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HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.20.2007PRESENT: Mayor Ken Olson Sam Painter Rick Musson Kurt Markegard MINUTES DEPARTMENT HEAD MEETING NOVEMBER 20, 2007 3:00 P.M. COUNCIL CHAMBERS Mary Embleton Jan Faught Will Guenthner James Caniglia Jim Huertas James Huertas - Cit3' of Laurel webslto Jim updated the department heads on the status of the city's website and gave a presentation. James will contact department heads next week to schedule appointments to give input and suggestions for the site. Council Anenda - November 20~ 2007 Public Hearing: · 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) Scheduled Matters: · Confirmation of Appointments: o Airport Authority. Don Schlegelmilch to fill term ending June 30, 2012 · Resolution No. R07-102: Resolution accepting a grant from the Montana Department of Transportation for monies to be spent on the Selective Traffic Enforcement Program (STEP) and authorizing the Mayor to sign said grant. · Resolution No. R07-103: Resolution to approve a consultant contract between the City of Laurel and MDG Consulting for the provision of Capital In-q0rovament Planning services. There was no discussion on the council agenda items. Draft Council Workshon Anenda - November 27, 2007 Fire Department: · Resolution - Transfer of equipment to the Park City Fire Department Mayor Olson asked Sam if verbiage is needed in the resolution to require training on the equipment. Sam stated that the fire department already provides training, so he does not see an increased liability. The resolution will be on the council workshop agenda on November 27t~. Plannin~ Board: · Resolution - Mace Subdivision Final Plat · Resolution - Bmokwood Subdivision Final Plat James stated that the final plats are ready for approval by the council. Executive Review: Department Head Meeting Minutes of November 20, 2007 · Appointments: o BSEDA Nominating Committee: Gay Easton Mayor Olson will appoint Gay Easton to the BSEDA Nominating Committee. o Laurel Volunteer Ambulance Service: Sue Leuthold and Anna Gatzemeier Jan requested that Marie Bese] also be appointed as an ambulance attendant. The appointments will be on the November 27th council workshop agenda. Deoartment Reports: Ambulance Service · Schedule of fees and charges Jan e-mailed Cathy regarding the proposed changes. Jan called Jim Weber regarding the bills received from AMR. Jim told her that he is not involved, so Jan left a message for Art McCuman. Jan has not received a call from him yet. City Council President There was no discussion. Clerk/Treasurer · Public Surplus online service There was discussion regarding this service, who would handle the shipping and staffing to complete the process, when items would be removed from the online service, storage of equipment that does not sell online, and the city's obligation to the online service. Mary stated that no contract is required. Mary will find answers to the questions and report back to the department heads. · Impact Fees Feasibility Study Mary stated that Carson Bise had good interviews with the department heeds last week. Carson told her that it does not look good for the city because there is not much new buildable space within the city limits. Carson will prepare a report of findings and options within the next few weeks. Mary stated that the Section 125 signups will be scheduled for the week of December 3~i. The city is mandated to do this early in December. The AFLAC and Colonial agents will be scheduled for the city shop, police department and at city hall. Kurt requested that the shop appointments be scheduled on Wednesday, Thursday, or Friday. Rick stated that any day is acceptable for the police department. Mary will schedule with the agents. Paperwork will be available at city hall. Mary received information from DNRC regarding the Renewable Resource Grant applications. May 15~h is the deadline for the grants to be submitted. Mary received a letter from the Yellowstone Couaty Treasurer's Department, which was billed $4,000 from their IT people for time to accommodate printing of the 2007 property tax bills. The department wants to split the cost with the Department of Revenue, the City of Billings, the City of Laurel, and Yellowstone County. Mary stated that the county treasurer's department is mandated to send out the statements and collect the taxes and cannot require the city to pay. Sam and Mary will draft a letter to 2 Department Head Meeting Minutes of November 20, 2007 Mary reported on the meetings she attended in Helena last Friday. The differences between the League and MMIA will be resolved. The League is working on water quality issues and plans to form a task force. Mary suggested that Laurel should have a representative on the task force. Mary mentioned that the League has offered assistance with the city's TIFD. · Cenex contract update Scott, Doug, and Mayor Olson will set up a meeting on Friday for discussion. The Emergency Services Committee meeting is scheduled for Monday, November 26th, at 5:30 p.m. Library Mayor Olson stated that a new librarian will be hired, as Peg Arnold will retire at the end of December. The position has been advertised internally. The Library Board will make the final decision. Police Department * Parking ordinance changes Rick stated that review of the changes is being done. City PLanner James attended a HOME Grant workshop in Red Lodge last week. Billings where the city owus the land and people purchase the homes. He learned about a program in * Update on alley vacations James requested the names ora surveyor and appraiser in order to proceed with the alley vacations. · Tony's Pawn Shop addition James stated that this item could be removed as the owner has not yet proceeded with the process. · Update on tree nursery at 1500 Valley Drive James stated that the variance for the tree nursery is on the December 6th Planning Board agenda. The Planning Board already approved the tree trimming service. Public Works Department * Update on water line in Sheets Subdivision Kurt stated that Brent Milliron has contacted a third eontmctor for the project and the project should go forward soon. Mr. Milliron has not yet signed the agreement with the City of Laurel. · Retention ponds Kurt is still working on this. · Report on progress with South Laurel Business SID Kurt is waiting on the TIFD. This item will be moved to future discussion on the agenda. · Report on Main Street, 3~a to 8t~ Kurt is waiting on the State of Montana for figures. This item will be moved to future discussion on the agenda. Depar~tent Head Meeting Minutes of November 20, 2007 · Update on staffing Kurt stated that Chris Rosenberg started last week. Gary and Kurt ere training Chris, and Kurt is looking at sending him to a school in Colorado. There was discussion regarding code books. Kurt, Rick, and Gary reviewed the thirty-four applications received for the Utility Worker II and Maintenance Worker II positions. Half of the applicants will be interviewed next Monday and Wednesday, and a recommendation will be given to Mayor Olson by the end of next week. Kurt stated that the Tree Board needs to meet to determine the program for Arbor Day 2008. The Tree City USA application needs to be submitted by January 1st. Kurt stated that one garbage mack needs a $5,000 fuel injector. Since only one truck was running today, Kurt authorized overtime in order to pick up the businesses. Kurt is working on the bid specs for a new gerbage mack. Mayor Olson asked regarding $600 for work on the gray Trailblazer. Kurt stated that there was some damage to the reer door. Kurt mentioned an issue with a gasoline smell at the sewer plant last week. DEQ was contacted, and it is considered a non-issue at this time. The jet redder is down, the part is ordered, and PACE will have to be contacted to do jet rodding until the jet redder is repaired. City Attorney · Draft annexation ordinance The annexation ordinance will be presented to the Planning Board in December. removed from the department head agenda. The item should be · Cable TV A letter was sent to Cable Montana last week. Jim Murphy, Cable Montana's attorney, contacted Sam today with questions regarding one section. Sam will contact the attorney again on Friday. Mayor Olson · Website progress This was discussed earlier in the meeting. There was no further discussion. The meeting adjourned at 4:20 p.m. Respectfully submitted, Cindy Allen Council Secretary 4 Public Works Staff Meeting Monday, November 19, 2007 Kurt Markegard Gary Colley James Caniglia Chris Rosenberg Cheryll Lund Public Works Kurt is on call this week. The waterline that services customers fi.om Juniper to Village Subdivision was repaired. The repair took 45 minutes. The hydro-carbon gas smell that was discovered in a sewer manhole by the refinery went away for a day or so and then returned. The walk through inspect on Mace subdivision was done and there were several issues that will need to be repaired or re-done. Solid Waste There will be a 1 day delay in garbage service due to the Thanksgiving holiday. An ad will be in this week's Laurel Outlook explaining the delay. One of the garbage mute trucks is down and the repair will cost $6000 for parts and labor. Water Systems The jet redder is down and PACE will have to be called out for any sewer line problems. Streets The mechanic is busy getting the snow removal and sanding equipment ready for use. WWTP The DEQ was at the plant because of the hydro carbon smell They cannot find out where it is originating fi.om. Code Enforcement/Building Chris' is aH set up with a computer, phones and shirts. The UPS Store has its final hnspection today. McDonald's is set to open the first pm of December. Planning James met with the Mayor regarding city owned land that needs to have a value put on it so we can sell it. James reported that there are a lot of subdivision applications coming through his office. Most of them are located out of the city limits. Respectfully submitted, Cheryll Lund 2