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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.29.2007 MINUTES DEPARTMENT HEAD MEETING MAY 29, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Larry McCaun Rick Musson Gay Easton Sam Painter Mary Embleton Jan Faught Scott Wilm Steve Klotz Jean Kerr (3:30 p.m.) Mayor Olson led the meeting. Council Workshon Aeenda - May 29~ 2007: Judue Jean Kerr: · Remodeling of the court clerks' office and courtroom bench area Mayor Olson stated that Jean will go the Budget/Finance Committee on June 5~h and make another presentation at the council workshop on June 12th. Planning, Board issue, s: · Resolution - Canyon Creek Subdivision Final Plat Council approval is needed. Fire Department: · Resolution- Fire truck bid Scott stated that the department will recommend accepting the bid for $273,341 from Montana Fireworks. · Resolution- Mutual Aid Agreement with the City of Billings Scott stated that Sam is reviewing the agreement. Public Utilities Denartment: · Morrison-Maierle, Inc. - Water Facility Plan Carl Anderson will present the Water Facility Plan. · Resolution- Recommendation of firm for engineering services and approval of contract Pat Murtagh, from Great West Engineering, will attend the council workshop. The committee recommends that the contract be approved. · Resolution - Fencing for Neumann/Elena Subdivision Booster Station Mary stated that the draft agreement refen to Lot 11 in totality and questioned if that is correct. Larry and Sam stated that it is correct. There was discussion regarding the maintenance responsibility. Sam stated that the respons~ility for maintenance, including mowing and watering, will be the city's until the booster station is abandoned and removed. Water will be tapped off the booster station. The fencing, curb cut, and landscaping will be done by the developer. The city will provide $8,000 from the Water Fund. The city owns the booster station and has an easement for the property. Resolution - Pool contract with YMCA Departmeat Head Me.~cing Minutes of May 29, 2007 Steve stated that the YMCA does not want to touch the pool chemicals, test the pool. or backwash the filters. If the YMCA will not do this maintenance, the city wilt need to send an employee to the pool every two hours to check it. There was further discussion regarding the situation. Steve was supposed to meet with the YMCA representative last week and will continue to try to contact her. Clerk/Treasurer: · Resolution- MMIA Employee Benefits Plan Mary stated that the resolution does not include the life insurance. determine whether to renew the current plan or go with the MMIA plan. Further research will be done to · Ordinance- Approve recodification of ordinances Mary stated that the city recodifies the ordinances every year. State law requires the city to adopt an ordinance to approve the recodification. Sam stated that statute allows it to be done every five years. Executive review: · Resolution - City Planner job description There was discussion regarding the job description. The resolution referred to the Chief City Planner, and discussion ensued. The title on the resolution will be changed to City Planner. Mary asked if the City Planner I and II job descriptions should be eliminated or rescinded. The job descriptions will remain. The requirements in the job will be changed to state that the position has "some" supervisory responsibilities. There was discussion regarding the city planner's supervision over the public works secretary and how departments contribute to the salary. · Discuss ordinance in reference to the form of government Dr. Ken Weaver and Judy Mathre recently presented information to the council about changing from a strong mayor to a manager form of government. This will be discussed tonight and at the June 12th council workshop. The department heads had a lengthy discussion about the pros and cons. It will be on the June 5th department head agenda. · Discuss ord'mance for bond for temporary use permit This item will he on the June 12th council workshop agenda. · Requests from Laurel Chamber of Commerce: o Culpepper & Mcaxi~veather Circus on Friday, June 22, 2007 The city will provide a metered hydrant for the circus. Steve asked ifa resolution is needed for the city's donation to the events. o Chief Joseph Run and Grand Parade on Wednesday, July 4, 2007 Mayor Olson stated that the Chamber's liability does not cover the events and the Chamber needs to provide event insurance. · Request from Laurel High School Pep Club o 2007 Homecoming activities on Friday, September 28, 2007 The item is on the council workshop agenda. · Appointment: o Dick Fritzler to the Cemetery Commission, two-year t~rm, ending June 30, 2009 The appointment will be on the June 5t~ council agenda. 2 Department Head Meeting Minutes of May 29, 2007 o Discussion regarding vacancies and reappointments to boards and committees A aity resident is needed for the Emergency Services Committee. · The Crossings - Trail Easement Agreement There was no discussion. · Update on Asphalt Supply The graffiti has been painted over and the back area has been fenced. Steve stated that the next step is legal action. There was discussion. The city will cominue to work with the railroad on this issue. · Council Issues: o Discussion regarding building height requirements (Council Member Dickerson) Review ordinances; Compare with Billings for commercial; Canopy or building - height requirement is the same; should coordinate with fire code clearance requirements. Steve and Larry recommend changing to match Billings' City/County Planning for canopies. Distinguish from the rest of commercial buildings. Zoning, not building codes, addresses building heights. o CPR training for the city crew (Council Member Dickerson) Larry stated th. at this can be done as part of the Safety Program. Department Reports: Ambulance Service · New ambulance There was no discussion. · AMR contract Jan stated that the meeting was non-productive since the main guy did not attend. Jan wants to terminate the contract now. The mayor wants to give them time to respond to the questions presented at the May 23'a meeting. Termination was discussed. Jan stated that the city does not need this contract but AMR will still get on our ambulance. AMR was called by the Laurel Ambulance at least ten times a month. Laurel Ambulance has ALS endorsements now, so AMR will not be needed as much. If there is no contract, both Laurel and AMR can bill a patient for services. The contract is for $130 per intercept. Jan stated that Laurel is the only service that pays, no other service has a contract, and AMR does not send a bill to the patient. Jan will draft a letter to AMR asking why Laurel is the only contract and giving thirty days for AMR to respond. City Council President Gay asked regarding the status of the park restrooms. Steve presented an agreement before he went on leave. The Budget/Finance Committee approved funding and the restrooms are in the CIP. City Court Jean spoke regarding the remodeling in the court area. Clerk/Treasurer · Budget reminder / revised budget calendar Mary stated that the preliminary budget schedule was e-mailed. There was no response so the budget Update on conversation with Pat Weber regarding GASB 34 3 Departmeat Head Me~tiag Minutes of May 29, 2007 There was no discussion. Fire Department · Update on contracts with Billings There was a question regarding who has the original agreement. Sam could not get the city attorneys to respond to hirr~ Senti will comact the Billings Fire Chief to get the original. · Report on progress for new fire truck Scott stated that the leaf springs on the brush truck broke over the weekend. Two applications were received for firemen. The siren does not work end the issue will be presented to the Emergency Services Committee. A Whitefish bus was on fire by Park City end the department responded even though it was out of our district. A helicopter crashed nine miles west of Broadview. No local fire departments responded so the City of Laurel was asked to respond. The fire chief got permission from the mayor to respond. Library * Website progress Rick stated that Jim Huertas is willing to help with the website. Rick suggested that Steve, Peg, end Jim set up a meeting. Jean suggested working with the School to Work Program at the high school. Police Department Rick distributed a drat~ interlocal agreement with the City/County Health Department regarding pandemics. The agreement will be presented at the June 12th council workshop. Public Utilities · Report on Skye Hatton's (DEQ) walkthrough of Trunk Main Project The walkthrough has not been completed yet. · Johnson Controls update The Johnson Controls project is done and Fry Brothers has finished the meter installation. tem~ole job the last day (mud in houses). They did a · Report on date for discussion of Canyon Creek Ditch easement The secretary (Wellburn) for the ditch company said to go ahead with the easement. Larry said no money should exchange hands. The ditch company wanted to charge $500 for the easement. She will take Larry's suggestion to the ditch company board. Larry discussed ditches with Gary Colley. Accord'mg to MCA 7-31-42, the City can declare open ditches as a public nuisance, and can publish notice to make the owner or user comply. Sam will investigate and review (South 8th ditches). Public Works · Pool contract update 4 DeparUne~t Head Meeting Minutes of May 29, 2007 Steve talked to Zada Stamper. Kate Hudson works on the contract wording of operations regarding chemioals for the YMCA (except acid). Jean asked about YMCA kids versus Laurel kids using the pool. Zee Creative has major authority to make changes on the website. Steve wants to know if the city now owns what we have paid for. Steve will get more information and will get together with Zee Creative and Jim Huertas. City Attorney · Routing documents form - description of issue Need to add date lines; give final draft out at next department head meeting. · Track mute issue Sam is working on the truck mute. He has received information from other entities. Great West Engineering dropped off their proposed contract. Department heads need to review the contract. Mayor Olson · Safety program update The safety program will begin the end of June. · Paper recycling - discussion/funding for paper shredder The city cooperates with the schools. It costs the city money to haul the containers. The city will get a big shredder, and Rick will look for one. There was discussion regarding guidelines for recycling. · Report on Planning Department There was no discussion. · Communication There was no discussion. Jean stated that she has requested an additional handicap parking space. Steve will do a new drawing. Mayor Olson spoke regarding the cemetery land sale. The county wants to have the city finance the $41,600 over time minus $15,000 down. Steve asked why the county did not use a bank or other types of financing. Sam will check on the legal issues and the length of time the city is able to finance the county. Gay mentioned the Airport Road and the benefits of getting it straightened out to Buffalo Trail. MDT called the city regarding easements and there was brief discussion on what to do with the old portion of the old north/south mad. The meeting adjourned at 5:10 p.nt Respectfully submitted, Cindy Allen Council Secretary