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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.12.2007PRESENT: MINUTES DEPARTMENT HEAD MEETING JUNE 12, 2007 3:00 P.M. COUNCIL CHAMBERS Mayor Ken Olson Larry McCann Rick Musson Gay Easton Sam Painter (3:40 p.m.) Mary Embleton Jan Faught Scott Wilm Steve Klotz Peggy Arnold Council Workshop Agenda - June 12~ 2007 Aopointment of Ambulance Reserves: The appointments of Jason Morgan and Marie Besel as Ambulance Reserves will be on the agenda. Laurel Roadrunners 4-H Club: · Fire lane signs at the Laurel L~rary The 4-H Club will speak about the need for new signs in the fire lanes. The dub will need a permit to work in the right-of-way. Public Utilities Department: · Carl Anderson, Mordson-Maierle, Inc. - Water Facility Plan presentation Carl will finish the Water Facility Plan presentation tonight. Police D~artment: · Resolution - Interlocal Agreement with the City/County Health Department Sam reviewed the interlocal agreement and a resolution has been prepared for tonight's workshop. Planning Board issues: · Residemial Variance: 1103 East Main Street. There was discussion regarding the variance request and the Planning Board meeting last week. Steve does not think the criteria listed on the resolution were accurate. · Amending the Laurel Schedule of Fees and Charges for County Subdivision Plat submittals The Planning Board recommended amending the charges so they are the same as the county's fees. Public Works Department: · Resolution - Landfill Use Agreement with the City of Billings The annual agreement and resolution will be on the council workshop agenda. The fee is still $11.50 per ton. Clerk/Treasurer: · Resolution - MMIA Employee Benefit Program Representation The annual contract and resolution will be on the council workshop agenda. Executive review: Departmeat Head Meeting Minutes of June 12, 2007 · Ordinance - Building height requirements for canopies Mayor Olson stated that the issue needs more review. · Ordinance- Form of government The drat~ ordinance will be presented to the council tonight. Appointments: o Laurel Airport Authority: · Bob Wiens, 5-year term expiring June 30, 2012 o Board of Appeals: · Ed Thumer, 2-year term expiring June 30, 2009 · One vacancy, 2-year term expiring June 30, 2009 o L~rary Board: · Clair Killebrew, 5-year term expiring June 30, 2012 o Tree Board: · Pat Hart, Chairman. 3-year term expiring June 30, 2010 · Gay Easton, 3-year term expiring June 30, 2010City-County Planning Board: o City-County Planning Board: · Miles Walton & Hazel Klein, 2-year trams expiring June 30, 2009 o Cemetery Commission: · Norm Stamper, Chairman, 2-year t~m~ expiring June 30, 2009 · Chuck Dickerson, Co-Chairman. 1-year term expiring June 30, 2008 · Lee Barndt, 2-year term expiring June 30, 2009 · Chuck Rodgers, 1-year term expiring June 30, 2008 · Luanne Engh, 1-year t~mt expiring June 30, 2008 o Park Board: · Bill Haldeman, 2-year ten. expiring December 31, 2008 · Kirk Linse, 4-year texm expiring December 31, 2010 · One more appointment is needed · Discuss ordinance for bond for teml~orary use pvt Mary explained that it costs $100 to purchase a $1,500 or $3,000 bond. The current ordinance requires a cash payment of $1,500 for a temporary use permit for Group 2 or 3 temporary use structure p~mdts. The permits should be renewed on a yearly basis. There was discussion regarding amending the ordinance for bonding and reviewing the entire ordinance. · Council Issues: o Update on Wal-Mart project and installation of stop light (Council Member Poehls) Steve stated that Wal-Mart is waiting for final approval from the State regarding proposed changes to the light density at the intersection. All of Wal-Mart's off-site developments need to be completed before the Building Department will finalize the occupancy permit. Installation of the stop light is one of the off-site developments that must be done, but the city does not have control over it. There was discussion regarding Railroad Street and Bernhardt Road. Steve will explain this issue at the council workshop tonight. Mary asked regarding the fire district contracts with the Airport Authority and the Yellowstone Boys and Girls Ranch. The contracts will expire on June 30th, and June 19th is the last council meeting before the end of the fiscal year. The fire district contracts will he on the June 26t~ council workshop agenda. 2 Departmmt Head Meeting Minutes of Jtme 12, 2007 City Court: · Remodeling update There was discussion regarding the court remodel Steve and Jean have discussed the plans. Steve requested that the contractor contact him about some other projects, including replacement of the window by Cindy's desk. Public Utilities Department: · Resolution- Reconciliation Change Order No. 3 - Main Street Waterline Project Larry had not received a copy of the reconciliation change order; Mary will give him a copy before tonight's meeting. The reconciliation change order is for a reduction of about $18,000. The resolution will be on the council workshop agenda. Steve stated that Great West Engineering prepared a task order for the SID for the south side businesses. There was discussion regarding the timeframe for an SID, which takes about two to three months. Steve stated that the proposal would cost about $2 million, end a presentation will be made to the business owners when the information is prepared. Since Sam arrived at this time, there was further discussion regarding the varience at 1103 East Main. Sam has reviewed the City-County Planning Board minutes and spoken with Gerry Shay and Steve Klotz regarding the issue. Sam's recommendation is that the council not approve the varience because it does not comply with the zoning regulations. · Resolution - Extend Planning Services with Billings Planning Department Mayor Olson stated that the agreement for planning services needs to be extended until the city hires a new planner. A resolution will be on the council workshop agenda~ There was further discussion regarding the small services contract for the court remodel Mary stated that the funds would have to be appropriated in next year's Building Fund budget if the work is not completed by the end of this fiscal year. Statute requires that the budget be adopted by the second Monday in August or within forty-five days of receiving the taxable valuation, which is received by the first Monday in August. Deoartment Reports: Ambulance Service · New ambulance update Jan stated that the new ambulence is at Auto Trim Design this week, end Industrial will install the radio SOOIL ,, AMR contract / Tri-valley intercept A letter will be written. Jan will be on vacation t~om noon on Wednesday to noon on Sunday. Jen mentioned that the ambulance room has been cleaned out. City Council President Gay stated that the pothole south of the underpass is a safety hazard. Mayor Olson has talked to MDT about the issue. There was discussion regarding the problem and how to address it. A letter of concern will be written. 3 Departmeat Head Meeting Minutes of June 12, 2007 City Court There was no discussion. Clerk/Treasurer · Budget process update The fire department, court, and l?orary presentations are scheduled for Wednesday. * Bonding requirements This was discussed earlier in the meeting. Mary distributed sheets for employees to sign to update Section 125 pre-tax dollars for the increased health insurance premiums. She requested that the department heads get the signatures and return the forms as soon as poss~le. Mary received a call from Lori Riemann regarding a fundraiser for the National BB Gun Club on Saturday, June 16th, at the Caboose Saloon. Fire Denartment · Fire truck update There was no discussion. · Update on other equipment Scott stated that the tender truck is out of service. The springs on the brush truck have been replaced. The fire department would like to get a smaller vehicle, poss~ly an Osh Kosh, from the Billings Fire Department. Mary requested a valuation of the track when it is received. Scott mentioned that the USDA has grants available for a new fire station and/or a new fire track. Derek Yeager has been working on this, and Scott will meet with Mayor Olson about it on Wednesday at 4:45 p.m. Library · Website progress Steve talked to Zee Creative regarding the city's website. Creation of new pages would be limited, but the city can update information on the wcbsite. Aider discussion, it was decided that Jim Huertas and Steve will schedule a meeting with Zee Creative and Peg will do the updates on the webpage. · Parking lot progress Steve and Peg will define the project, request bids, and present a contract to the council. Mayor Olson would like the project to go forward soon. Peggy attended the Lforary Summer Institute last week in Bozeman. Police D~ment · Report on shredder Rick will contact the school regarding taking the recycled material. 4 Departmeat Head Meeting Minutes of June 12, 2007 * Update on video camera Rick stated that the sergeant is working on funding for the camera. Rick mentioned that the stop signs have been installed on Sixth Street. The police department received a complaint fi'om a south side resident regarding a school bus on the south side. Officer Bryant dealt with the issue today. Public Utilities · Report on Skye Hatton's (DEQ) walkthrough of Trunk Main Project · Johnson Controls update Larry stated that Neptune has a training session in Helena on July 25th. · Report on date for discussion of Canyon Creek Ditch easement Public Works · 4th of July meeting The meeting is scheduled for June 14th at 7:00 p.m. * Garbage mutes Steve is working on the garbage routes. School District No. 7 - The city attorney is working on Middle School construction issues. Gary Pfaffwants his sidewalk to be redone and the city to pay for it. The second section slopes to the curb. The first section next to the building was level, but now it is sloping toward the building. There are problems with the ground shifting. There was discussion regarding the Town Square. The Laurel Revitalization League owns and operates it and the lights are on all the time. The city is getting calls, so Steve checked it out. City Attorney · Truck route issue There was nothing new to report. · Cable Montana There was no discussion. Mayor Olson · Safety program update Larry has not heard from Tom, who will not be able to come until a~er June 15~. · Report on Planning Departrnant Mayor Olson stated that six applications have been sent out and four have been returned. The planning services with Billings will be extended. The interview committee will meet on June 25t~ or 26th to set up a schedule. The position will remain open until filled. 5 Departmeat Head Meeting Minutes of June 12, 2007 · Cemet~y contract Mayor Olson explained the proposal for the city to sell the land to the county for $15,000 down with a four-year payback. Sam talked to the deputy county attorney, who still has not had direction from the County Commissioners. A conference call is scheduled on Thursday. The meeting adjourned at 5:00 p.m. Respectfully submitted, Cindy Allen Council Secretary 6