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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.31.2007PRESENT: Mayor Ken Olson Sam Painter Rick Musson Gay Easton MINUTES DEPARTMENT HEAD MEETING JULY 31, 2007 3:00 P.M. COUNCIL CHAMBERS Mary Embleton Jan Faught Steve Klotz Peggy Arnold Council Workshop Agenda - July 31, 2007 Public Works Department: · Don Vanica, Billings District MDT: Agreement for project on East Main Street (Highway 310/212) MDT has requested a temporary permit for construction and right-of-way for the East Main Street project. MDT will pay $850 for the use of the 808 square foot area of the park between Birch and Cottonwood. The money will go into the General Fund. Don Vanica will be here tonight. · Resolution - Agreement for MDT project The draft resolution is on tonight's workshop agenda. Clerk/Treasurer: Resolution- Insurance Fund transfers · Resolution - Budget amendments · Resolution - Budget transfers Mary stated that the three resolutions are done and the budget transfers attachment will be ready for tonight. Executive review: · Resolution - Grievance settlement Mayor thinks it is a just figure and Curfman agrees. · Resolution - Letter of Engagement with Local Government Associates The Letter of Engagement with Local Government Associates is for work Dr. Weaver and Judy Mathre have done on the form of government. · Resolution - Letter of Engagement with TisehlerBise for a feasibility study The Letter of Engagement with TisehlerBise is for a feasibility study for impact fees. A city with growth has an impact on a community, and it is a complicated process to establish impact fees. Red Lodge has impact fees for fire services, and Belgrade recently spent $80,000 for an impact fee study. TischlerBise is the expert in the field. The $7,500 cost is to see if impact fees will benefit the city. Mayor has $4,500 budgeted and is asking for $1,000 each for consulting from the fire, ambulance, and police departments. The Budget/Finance Committee has been asking for this. Rick thinks it is worthwhile. Department Head Meeting Minutes of July 31,2007 · Resolution - Approval of Water Facilities Plan This is the final step in the process. · Ordinance No. O07-08: Form of Government Packets of information are available. The charter was discussed at the recent public hearing and a couple of revisions were suggested (3.09 and 3.10). Staff is invited to ask questions at tonight's workshop. · City of Laurel Truck Route Sam incorporated Steve's comments into the document. Numbering will be corrected. The draft will be discussed tonight and the final draft will be presented at the August 14th council workshop. · Appointment: o CTEP Administrator - Steve Klotz The form was sent in to the state. Council Issues: · Annexation Policy (Council Member Eaton) Mayor Olson stated that Billings' policy was tied to its capital projects policy. Mayor Olson is trying to get Merle Gamradt to come to Laurel for assistance. An infrastructure plan is needed before passing an annexation policy. · Historic preservation issues (Council Member Eaton) Mayor Olson was unsure of the status of this, and will get clarification at tonight's meeting. · Update on Asphalt Supply (Council Member Poehls) There are rumors regarding demolition of this facility, but that has not been confirmed. · Update on schedule to fill potholes (Council Member Hotchkiss) Mayor Olson feels that the city has a good systematic schedule for filling potholes. Steve schedules the busiest streets first. Southeast 4th and the end of the street on Village Subdivision were Council Member Hotchkiss' main concerns. There was discussion regarding curb cuts vs. potholes. Southeast 4th Street will be addressed through the SID. Review of draft council agenda for August 7, 2007 · Public Hearing: Ordinance No. 007-08: 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) The timeline is critical and will be explained. · Ordinance No. 007-05: Ordinance for Laurel Cable Communications. Second reading. (Postponed June 5, 2007 and July 3, 2007) Sam will prepare a less complicated ordinance to replace the current draft, and then have the city attorney and mayor negotiate the details with Cable Montana. Mayor Olson goes back to ten-hour days on August 12th. 2 Department Head Meeting Minutes of July 31, 2007 Department Reports: Ambulance Service · New ambulance update Jan had to leave for an ambulance call. A gas card for the new ambulance is still needed. The remodeling project in the ambulance office will cost about $10,000 and Jan will submit a request to the mayor. The FAP budget needs to be increased. City Council President Gay spoke regarding Schessler's on Railroad Street. They have stock piles lime, which is creating a cloud of dust when traffic drives by. Gay asked if the city had received any complaints. The stock piling is leaching on to road, and could be a potential health hazard. Steve talked to County Air Quality, who required Schessler to put magnesium chloride and water down for dust control. There are concerns with the stock pile. The city can control the material on the street. City Court There was no discussion. Clerk/Treasurer · Budget process update Mary stated that not much progress has been made on the budget last week. The dates have been discussed and the city is still within the timeframes set out by statute. If there are further delays, the city will request an extension. Fire Department · Fire truck update The fire department has been busy with numerous fire calls. Library · Website progress Peg will send an e-mail to Jim Huertas to give information and map out sites. An updated workable site should be ready by the end of the year. Peg still cannot do certain changes or FTP stuff. · Parking lot progress Steve will be at the Library at 11:30 with Engineering, Inc. (8th Avenue engineers) to review the storm water portion of the lot. A tree service has been contacted to get the tree out of the flag pole, but eventually the flag pole will need to be moved. Steve will look at that, too. Police Department · SRO contract Rick asked how to proceed. The mayor instructed that he would like to have a new one in place with no changes. Rick will be on vacation all next week. Department Head Meeting Minutes of July 31, 2007 Public Utilities · $750,000 TSEP Grant Need to review Morrison-Maierle's contract to see if they administer the grunt. Public Works · Report on progress with South Laurel Business SID und Main Street, 3ra to 8th Steve will meet with Great West Engineering on Thursday to work on this and the West Main SID's. Steve explained a water line issue. A builder bought un established subdivision and had to put in some infrastructure but needs to put in a loop for two dead ends for fire flow. He had a written agreement with I2a'ry regarding the city purchasing the pipe, but the owner needs to give the city ROW (two dead- end streets up against the interstate). Owner will provide a copy of the agreement. Staff will investigate it further. City Attorney · Truck route issue · Cable Montana These items were discussed earlier in the meeting. Mayor Olson · Safety program update Mayor Olson will contact John Daunhaur, MMIA, to set up a schedule. It is still a priority. · Report on Planning Department Two interviews are scheduled on Friday at 2:00 und 3:00 p.m. Interview questions were e-mailed to the panel. · Cemetery contract Mayor Olson has not had recent contact with Commissioner Kennedy. Interstate Engineering was awarded the contract for the master plan for the Veteruns' Cemetery. The city is waiting for the county's request to purchase the land. The city needs to have a maintenance agreement in place to go with the sale of the lund. Steve wunts to look at industry standards. Miles City, Ft. Harrison und Missoula have veteruns' cemeteries. · Discussion ofcunopy height ordinance Cunopy heights are tied to zoning und a canopy is considered to be a building. Mayor Olson suggested comparing zoning in the City of Billings with Laurel's zoning for community commercial. · Temporary use permit The temporary use permit is on the mayor's desk. document and distributed to department heads. Comments will be incorporated into the draft · Surplus auction Department heads need to give Mary a list of remaining items for the auction. A non-profit entity west of Laurel would like to have the 1951 fire truck for fire fighting purposes. The date, time, und place need to be set for the auction. The auction will be held at the city shop. Mary will distribute the list to department heads for inter-department transfers und the list will be complete for council workshop in two weeks. Department Head Meeting Minutes of J'uly 31, 2007 Mayor Olson asked that impact fees be moved from Future Discussion to his items. The meeting adjourned at 4:20 p.m. Respectfully submitted, Clerk-Treasurer 5