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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.05.2007PRESENT: Mayor Ken Olson Jan Faught Rick Musson Sam Painter MINUTES DEPARTMENT HEAD MEETING JUNE S, 2007 3:15 P.M. COUNCIL CHAMBERS Mary Embleton Gay Easton Steve Klotz Larry McCenn Mayor Olson led the meeting. I. Council Agenda - June 5, 2007 The agenda was reviewed in total, with the following comments and discussion: Scheduled Matters: ,, Resolution No. R07-36: Some of the items contained in the Great West Engineering contract were being negotiated. Sam stated that the proposed changes have been agreed to, and the revised contracts will be delivered tonight in time for the meeting. Resolution No. R07-39: The city has received two applications for the City Planner position to date, and two more are out. Mayor Olson stated that Candi Beaudry of the Billings Planning Dept. will be on the selection corrmaittee, and the job will be posted until filled, perhaps for 3 to 4 more weeks. Steve asked about issues that are not currently being addressed by the Billings Planning Dept., such as variance requests. There is one such item on the Laurel Planning Board agenda for Thursday night's meeting, end Steve has been asked to write up something regarding a variance request, for the board to consider. He stated that this is a zoning issue, and stated that the LMC is not clear on this issue. Mayor Olson stated that the city attorney and staffwill need to address the issue, in the absence of a city planner. Candi will not go beyond the contract, but she will assist with training a new planner, once one is hired. Steve also asked about the computer monitor that was moved out of the planner's office. It will be restored as soon as the city clerk orders new monitors for her office. · Resolution No. R07-40: The city has one signed copy that is a fax. Originals signed by the YMCA will be brought in later this week. Ordinance No. O07-05: The owner of Cable Montana, Stuart Gilbertson, and the local manager, Doug, met with the mayor and city attorney today. The mayor will ask the council to postpone final action on the cable communications franchise ordinance until July 3rd to provide more time for discussion. This will be on the June 29th workshop agenda. Steve asked what the projected revenues were. Currently, $20,000 is in the budget. Mayor Olson said that there are 1,700 subscribers in the Laurel city limits. Culpepper & Metriweather Circus: Larry has this ready to go end the container is set. The city is donating water end garbage, which will total about $3.00 plus labor. There is no resolution needed for this to be approved; it can be approved on motion. However, this may require a resolution in the future, and the mayor suggested that public works monitor the costs for this in the future. Department Head Meeting Minutes of April 3, 2007 · Chief Joseph Run and Grand Parade on July 4th: The Chamber of Commerce sent an e-mail today stating that they do have insurance coverage for these events. H. Draft Council Workshop Agenda - June 12~ 2007 Laurel Roadrunners 4-H Club - fire lane at Library: · The 4-H club will be there to address the council. Steve suggested that the club coordinate with Public Works prior to the workshop, so that it is done correctly: measurements, paint, etc. Steve will contact Peg also. Public Utilities Dept.: · Carl Anderson of Morrison Maierle will continue with the Water Facility Plan presentation. Mayor Olson stated that the previous presentation was well done, and raised the awareness of the council on the issue. Staffis also working on information for the water/sewer rate study. Police Department: · Rick will send the information on the Interlocal Agreement with the City/County Health Department to address a pandemic outbreak, to Sam for review and preparation ora resolution. Planning Board issues: · Residential variance at 1103 East Main St.: Steve does not think non-conforming use applies to this request for variance, and questioned the number of dwelling units. Code allows 4 units, but the owner has 5, and wants to put 6 units back when he rebuilds. However, there have not been 6 units at this location for several years, and the LMC contains a 6-month provision, which has expired. Steve asked if the application fee will be refunded if the owner withdraws his application. The former city planner, Mark Richards, may have advised the owner incorrectly to begin with. Steve is trying to research what originally existed on the property prior to the city's adoption of zoning. The owner has 4 lots, currently zoned Residental Limited Multi-Family and Community Commercial. There is one mobile home on the property. Eventually, the owner wants to tear down the old buildings, and rebuild new units. · Schedule of fees for county planning: The question was raised as to who put this on the Planning Board agenda~ After discussion, it was stated that the city's planning fees are higher than the county's fees, so it must have come fi.om the Billings Planning Department. Executive review: · Building heights ordinance for canopies: Staffrecommends setting the same requirements as the county's, and separating fuermg station canopies bom other buildings. Staffneeds to get a copy of the YellowstonefBillings ordinance. Ricci's canopy is higher than the main building, and the peaks do not match. The canopy needed to meet requirements for space for fueling as per fire codes. Sam will draft an ordinance and use the new muting slip. · Form of government: Sam will draft an ordinance and will distribute it to council and department heads. He will use information provided by Dr. Ken Weaver. · Appointments: The proposed list was reviewed. o Cemetery Commission: Mayor Olson added Luanne Engh as a "member at large". 2 D~artmemt Iq~d Meeting Minutes of April 3, 2007 o Tree Board: Steve asked about the terms of the members. He had checked the minutes, and the original appointments were for 1-year and 2-year reims. However, the terms are now listed as 3-year trams. This will be researched and clarified by workshop. Ordinance for bond for temporary use permit: The mayor asked the city clerk to research an alternative to the cash bond currently required by ordinance. Mary discussed this with the Harris Agency, and found out that a $1,500 "vendor bond" is available for about $100 per year. Discussion followed regarding the purpose of the $1,500 bond, time limitations on the temporary use permit, who monitors the site, etc. It was questioned whether $1,500 is enough or if it should be increased to $3,000. The city clerk was instructed to get pricing for a $3,000 bond. Steve also brought up the issue of the $5,000 contractor's bond required for a city business license. Sam asked what the bond was for, and suggested a verification end background check procedure be developed, instead of requiring a bond. Steve also brought up excavation permits and bonding requirements for restoration of city streets and rights-of-way. Mail Ballots: Duane Winslow, Election Administrator for Yellowstone County, has offered to do a presentation to the council regarding using mail ballots for the upcoming elections. He will be scheduled for a workshop in the near future. III. Denartment ReDorts: Ambulance Service · New Ambulance The new ambulance is leaving Goshen, IN and will be at Auto Trim Design on Saturday, June 9th. The graphics have been finalized. Jan also stated they will use some of the same graphics for the QRU. A radio has been ordered, and Jan is hoping to have the new ambulance fully equipped and ready by July 4*. · AMR Contract Jan repotted there was no word from the AMR reps at this time. Jan was reminded to write a letter for the mayor's signature, asking why Laurel is the only ambulance service in the area paying for intercepts. Jan stated that the Laurel Ambulance is working on achieving more ALS certifications. Their goal is to become a full-fledged ALS service and provide intercepts to Joliet, Park City, and Columbus. City Council President Gay told the group that the Tree Board met recently and they are beginning to inventory trees in the city parks. They will utilize the GIS system to map the trees, and document the types, ages, and conditions of all city-owned trees. City Court There was no discussion. Clerk/Treasurer · Budget reminder: Preliminary budget meetings begin Wednesday night at 6:30. worksheets to department heads. Mary will get copies of the budget Department Head Meeting Minutes of April 3, 2007 · Update on Pat Weber and GASB 34: There has been no contact at this time. · Bonding requirements: This was discussed previously. Fire Denartment There was no discussion. L~rary · Website progress: Peggy did not attend this meeting, but had sent an e-mail and wants to schedule a meeting with Steve, Officer Jim Huertas, and Zee Creative. Steve reported that he is trying to set up the meeting for next week to learn about the current status of the website. His understanding is that the city has limited access to change things on the website. He, Perry, and Gary had met with Zee Creative some time ago. · Parking lot progress: Again, Peg sent an e-mail and is working with Steve to determine what is needed for specifications before requesting bids. This project is funded through the CIP for $30,000. Steve also suggested revising the city's Public Works Standards to be more specific to the area's particular needs. Police Department · Pandemic Interlocal agreement: This issue was already discussed. · Report on shredder: Rick found information on the interact on a variety of shredders. They range in price from $880 to $15,000 and vary by size (in gallons) and types (shred or dice). The mayor asked for input fi:om other department heads to determine volumes, etc. to fit the machine to our needs. If purchased, the machine will be located in the old treasurer's office. Mary will research how to fund it. · Other: Rick is purcha.qing video cameras fur police cars through ICOP with a DUI Task Force grant and matching dollars from the forfeiture money. He would like to get 2 cameras, the programming, and docking stations. If successful, he will withdraw his CIP request. Rick also reported that the 4th of July events meetings are June 14th and June 28th at 7:00 p.rm Cindy needs to list these dates on the council agenda, and the mayor will ask for representation from the Public Works Department. Public Utilities · Report on Trunk Main project: Larry reported that Skye Hat-ton from DEQ has not performed the final walk-through yet. · Johnson Controls - Meter Replacement Project: 4 Department Head Meeting Minutes of April 3, 2007 Larry has a punch list and will need to discuss issues with Paul Egesdahl. During the last day of installation by Fry Brothers, work was substandard, and the city has had to repair 3 leaking meters already. Larry asked if the city has any recourse. Sam will check into the issue. * Canyon Creek Ditch easement: The board meeting is this week, where the issue of exchanging easements for no dollars will be discussed. * Other Issues: Larry will submit a new purchase requisition for a sewer video camera, to replace the previous request. This will be for a bigger camera and a generator through different vendors. Public Works * Pool contract: This was discussed earlier. * Zee Creative: This was already discussed in conjunction with the website. · Other Issues: Steve reported that he is getting close to re-working the garbage routes to make them more efficient, and is critical to the 90-gallon roll-out utilization. The Streets Department has been busy installing stop signs on 4th and 12th, and along the Safe to School mute along 6th St. City Attorney · Routing document form: Sam asked if the final revisions on the routing document form were acceptable. Discussion followed regarding how to use the form and resulted as follows: One (1) copy of the document, with the muting slip attached, will be generated by the originating department. The originator will instruct who the document is to be routed to. Once muted through the appropriate departments, the document will end up with the originator, who then takes it to the mayor. If the mayor approves, the document will be submitted to the Council Secretary to be placed on the agenda, if necessary. · Truck mute issue: Sam will use the new routing slip to distribute the proposed revised ordinance changes in the next few days. He will e-mail it to Cindy and the clerk's office will distribute it as appropriate. Mayor Olson · Safety program: This is scheduled with MMIA and will begin implementation the latter part of June. · Report on Planning Department: The city has received 2 applications with 1 or 2 more poss~oly on the way. * Discussion regarding form of government: This was akeady discussed. Dqmrtmea~t Head Meeting Minutes of April 3, 2007 · Draft Ordinance - height restrictions: This was already discussed. · Cemetery contract: Sam had called the county attorney's office regarding the county's purchase of the land and the city's offer to finance the purchase, but they didn't seem to know anything about the issue. The mayor stated that the city will also have to work out an agreement to maintain the Veterans' Cemetery once the county gets it established. A question was raised about the timeline for this project, and it was stated that the county wants to have a ground breaking ceremony by Memorial Day of 2008. The mayor also explained the proposed make-up of the board, which would include representatives from the county, city, VFW, American Legion, and others. · Other Issues: Mayor Olson asked department heads to send e-mails to his city address, rather than his home address. The meeting adjoumed at 5:00 p.m. Respectfully submitted, Mary IC Embleton Clerk-Treasurer 6