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HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.21.2007 MINUTES DEPARTMENT HEAD MEETING AUGUST 21, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Sam Painter Rick Musson Mary Embleton Jan Faught Scott Wilm Gay Easton Steve Klotz Council Agenda - August 21~ 2007 Public Hearing: · Budget Amendments for Fiscal Year 2006-2007 Mary will introduce the item at the public hearing. Scheduled Matters: · Appointments No appointments were listed, but Mayor Olson will add one under unscheduled matters. · Ordinance No. 007-05: Ordinance for Laurel Cable Communications. Second reading. (Postponed June 5, 2007; July 3, 2007; August 7, 2007) The changes were discussed. Ordinance No. 007-09: Ordinance amending a section of the "Laurel Subdivision Ordinance" located at Chapter 16 of the Laurel Municipal Code. First reading. · Resolution No. R07-62: A resolution approving Change Order No. 3 with COP Construction LLC, modifying the contract time of the 2006 Laurel Wastewater Improvement Project and authorizing the Mayor to execute the attached Changed Order No. 3 on the City's behalf. · Resolution No. R07-63: A resolution approving Change Order No. 4 with COP Construction LLC, for the addition and deduction of materials on the 2006 Laurel Wastewater Improvement Project and authorizing the Mayor to execute the attached Change Order No. 4 on the City's behalf. Resolution No. R07-64: A resolution declaring certain items of the City as surplus available for sale to the public. The updated surplus list will be presented. · Resolution No. R07-65: Resolution authorizing the Mayor to sign an agreement to provide health services with St. Vincent Healthcare of Billings, Montana. · Presentation of the Preliminary 2007-2008 Budget. Mary will present the preliminary budget. A small service contract with Concrete R Us will be presented under unscheduled matters. Mayor Olson will ask the council to force the agenda after the roll call of the council. Draft Council Workshop Agenda - August 28~ 2007 Laurel Volunteer Fire Department: · Appointments: JW Hopper and John Herr Clerk/Treasurer: · Resolution- Budget amendments for Fiscal Year 2006-2007 The public hearing for the budget amendments is on tonight's council agend~ The resolution will be on the September 4th council agenda. Department Head Meeting Minutes of August 21, 2007 Executive Review: · Resolution - Personnel Policy revisions for probationary employees and breastfeeding employees MMIA recommended approval of the breastfeeding policy, which was mandated by the 2007 legislature. · Ordinance - Documentation of historic buildings There was discussion. Sam had some concerns as to the purpose of the Historic Board's involvement in the city's demolition process. Sam will distribute the draft of the city code to department heads next week. · Ordinance - Laurel City Truck Ronte Sam will e-mail the newest draft to department heads on Wednesday. Steve will adjust the map and e- mail to clerk/treasurer's office to print. · Discussion- Proposed change in form of govemment Need input and information from Local Government Associates on how to proceed and educate the public. The city has the equipment and could make a video to be used to educate the public. The changes to the proposed charter need to be made. A resolution needs to be prepared to approve the certificates including the charter. · Discussion - Impact fees Information regarding impact fees will be distributed to the department heads. The Budget/Finance Committee wants all departments to be comfortable, especially planning, legal and finance. · Council issues: o School route - stop signs A traffic study was proposed at the last council workshop. The police department has been reviewing school zones and has noticed some possible needs for stop signs. The old middle school may or may not still be designated as a public school, as it will house pre-school children. The Safe to School issue is done. Two other issues were raised, including the new Middle School and a traffic study for everything north of Main Street. Rick also discussed the high school zone on First Avenue North, which is a state highway and IT building near Maryland and traffic impact on that area, too. Public hearings: · Ordinance No. O07-09: An ordinance amending a section of the "Laurel Subdivision Ordinance" located at Chapter 16 of the Laurel Municipal Code. · 2007-2008 Preliminary Budget · Additional Mills Levied for Permissive Medical Levy Fund Budget for Fiscal Year 2007-2008 The public hearings were reviewed. Department Reports: Ambulance Service Jan and Sam will meet with AMR next Tuesday. City Council President Gay asked regarding the siren. Scott recommends getting it fixed. 2 Department Head Meeting Minutes of August 21, 2007 City Court Mayor Olson has a proposal for the air conditioning and will forward it to Steve. Clerk/Treasurer · Budget process update The figures for the animal control cages are still needed. Steve suggested putting portable bathrooms in the parks. Mary asked for assistance in informing the clerk's office of inventory changes. Mary will discuss the computer hard drives with Technical Edge regarding formatting vs. scrubbing vs. removal of the hard drives. The city could reformat our own. Fire Department · Fire truck update Scott received an e-mail from Matt Pace and the chassis is on its way. · Tender truck Mayor Olson and Scott met today regarding direction for the tender truck. · Cenex contract Sam will use the Billings contract as a template. Emergency Services Committee. The draft contract will be taken through the Scott stated that the fire department recommends fixing the siren and will investigate moving it or upgrading it. Scott stated that the Laurel Volunteer Fire Department is working on the relationship with the Billings Fire Department. The August man hours for the fire department are well over 1,000 hours. Library · Website progress There was no discussion. · Parking lot progress A purchase requisition for $7,000 for engineering will be presented to the Budget/Finance Committee tonight. Jan asked about attendance at council workshops. The library only comes when invited but the rest of the department heads need to attend. Public Utilities · South side water line issue The property owner needs to provide a survey and information to quit claim the property to the city. The item will be moved to future items. · 8th Avenue project - update regarding sewer, water, storm water costs Steve had no new information and is waiting for new costs from the engineer. 3 Department Head Meeting Minutes of August 21, 2007 Public Works · Report on progress with South Laurel Business SID and Main Street, 3ra to 8th Steve stated that work will continue to measure and gather information for the SID. · Dust control at Schessler Ready Mix The city has no Air Quality Control enforcement authority, but it can enforce dust control on the street but need to have Sam's input and the city in an enforceable position. The dust was cleaned up last year. The street was wider than thought once all the accumulated dust and dirt was removed from the pavement. Mayor Olson asked if the sweeper goes under the underpass. Steve stated that it does, as the city has a contract with the state. The Sweeping District is for the downtown area only. City Attorney · Track route issue · Cable Montana The items were discussed earlier in the meeting. · Temporary use permit The temporary use permit will be reviewed at the next department head meeting. Steve needs a copy of the document. Police Department · SRO contracts Rick needs copies to review. The agreement will be drawn up on plain paper with two originals for signatures. · Safe to School route This was discussed earlier in the meeting. Mayor Olson · Administration of the $750,000 TSEP Grant A decision needs to be made. The city has had the design of the project and grant administration separate. A meeting is scheduled with Mordson-Maierle on Thursday to discuss the plants and whether to maintain current treatment technology or upgrade the technology. · Report on Planning Department James Caniglia will start working on September 4th. Candi Beaudry will train him for two to three days per week. James has a degree in planning and will have a lot to leam with a lot going on. Steve asked if he could provide a list of tasks for the planner to the mayor. · Cemetery contract Mayor Olson stated that the city is still waiting on the county. The meeting adjourned at 4:30 p.m. Clerk/Treasurer 4