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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.22.2007PRESENT: Mayor Ken Olson Larry McCaun Rick Musson Gay Eeston MINUTES DEPARTMENT HEAD MEETING MAY 22, 2007 3:00 P.M. COUNCIL CHAMBERS Mary Embleton (3:18 p.m.) Jan Faught Scott Wilm Peggy Arnold Mayor Olson led the meeting. Draft Council Workshoo Anenda - May 29, 2007 Ambulance D~_ artment: · Steve Apgar, Medtec Ambulance Jan stated that Steve Apgar will be unable to attend the May 29th council workshop and the presentation will be rescheduled. Steve will pick up the new ambulance in Indiana and bring it to Montana Auto Trim Design in Billings will do the paint and signage on the ambulance. June 7th was the original delivery date for the ambulance, but that could change. Planning Board issues: · Resolution- Canyon Creek Subdivision Plat Final Plat Mayor Olson stated that the final plat divides the existing plat for the new Snyder's Drug Store and another business. The resolution will be presented at the May 29t~ council workshop. Fire Denartment: · Resolution - fire truck bid Scott stated that the bids will close on Friday, May 25a~, and the bid opening will be at 4:00 p.m. The bids will be reviewed over the weekend and the resolution to accept a bid will be presented at the council workshop next week. Public Utilities Department: · Morrison-Maierle, Inc. - Water Facility Plan Morrisun-Maierle will present the Water Facility Plan at the council workshops on May 29th and June 12th. The public hearing will be held on July 17tI. The document has been distributed to the council. · Resolution- RFP for engineering services Gay, Mary, Larry, and Steve will meet with Great West Engineering on Wednesday. A resolution for the RFP for engineering services will be presented at the council workshop on May 29th. Executive review: · Resolution - Fencing for Neumann/Elena Subdivision Booster Station Larry stated that Sam has received the legal description for the lot. The agreement and resolution will be presented at the council workshop. · Resolution - Pool contract with YMCA D~arm~ent Head Meeting Minutes of May 22, 2007 Larry stated that the meeting with AquaTech, the YMCA, and the City of Laurel is scheduled for Wednesday, May 30t~. The pool contract will not be approved before the pool opens on June 4th. The issue regarding the chemicals still needs to be resolved. The proposed contract will be distn"outed to the council as soon as possible. · Resolution- City Planner job description Mayor Olson contacted Candi Beaudry regarding the planner issue. The Billings Planning Department needs $45,000 per year to provide ongoing planning services for Laurel. Candi suggested advertising for a City Planning Director instead ora City Planner I. Mayor Olson stated that a new job description would be presented to the council for approval and then advertising for the position would begin. The current contract with Billings ends June 30~h but could be extended. · Discuss ordinance for bond for temporary use permit Mayor Olson stated that the council will discuss changing the requirement for cash for a temporary use p,mdt to a bond. · Requests ~om Laurel Chamber of Commerce: o Culpepper & Merriweather Circus on Friday, June 22, 2007 The circus will be held at the high school practice field. There was discussion regarding the supply of potable water for the circus. Mayor Oison will tell the Chamber to contact the Public Works Department. o Grand Parade on Wednesday, July 4, 2007 The request will be on the council agenda · Request from Laurel High School Pep Club o 2007 Homecoming activities on Friday, September 28, 2007 The request will be on the council agenda. · The Crossings - Trail Easement Agreement Sam will report on this issue. · Update on Asphalt Supply The revitalization committee is working on abatement issues. Council Issues: · Discussion regarding building height requirements (Council Member Dickerson) There will be discussion regarding changing the building height requirements fi.om 25 feet to 30 feet. · CPR training for the city crew (Council Member Dickerson) Larry stated that CPR training will be included in the Safety Program. Clerk/Treasurer: · Resolution- MMIA Health Insurance Mary will present the resolution and documents at the council workshop. · Ordinance- Approve recodification of ordinances Mary stated that an ordinance is required to approve recodification of the ordinances for the LMC. 2 Dopanm~mt l-I~ad Meeting Minutes of May 22, 2007 Department Reports: Ambulance Service · New ambulance This was discussed earlier in the meeting. · AMR contract Jan and Mayor Olson agreed to meet at~er this meeting for further discussion. City Council President There was no discussion. City Court There was no discussion. Clerk/Treasurer · Budget reminder / revised budget calendar Mary recently dism3uted the proposed revised budget calendar. Meetings with departments heads, Mary, Mayor Olson, and Mark Mace will be scheduled for June 6th, 13', and 20th. Department heads should tell Mary if certain days are not acceptable for them to give their presentation. · Update on conversation with Pat Weber regarding GASB 34 There was no further update. Mary sent the SRF loan closing documents to Dorsey & Whitney today. She also completed and returned some surveys and annual reports. Mary is working on city planner issues and the budget. Mary stated that a meeting with Johnson Controls and Fry Brothers is scheduled for 11:00 arm on Wednesday to discuss the meter project. Paul (JCI) will be here from Wednesday to Friday to wrap up the project. Mary reported that the phone system was installed last week. Since some extensions were changed, a new phone list will be distffouted. Fire Denartment · Update on contracts with Billings The Emergency Services Cormnittee reviewed the mutual aid agreement with the City of Billings and recommended that it be presented to the council. Scott will contact Sam Painter to make sure the final draR is ready to go forward. Scott will ask Sam to review the mutual aid agreement with Cenex. Since two members of the task force are no longer on the fire department, Scott will start working on this issue. · Report on progress for new fire truck Scott explained a discrepancy in the final ad for the fire truck and the affidavit. The verbiage in the ad was changed from "2007" to "new". Scott received two calls regarding the fire track bid today. Scott stated that Tender 2 is no longer in service because of safety issues. 3 Department Head Meeting Minutes of May 22, 2007 Scott stated that the siren is out of service. There was discussion regarding the usc of and need for the siren. Mayor Oison asked Scott to take this issue to the Emergency Services Committee for further review. Library Peg asked regarding the status of the surplus auction. Mary stated that the list has not been compiled yet, the auction was tentatively scheduled for June, and the date will probably need to be changed. The auction needs to go forward to dispose of the surplus items that are taking up space. There was discussion regarding how to remove information f~om surplus computers. Technical Edge can clean up the hard drive on surplus computers. Peg will contact Steve regarding the parking lot at the l~rary. Planning Department This was discussed earlier. Police Department · Report on HIDTA Program Rick stated that the HIDTA Program added the DEA Task Force. The Laurel Police Department is no longer in the HIDTA side and now works with the DEA for drug work. Equitable sharing is still available. Mayor Olson asked if any documents need to be changed. Rick has the documents that explain the changes. Rick will attend two meetings in Helena on Wednesday. The meetings include a Testing Consortium and the MACOP Executive Board meeting. Public Utilities · Report on Skye Hatton's (DEQ) walkthrough of Trunk Main Project Larry stated that the walkthrough has not been completed yet. · Johnson Controls update This was discussed earlier in the meeting. · Main Street Water Line punch list items / sinkhole The punch list has been completed. · Nenmann / City of Laurel contract This was discussed earlier in the meeting. · Report on date for discussion of Canyon Creek Ditch easement Larry will contact the Ditch Board secretary. Larry stated that MMIA will conduct two sexual harassment classes on Friday, June 1~t, fi'om 10:30 to 11:30 axm and 12:30 to 1:30 p.m. Larry asked Peg if the classes could be held at the library. Attendance at one class will be mandatory for all employees in the public works and public utilities departments. There was further discussion regarding which departments will attend the class. Since it is the last day of school, it will be challenging for police department employees to attend. 4 Deparm~ent Head Meeting Minutes of May 22, 2007 There was discussion regarding the County RSID/City Street Maintenance issue with Kathy Simanton's property. Mayor Olson read a statement in an e-mail from Sam. Mary stated that it is a matter of jurisdiction. Mayor Olson stated that Sam would review the issue further. Larry stated that the city will replace a plugged culvert at Colorado Avenue and Fifth Street by the Laurel Middle School. Public Works · Report on spraying the parks Larry stated that the spraying is done. · Pool contract update - on May 29~ council workshop This was discussed earlier. City Attorney · Routing documents form- description of issue A draft routing document was distributed to the department heads. There was a lengthy discussion regarding the use of the routing document. An approval line for the library needs to be added to the forro~ Larry suggested adding an "information" line to the form. · Track route issue Sam will di~t,ibute the draft truck route to the department heads for comment soon. Mayor Olson · Salty program update Larry stated that Gary Workman reviewed the city's Safety Policy. A job safety assessment is needed for every event at a job site. MMIA's Industrial Safety Specialist will start preparing the job safety assessments in June. The water, sewer, and shop departments will be done first, and the fire and police departments will be involved. The ambulance will provide CPR training to city employees. A CPR certified employee is required at every job site. · RFP for Engineering Services - Report on bids Larry, Mary, Gay, and Steve will roeet with Great West Engineering on Wednesday. * Paper recycling - discussion/funding for paper shredder There was discussion regarding recycling and the need for a large paper shredder. The shredder could be located in the area between the council chambers and the mayor's office. Larry will check into the cost. Each department would be responsible for shredding its documents. Mary asked for information on what can be recycled. Kuren Ab. mann will be contacted for this information. · Website progress There was discussion regarding the status of the website, who is able to make changes to the website, and the need for separation of church and state in the information on the website. Mayor Olson asked Peg if the h'brary would be interested in managing the website. Peg will talk to Steve about the website. Rick roentioned that Jim Huertas is very knowledgeable about website design and could provide expertise. Mayor Olson asked that Peg, Jim and Steve roeet to discuss the website and that Peg coordinate the effort. He asked Peg to present a report at a future council workshop. 5 Depamneat Head Meeting Minutes of May 22, 2007 · Report on Planning Department This was discussed previously. · Communication Mayor Olson stated the need for good communication during this transition time. Mayor Olson commented on the Veteran's Administration meeting held at the American Legion Hall earlier today. Commissioner Kennedy spoke for the steering committee at the meeting. The County's $225,000 mill levy will be used for maintenance of the Veterans' Cemetery. The commissioners have requested an easement through the property. The county will pay back the $41,600 for the cemetery with a lump sum of $15,000 to $20,000 and additional smaller payments. The county will go out for Requests for Proposals for the master plan soon, and Memorial Day 2008 is the projected date to begin the project. Brent Renier, Western Security Bank, contacted Mayor Olson regarding the former Western Security Bank building. The offer on the bank has been extended to May 25th, but the city is still in the process of gathering information and is not prepared to go forward with a decision. Mayor Olson stated that the information will be compiled and a task force will be formed to review the solutions. Mayor Olson asked that a staffmember participate on the task force. The meeting adjourned at 4:32 p.nx Respectfully submitted, Cindy Allen Council Secretary 6