 15th is Law Enforcement Memorial Day and flags at the FAP will be flown at half-mast this week. The police department has received the three Harley-Davidson police motorcycles. Public Utilities · Report on Skye Hatton's (DEQ) walkthrough of Trunk Main Project Larry stated that the waikthrough has not been completed yet. The project is finished except for the paving in the C. enex parking lot. · Johnson Controls update Larry stated that the issues with Johnson Controls have been straightened out, Fry Brothers will be here on May 22na and 23~d, and there are issues with the lights and fan in the mayor's office. · Main Street Water Line punch list items / sinkhole Larry stated that the punch list is done and the sinkhole issue has been delayed. · Neumenn / City of Laurel contract Sam will complete the commct. · Report on date for discussion of Canyon Creek Ditch easement Larry will call the individual. 4 Department Head Meeting Minutes of May 15, 2007 · Sinkhole at 4th Avenue and 13t~ Street The sinkhole has been patched. Public Works · Report on spraying the parks Larry stated that four parks have been sprayed. * Pool contract update- on May 29th council workshop This issue was discussed earlier in the meeting. · Patcher- demonstration for council on Tuesday, May 15th at 6:00 p.m. The demonstration will be done on Second Avenue. Mary stated that the closing for the SRF loan has been delayed until Wednesday, May 23fa. She needs to submit new figures for the certificate of coverage. Dorsey & Whitney is preparing the loan documents. The city cannot draw on the $519,000 until the loan has closed. Mary stated that the scheduled payments have been made to the contractors, but the city is waiting for reimbursement. City Attomey · Routing documents form- description of issue Sam is working on the documents. · Truck route issue Sam is gathering information and rewriting the truck route ordinance to clearly define 8th Avenue in the ordinance. There was no map attached to the original ordinance, so the route was not clearly defined. Mayor Olson · Safety program update Larry met with Gary Workman, who is reviewing the city's safety policies. In June, MMIA will begin the process of developing a job site assessment for each job. · RFP for Engineering Services - Report on bids This was discussed earlier in the meeting. · Finish feedback t~om computer training from Technical Edge Bart Haskell worked on the city's computers for four consecutive Fridays. More work is needed on the planner's and administrative assistant's computers. · Paper recycling - discussion/funding for paper shredder There was no discussion. · Website progress There was no further discussion. · Report on Planning Department There was no discussion. Departmeat Head Meeting Minutes of May 15, 2007 · Communication Mary mentioned that Mayor Olson can be contacted during his breaks from his job at 9:30 a.m., 11:30 a.m., and 2:00 p.m. Administrative Assistant Gay stated that Perry Asher has resigned as the Administrative Assistant. Mary stated installation of the new phone system in city hall will begin at 8:30 am. on Thursday, May 17~. The meeting adjourned at 3:57 p.m. Respectfully submitted, Cindy Allen Council Secretary 6