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HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.28.2007PRESENT: Mayor Ken Olson Sam Painter Rick Musson MINUTES DEPARTMENT HEAD MEETING AUGUST 28, 2007 3:00 P.M. COUNCIL CHAMBERS Mary Embleton Jan Faught Scott Wilm Peggy Amold Steve Klotz Gay Easton Council Workshop Agenda -August 28, 2007 Laurel Volunteer Fire Department · Appointments: JW Hopper and John Herr Scott will try to attend tonight's council meeting, but the two appointees will not attend. Clerk/Treasurer: · Resolution - Budget amendments for Fiscal Year 2006-2007 Mary stated that the public hearing for the budget amendments was held on August 21 st. Executive review: · Resolution - Personnel Policy revisions employees The resolution is ready for the council workshop. for probationary employees and breastfeeding · Ordinance - Documentation of historic buildings There was a lengthy discussion regarding the draft ordinance, the process for demolition, the need to allow the YHPB three days to take pictures before issuing a demolition permit, and whether or not a designated historic district exists in Laurel. It was decided to ask Emelie Eaton to present the draft ordinance to the Historic Board for review before it is presented to the council. · Ordinance - Laurel City Truck Route update There was discussion regarding the 12,000 pound weight limit. The draft truck route ordinance will be sent to Cenex, Thomae Lumber, Schessler Ready Mix, and other major haulers for further input before it is presented to the council. · Resolution - Establishing the City of Laurel Truck Route update This resolution will go forward when the ordinance is presented. · Discussion - Impact fees The Budget/Finance Committee decided to delay the impact fee issue until after the city planner starts on September 4th. Appointments: o City Planner: James Caniglia o Public Utilities Director: Steve Klotz o Board of Appeals: Don Brown to a 2-year term ending June 30, 2009 Department Head Meeting Minutes of August 28, 2007 Mayor Olson stated that the appointments will be on the September 4th council agenda. James Caniglia will work with Candi Beaudry and the Billings Planning Department for training puEposes. · Council issues: o Update on Veterans' Cemetery (Council Member Eaton) Norm Stamper will give an update to the council tonight. o Update on administration building (Council Member Dickerson) Mayor Olson stated that a retail business has shown interest in the Only $ l Store building. The price of the former bank building has been lowered. The city wants to renovate the current building and eventually build a new building. o Habitat for Humanity (Council Member Mace) Mayor Olson might move this item to the beginning of tonight's agenda. o Resolution - Proposed change in form of government · Mayor/Council responsibilities for public education of issue Mayor Olson stated that the council needs to formulate a process to provide information to the public. There was discussion regarding the response department heads should give to questions about the form of government. Sam stated that department heads have free speech, but should not advocate for certain things or issue official positions while on the job. Mayor Olson stated that the council unanimously approved the proposed change in the form of government. Although he would like the staff to support it, he cannot dictate that position. The best response is to provide the information to residents and encourage them to vote. Review of draft council agenda for September 4, 2007 · Public Hearings: o Ordinance No. 007-09: An ordinance amending a section of the "Laurel Subdivision Ordinance" located at Chapter 16 of the Laurel Municipal Code. (First reading - 08/21/2007) o 2007-2008 Preliminary Budget o Additional Mills Levied for Permissive Medical Levy Fund Budget for Fiscal Year 2007- 2008 The public hearings will be on the September 4th council agenda. Mayor Olson mentioned the Ward 4 vacancy on the city council. No letters of interest were received by the deadline on Monday. Mayor Olson requested that e-mail be sent to his city address: citvmayor~laurel.mt.gov. Department Reports: Ambulance Service · AMR contract update Mayor Olson and Jan will meet on Wednesday, September 5th, at 4:45 p.m. to discuss the AMR contract and the remodel project for the ambulance bay. Jan will e-mail the mayor to update him on today's meeting with AMR. 2 Department Head Meeting Minutes of August 28, 2007 City Council President There was no discussion. City Court Steve stated that Jean sent him an e-mail regarding two bids for air conditioning in the court. There is $10,000 difference between the bids. A meeting will be scheduled with Jean, Steve, and Mayor Olson. Clerk/Treasurer · Budget process update Mary stated that the budget books would be compiled this week. The Department of Revenue informed her that all of the city's annexations were included and the mill value will remain the same. Mary needs to review the work that has been done on the special assessments. Mary mentioned that a bad out-of-state check for fees at Riverside Park was returned to the city. She suggested that no out-of-state checks should be accepted at the park. There was discussion regarding the process and cost to accept credit cards for city services. This will be investigated further. Mary requested that discussion with department heads on inventory control be added under future discussion on the department head agendas. Mary stated that all reports, including those generated to outside agencies from city departments, need to be filed in a central location in the clerk's office. There was discussion regarding the Federal Annual Certification Report. Mary will confirm that Mayor Olson will meet with MMIA on Wednesday, September 19th, at 4:45 p.m. Mayor Olson will review the Generic Safety Policy prior to distribution to the department heads. Fire Department · Fire track update Scott stated that work is progressing and they are waiting on the chassis. · Tender track The department is working on the tender truck issue. · Cenex contract Sam e-mailed the draft contract to Doug Poehls. Scott gave Mayor Olson an e-mail from Gary Colley regarding hydrants at Wood's Powr-Grip. John Meeks will be on call while Scott is on vacation through September 6th. Library · Website progress Peggy has not heard from Jim Huertas. · Parking lot progress There was discussion regarding the parking lot project and the need to get proposals submitted. Mayor Olson would like to get the proposal to the council before the second meeting in September. Department Head Meeting Minutes of August 28, 2007 Peggy stated that the Library Board would like the library to have a credit card with a low limit in order to purchase books online. There was discussion regarding the city credit card. Rick tried to purchase animal cages with the credit card today, but the purchase was not authorized. Mary will check on this. Mary stated that the city's current credit card is available for purchase. Peggy will have further discussion with the Library Board. Peggy will be off next week for some appointments. Police Department · SRO contracts There was discussion regarding the SRO contracts. The contracts need to be renewed in the spring so they are in place when school starts in the fall. Sam offered to add automatic renewal verbiage into the contracts. Mary asked who is responsible to track the need to renew contracts within each department. Mayor Olson stated that the obligation goes both ways, as the clerk's office requested that contracts, agreements, and documents be located in a central place. Department heads need to take action when reminded. Rick stated that school starts on Thursday. Mark Guy's mother passed away and the funeral service will be held on Friday. Applications for the relief dispatcher position close on Friday at 5:00 p.m. Thirteen applications have been received so far. Testing is scheduled for September 17th. Public Utilities · 8th Avenue project - update regarding sewer, water, storm water costs Steve had nothing new to report. Steve stated that the water and sewer lines have been installed for the bathrooms at Kiwanis and Russell Parks. The buildings will arrive the second week in September. Public Works · Report on progress with South Laurel Business SID and Main Street, 3rd to 8th Steve stated that proposed costs per property owner for the SID will be available soon. · Dust control at Schessler Ready Mix Steve stated that DEQ bumped up the limit to put water down to control the dust issue. Regarding the e-mail about hydrants at Wood's Powr-Grip, the fire department will determine the location and size of the water line needed. Steve mentioned that a property owner located in the county but in the city's planning jurisdiction is building a house next to the current house. He has been notified that he cannot build another house, as this is a single-family residence zone. It can be an accessory building with living quarters but no kitchen. The city attorney needs to review the issue and advise. 4 Department Head Meeting Minutes of August 28, 2007 A complaint was received from a business regarding the recent street closure from 5:00 to 9:00 p.m., which closed access for businesses that were still open. There was discussion regarding requiring the applicant to notify the surrounding businesses and get approval for future street closures for events. Steve explained a request for a permit to close the street for one day between September 24th and 28th for a film crew. The request is to close one parking lane on First Avenue between First Street and Main Street. More information is needed. City Attorney · Truck route issue This was discussed earlier in the meeting. · Temporary use permit There was no discussion. Sam was recently contacted by a car dealer from Wyoming who wants to lease property that has a gravel driveway. Steve told the individual that it had to be paved, as per code. There was discussion regarding other similar properties in the city. Mayor Olson · Administration of the $750,000 TSEP Grant Mary contacted Joe LaForest at TSEP. Morrison-Maierle does not appear to be the current grant administrator. Great West Engineering can be the engineer and also administer the grant. · Impact Fees There was no discussion. Scott mentioned that the siren should be checked to see if there is a bird's nest in it. A new siren should be purchased instead of moving the current one to the top of the FAP building. Peggy stated that application for the property tax rebate can be done online and deposited directly into a bank account. Mayor Olson stated that discussion regarding the service Johnson Controls provided during the project would be on the next department head agenda. The meeting adjourned at 4:26 p.m. Respectfully submitted, Cindy Allen Council Secretary