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HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.04.2007 MINUTES DEPARTMENT HI~AD MEETING SEPTEMBER 4, 2007 3:09 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Sam Painter Rick Musson Gay Easton Mary Embleton Jan Faught Steve Klotz James Caniglia Mayor Olson introduced James Caniglia to the department heads. Council Aeenda - Seutember 4~ 2007 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. (First reading- 08/21/2007) Wyeth Friday will present the information at the public hearing. · 2007-2008 Preliminary Budget · Additional Mills Levied for Pvm~sive Medical Levy Fund Budget for Fiscal Year 2007-2008 Mary will present the information at the public hearings. Scheduled Matters: · Confirmation of Appointments: o City Planner: James Caniglia o Public Utilities Director: Steve Klotz Mayor Olson will announce that Steve has accepted the position of public works director in Belgrade and will pull this appointment from the agenda. o Board of Appeals: Don Brown to a two-year tam, ending June 30, 2009 The appointment is on tonight's council agenda. · Resolution No. R07-67: Budget amendment resolution amending appropriations and revenues for various funds for Fiscal Year 2007. · Resolution No. R07-68: A resolution adopting revisions and additions to the City of Laurel Personnel Policy Manual · Resolution No. R07-69: A resolution adopting Certificates No. 1, 2, 3, and 4 related to the proposed self-government charter with the council-mayor plan of government for the City of Laurel. The resolutions are on tonight's council agenda. Draft Council Workshop Agenda - September 11, 2007 Big_ Sky EDA. Steve Zeier: · Presentation on Urban Renewal Plan for Tax Increment Finance Districts Steve Zeier will give a presentation on the limitations ufa TIFD. Sam will review the statutes regarding the process. Mary explained the required process, including a resolution of intent, the first reading of an ordinance, a public hearing oftha ordinance, final adoption of the ordinance, and a thirty-clay effective date. It should be done by the end of the calendar year in order to include the development on the south side of Laurel during 2007. Mr. Zeier will give a presentation at the planning board meeting on Thursday. Information will be distributed to department heads es it is available. Department Head Meeting Miautes of September 4, 2007 Police Department: · Resolution - Laurel Middle School SRO contract · Resolution - Laurel High School SRO contract Rick stated that Josh Middleton has not responded regarding the SRO contracts. The school district requested a one-yesr contract, particularly in the Middle School, because of funding concerns. The resolutions will be on the September 11 a' council workshop agenda. Planning Board issues: There was no discussion and no issues for the September 11a' council workshop agenda. Clerk/Treasurer: · Tax resolutions Final adoption of the tax resolutions will be on the council agenda on September 18a'. Executive review: · Ordinance - Laurel City Truck Route The draft ordinance and truck mute map will be distr~uted to vendors for review. Steve submitted a list of businesses, and Rick will also do so. Steve will e-mall the updated truck route map to Mary. The item will be on the September 11t~ council workshop for discussion. The vendors will have two weeks to respond, and there would also be opportunity for input at the public hearing. · Resolution - Establishing the City of Laurel Truck Route There was no further discussion. Review of draft council agenda for September 18, 2007 · Ordinance No. 007-09: Ordinance amending a section of the "Laurel Subdivision Ordinance" located at Chapter 16 of the Laurel Municipal Code. Second reading. The second reading of the ordinance will be on the September 18th council agenda. There was a brief discussion regarding the annexation ordinance. The section was repealed with the subdivision regulations. Sam suggested that further review is needed with James. The city is currently operating under the state annexation codes. Denartment Reports: Ambulance Service · AMR contract update There was no discussion. Jan stated that Care 1 is out of service as the power steering went out yesterday. The vehicle is at Laurel Ford, and Jan has not received an update today. Jan requested the appointment of an Ambulance Attendant be added to the September 11~h council workshop agenda She has been a reserve since April Mary asked if there is a maximum and minimum number of ambulance stafE Jan stated that there has not been. 2 Department Head Meeting Minutes of September 4, 2007 Care 3 is parked outside the FAP building. Jan has plugged it into an outlet located outside the training room A member oftbe fire department told Jan that the "Company" pays for the electricity, and that the ambulance is using its electricity. Mary will check on this. City Council President Gay asked regarding the schedule to repair Southeast 4th Street. It will not be done before Wal-Mart opens. There is a valve sticking up in the street between McDonald's and Westem Drug. There was discussion regarding the right hand turn lane l~om South First Avenue onto Southeast 4~ Street. City Court A meeting will be scheduled with Jean regarding the air conditioning bids. Clerk/Treasurer · Budget process update Mary will present the preliminary budget at the public hearing tonight. The final budget is scheduled to be adopted on September 18m. The tax resolutions will also be prepared for that meeting. · Surplus auction- September 8th There was discussion regarding the surplus auction. Rick will be the auctioneer. Steve will ask Cheryll if she will attend to take the money. The items will be moved on Thursday and Friday. Mary asked department heads to remove inventory stickers and get them to Neva by Friday. There was discussion regarding impounded vehicles. The VIN numbers were published in the newspaper. Sam will check and e-mail the information to Rick. If the impounded vehicles cannot be sold at this auction, Rick requested that another date be set for an auction to do this. The copier that Jan requested was not on the surplus list, and the ambulance department can have it. Fire Department · Fire truck update ,, Tender truck · Cenex contract There was no discussion regarding these items. · Siren Terry Ruffcalled Mary today to see if there is a telephone charge for the siren. Mary will check on this. The fire department is working on the siren issue. Library · Website progress Rick will get an update from James Huertas and then meet with Mayor Olson prior to the department head meeting on September 11th. · Parking lot progress Steve will work on this. Police Department · SRO contracts 3 Deparmae~at Head Meeting Minutes of September 4, 2007 This was discussed earlier in the meeting. Rick stated that the Caboose Saloon submitted a request for street closure for Friday, September 74, fiom 5:00 to 11:00 p.m At least one officer will work the event. Rick explained concerns regarding requirement for notification to surrounding businesses. Rick stated that the permit needs to include the time and date for the closure and the time and date for the event. The fire department had not signed the request yet. Rick mentioned that the SRO vehicle, a PT Cruiser, was received from Laurel Ford today. Public Utilities · 8th Avenue project - update regarding sewer, water, storm water costs Steve requested the information from Gary Neville today and will forward it to Mary when it is received. · Update on restrooms at parks The restrooms will be delivered on Friday, September 14th. following week. The concrete work will be done the · Report on fire hydrants at Wood's Powr-Grip Steve is waiting for a recommendation and request from the fire department. Steve mentioned a bill for $6,500 from High Tech Construction for a waterline issue during the construction of Ricci's store. Sam will review the issue. Public Works · Report on progress with South Laurel Business SID and Main Street, 3~a to 8th Steve gave the cost estimate information to Mayor Oison. · Update on request for street closure - First Avenue between Main and First Streets The crew will be filming inside Steve Costner's business and requested closure of the parking lane in order to park the support crew. The filming is scheduled for the week of September 24th to 28th. A representative of the filming crew spoke with Mary and Rick today regarding sites for filming on city property, including the council chambers, the police station, and the parking lot across fi.om city hall. Mary asked the representative to put the request in writing prior to the council workshop on September 11t~. Steve stated that thc owner of an apartment building wants to be charged commercial garbage rates instead of residential rates. Residential rates, which are $11.80 per use, are more expensive than commercial rates. In three years, the rates will be the same. Sam is reviewing the issue. Steve mentioned a parking issue at West School. The school closed a parking lot because residents complained about vehicles parking in the lot in the alley by the school. Parents are now parking in the alley to wait for children atter school. A police officer will be sent to address the issue. A no parking sign might be needed. Steve was contacted regarding the installation of an information sign for the senior comer. discussion regarding what entities are allowed to have signs in the public right-of-way. determined if the senior center is a government entity through the county. There was It will be 4 Department Head Meeting Minutes of September 4, 2007 Steve asked regarding LMC 10.52, which designates a 15-minute parking restriction on the east side of the old Laurel Middle School Sam will review this. Steve stated that MDT does not plan to install a barrier at the end of Eighth Avenue on Main Street, as requested by Mark Mace. The city could install a barrier. Steve gave the information to Mayor Olson. The Building Department completed its annual report to account for revenue versus expenditures. The department is allowed to keep the amount of the prior year's expenditures in reserves. The city had $67,000 in expenditures and $194,000 in revenues. Steve stated that the city could hire a full-time employee in the department. Steve explained that a change order is needed to the small services contract with Charlie White to address an issue with a ramp on the project across from city hall. Sam will review. Mary stated that an amendment or change order is needed to the existing contract. There was discussion regarding the need for a contingency fund for small services contracts. There was discussion regarding the handicapped parking on the east side of city hall. Steve explained that three parking spots will be used to provide two handicapped spots with a shared aisle. ADA requires a certain number of handicapped parking spots in relation to the total number of spots available. City Attorney · Truck route issue There was no further discussion. · Temporary use permit The temporary use permit ordinance will be on the September 11a' council workshop agenda. Sam will make some minor changes and e-mall the final draft to Cindy. Mary questioned the timing of the permits and will talk to Sam regarding this. · Draft annexation ordinance Sam will discuss the draft annexation ordinance with James. * Additional information on car dealer parking lots Sam has not had any further comact with the individual. Mayor Olson · Administration of the $750,000 TSEP Grant Steve will contact Great West Engineering to request a task order for coustmction design engineering and grant administration for the TSEP Grant. The second phase of the project will be a $3.4 million project. · Impact Fees James will review the information fi'om TischlerBise. Paul Tischler offered to provide the city with a list of entities that TischlerBise has worked with in Montana. Mary will get the list. · Johnson Controls - discussion regarding service during project 5 D~parmamt Head Meeting Minutes of September 4, 2007 Johnson Controls will give a presentation regarding performance contracting at the League Conference in October. There was discussion regarding participation in the presentation on October 5th at 11:00 a. ro. and the department heads' perspectives regarding the project. Department heads will make a list of the issues and problems regarding the project. Mary stated that she will be on vacation next week. Cindy may also be gone at the same time; if so, remaining staffwill ha unable to do extra work. Rick submitted two purchase requisitions for the Budget/Finance Committee for vests and a server for the camera system for the police vehicles. The meeting adjourned at 4:42 p.m. Respectfully submitted, Cindy Allen Council Secretary 6