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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.24.2007PRESENT: Mary Embleton Rick Musson MINUTES DEPARTMENT HEAD MEETING JULY 24, 2007 3:10 P.M. COUNCIL CHAMBERS Peggy Arno ld Jan Faught Draft Council Workshop Agenda - July 31~ 2007 Public Works Department: · Don Vanica, Billings District MDT: Agreement for Highway 10 East turn lane project and sidewalk replacement l~om Mabel's to Sid's The MDT project on East Main Street will and a center lett-tum lane and include sidewalk replacement. Since the city owns the park, a right-of-way agreement is needed for the state to complete the sidewalk replacement project. Don Venica will be contacted to confirm his attendance at the council workshop. · Resolution- Agreement for Highway 10 East project A resolution for the agreement will be on the July 31 ~t council workshop agenda. Clerk/Treasurer: · Resolution- Insurance Fund transfers · Resolution- Budget amendments · Resolution- Budget transfers Mary stated that these housekeeping items will be presented at the council workshop. Executive review: · Resolution- Curfman settlement The city has reached a settlement with Curfrnan and a resolution is needed for the council's approval. · Resolution - Letter of Engagement with Local Government Associates The Letter of Engagement is for the work Dr. Weaver end Judy Mathre have completed end will continue on the proposal to change the form of government. The agreement is for $1,500 plus travel expenses. * Resolution - Approval of Water Facility Plan This is the final step for the Water Facility Plan. Mary will contact Morrison-Maierle to confirm that the Water Facility Plan is reany for council approval. · City of Laurel Truck Ronte There was no discussion. · Ordinance No. O07-08: Form of Government Mary explained that the public hearing was continued to the council meeting on August 7th. At that meeting, the council could choose to waive the rule and have the second reading of Ordinance No. 007- 08, set a special meeting for the second reading of the ordinance, or schedule the second reaning at the next regular council meeting on August 214. There was a brief discussion regarding the third draft of Depamneat Head Meeting Minute~ of July 24, 2007 the proposed charter. The ordinance states that the council proposes to put the issue on the ballot in November. Council Issues: · Annexation Policy (Council Member Eaton) · Historic preservation issues (Council Member Eaton) Update on Asphalt Supply (Council Member Poehls) · Update on schedule to fill potholes (Council Member Hotchkiss) There was no discussion. · Appointment: o CTEP Administrator- Steve Klotz As CTEP Administrator, Steve would administer the CTEP grant projects. Review ofdmt~ council agenda for August 7, 2007 · Public Hearing: 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; Public Hearing - 07/17/2007; Public Hearing continued to 08/07/2007) · Ordinance No. 007-05: Ordinance for Laurel Cable Communications. Second reading. (Postponed June 5, 2007 and July 3, 2007) · Ordinance No. 007-08: Ordinance amending the Form of Municipal Government in the City of Laurel, County of Yellowstone, Montana. Second reading. Since the public hearing was continued to the council meeting on August 7t~, the second reading of the ordinance will be removed from the agenda. However, the council could choose to waive the role and place the second reading on the agenda at that meeting. August 23~d is the deadline for the city to submit the council's final decision to the County Election Administrator. Mary explained that a Letter of Engagement with TisehlerBise to conduct a feasibility study for impact fees might he added to the July 31 st council workshop agenda. Denartment Renorts: Ambulance Service · New ambulance update Jan stated that space is an issue to get the new ambulance in service. Care 3 will have to be removed ~om the bay, and she is trying to determine which items can remain in the ambulance and which items must be removed in order for it to sit outdoors. The LifePak 12, an $18,000 piece of equipment for monitoring, has been received for the new ambulance, and a training class will be held tonight. The new ambulance will be stocked this week. Jan stated that there is still a moldy cabinet in the ambulance office, and the situation is worse since the door has to be shut to keep it cool in the office. Estimates for the cabinet and plumbing projects are approximately $10,000. There was discussion regarding how to include that amount in the FAP building maintenance budget. Mary suggested that a request be submitted to Mayor Olson. A small service contract would be needed for any services over $1,500. 2 Departmmt I-I~ad Meeting Minutes of July 24, 2007 City Council President There was no discussion. City Court There was no discussion. Clerk/Treasurer · Budget process update Mary stated that she planned to work on the budget this week. Mayor Olson and Mary will meet regarding the budget on Monday, July 30th, and Wednesday, August 1~t. Mayor Olson will then determine if additional meetings are needed with department heads. Approval oftbe final budget will probably be on the council agenda on September 4~h instead of August 21~t. The mill levy values will be received in August. Fire Denartment · Fire truck update There was no discussion. Library · Website progress Peggy stated that Jim Huertas was going to e-mail her some information. Rick will check regarding e- mail addresses. · Parking lot progress Peggy stated t~l~t~ engineering is needed to address drainage issues in the parking lot and to incorporate them into the 8 Avenue project. There was a brief discussion regarding the 8th Avenue project. Mary stated that the city's and state's available funding is not sufficient to complete the total project, so discussions are needed to obtain gap financing for the project. The storm system is included in the project. Kirk Spalding is the engineer for the project. Peggy mentioned that an intern has been working at the l~rury this summer. Debra Flynn is seeking certification as a library media specialist so the school in Molt can be certified. Police Department · SRO contract Rick will contact Josh Middleton regarding the SRO contracts. Rick will be in Helena for the POST Director interviews this week. Rick became the new president of MACOP at the conference last week and he will serve a two-year term. The union bid process for the relief dispetch position is done and the job opening will be advertised to the public next week. Public Utilities · $750,000 TSEP Grant Mary stated that the city cannot draw on the grant until next summer. Mayor Olson has asked Mary to put a hiring packet together for the public utilities director position. 3 Department Head Meeting Minutes of July 24, 2007 There was discussion about proposing a task order for Great West Engineering for the parking lot at the l~rary. Peggy will talk to Mayor Olson and Steve about this. Council approval is needed for task orders, and t]uee task orders have been approved for Great West Engineering so far. Public Works · Report on progress with South Laurel Business SID and Main Street, 3'd to 8t~ There was no discussion. City Attorney · Truck mute issue There was no discussion. · Cable Montana There was no discussion. Mayor Olson · Safety program update There was no discussion. · Report on Planning Department Mary stated that two candidates will be interviewed for the city planner position on Friday, August 3~d. · Cemetery contract · Discussion of canopy height ordinance · Temporary use l~,,tit There was no discussion. · Surplus auction Mary asked department heads to submit any additional items to her or Neva so the master list can be updated this week. Mayor Olson would like to get the surplus auction scheduled soon. The meeting adjourned at 3:45 p.m. Respectfully submitted, Cindy Allen Council Secretary 4