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HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.18.2007PRESENT: Mayor Ken Olson Jan Faught Rick Musson Sam Painter MINUTES DEPARTMENT HEAD MEETING SEPTEMBER 18, 2007 3:15 P.M. COUNCIL CHAMBERS Mary Embleton Gay Easton Scott Wilm James Caniglia Steve Klotz Mayor Oison led the meeting. I. Council Aeenda - Sentember 18~ 2007 The agenda was reviewed in total, with no comments or discussion. II. Deuartment Reports: Fire Depa~ huent · Tender truck Scott said they are researching a 4x4 quick attack track, as previously discussed with the mayor. · Cenex contract Scott stated that the city needs to review what area is being protected: west of the highway (refinery) or east of the highway (administration offices). · Siren No new developments from last week's report. · CTA Architects study for a new fire station Scott reported that he and Derek Yeager have been working on a request for a $2.5 million low-interest loan from USDA to build a new fire station. They have looked at the vacant land next to the new Ricci's Express. The loan process requires a feasibility study, and they will have to talk to the local bankers about financing. The initial proposal will be for a 2-story building with 8 bays, big enough to house future needs and perhaps a full-time paid fire department. CTA has prepared a proposal to do the study for around $4,000. This will be put on the workshop agenda. Scott also reported that they are seeking a $130,000 non-matching grant through USDA for a new tender truck. Ambulance Service · Appointments Jan prepared letters to the mayor regarding appointing one new reserve, Anna Gatzmeier, and would also like to add Sue Luthold as a reserve. She also prepared a reconanendation to terminate the volunteer services of Nancy Chiddix. · Wal-Mart Jan stated that the ambulance and fire departments were invited for a walk-through of the new Wal-Mart store. While there, she was approached by a manager who stated that she had one-year's worth of donation and grant money to disburse in the next three months. She encouraged the volunteer Department Head Meeting Minutes of September 18, 2007 ambulance and fire departments to submit requests in time for the grand opening, scheduled for October 24th. A presentation of the donations could be part of the grand opening ceremonies. Jan stated that her department will participate in a child safety seat coalition program at Wal-Mart's parking lot. · AMR Contract: Jan reported that the city attorney has prepared a draft contract, which needs to be e-mailed to Art at AMR. The contract spells out certain conditions of payment when there is a co-response. Deputy Clerk Cathy Gabrian provided input last week regarding billing and collection processes for the city. City Council President Gay was pleased to see the new park restrooms arrive in Laurel The installation process was interesting, and was professionally done. The mayor recommended to the Park Board to review policy and use of the restrooms post-season. Thomson Park's needs should be reviewed. City Court There was no discussion. Clerk/Treasurer · Film crew request: The film company, Intrepid Films, LLC was at city hall yesterday to review the locations for the filming of"Fork In The Road". A fax of the agreements to use the city council chambers area, as well as the parking lot across from the chambers, and the parking in front of Steve Cosner's office, was sent by the film company for approval More discussion will be held later in the meeting when Steve Klotz arrives. Library · Website progress: Mayor Olson reported that he met with ChiefMusson and James Huertas earlier today. Jim will do the work on the website, and he wants to meet with all department heads before he goes to the law enforcement academy in January. He would do the work as an independent contractor, and not as a city employee. Sam will research the issue on employment status. · Parking lot progress: Steve will report on this when he arrives. Police Department Rick reported that Officer Joel Sauter's mother passed away recently. Rick also reported on the dispatcher hiring process. City Attorney · Truck route issue: The draft ordinances were mailed out to interested businesses by the Public Works Dept. · Draft annexation ordinance: Sam distnl>uted the document last week, and it is being reviewed by department heads. Sam is also exploring the possibility of forming an enterprise fund for Riverside Park, as requested by Park Board chair Kate Hart. The question is whether the camping fees collected at the park can be earmarked for improvements at the park. Mary explained that this can be done through a resolution of the council to transfer certain revenues (camping fees) to the Capital Projects Fund (~000) for park 2 Departme~tt Head Meeting Minutes of September 18, 2007 improvements. Similar resolutions have been done in the past, such as a portion of the cemetery lots sales proceeds go to the CIP fund for cemetery improvements, and a certain percentage of the fire district revenues go to the CIP fund for fire equipment. Mayor Olson * Impact foes: The feasibility study engagement letter is scheduled for approval at tonight's council meeting. * Johnson Controls - discussion regarding service during project: Mayor Olson met with Craig Wright of JCl today, and reviewed the 2~a month's stats, which show a 14- 18% increase in accuracy of water consumption. The city has been asked to participate at the Montana League of Cities & Towns conference for a presentation on performance contracting scheduled for Friday, October 5t~. The city is still formulating a statement for this. Part of the contract was for the installation of motion controls for the air vents over the fire bays only at the FAP. They were not installed over the ambulance bays since it is occupied more ot~en. · Other Issues: Mayor Olson contacted Miral Gamradt, former Finance Director for the City of Bozeman, who recently completed a CIP document for Flathead County. The city will ask him for a proposal to do Laurel's CIP. Mayor Oison also stated that the voter information pamphlet, containing information on the proposed change in form of government, will be mailed out at the end of the week. A Town Meeting has been tentatively scheduled for October 15th at 7:00 p.m. at the high school Planning James reported on the following issues: Complaints have been received of businesses in a trailer park located at S. 9th St. and E of 8th Ave. James investigated but hasn't found any evidence yet. One complaint concerned dog training, and the other was lumber stacked all over the property creating a nuisance. The question of jurisdiction needs to he researched. Sam advised to have photos of the properties in question sent to the county authorities for review. James is also working on the annexation request for Brit Romaine, as well as a commercial zoning and annexation request from George Fox, east of Village Subdivision. Steve has met with the owner. L~rarv · Parking lot progress: Steve completed the topographic readings today to send to Engineering, Inc. Public Utilities · 8~ Ave. project - update utilities cost: Steve had submitted those figures a couple of weeks ago, and there was nothing new to report. · Update on park restmorns: Steve stated that the two new restrooms were installed at Russell and Kiwanis Parks. Discussion followed regarding the use ofrestrooms at the parks. Public Works is working with the Police Dept. on lock-ups at night. The restrooms are open until the first frost hits, then they are winterized. Public Works will try to have the concrete poured for the pads, sidewalks, and ramps. Deparlmea~t Head Meeting Minutes of September 18, 2007 · Report on fire hydrants at Wood's Powr-Giip: Public Works is waiting for the Fire Dept's input. Gary is working on the road right-of-way. Public Works · Report on pwgress with South Laurel Business SID and Main Street, 3ra to Steve stated he was not sure how to proceed, and recommended waiting for the new Public Works Director to be hired. The MDT is asking the city to handle construction permitting to do the sidewalk SID on West Main fi'om 3rd to 8t~. · Other Issues: Steve reported that he has apo~ied years ago for the grant that will be used for the MDT project of mill and fill on Maryland, from 8 to Washington. The city has annexed properties in this area since the grant, so he is working on trying to get the project extended to Alder. Steve has had correspondence with Wal-Mart officials regarding the status of this project. The back-up generator for the lift station that Wal-Mart is required to install has had delivery delayed. Therefore, they may not be able to have it in place when they are ready to open next month. Regarding the off-site i~m~ ~l~O~v, ements, Steve stated that the turn lanes at E Railroad and SE 4th St. may be delayed. The one at SE 4 St. is being worked on, but there is still water in the Italian Ditch. The request for parking areas by the film company has been reviewed. Neighboring businesses have been contacted, and have given their consent to allow the film company to use the parking next to their businesses. The department heads had no problem approving their requests. However, the city will ask for reasonable notice t}om the film crew so that barricades can be set up in a timely manner next week. Mayor Oison announced that he is proposing the council combine the Public Utilities and Public Works directors' positions. He further stated that Kurt will act as interim Public Works Director until the new one is hired. The meeting adjourned at 4:40 p.m. Respectfully sgbmitted, Clerk/Treasurer 4