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HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.06.2007 MINUTES DEPARTMENT HEAD MEETING NOVEMBER 6, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Sam Painter Rick Musson Mary Embleton Jan Faught Scott Wilm James Caniglia Gay Easton Kurt Markegard Council Agenda - November 6~ 2007 Scheduled Matters. Confirmation of Appointments: o Building Official: Gary Colley o Laurel Ambulance Attendant: Kelly Reinemer Jan will attend the council meeting tonight. · Ordinance No. O07-10: Ordinance amending certain sections of the "Laurel Zoning Ordinance" located at Chapter 17 of the Laurel Municipal Code. Second reading. This is the temporary use permit ordinance. · Ordinance No. 007-11: An ordinance concerning the creation of an urban renewal area within the municipal limits of the City of Laurel and adopting an Urban Renewal Plan including a tax increment provision. First reading. James stated that a couple minor changes will be made in the Urban Renewal Plan. The plan will be distributed to the council at next week's council workshop after the Planning Board's recommendation is made at the special meeting on Thursday. · Ordinance No. O07-12: An ordinance of the City of Laurel, Montana, establishing load limits on city streets; providing for truck routes and for loading and unloading; establishing exceptions; providing enforcement procedures and definitions; and providing for a penalty. First reading. · Resolution No. R07-94: A resolution of the City Council establishing and declaring streets and portions of streets as truck routes through the City of Laurel in accordance with Ordinance No. O07-12. The truck route resolution will be final on the effective date of the ordinance. · Resolution No. R07-95: Resolution of the City Council approving the Amended Plat for Lots 4, 5, and 6, Block 1 of Sheets Subdivision, accepting the Certificates of Dedication for creation of public alleys and to approve the attached agreement for waterline installation in the newly dedicated alley. Brent Milliron has not signed the agreements yet. Resolution No. R07-96: A resolution authorizing the Mayor to sign an agreement between the City of Laurel and the Drag Enforcement Administration "DEA" assigning a Laurel Police Officer to the Billings Resident Office Task Force. Department Head Meeting Minutes of November 6, 2007 · Resolution No. R07-97: Resolution of the City Council to create a new position called the Director of Public Works and to adopt a job description for the Director of Public Works position. · Resolution No. R07-98: A resolution recognizing AFSCME Council 9 Montana as the exclusive representative bargaining unit for the City of Laurel's police officers, animal control officer and emergency dispatchers. · Resolution No. R07-99: A resolution authorizing the Mayor to sign a construction agreement with the Montana Department of Transportation for the Federal Aid Project No. UPP 6905(3). · Resolution No. R07-100: A resolution authorizing the Mayor to sign a construction agreement with the Montana Department of Transportation for the Federal Aid Project No. UPP 6906(4). · Resolution No. R07-101: A resolution authorizing the Mayor to sign a construction agreement with the Montana Department of Transportation for the Federal Aid Project No. UPP 6907(2). The chip seal projects are on MDT's schedule for 2008. Mayor Olson stated that the city is still reviewing the MDT agreement for the project on Main Street, 3ra to 8th, which is scheduled for 2009. Draft Council Workshop Agenda - November 13~ 2007 Police Department: · Resolution - Highway Traffic Safety Bureau Contract #2008-13-13-21, 2008-09-08-21 Laurel STEP Rick stated that the annual $5,000 traffic grant is for enforcement of DUI and safety belt laws. The resolution will be on the November 13th council workshop agenda. Planning Board: · Ordinance- Annexations James stated two issues regarding the annexation ordinance. First, the ordinance should state that no city services will be provided without annexation. Second, the ordinance should require a one or two- year timeline for the public improvements to be finished on annexed property. Mayor Olson asked James to take the issues to the Planni~n~ Board for a recommendation. The annexation ordinance will be a discussion item on the November 13 council workshop agenda. Executive review: · Appointments: o Laurel Airport Authority: to fill term ending June 30, 2012 Mayor Olson met with one applicant on Monday and will meet with another applicant on Wednesday. The appointment will be on the November 13th council workshop agenda. · Minutes of Board/Commission Meetings Mayor Olson stated that someone is needed to take Park Board minutes. · Council issues: o Yellowstone Historic Preservation Board issues (Emelie Eaton) Sam explained that the issue began when the YHPB requested that Laurel amend its ordinance to require notification to the Board when a demolition permit was issued. This would allow the YHPB to photograph historic buildings before demolition. There was further discussion regarding the ordinance and the current review process of the City of Billings' ordinances. Sam will prepare the changes to the ordinance as requested by the YHPB for the council's review. It makes sense to have the governing bodies' ordinances be similar. 2 Department Head Meeting Minutes of November 6, 2007 At the last council workshop, Emelie Eaton had also requested information regarding light district assessments. The assessments are based on square footage subject to a maximum size lot. There was discussion regarding Emelie Eaton's request to have MDT notify MRL about construction projects and detours. Review of draft council agenda for November 20, 2007 · Public Hearing: o Ordinance No. O07-11: An ordinance concerning the creation of an urban renewal area within the municipal limits of the City of Laurel and adopting an Urban Renewal Plan including a tax increment provision. (First reading - 11/06/2007) A special council meeting can be held on November 27th to adopt Ordinance No. O07-11. Sam will explain the options at the council workshop on November 13th. Mary will revise the timeline for the TIFD. Mayor Olson stated that Miral Gamradt recently made a presentation to the Budget/Finance Committee regarding the five and ten-year budget analysis for the CIP. The committee could ask the council to consider his services for long-range planning for the City of Laurel. Mayor Olson stated that items for council workshop agendas need to be submitted by Wednesday prior to the meeting. He will allow emergency items to be added to the agenda when necessary. He asked James to list the Planning Board items on the agenda, with the understanding that an item could be removed if it is not ready for discussion. Department Reports: Ambulance Service Jan asked when department heads should submit the changes in fees and charges. Jan stated that the ambulance fees need to be adjusted to ALS and BLS fees. This is necessary because of the changes in the contract with AMR. Jan stated that the BLS rates will be raised in order to compensate thc loss of ALS rates. Mary stated that Cathy needs to be involved in the process. There was a lengthy discussion. The ambulance fees will go forward when they are ready. The annual review of the Schedule of Fees and Charges will begin the third week in January. Jan received a bill from AMR for intemepts. There was discussion regarding AMR replacing equipment it uses from other services. AMR has not replaced equipment for the Laurel ambulance. Jan stated that AMR receives no funds from other ambulance services for intercepts. City Council President Gay mentioned that there is a sinkhole on the east side of Washington Avenue where Thomae Lumber unloads. There was a lengthy discussion regarding this issue. Mayor Olson stated that the agreement with Thomae Lumber needs to be reviewed and Mr. Thomae should be contacted regarding the issue. Clerk/Treasurer · Audit Mary stated that the audit has been rescheduled for January 14th - 18th. · Public Surplus Online Service 3 Department Head Meeting Minutes of November 6, 2007 Mary distributed information regarding Public Surplus online services. There was discussion. Department heads will review the information and there will be further discussion at next week's department head meeting. Fire Department · Cenex contract update Scott stated that he is waiting for Cenex to respond. The next Emergency Services Committee meeting is scheduled for Monday, November 26t~. Scott requested that the resolution to transfer the extrication equipment to the Park City fire department be on the next council workshop agenda. Library Kurt will contact Troy at Engineering, Inc., regarding the status of the parking lot project. Police Department · Ordinance - No parking signs on Bernhardt Road Rick stated that the parking ordinance needs to be reviewed, particularly regarding the schools and Bernhardt Road. Mayor Olson and Rick will discuss a personnel issue regarding the Yellowstone County investigation and protocols. Public Works Department · Report on fire hydrants at Wood's Powr-Grip Kurt is still working on this. · Update on water line in Sheets Subdivision Kurt stated that a purchase requisition for the pipe will be presented to the Budget/Finance Committee today. The pipe will be delivered next week, as the contractor cannot install the line immediately. · Retention ponds Kurt will contact Marvin Brown. · Report on progress with South Laurel Business SID Kurt stated that this issue is waiting on the TIFD. · Report on Main Street, 3rd to 8~ Kurt is waiting for the state to submit prices for the project. · Update on staffmg Kurt stated that ads axe published for the Maintenance II and Utility Worker II positions. Ten applications have been received, and applications close on November 16th. The interview committee (Rick, Gary, and Kurt) will review the applications and schedule interviews for the week after Thanksgiving. Rick asked regarding the CDL requirement and whether the committee should consider applicants that do not have a CDL. Kurt stated that both positions require the employee to have the CDL on their first day of employment. Department Head Meeting Minutes of November 6, 2007 · Update on survey line on 13th Street Kurt stated that Craig Reeder does not want the city involved in the issue and hired his own engineer. Pat Davies, of Engineering, Inc., contacted Kurt regarding what is needed. Wayne Fox is aware of the situation. Kurt stated that playground equipment has been donated for Lions and Nutting Parks. Because of lack of staff, it is hard to dedicate time to oversee installation of the equipment. Amy Pollock is upset that the equipment has not been installed. Mary asked regarding the terms under which the city accepted the equipment and whether a council resolution is needed. Sam said that the insurance company should be consulted. There was further discussion regarding the issue and the Park Board's role. Mayor Olson will address the item at the next Park Board meeting on December 6th. Kurt will be on vacation next week. City Planner · Update on alley vacations James researched the issue regarding the Caboose Saloon and found no documentation that allowed the moose in the city's right-of-way. James will approach the owner regarding purchasing the land. James mentioned the issue in Russell Park. There was a lengthy discussion regarding the property which is zoned as a street, the lots which could be dedicated as a city park, the need for an easement for this property, etc. Mayor Olson asked James to gather the information and schedule a time to discuss this further. · Tony's Pawn Shop addition The owners are working on this. · Update on tree nursery at 1500 Valley Drive James stated that the variance request is on the Planning Board agenda in December. James contacted some Main Street cities, including Red Lodge, Polson, and Livingston, regarding the Main Street Program. He spoke with the Main Street Coordinator at the League meeting. Mayor Olson asked James to f'md out about the dollar commitment for the program. James will meet with Joanne from the Laurel Chamber regarding new business in Laurel. City Attorney · Draft annexation ordinance This was discussed earlier in the meeting. · Cable TV Sam has not received a reply from Cable Montana's attorney. Sam will draft a letter for Mayor Olson to hand deliver to Cable Montana. Mayor Olson * Website progress Mayor Olson asked the department heads to prepare a list of items that need to be changed on the website, as well as suggestions for each department's site. Rick will invite Jim Huertas to the November 20th department head meeting for further discussion. 5 Department Head Meeting Minutes of November 6, 2007 · Periodic budget reviews Mayor Olson stated that periodic budget reviews are not meant to micromanage. It will allow department heads and the mayor to review the department's budget to compare it to the projected budget. Other Kurt stated that e-mails are still being sent to Larry and Steve's e-mall addresses. He needs to check their past e-malls and also needs to have current and future e-mails forwarded to his address. Mary had asked Technical Edge to deal with this issue. Mayor Olson told Kurt to contact Bart Haskell to allow him to get on Larry's computer. Jan, Mary, and Mayor Olson will meet on Wednesday at 4:15 p.m. to discuss having a third crewmember on call. The meeting adjourned at 4:56 p.m. Respectfully submitted, Cindy Allen Council Secretary 6 Public Works Staff Meeting Wednesday, November 7, 2007 Kurt Markegard Gary Colley James Caniglia Cheryll Lund Public Works Kurt is on call this week. Kurt is on vacation November 13-17 and Gary will be working 7 am to 4 pm during that time. Chris Rosenberg will start as Code Enforcement Inspector on Tuesday, November 13t~. Cheryll will call him regarding bringing his social security card and drivers license for payroll purposes. Kurt recorranonds that Chris not be on "call-out" status until he is more familiarized with how call outs are handled. Applications are still being taken for 2 positions within thc Maintenance and Utilities depamuents. Deadline will be 5:00 pm on November 16 with no exceptions. The hiring committee will meet at 9:00 am on Nov. 20tu to review and select those candidates chosen to interview. Interviews will be conducted on Nov. 26, 27 & 28a' with the final decision being determined by November 29th and 2 people hired and working by the 3~a week in December. Kurt stated that according to the job description a CDL is required. Ceme~r~ The crew is continuing to level dirt st the cemetery. Parks The crew is raking leaves in the parks and getting ready to install new playground equipment. For insurance purposes the City Council will need to approve a resolution accepting the playground equipment. Streets Patching and culvert replacement is continuing. The alley entrance to City Hall (on W. 1~t Street) still needs to be done prior to bad weather. Solid Waste Alley clean-up is being done this week. Kurt is still working on a bid for a new route truck. An order for new 300 and 100 gallon trash cans will be done once an inventory of cans is taken at the City Shop. Wal-Mart is being hauled 2 times per week. Wal-Mart calls Public Works and requests the compactor be hauled and reset. Kelly puts the hauls on Wal-Marts water bill Water/Sewer The pipe for the Woodland project h~s been ordered. WTP & WWTP Nothing new to report. Code Enforcement Chris will start on November 13*. Buildim~ Solid Foundation has not responded to the letter that they were sent regarding the road and a turn around for the garbage trucks. Gary will contact Kate Hart regarding getting these issues resolved. Gary stated that there has been a slow down in the mount of permits issued. The commercial buildings still being constructed are: McDonalds, Big Dog Daddies and the UPS Store. He also has several residential buildings that are under construction, Planninu James is working on a boundary change for Frank Pelican for property located by the Locomotive Inn and Casino. James will be out of the office November 7th for the aKernoon. He will be in Red Lodge on Thursday, November 15th at a Home Grants workshop. James is meetiag with the owner of the property next to Russell Park. This gentleman is using the park for storage of his personal property and the City would like to possibly offer to sell the gentleman the property. 2 James is researching Laurel becoming a Main Street City. Being classified as a Main Street City is an advantage when it comes to grants available for help with infrastructure. There will be a special Planning Board meeting on Thursday, November 8, 2007 at 4:30 pr~ Respectfully submitted, Cheryll Lurid, Secretary 3