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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.03.2007 MINUTES DEPARTMENT HEAD MEETING JULY 3, 2007 3:07 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Rick Musson Gay Easton Kurt Markegard Mary Embleton Jan Faught Scott Wilm Council A~enda - Jul~ 3~ 2007 Public Hearing. · Ordinance No. O07-07: An ordinance approving the reendification of ordinances adopted by the City Council that have been con-fpiled as the "Laurel Municipal Code" in accordance with MCA § 7-5-107. (First reading- 06/05/2007) Scheduled Matters: · Confirmation of Appointments. o Ambulance Reserve Attendant: Jennifer Tmppe Jan will submit a letter ofrecommandation to Mayor Olson. Jennifer will be unable to attend tonight's council meeting. · Ordinance No. 007-05: Ordinance for Laurel Cable Communications. Second reading. (Postponed June 5, 2007.) Sam will attend the Budget/Finance Committee meeting. There will be further discussion. · Resolution No. R07-50: A resolution approving the attached Task Order No. 2 authorizing Great West Engineering, Inc., to develop the West Main Sidewalk Improvement Special Improvement District "SID" for the City of LaureL · Resolution No. R07-51: A resolution approving the attached Task Order No. 3 authorizing Great West Engin~n'ing to perform the tasks and duties related to the development of the South Laurel Stormwater Improvements project for the City of Laurel. · Resolution No. R07-52: Resolution approving an Interlocal Agreement providing for the City of Laurel Police Department's participation in the Montana Law Enforcement Testing Consortium · Resolution No. R07-53: A resolution of the City Council directing a portion of the annual Fire District revenues be utilized for purchase and replacement of fire equipment through the City's Capital Improvements Plan. · Resolution No. R07-54: A resolution of the City Council notifying the Yellowstone County Election Administrator of the City's desire to conduct the 2007 City General Election by mail ballot in accordance with MCA § 13-19-202. Draft Council WorkshoJ) A~,enda - July 10, 2007 · Annexation request Brit Romain - 2005 E. Main St. - Old Rapid Mart. · Zone Change Request for 2845 Laurel Somh Road from Agricultural Open to Suburban Residential (or Residential Suburban- LMC Code book references both) Deparlment Head Meeting MimRcs of July 3, 200/ Executive review: · Discussion regarding System Development Fees - Elena Subdivision Mayor Olson stated that a letter will be written to Dave Bequette. · Form of Government Mayor Oison stated that discussion regarding the form of government will be ongoing. · Airport Authority issues (Council Member PoeMs) · Annexation Plan (Council Member Eaton) Mayor Olson stated that this could be removed from the workshop agenda. Review ofdratt council agenda for July 17, 2007 · Public Hearings: o City of Laurel Water Facility Plan o Ordinance No. O07-08: Ordinance mending the form of Municipal Government in the City of Laurel. Department Reports: Ambulance Service · New ambulance update Jan stated that the new ambulance would be parked at the FAP on the 4th of July. The new ambulance will be available for the council to tour between the Budget/Finance Committee and council meetings tonight. · Remodel bay Jan stated that Stahl Cabinets will give an estimate for the cabinets on Thursday. discussion regarding the remodel project. Jan received an e-marl from AMR. Sam and Jan need to decide who will send a letter to AMR. City Council President Gay expressed concern regarding the emergency water break last night and the confusion with the call out process. Kurt Markegerd, who arrived at the meeting at this time, explained the details of the water break. There was a water leak in a 10-inch line on the 1100 block of First Avenue on Monday. A tie-in line on 5th and 7* was also leaking on Monday. Kurt explained the situation with the call out list. Four people were on the call list, and four more names were added to the list on Monday. Only one employee responded to the call last night. Kurt lel~ a voice mail on Mayor Olson's cell phone during the night. Kurt stated that Nathan Herman mentioned that Cenex was slamming water on Monday. Mayor Olson asked Kurt to have Nathan document this. MDU was contacted regarding an exposed steel gas line. In preparation for tomorrow's 4th of July events, Kurt stated that the barricades are up, the garbage cans have been set, the electrical work is done at the park, and he has a contact number for Ace Electric. 2 Degartmmt Head Meeting Minutes of July 3, 2007 There was discussion regarding fireworks set off in Ray Cotter's port-a-pot at Kiwanis Park and vandalism of the underground sprinkler system in Murray Park. Scott asked if the fire department could be notified of severe water breaks. Rick stated that Public Works should ask dispatch to notify the fire department of severe water breaks. Mayor Olson stated that a protocol should be developed. City Cou~ There was no discussion. Cleric/Treasurer · Budget process update Mary stated that the revenues have bean entered and she will continue to work on the budget. Mary contacted MMIA regarding the use of ATV's during the 4th of July. MMIA recommended entering into a lease agreement with the private parties for the use of the ATV's. There was further discussion. Sam and Mary will prepare an agreement, the city will pay $1.00 to each ATV owner, and the V1N numbers will be recorded. Jan will take the agreements to dispatch after the council meeting tonight. Fire Denartmant · Fire truck update Scott stated that the chassis has bean ordered and it will be a Freightliner instead of an International. The fire track should be available bythe end of the winter or early spring. The Laurel Airport Authority and Yellowstone Boys and Girls Ranch contracts have not yet been returned to the city. Library · Website progress Mayor Olson read an e-mall that Peg sent to him earlier today. Jim Huertas, Steve, and Peg met with Brent at Zee Creative on Friday. Jim will be getting a flow chart to Peg and Steve to help them see how it is set up. Brent sent Peg a URL and login information, but it still does not let her access everything to be able to update the site. · Parking lot progress Steve contacted someone at the City of Billings to see if they have a proposal/spec sheet form for parking lots that they use to get bids. One issue is how to eventually tie into the storm drain system on the 8~ Avenue project. Peg's e-mail mentioned a situation with the flag pole and a tree at the library. The cable broke for the flag again. It is difficult to get the cable restrung end may be a safety issue. One of the Russian Olive trees has grown so big that the flag gets hung up and tom by it, especially if the flag needs to be displayed at half staff. She stated that the flag pole could be moved or removed. A smaller flag pole that would allow the library employees to raise and lower the flag every day the library is open could be installed in another location. Police D _emrtment · SRO contract Rick will contact Josh Middleton regarding the SRO contracts. Departm~mt Head Meeting Minutes of July 3, 2007 · Alive Atter Five block party update There was discussion regarding the street closure requests and the timefl'ame to submit the requests. Requests should be submitted at least ten days prior to the event in order to provide time for review by department heads via the muting system. The request fi'om Caboose Saloon will not be granted. Mary explained the insurance issues with special events, as she discussed with MMIA today. Due to the difference in insurance coverage for cities versus special event coverage, the city could end up with some liability exposure. The city should analyze the risk factors and exposure of each event to determine if it should be approved. Other cities have events similar to Alive Aiter Five. There was fuzther discussion regarding the routing syster~ The routing system worked well for the Alive After Five street closure request for July 20t~. Rick stated appreciation that Mayor Olson took the department head's recommendation. Public Utilities · Neptune training opportunity There was no discussion. Public Works · Report on progress with South Laurel business SID end Main Street, 3rd to 8a' Task Orders No. 2 and 3 are on the council agenda tonight. City Attoroe¥ · Truck route issue There was no discussion. · Cable Montana There was no discussion. Mayor Olson · Safety program update Mary has the dates that MMIA can come. · Report on Planning Department The interview committee will meet again on July 17t~. · Cemetery contract Sam is in contact with the county. · Discussion of canopy height ordinance This item needs to go through the muting system for cotmt~ents by department heeds. · Airport Authority Mary is trying to locate a copy of the Airpott Authority's By-Laws. Dr. Smith brought in a copy of the Rules and Regulations and the audit today. 4 Dcpartmeat Head Meeting Minutes of July 3, 2007 Rick mentioned that the Gold Wingers will have a parade immediately following the Grand Parade tomorrow. It will be a reverse route, led by Chief Musson and Officer Wells on the Harley-Davidson motorcycles. Kurt stated that the public works and public utilities crews worked together to get the job done today. He expressed appreciation for their efforts and hard work. Mayor Oison will inform the council of the situation tonight and mention that the crew did a great job. Mayor Olson explained the Community Assessment, which is scheduled for July 11th and 12th. Six representatives from Big Sky EDA will be in Laurel to talk to residents about the major problems and challenges in the community, the major strengths and assets in the community, and what projects should be accomplished in the future. The sessions will be held in the council chambers at city hall. Mayor Olson asked the department heads to attend or send representatives to the applicable sessions. The meeting adjourned at 4:20 p.m. Respectfully submitted, Cindy Allen Council Secretary