HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.04.2007 MINUTES
DEPARTMENT HEAD MEETING
DECEMBER 4, 2007 3:00 P.M.
COUNCIL CHAMBERS
PRESENT:
Mayor Ken Olson
Sam Painter
Mike Zuhoski
Gay Easton
Kurt Markegard
Mary Embloton
Jan Faught
Sentt Wilm
James Caniglia
Miral Gan-cadt
Mirai Gamradt - CIP
Mayor Olson introduced Miml Gamradt to the departraent heads. Miral served as the Finance Director
for the City of Bozeman for twenty years and retired three years' ago. He currently provides consulting
services to cities and government entities. The City of Laurel contracted Miml to prepare a Capital
Improvement Plan (CIP) to identify the future capital improvement needs, help set priorities, assess
available funding, and det~mrine which capital improvements can be funded over the next five years.
Miml distn'outed a memorandum and information to the department heads. Miral stated that each
department will complete a needs assessment and should prepare a Project Description Request Form
for each capital item requested. He also requested that department heads submit a picture of the capital
request.
Miral asked regarding the system previously used to rank capital projects and whether it worked well.
Jan stated that it should be abandoned. Mary stated that it could use some fine-tuning. Mayor Olson
stated that only three of the current department heads were involved in that process and that the
mechanism did not work perfectly. Miral stated that General Fund departments compete for the
resources. The rating system will continue to be used. Miral explained the distinction between
equipment and capital projects, which cannot compete again.et each other.
Atter Miral completes the historical financial analysis and a five-year projection, it will be reviewed
with the depmtment heads prior to presentation to the council. Miral stated that the CIP is a plan, not an
app~-opriation document. All items will still need council approval in the annual budgeting process.
There was further discussion regarding the CIP, the needs assessment process for the department heads,
the impact of the proposed Veterans' Cemetery, the TIFD and possible storm water district, and the
need for review and update of the CIP every two years.
Miral stated that he will serve as the facilitator to lay out the financial picture for the city. Department
heads should complete the needs assessment process in December, with some extra time allowed for the
new public works director to do so.
Mayor Olson thanked Miral for his presentation.
Council A~enda - December 4. 2007
Public Hearing:
· Ordinance No. O07-12: An ordinance of the City of Laurel, Montana, establishing load limits
on city streets; providing for truck mutes and for loading and unloading; establishing exceptions;
Dq~'tmeat Head Meeting Minutes of December 4, 2007
providing enforcemunt procedures and definitions; and providing for a penalty. (First reading -
11/06/2007)
Mayor Olson asked Kurt to introduce the truck route at tonight's public hearing.
Scheduled Matters:
· Confirmation of Appointments:
o BSEDA Nominatin~ Committee: Gay Easton
o Laurel Ambulance Attendants: Sue Lenthold, Anna Gatzemeier, and Marie Besel
The new attendants cannot attend tonight's council roeeting.
· Resolution No. R07-104: Resolution of the City Council approving the donation of city surplus
extrication equipment to the Park City Volunteer Fire Department.
· Resolution No. R07-105: A resolution approving the Final Plat of Mace Subdivision, an
addition to the City o f Laurel, Montana.
· Resolution No. R07-106: A resolution of the City Council approving the Amended Plat of Lot
2D-l, Canyon Creek Station Subdivision, Second Filing, City of Laurel, Montana.
The resolutions are on tonight's council agenda.
Draft Council Workshon Auenda- December 11, 2007
Introduction of Chris Rosenberg, Code Enforcement Officer
Chris will be introduced to the council.
Parking, issues by the Laurel Middle School
Mayor Olson stated that Greg Thomas will attend the meeting to speak regarding the parking issues.
Mayor Olson emphasized the city's need to respect the public right-of-way. Kurt mentioned that the
owner of Orchid Cleaners contacted him regarding parking issues in front of the business.
Benrtooth RC&D: Presentation of the Cortmrehensive Economic Development Strategy
No explanation of this item was available at this time. Mary provided an explanation later in the
roeeting,
Plannin,, Board issues:
· Variance for Paul Kokoske, 1535 Valley Drive, for a proposed tree nursery
James stated that the item is on the Planning Board agenda for Decerober 6~. He is concerned whether
or not a quorum will be present at the roeeting. Mayor Olson stated that county roembers are needed on
the Planning Board.
· Building heights of up to 45' in Community Commercial zone
James stated that this will be discussed at the Planning Board meeting and comes in response to the
inquiry regarding apartments on Pennsylvania Avenue. The lot is located next to the current business
district and could be rezoned.
· Annexation allowance for 1 or 2 years to conform
James stated that subdivisions would be required to complete in~eture hnprovements within one or
two years, ifdetemfined by the Planning Board and approved by the Council.
Executive review:
2
Deparmaent Head Meeting Minutes of December 4, 2007
· Appointments:
o Police Commission: Reappoint Brett Lundto athree-year t~m~ending 12/31/2010
Mayor Olsun stated that Brett Lund submitted a letter requesting reappointmant to the Police
Commission.
· Yellowstone Historic Preservation Board issues (Emelie Eaton)
Mayor Olson stated that Emelie Eaton will present the issues.
At this time, Mary explained the Beartooth RC&D item on the December 11t~ council workshop
agenda. Chris Mehus will give the annual presentation and their five-year Comprehensive Economic
Development Strategy. Beartooth RC&D ha~ requested that the city submit a letter ofsuppott, which
could be on the December 18tu council agenda.
DeDartment ReDorts:
Ambulance Service
Jan has been working on new bylaws and job descriptions for the ambulance department in order to
correspond with the changes that have been made. Sam will review the bylaws and job descriptions
before they are presented to the council. Jan asked if job deso'iptions are needed for everyone that
receives a stipend. Mayor Olson will get back to her with an answer.
Jan asked regarding a place to plug in the ambulance, as the outlet being used does not work. Mayor
Olson stated that an electrician should be contacted to fix the outlet. Jan asked if there is a place to park
the ambulance indoors and if it could be parked on an attendant's property. Mayor Olson stated that he
is hesitant to do that. He asked Jan to contact MMIA regarding this and report back at the next
department head meeting.
City Council President
There was no discussion.
Clerk/Treasurer
· Public Surplus online service - procedure
Mary was unable to prepare the procedure. Mayor Olson moved this item to future discussion.
· City's computer network
o Additional server
Bart Haskell recently informed Mary that the city's server is reaching its capacity because of storage of
large documents. He suggested that the city get another server for storage of big documents,
particularly the maps and Mylars in the Public Works Department. Bart will prepare a quote for another
server.
o Live Meeting
Bart also suggested installing Live Meeting on each city computer. This would enable Teelmical Edge
to remotely conneet to a computer to diagnose problems and would save time and money for the city.
Mary will schedule a time with Technical Edge to do this.
Mary stated that the 10/100 speed switch on the city's server should be upgraded to a 1000 speed.
Fh'e Demu'tment
3
Department H~ad Meeting Minutes of D¢¢eml~r 4, 2007
· Cenex contract update
Scott stated that work is continuing on the contract.
Library
The library director position has been posted.
Mary stated that Gall Brice recently indicated that the L~rary Board wants to be involved in Peg's
retirement party.
Police Dena~ haent
* Parking ordinance changes
There was no discussion.
City Planner
· Update on alley vacations
James stated that an appraiser is needed to progress with the alley vacations. Mary will give James the
name of an appraiser. A small services contract will be needed if the work will cost over $1,500.
Mayor Olson stated that a real estate office could recommend an appraiser.
James mentioned that Julie Burke, of the Main Street Program, informed him of a presentation
scheduled in Red Lodge on Monday. James will contact the Chamber and Laurel Alive to see if any
members are interested in attending the presentation.
· Update on tree nursery at 1500 Valley Drive
There was no discussion.
Public Works Department
· Update on water line in Sheets Subdivision
Kurt stated that the contractor is in the process of digging for the water lines. The contractor had
problems with tb-~r compactor and did not want to compact during construction. Kurt told him that was
unacceptable and the proper compacting must be done. The water lines should be in service in the next
couple weeks.
· Update on staffing
Kurt stated that the recommendations are ready for Mayor Oison's review.
Kurt stated that Wal-Mart has requested release of the letter of credit. Jesse Salo, of Galloway and
Romero, will be in Laurel on Wednesday. The permanent generator has been installed and is
programmed to run for a few hours every Monday. The city will need to check the oil in the engine and
have fuel delivered for thc generator. Kur~ stated that the generator is not fenced, and he recommends
that it ha fenced. Mary asked Ku~ to request a list of infrastructure that Wal-Mart paid for that has
become city property.
Kurt stated that advanced warning and reduced speed signs should be installed at the curve at Bernhardt
Road and SE 4th Street near Wal-Mart. Several incidents happened at this location during the recent
snow atorl~
McDonald's is scheduled to open on Friday, December 7th. Kurt stated that traffic would definitely
increase with McDonald's projected sales of $1.4 million.
4
Depm~ne~t Head Meeting Minutes of December 4, 2007
Kurt authorized a shii~ change for Don Nelson from December 10t~ through February 29th. This will
allow Don to begin sanding streets earlier in the morning before people leave for work.
Rural Water Systems has scheduled a conference in Great Falls on February 20-22. Kurt reserved four
moms and needs the credit card to confirm the reservations. The new public works director, the new
utility maintenance worker, Ku~t, and Guy Rolison could attend the meeting.
Work is being done in the public works director's office. Kurt requested the keys to Larry's pickup in
order to get it ready.
City Attorney
* Cable TV
Sam called Cable Montana's attorney and was told that he will not be available until mid-December.
Sam suggested that Mayor Olson send another letter to Cable Montana this week. Sam stated that the
city could revoke its current agreement with Cable Montana. Mayor Olson stated that Cable Montana
has been negligent in signing an agreement with NorthWestern Energy for pole leasing.
Mayor Olson
· Website progress
Mary stated that Jim Huertas will meet with her on Thursday at 10:00 a.m.
· Laurel City Voice
Mayor Olson stated that the Laurel City Voice will be published again on a regular basis. The deadline
for articles will be set in January. Kurt suggested including an article regarding the city's updated
website. Mary recently received a phone call from another city that thanked the City of Laurel for its
ideas regarding public education.
Other
There was no discussion.
The meeting adjourned at 4:18 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
5
Pub#c Works Staff Meeting
December 3, 2007
Kurt Markegard
Gary Colley
James Caniglia
Chris Rosenberg
Cheryll Lund
Public Works
Kurt is on call this week.
Gary had 5 call outs over the weekend.
The recommendation for the Maintenance and Utilities II Workers has been forwarded on
to the Mayor for him to make the final decision.
Jessie Salo from Galoway and Romero (Site Engineers for Wal-Mart) will be here on
Wednesday, December 5th. Kurt and Gary will meet with him regarding the completion
of the lift station and street issues for Wal-Mart.
Kurt has a meeting with Billings for the planned Christmas tree recycling that the City of
Laurel is participating in.
Cemetery
Kurt will work with Yellowstone County to draf~ a maintenance agreement for the
Veteran's Cemetery.
Parks
The crew is shoveling snow offsidewalks as needed.
Streets
The crew is working on replacement of signs and sanding the streets when needed.
Solid Waste
A 40-yard container will need to be ready to set for the Christmas tree recycling program.
Trees will be collected from December 26a' to January 20th.
1
Water/Sewer Systems
The staffwill review the schedule of fees for pit meters in Village subdivision and decide
if we will replace or repair frozen meters. This needs to be done by January.
The Middle School is planning to pump their storm water retention pond into the East
Laurel dral~ The staffnecds to research this to find out if there is documentation of
giving the school permission to do so.
Code E~forcement
Chris and Gary need to put together bio's and send them to Cindy Allen for publicating in
the Village Voice.
The Public Works pamphlet on codes needs to be updated as soon as possible.
Gary will be gone all day Tuesday, December 4, 2007 for a International Fire Code
Building
Gary issued McDonald's a t~la~orary certificate of occupancy for employee's only. The
business will open for business on December 7, 2007.
Cheryll will need to order building pvmdts for 2008 and she asked the staffto review the
form and let her know of any changes that need to be made.
The Four-Square Church (old Ricci's building) has requested a temporary certificate of
occupancy for December 24t~ services.
Planning
James stated that he will meet with Engineering, Inc. and Yellowstone County on
Tuesday, December 4, 2007 in regards to the proposed Alpine Subdivisior~
Final resolutions for Mace Subdivision and Canyon Creek Station Subdivision are being
presented to the Council.
There is a Planning Board meeting on December 6, 2007.
Respectfully submitted,
Cheryll Lurid
2