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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.26.2007 MINUTES DEPARTMENT HEAD MEETING JUNE 26, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Larry McCann Rick Musson Mary Embleton Jan Faught Scott Wilm Gay Easton Steve Klotz Sam Painter Council Workshoo Aeenda - June 26~ 2007 Ambulance Reserve Aovointment: · Jennifer Troppe Jan stated that Jennifer will be unable to attend the council workshop tonight. Brett Rutherford, Election Judge Coordinator. · Mail ballots for November 6th elections Steve will provide a laptop and projector for the presentation. Darlene Tussing: Presentation on the trail systemg There was no discussion. Discussion regarding, OrdinaneeNo. O07-05: Ordinance for l~urel Cable Communleations (Second reading postponed to July 3, 2007). Sam stated that Cable Montana's attorney will contact him today. Discussion regarding System Development Fees - Elena Subdivision There was a lengthy discussion regarding system development fees. Larry stated that the developer had to submit the agreement with the final plat for approval by the city council. Neither Dave Bequette nor Marvin Brown submitted the agreement with the final plat of their subdivisions. Both developers now want reimbursement based on the number of people in the subdivision. Larry stated that the ordinance should be rescinded. Sam stated that the ordinance should be repealed and the developers should work out the issues. Mayor Olson will inform the council that staff will research the issue and present a recommendation soon. Public Works Depm't,,,ent: · Resolution - Great West Engineering, Task Order No. 1 Task Order No. 1 was included in the original contract. Task Order No. 2 includes work associated with obtaining funding for the replacement und/or construction of new sidewalks on West Main Street between Avenue and Eighth Avenue and the formation of an SlD. Task Order No. 3 is for the South Laurel Stormwater Improvements Project. Police Dep_~artment: · Resolution - Interlocal Agreement for Montana Law Enforcement Testing Consortium Rick explained his recommendation that the City of Laurel participate in the testing consortium, which will create a pool of qualified applicants fi.om which the city can hire. The consortium will charge applicants to test at one of three locations. Executive review: · Resolution - Fire District allocation to the Capital Projects Fund Department He~d Meeting Minutes of June 26, 2007 Mayor Olson explained the need to allocate 15 percent of the fire district revenues to be put in the Capital Projects Fund to purchase fire fighting equipment. The verbiage will be included in the agreements when the contracts need to be renewed. · Council Issues: o City's written plan regarding annexation (Council Member Eaton) Copies of the annexation plan for the City of Billings will be distributed to the council. Laurel does not have an annexation plan. The City of o Status of the city's wchsite (Council Member Eaton) Peg, Steve, and Jim Huertas will meet with Zee Creative on Friday to discuss the city's website. o Policy & procedure for remodel projects (Council Member Poehis) There was a lengthy discussion regarding remodel projects, whether a policy shotfld be written, window tinting, end budget amendments and transfers. Steve stated concern regarding the additional cost of the court remodel project. Sam suggested that the routing form should be used so the necessary department heads are involved. Department heeds agreed that a policy is not needed. o Airport Authority issues (Council Member Poehls) Sam stated that a copy of the by-laws of the Airport Authority is needed in order to answer the questions Doug Poehls has asked. Mary will call Dr. Smith to request a copy of the by-laws and to get the name of their attorney. o Update on city planner position (Council Member Dickerson) Mayor Olson stated that the interview committee met today to create the ranking criteria for the applicants. The committee will meet again on July 17th to begin scheduling the interviews. Sam recently received a phone call from someone that purchased property in the City of Laurel. Prior to the purchase, a realtor had asked the planner if a beauty shop could be built on the back of the property and was told that it could. When the individual came in to get a building permit, it was refused. There was further discussion regarding variances, hardships, errors and omissions, and home occupations. Denartment Reports: Ambulance Service · New ambulance update Jan stated that the ambulance is at Auto Trim Design and Industrial will install the radio soon. Specs are being completed on the Lifepac 1200 and the cot should be delivered bythe middle of July. · AMR contract / Tri-valley intercept Mayor Olson and Jan will discuss this issue after the department head meeting. There was discussion regarding the removal of a sink and cabinets in the ambulance office due to water damage and mold issues. Jan will get estimates before a final decision is mede. City Council President There was no discussion. City Court There was no discussiorr 2 Departm~tt Head Meeting Minutes of June 26, 2007 Clerk/Treasurer · Budget process update Mary stated that the remaining budgets will be discussed at a meeting on Wednesday at 5:30 p.m. The preliminary budget will be prepared by July 11th. Fire Department · Fire truck update Scott stated that the track is in process. · Update on other equipment Scott stated that the tender is out of service because it is a safety issue. The brash track has been repaired. The department needs to look for a 2,000 or 2,500 gallon Quick Attack Tender. The ISO rating is five up to five miles fi~m the city. Scott asked Mayor Olson for a letter of support to include with a grant application. Derek Yeager contacted Mary recently regarding an income survey in the City of Laurel, which is needed for the grant application. The grant application is due this week. · Update on mailing The fire department received one letter of support. Library · Website progress This was discussed earlier in the meeting. · Parking lot progress Steve stated that Peg will contact three contractors for bids. A small services contract and resolution will be presented to the council so the project can be completed this summer. Police Deoartment · Report on shredder; report on school contact Rick contacted Karen Ahmann at the high school. The school takes the shredded paper to Big Sky Woodcrat~er's where it is used for packing plaques. Rick will purchase a shredder for the police department. There was discussion regarding insurance concerns if city departments use private ATV's during the 4a' of July festivities. MMIA will be contacted regarding this issue. There was discussion regarding providing parking lots and barricading part of West First Street for the Gold Wingers on the 4th of July. Steve questioned why public parking would be taken away fi.om the public and designated for motorcycles. The Yellowstone Bank and Avanta parking lots will be used for the motorcycles, but West First Street will not be used. Rick will inform the Chamber of Commerce that the city will provide barricades for the private lots. Mary received a call about leaving RV's parked on First Avenue prior to the 4th of July. Rick stated that camping is not allowed on city streets, end RV's and other vehicles can be parked for five days in the same location. Steve stated that an ordinance is needed to proin~oit parking on parade mutes. Public Utilities · Neptune training oppommity 3 Department Head Meeting Minutes of June 26, 2007 There was no discussion. Public Works · Garbage routes There was no discussion. · Report on progress with South Laurel business SID This was discussed earlier in the meeting. Steve asked regarding the location oft_he muting sheet for temporary use permits. Mary stated that it was in Sam's mailbox. Steve stated that the vehicle insurance cards expire on June 30th. New cards are being prepared. There was discussion regarding an application for the Alive Attcr Five block party on July 20th. A request to close Colorado Avenue from East First Street to Main Street was received. The mayor can approve requests for street closures. Rick explained some issues with the request and stated that at least one on- duty police officer is needed at an event where alcohol is served. There was discussion regarding the use of city police officers and police reserves for such events and the need to require it with approval of the application. Rick proposed charging $33 per hour for each officer for such events and charging it through the Police Protective Association. Sam stated that this should be negotiated with the applicant for the July 20th event and the fees for a police officer should be incorporated into the fee schedule for future events. The requested street closure is for 3:00 to 10:00 p.m., music will be provided from 6:00 to 9:00 p.m., and the officers should be on duty from 5:00 to 9:00 p.m. There was further discussion regarding insurance issues. City Attorney · Track route issue Sam will circulate the pmposcd truck mute soon. · Cable Montana Sam will meet with Cable Montana's attorney on Wednesday to discuss the ordinance. Mayor Olson * Safety program update MMIA has sent a list of dates to discuss the skateboarding issue. · Report on Planning Department This was discussed earlier. · Cemetery contract Sam will write a formal request for the mayor to sign. · Discussion of canopy height ordinance Steve and Sam will discuss this issue. The meeting adjourned at 4:57 p.m. Respectfully submitted, Cindy Allen Cotmcil Secretary 4