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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.17.2007PRESENT: Gay Easton Sam Painter Steve Klotz MINUTES DEPARTMENT HEAD MEETING JULY 17, 2007 3:10 P.M. COUNCIL CHAMBERS Mary Embleton Jan Faught Scott Wilm Gay Easton led the meeting. Council Aeenda - July 17~ 2007 Public Hearings. · Water Facility Plan for the City of Laurel Carl Anderson, Morrison-Maierle, will present the Water Facility Plan at the public hearing. Mary stated that, after the public hearing is completed, the council will need to adopt the Water Facility Plan. A resolution will be on the July 31 st council workshop agenda. · Ordinance No. O07-08: Ordinance amending the Form of Municipal Government in the City of Laurel, County of Yellowstone, Montana. (First reading- 06/19/2007) Dr. Ken Weaver wes available last Friday and Saturday to meet with department heads and council members to answer questions regarding the form of government. Jan and Mary attended the meeting on Friday and both stated that it was informative. There was discussion. Dr. Weaver will attend the public hearing at tonight's council meeting. Mary stated that Dr. Weaver sent a revised draft of the proposed charter, which will be distributed to the council tonight. Scheduled Matters: · Ordinance No. 007-07: An ordinance approving the recodification of ordinances adopted by the City Council that have been compiled as the "Laurel Municipal Code" in accordance with MCA § 7-5-107. Second reading. There was no discussion. · Resolution No. R07-55: A resolution authorizing the Mayor to sign a contract with the Montana Department of Commerce Treasure State Endowment Program for the City's Wastewater Improvement Project. The contract is for the $750,000 grant, which was presented by Governor Schweitzer last week. Draft Council Workshop Agenda - July 31~ 2007 Clerk/Treasurer: · Resolution - Insurance Fund transfers · Resolution- Budget amendments · Resolution- Budget transfers Mary stated that all three resolutions are yenr-end items. About $180,000 will be transferred from the Insurance Fund. The Johnson Controls project and any items that went over budget will be completed by budget amendment. The budget transfers will address line items. Departmeat Head Meeting Minutes of July 17, 2007 Jan has a purchase requisition for merehandise that was ordered in May and was received today. Mary stated that it would need to be in July business. Executive Review: · Resolution- Curfinan settlement There was no discussion. · Appointment: o CTEP Administrator There was no discussion~ There was discussion regarding the status of the track route. Steve has reviewed Sam's dratt ordinance. The G.V.W. requirement will be reviewed further. The truck route will be put on the July 31st council workshop agenda. There was discussion regarding the cable franchise ordinance. Sam stated that the research is done and some further discussion is needed. The definition of gross revenue is the main issue o£ discussion between the city and the cable company. Interact and telephone service are excluded under Federal law. The second reading of the ordinance is on the August 7th council agenda. DePartment Reports: Ambulance Service · New ambulance update Jan said the new ambulance was in Billings yesterday for repairs and to get the radio programmed correctly. The crew will start preparing the ambulance for use tonight. Jan received an estimate of $4,700 from Stahl Cabinets for the cabinetry in the ambulance bay. Estimated plumbing costs have not been received. Big Sky Reporter estimated a cost of $2,800 to redo the office space. Jan mentioned that the Jaycees will present checks to the fire, ambulance, and police departments today between 4:00 and 5:00 p.m. City Council President There was no discussion. City Court There was no discussion. Clerk/Treasurer · Budget process update Mary stated the June books have been closed and the preliminary budget should be finished soon. Some decisions still need to be made. Mary asked about the status of the AMR contract, which has not been budgeted for 2007-2008. Jan had previously given Sam a draft letter to AMIL but Sam thought Jan had already sent the letter. Sam will send a letter to AMR to tenninate the contract in thirty days. Jan received the May and June bills from AMR, which Mary will have to book in June. 2 Dq~artm~t Head Meeting Minutes of July 17, 2007 Mary stated that a new budget calendar will be distnqouted soon. Fire Department · Fire truck update Scott called about the fire track today but did not receive a response. Mary asked regarding the fire district payments. LUFSA and District No. 7 have not yet paid the second half of the payments, which totals about $130,000. Scott stated that the two districts pay late every year. Mary will send a reminder letter to LUFSA and District No. 7 if the payments are not received soor~ Scott mentioned that the fire department has responded to 1,000 hours so far in July. Library · Website progress There was no discussion. · Parking lot progress There was no discussion. Police Department · SRO contract There wes no discussion. Public Utilities · $750,000 TSEP Grant Gay stated that there was a good turnout for Governor Schweitzar's presentation of the grant last week. Public Works · Report on progress with South Laurel Business SID and Main Street, 34 to 8th Steve will meet with the engineers and then schedule a presentation for the business owners. Steve stated that some foam board was removed from the irrigation ditch on the east side of Alder Avenue today. There was further discussion regarding the ditch, and Gay stated that the ditch issue should have been resolved with the school district. City Attorney · Track mute issue This issue was discussed earlier in the meeting. · Cable Montana This was also discussed earlier in the meeting. Mayor Oison · Safety program update · Report on Planning Department · Cemetery cetntract 3 D~parlment Head Meeting Minut~ of July 17, 2007 · Discussion of canopy height ordinance · Temporary use permit There was no discussion, as Mayor Olson was unable to attend the depamnent heed meeting. There was some discussion regarding the future diseuasion items listed on the agenda. Scott asked about the status of the impact fees and stated that the city is losing revenue by delaying this. Mary explained that the Budget/Finance Committee has discussed impact fees and understands the importance of them. However, the committee realizes that no one in the city has the expertise to do this. Another city recently paid $80,000 to have a firm develop its impact fees. Sam questioned if the development of impact fees was included in the advertisement for an engineer. Steve said that impact fees are not Great West Engincering's specialty, but he could ask them about it. Mary mentioned that it would be difficult to determine the services paid by the General Fund, such as fire, ambulance, and police. The streets, curb, gutter, etc., are easier to determine. There was discussion regarding the protocol to notify the fire department of a water main break. It was agreed that the criteria for notification should come from the fire department. KULR-8 will attend the council meeting tonight and will interview Mayor Olson regarding the proposed change in the form of government. The meeting edjoumed at 3:52 p.rr~ Respectfully submitted, Cindy Allen Council Secretary 4