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HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.25.2007 MINUTES DEPARTMENT ~Hr~AD MEETING SEPTEMBER 25, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Gay Easton Mary Emblaton Kurt Markegard Steve Klotz Jan Faught Peggy Arnold (3:12 p.rm) Mark Guy (3:29 p.m.) Mayor Olson stated that a special council meeting is scheduled tonight for the appointment of a candidate to the Ward 4 vacancy. Council Workshoo A~,enda - Sentember 25~ 2007 Jean Kerr: Court remodel update Jean will present an update on the court remodel Laurel Ambulance Service: · Ambulance Reserve Appointments: Anna Gatzemeier and Sue Leuthold The appointments will be on the October 2~d council agenda. Plannin~ Board: · Public Hear[us: Subsequent Minor Plat of Amended Lot 2D-l, Canyon Creek Station Subdivision 2na Filing, Preliminary Plat James stated that the council does not usually hold a public hearing for minor plats, but the Billings Planning Department assumed that a public hearing was required. Mayor Olson asked James to develop a process to bring items forward. Mayor Olson and James will meet soon. Mary stated that there was not a quorum present for the Planning Board's public hearing, and that could be why this public hearing was scheduled. There will not be a representative from the Billings Planning Department at tonight's council workshop. Fire Department: · Resolution- Small Servicas Contract with CTA Architects The resolution has been prepared for tonight's council workshop. Executive review: · Resolution of intent for detet-aiination of blight - Urban Renewal Plan Mayor Oison stated that Steve Zeier will attend tonight's council workshop. The resolution lists several different detra~dnations for blight, and Big Sky EDA has decided to use three oftbem for the city. Mary mentioned that Steve indicate that the boundaries need to be formalized. James met with Steve last week, and be briefly explained their discussion. James stated that the boundary ofa TIFD could be redrawn every year, if the council thought it was necessary. It has not yet been determined if personnel can be funded with TIFD funds. Mayor Olson stated that a TIFD is for the improvement of infrastructure within a definite boundary. · Resolution - Code Enforcement Inspector job description Depar~e~t Head Meeting Minutes of September 25, 2007 The resolution and job description will be presented at the council workshop tonight. · Report on Code Enforcement Inspector position ~myor Olson stated that the code enforcement inspector will be under the Director of Public Works and not become an independent department. Mary stated that eighteen applications have been received for the code enforcement inspector position. Mayor Oison will appoint a panel of three people to review the applications and begin the hiring process. · Report on Public Works Director position Seven requests for applications have been received, and one application has been returned. There have been responses fi.om the job ~osting on the American Public Works Association website. The application deadline is October 12 . Mayor Olson will meet with Kurt Markegard regarding filling the position on an interim basis. Kurt will move into Steve's office, the new public works director will have Larry's former office, and the new code enforcement inspector will use Kurt's current office. · Town Meeting on October 15~ Mayor Olson stated that the Town Meeting for discussion regarding the proposed charter form of government will be held in the auditorium at the high school, if the new chairs have bean installed by that date. If not, the meeting will be held in the Core,nons at the high school. The meeting will be advertised, and the information pamphlets have been mailed. Pamphlets will be distributed to various locations in Laurel, including Jan's IGA, the Owl Caf6, Hardee's, and the coffee shops. Mayor Oison will attend the meetings of the civic groups in Laurel to answer questions about the proposed change in the form of government. There was discussion regarding the Couuuunity Assessment information that was distributed at Oktoberfest last weekend. The results of the Community Assessment Review were presented at DJ's two weeks ago by the participating entities. · Cemetery Report (council Member Stamper) Mayor Olson stated that Norm Staiiiper will give an update on the status of thc Veterans' Cemetery. The Cemetery Commission will meet on Wednesday at 5:30 p.m. · Council Issues: o Weeds (Council Member Dickerson) The city is reactive to complaints rather than proactive in addressing weeds. explained that public works is addressing the weed situation in the city. Steve and Kurt Mayor Olson stated that two additional appointments would be presented tonight. The appointments of lames Can~_'~lia to the HOME Program Board ard as the CTEP Administrator would be added to the October 2~council agenda. Craig Wright, of Johnson Controls, will present a Performance Contract Review at the council meeting on October 2'a, and the item will be added to the council agenda. 2 Dzpartmemt Head M~Jng Minutes of September 25, 2007 Steve mentioned that he was appointed by resolution as the Building Official and the Floodplain Administrator. These positions will need to be filled after he temfinates. Mary stated that Larry was the ADA Coordinator, and that position also needs to be filled. Mary will talk to Sam about the extension of the TSEP Preliminary Engineering Report Grant. Steve asked regarding who purchased the Only $1 Store building. Department Reports: Ambulance Service · AMR contract discussion Jan stated that the contract was e-mailed to Art at AMR, who will review it. City Council President There was no discussion. City Court There was no discussion. Mary asked ,rethgarding revision to the application form for special evems. This was discussed at the September 11 department head meeting when she was on vacation. The proposed change was to include a line for the time and date of the street closure and a line for the time and date of the event. Mary will make the changes to the application form, Mary mentioned the request from the Department of Revenue regarding the alley on the west end of Laurel that was vacated via Resolution No. R0241. There was a lengthy discussion regarding the lack of documentation of how the property was divided, the proper process for alley vacations, the need for the property owners to have a title company do a title search, and current situations with alleys in the city. Steve will meet with James to discuss these. Steve stated that a legal procedure is needed for alley vacations. Fire Denamnent Tender truck · Cenex contract · Siren · USDA grant/loan update o Facility plan o Brush truck There was no discussion. Library * Parking lot progress Peggy thanked Steve for getting the information to Engineering, Inc. contact name at Engineering, Inc. Steve will give Peggy the Peggy has been working on an emergency plan for the h'braxy for restoration ofwat, moldy, and/or burned materials. 3 Deparlment Head Meeting Minutes of September 25, 2007 Peggy will attend a workshop in Lewistown on Thursday through Saturday this week. Peggy stated that a theft occurred at the library last Thursday. The cash box was stolen when the library personnel was not watching a l~rary patron. There was discussion regarding alarm systems directly muted to the police department. Police Department · Dispatcher hiring progress Officer Guy stated that the hiring process is in progress. Public Utilities · Report on fire hydrants at Wood's Powr-Grip Steve stated that the public works dep*u~ment is waiting for a request. Gary is working on this. There was discussion regarding the O'Neil water line on the south side of Laurel. Kurt, James, and Sam will work on this. Steve talked to Carl Anderson today, and Carl has the water model for the City of Laurel. There was discussion regarding the hydrant on Woodland Avenue by the interstate. Public Works · Report on progress with South Laurel Business SID Steve stated that Great West Engineering is working on the topography and GIS survey. Great Wast will schedule a meeting soon to make a presentation to the business owners. · Report on Main Street, 3~a to 8t~ There was no new progress to report. Steve mentioned that he has been the drug testing coordinator, and someone else will need to be appointed to the position. City Planner There was no discussion. City Attorney · Truck route issue Mayor Olson stated that Cenex is reviewing the drat~ track route ordinance. A follow-up letter will be sent to the vendors to request comment and input re/~arding the draft truck route ordinance. · Draft annexation ordinance There was discussion regarding the drat~ annexation ordinance. When Chapter 16 in the LMC was removed and replaced with the Subdivision Regulations, the annexation portion was removed. The draft ordinance that was distributed recently replaced the code as it was previously written; however, further discussion is needed to extsure that the ordinance is updated as needed prior to adoption. Mayor Oison will talk to Sam about this. Mayor Oison · Website progress 4 Depamne~t Head Meeting Minutes of S~ptemb~r 25, 2007 Mayor Olson stated that James Huertas will contact the department heads about the website. James will work on the website this fall prior to attending the Police Academy in January. · Safety Program update Mayor Oison discussed a format to implement a safety program with Tom Danenhower and Bob Worthington last week. There was none. The meeting adjourned at 4:05 p.m. Respectfully submitted, Cindy Allen Council Secretary 5