HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.19.2007 MINUTES
DEPARTMENT i=ll~.AD MEETING
JUNE 19, 2007 3:00 P.M.
COUNCIL CHAMBERS
PRESENT:
Mayor Ken Olson
Larry McCaun
Rick Musson
Gay Easton
Mary Embleton
Jan Fanght
Scott Wilm
Steve Klotz
Peggy Arnold
Jean Kerr
Sam Painter (3:15 p.m)
Council Anenda - June 19~ 2007
* Confirmation of Appointments.
o Laurel Airport Authority:.
· Bob Wiens to a 5-year term expiring June 30, 2012
o Board of Appeals:
· Ed Thumer to a 2-year term exp'wing June 30, 2009
o Library Board:
· Clair Killebrew to a 5-year term expiring June 30, 2012
o Tree Board:
· Pat Hart and Gay Easton to 3-year terms expiring June 30, 2010
o City-County Planning Board:
· Miles Walton and Hazel Klein to 2-year t~..s expiring June 30, 2009
o Cemetery Commission:
· Norm Stamper, Chaimmn, to a 2-year term expiring June 30, 2009
· Chuck Dickerson, Co-Chairmm% to a 1-year term expiring June 30, 2008
· Lee Barndt to a 2-year term expiring June 30, 2009
· Chuck Rodgers to a 1-year term expiring June 30, 2008
· Luanne Engh to a 1-year term expiring June 30, 2008
o Park Board:
· Kirk Linse to a 4-year term ending December 31, 2010
· Bill Haldaman to a 2-year tcmt ending December 31, 2008
o Ambulance Reserve Attendants:
· Jason Morgan and Marie Besel
· Ordinance No. 007-08: Ordinance amending the form of Municipal Government in the City of
Laurel, County of Yellowstone, Montana. First reading.
Information regarding the form of government was distn~outed to the department heads prior to this
meeting.
· Presentation: Floating Island International, Bruce K~mia, CEO and Dr. Mark Osterlund, PhD,
Biologist
Emelie Eaton invited the organization to make a presentation to the council.
· Resolution No. R07-41: A resolution approving Change Order No. 3 with Gray Construction,
Inc., the reconciliation change order for the main Street Waterline Replacement Project and
authorizing the Mayor to execute the attached Change Order No. 3 on the City's behalf.
· Resolution No. R07-42: Resolution authorizing the Mayor to appoint a local insurance
representative or the City of Laurel and to execute the documents required by the Montana
Municipal Insurance Authority "MMIA" to effectuate the appointment.
· Resolution No. R07-43: A resolution approving an agreement between the City of Laurel and
the City of Billings, said agreement relating to solid waste disposal.
Department Head Meeting Minutes of June 19, 2007
· Resolution No. R07-44: A resolution extending the previously approved Planning Services
Agreement with the City/County (Billings/Yellowstone) Planning Department to continue
providing temporary planning services for the City of Laural.
· Resolution No. R07-45: Resolution approving an Interlocal Agreement by and between the City
of Laurel Police Department, Yellowstone County, Montana, Yellowstone City-County Health
Department, the Yellowstone County Sheriff's Office, and the City of Billings Police
Depa.q, ment for the provision of security for the Strategic National Supply (SNS) Assets upon
their arrival in Yellowstone County, Montana.
· Resolution No. R07-46: Resolution of the City Council granting a variance /~om the City's
Zoning Regulations to allow the owner to replace a damaged two-unit duplex with a four-unit
structure at 1103 East Main Street, exceeding the four-unit limit for properties zoned
Community Commercial under the Laurel Municipal Code.
Sam wrote a legal opinion to address the seven issues that must be met to grant a variance request.
· Resolution No. R07-47: A resolution approving a small services contract for the partial remodel
work on the City Court.
The resolution includes the carpentry work for $2,900 and allows for air conditioning work up to
$6,000. There was discussion regarding the heat load in the building, the need to tint the windows in
the motor vehicle area, the required electrical update, small service contracts needed for the carpentry,
electrical, and air conditioning parts of the remodel project, Johnson Contwls review of the project, and
the funding for the project.
· Resolution No. R07-48: A resolution approving an agreement between the City of Laurel and
Yellowstone Boys and Girls Ranch, said agreement relating to fire pwtection.
· Resolution No. R07-49: A resolution approving an agreement between the City of Laurel and
the Laurel Airport Authority, relating to fire protection.
The Yellowstone Boys and Girls Ranch and the Laurel Airport Authority should return the signed fire
district contracts prior to June 304.
· Letter to the Montana Department of Transportation
Mayor Olson stated that MDT has repaired the pothole in South First Avenue. A letter documenting the
safety concerns will still be sent to MDT, but the letter is not ready for tonight's council meeting.
Draft Council Workshop Agenda - June 26~ 2007
Brett Rutherford, Election Judge Coordinator: Mail ballots for November 6t~ elections
There will be a presentation about the use of mail ballots for the upcoming election.
Darlene Tussing: Presentation on the trail systems
There will be a presentation on the trail systems.
Discussion regarding Ordinance No. 007-05: Ordinance for I.aurel Cable Communications (Second
reading postponed to July 3, 2007)
Sam has not communicated with Mr. Gilbertson recently.
Public Works Department:
· Resolution - Great West Engineering, Task Order No. 1
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De'partmeat Head Meoting Minutes of June 19, 2007
Steve stated that 85 percent of the project is Public Utilities Department and 15 percent is the Public
Works Department. The task order is for development of the SID and cost estimates for storm water
and resurfacing of Southeast Fourth Street and Washington Avenue.
Executive Review:
Resolution committing 15 percent of the Fire District proceeds to go to the Capital Projects Fund
for fire equipment
Mayor Olson stated that the 15 percent was allocated in last year's funding and the resolution needs to
be finalized. The 15 percent allocation should be writtan into the fire district contracts.
· Council Issues:
o Process to fill the administrative assistant or city planner positions {Council Member
Eaton)
Mayor Olson' explained the process for the selection committee, which includes Mary, Cheryl[ Steve,
Candi Beaudry, David Oberly, and the mayor. The committee will meet on Tuesday, June 26th, at 2:00
p.m. Steve will be on vacation for the first two weeks in July and will return on July 16th. Interviews
will be scheduled for July 15th - 20th or July 23'd - 27th. Four applications have been received for the
city planner position.
There was discussion regarding the change in the form of government and the suggestion to hire a
t~a~orary administrative assistant. Steve stated that the city manager form of government would be his
preference and work well for the city's future. Rick agreed with Steve. Mary stated concerns regarding
how the change would affect the clerk/treasurer's role and connection with the city council. In larger
cities that have a manager form of government, the clerk and finance departments are split. There was
further discussion regarding the charter, the effect on the city's committees and boards, the role of a
manager, the timeline to present to the election department for ballot placement, and the transition
process. Jan requested that the department heads have an opportunity to discuss the issue with Dr.
Weaver. Mayor Olson will schedule a time with Dr. Weaver.
o City's written plan regarding annexation (Council Member Eaton)
Sam stated that annexations are done on a parcel by parcel basis, and the city does not have a plan for
annexation. Steve stated that the city is not in control ofaunexations. There was discussion regarding a
utilities expansion plan and the need to have a city planner to address the issue.
o Status of the city's website (Council Member Eaton)
The city's website is located at laureLmt.gov. There was discussion regarding the website, the extent of
the changes that the city can currently make on the website, the terms of the contract with Zee Creative,
and the need to schedule a meeting with Zee Creative. Rick will have Jim Huertas communicate with
Steve and/or Peg tomorrow. Peg, Steve, and Jim Huertas will meet with Zee Creative to determine how
to go forward with development of the website. Mary mentioned that the council minutes were posted
to the old website and should be updated to the new website.
o Status of expansion for the administrative building (Council Member Eaton)
Mayor Olson explained that the consensus of the council and department heads has been to tear down
the old building and build a new one. Some departments would be displaced during a construction time.
Peg suggested that the city is thinking too small and the area should be used for a parking lot. Further
review will be done.
o Culverts (Council Member Dickerson)
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Department Head Meeting Minutes of Sun¢ 19, 2007
Chuck Dickerson has suggested that the city paint the culverts yellow. Sam recommended that the city
should not compile a record of liability issues and that discussion o f the city's liability issues should be
avoided in an open public meeting.
Rick requested that the Interlocal Agreement for Montana Law Enforcement Testing Consortium be
added to the June 26th council workshop agenda~
Jan requested that the appointment of reserve attendant Jennifer Troppe be added to the June 26th
council workshop agenda.
Deoartment Reports:
Ambulance Service
· New ambulance update
Jan stated that the new ambulance will be at Auto Trim Design through Wednesday or Thursday.
Installation of the radio might be delayed.
· AMR contract / Tri-valley intercept
Mayor Oison and Jan will meet regarding this issue.
City Council President
There was no discussion.
City Court
Jean received a DVD of the Discovery Times Channel program regarding Miranda Fenner.
contacted Mrs. Fenner regarding scheduling viewing times in the court mom.
She
Clerk/Treasurer
· Budget process update
Mary stated that the next budget meeting is on Wednesday at 5:30 p.m. Public Works and Public
Utilities Depash~tent budgets will be reviewed. The final preliminary budget discussion will be on
Wednesday, June 27th. The preliminary budget will be completed by July 11th.
Jan asked regarding items that have been ordered but will not be received before June 30~. Mary stated
that the cut offdate of June 22~d should allow a week for items to arrive. There was further discussion
regarding including items in a package (i.e., police car).
Mary explained that the Mayor wants the CIP included in the budget process, and she asked if the
department heads would be willing to meet to rate the new CIP submissions. Department heads should
email the dates they will not be available to meet. There was further discussion regarding the CIP.
· Bonding requirements and ordinance update
Mary prepared a muting slip for this item.
Fire Denartment
· Fire truck update
There was no discussion.
· Update on other equipment
There was no discussiorr
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Department Head Meeting Minutes of June 19, 2007
· Update on mailing
There was no discussion.
Library
· Website progress
This was discussed earlier in the meeting.
· Parking lot progress
Steve has the information w,i~en out.
There was discussion regarding the signs that 4-H Club will install at the library. Steve needs to see the
plans, and Peg will contact the club leader about this.
Peg mentioned that a summer intern will work ninety-eight hours at the library.
Police Department
· Report on shredder; report on school contact - Shilloy Lowe
Rick will contact Josh Middleton~
· Update on video camera
Rick mentioned that Mike Zuhoski is the chairman of the DUI Task Force. He was recently informed
that the police department would receive more money for the video cameras, so the city will probably
end up paying only $100 for the cameras.
The DEA/I-IIDTA report was distributed at the preliminary budget meeting on June 6th. Mary will
distribute the information to the department heads.
Public Utilities
· Report on Skye Hatton's (DEQ) walkthrough of Trunk Main Project
There was no discussion.
· Johnson Contmis update
There was no discussion.
· Report on date for discussion of Canyon Creek Ditch easement
There was no discussion.
· Neptune training opportunity
Larry stated that rooms have been reserved for the guys to attend the Neptune training.
Larry sent an e-mail to Johnson Controls regarding his concerns about the project but has not received a
reply.
Public Works
· 4~ of July meeting
The Wkn_g Dingers will not officially participate in thc parade. The parking lot at the Middle School
will not be completed and available for parking on the 4th of July.
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Depamneat Head Meeting Minutes of June 19, 2007
· Garbage mutes
Steve is reviewing the routes.
· Report on progress with South Laurel businesses
Steve stated that, when the task order is completed, the engineer would meet with the business owners
to explain the project and the cost estimate. Mayor Oison asked to be notified of the meeting.
City Attorney
· Truck route issue
Sam is working on the truck mute issue. Additional language will be included in the ordinance to
address the impact on the roads and the permitting process for big projects.
· Cable Montana
There was no discussion.
Mayor Olson
· Safety program update
Larry has not heard from MMIA.
· Report on Planning Department
This was discussed earlier in the meeting.
· Cemetery contract
Dan Sehwarz is the comact person in the county attorney's office.
· Discussion of canopy height ordinance
Sam and Steve will discuss the issue.
· Risk analysis - skateboarding
Mayor Olson explained the recent skateboarding issue in Billings. Billings has an ordinance prohibiting
skateboarding on public right-of-way. Mary contacted MlvIIA regarding the risk analysis to the City of
Laurel. Rick mentioned that the city prohibits bicycles in the downtown area and skateboardix~g could
be added to the ordinance. Mayor Olson stated that more information will be needed.
Mayor Olson received information regarding the Eighth Avenue project.
The meeting adjourned at 5:05 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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