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HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.26.2007 MINUTES DEPARTMENT HEAD MEETING DECEMBER 26, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Jan Faught Rick Musson Gay Easton Mary Embleton Bill Sheridan Scott Wilm Kurt Markegard Council Workshon Aeenda - December 26~ 2007 Ambulance Attendant Aooointments: · Todd Wren and Lisa McDowall The appointments will be on the January 2~ council agenda. Public Works Denartment: · Resolution - Small Services Contract with Concrete R Us for placement of four handicapped ramps on Washington Avenue Sam needs to send the contract. Ku~ stated that only one bidder responded to his request. · Resolution - Agreement with Laurel School District to reimburse the City of Laurel for installation of two handicapped ramps on Washington Avenue Kurt had talked to Scott Ryder, the new maintenance superintendent at the school, who approved the agreen0ent, but Superintendent Josh Middletun and School District Clerk Roger Heimbigner are both on vacation until January 2~. Executive review: · Resolution- Technical Edge Consulting Agreement Bart Haskell sent a proposal for extending the contract with Technical Edge for computer networking services. Their fee would increase from $93.00/hour to $120.00/hour for a three-year contract, 2 hours/week. Mayor Oison asked for input l~om department heads, but there was little response. The mayor suggested that he could have Bart attend a department head meeting to discuss. He will also dlstffbute the e-mall outlining the scope of the proposal, and department heads can then better judge the value of the contract. He will pull it from tonight's workshop agenda~ · Council Issues: o Yellowstone Historic Preservation Board issues (Emelie Eaton) The city has allocated some money in the past for pamphlets, etc. The mayor mentioned the statement made at the last YHPB meeting regarding whether the board will discuss issues other than Montana Avenue and Minnesota Avenue historic areas. There will he more discussion at tonight's meeting. o Enforcement of trucks with hazardous materials stopping at uncontrolled intersections (Chuck Dickerson) Mayor Olson asked staff to resc~xch laws and regulations regarding this issue, as council may have questions at tonight's meeting. Dem~rtment Reports: Depanment Head Meeting Minutes of December 26, 2007 Ambulance Service · Ambulance parking - MMIA's response Jan stated that she had not received a response yet from MMIA, and that she and Alan Hulse have been playin4~ phone tag. She will request his comments in writing via e-mail and send them to the mayor. Jan asked about department heads presenting year-end reports to council Mayor Olson stated that the city clerk/treasurer is required to present a financial report, and he asked for input from department heads. Jan stated that she would like to present a report. Rick questioned if statistics are good information to the council. Mayor Oison asked for department heads' analysis of the city's growth, and how it impacts their department. Bill stated that he thinks a look at the bigger picture is a good appwach. Kurt stated that water, sewer and garbage are definitely impacted, and that each new house adds 3 minutes to the garbage routes. Mayor Olson added that cemetery and parks are also impacted. Scott stated he is already working on his report. Mayor Olson will schedule each department bead's presentation to council, preferably during a workshop. Jan asked when the CIP forms are due back to Miral Gamradt, and was told they are due by the end of the month. Mayor Olson reminded department heads to contact Miral with any questions. Jan had contacted him regarding whether items met the capital asset requirements. Discussion followed regarding 3 cots that together total over $5,000. Mary stated that this did not meet the requirements of being capital, and should be budgeted as a supply item instead. City Council President There was no discussion. · City's computer network o Additional server Mary stated there was no new information regarding prices for an additional server. o Contract with Technical Edge This was already discussed. Mary stated that she will be focused on the annual financial report and preparations for the audit, which is scheduled for the week of January 14t~. Fire Denartment · Cenex contract update Scott stated that he reviewed the draft contract with Sam, and there was an important part missing, so they are still working on it. The bid packet for the new water tender track needs to be completed and advertisements need to be sent to the Outlook. Representatives from the USDA want to meet with the mayor and clerk/treasurer regarding the low- /nterest loan application for a new fire hall Mayor Oison suggested including Miral Gamradt in the meath!g. The cha.qsis has not arrived in Bozeman yet for the new urban pumper truck. 2 Depm~m(mt Head Meoti~g Minute~ of D~cemb~' 26, 2~ L~ Mayor O~n ~ ~ ~ re~ion ~r Peg ~old on Dec~b~ 20*, to re~e h~ 3~ y~ ofs~ to ~ city. N~cy Sc~dt will bemme the n~ ~ dk~or. K~ ~ he would l~e to me~ ~ Peg, N~cy, Bill ~d t~ ~g~ ~g~d~g ~e p~k~g lot ~pmvments be~m Peg leaves. H~ ~ ~y is Dec~b~ 28~. Police Denartment Rick stated that he had nothing major to report, but they have been really busy. commended him on a job well done over the last few weeks, which have been difficult. Mayor Olson City Planner · Update on alley vacations James is on vacation, so there was no discussion. Public Works Department · Update on water line in Sheets Subdivision Kurt stated that the line will be chlorinated after the first of the year. · Signage at Bernhardt Road and SE 4t~ Street by Wal-Mart Kurt reported that Public Works needs to do locates and put up warning signs, and also lower the arrows at the curve. Rick stated that he does not recommend 25 mph on that comer. Discussion followed, and the mayor asked if the speed can be reduced by ordinance. Kurt also questioned the liability exposure and if the engineers could be held responsible for poor design and safety. Rick asked ifa flashing light would be appropriate. · School crosswalks This was discussed earlier. Mayor Olson asked about installing flashing lights, but there is a problem with electrical supply. Also discussed was the need for rebuilding Washington and 8th Street, which would pmhably require an SID. Kurt stated that they are also working on their CIP itewa. One item is a backhoe for the Veterans' Cemetery proposal. They are working on providing this and other information, such as start-up costs and maintenance costs, for the Veterans' Cemetery steering committee. Bill toured facilities and met employees on Friday. Mayor Olson suggested tours for the council members, and it was suggested to schedule that in March or April. City Attorney Sam was not in attendance, so Mayor Oison stated that he will get information next week regarding Cable Montana and the cable TV franchise issue. Mayor Oison · Web site progress Mayor Olson received an e-mail ti'om Jim Huenas recently, and the issue is worse than what he thought. The format used by Zee Creative is proprietary, and may not be compat~le with what Jim would like to use for the city's website. He leaves for the Law Enforcement Academy on January 6th, but will have a "workable product" in place before he leaves. 3 Depar~ent Head Meeting Minutes of Dec, ember 26, 2007 · Laurel City Voice Mayor Olson would like the next issue to go to press by February 1a. · Schedule of Fees and Charges Mayor Olson would like to have changes come ibrward by the middle of January. Kurt stated a need to address tents in the parks. They are typically not encouraged, and asked if the city wants to consider renting out the parks to private individuals for events, such as weddings. Mayor Olson suggested taking the issue to the Park Board for consideration. Mary stated that preparation of the 2008-09 budget should begin soon, and asked for the mayor's direction in preparing guidelines and a calendar. They will mee~ on Friday at 1:00 to discuss. Chris Rosenberg, the city's new Code Enforcement Officer, was featured in the Outlook. The deparlxnent is beginning to educate the public on codes and their enforcement. The meeting adjourned at 4:05 p.r~ Respectfully submitted, Mary IC Embleton Clerk/Treasurer Publle Works Staff Meeting December 26, 2007 Bill Sheridan Kurt Markegard Gary Colley Chris Rosenberg Cheryll Lurid Publi~ Works Gary is on call this week. Kurt had one call out last week. There was a water leak on the east side of town. Any changes to the schedule of f~es need to be submitted prior to January 31, 2008. The concrete bid from Concrete R Us for 4 handicap ramps adjacent to the schools been submitted to the City Attorney Sam Painter. Bill and Kurt will meet with Peg Arnold this week to address the parking lot at the Laurel Public Library. Psrks Kurt is working on the grant for funding for trees for Arbor Day. The City asks for money annually and usually receives $250 or more each year. Cemetery Bill and Kurt attended a meeting with the Yellowstone County Commissioners on the future maintenance of the proposed Vets Cemetery thot will be located adjacent to the Laurel City Cemetery. The County is drilling a well south of the City Shop on Airport Road. They expect to drill 125 feet to reach water. The County continues working to extend Airport Road and plans to have constmation done by spring. Streets Pothole patching was done last week and will continue as time and weather p~mits. Solid Waste There were 3 garbage trucks running the garbage route to catch up for Christmas Day. This will also be done next Wednesday due to New Years Day. The container has been set on West Main for Christmas tree recycling. The bid package for the route truck will be given to Mary to go over the contract language end will then be put out for bid. Water/Sewer Systems The water leak on SE 4tu by Wal-Mart is being monitored. The engineer fi~m Galloway & Romero seems to think the water is fxom ice melting that is creating water. WTP & WWTP Bill stated that he has been looking for available funding for sanity sewer and water line improvements. Bill recently visited the Water end Sewer plants and stated that there is a need for improvements. Code Enforcement Chris has sent out letters to residents that are in violation because they are not displaying their address. There will be an article in the Laurel Outlook regarding Chris' recent hiring and his duties as Code Enforcement Officer. An article needs to be done within the next 2 weeks on the Public Works team. The article will be placed in the Laurel Voice. Chris will work on the article. Kurt reminded everyone of the need to request purchases over $5,000 he put into the CIP for consideration. Building Department Gary stated that Scott Wilm is willing to make up identification cards for the staffwith the machine the fire department owns. The meeting ended at 9:00 am Respect fully submitted, Cheryll Lund