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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.02.2008 MINUTES DEPARTMENT HEAD MEETING JANUARY 2, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Sam Painter Rick Musson Gay Easton Mary Embleton Jan Faught Scott Wilm James Caniglia Bill Sheridan Kurt Markegarcl Nancy Schmidt Council Auenda - J~nuarv 2. 2008 Scheduled Matters: · Confirmation of Appointments: o Laurel Ambulance Attendants: Todd Wren und Lisa McDowall Jan stated that Lisa McDowall's appointment should be removed, as she has not completed the requirements. Jan will introduce Todd Wren to the council at tonight's meeting. · Resolution No. R08-01: A resolution approving a small construction contract between the City of Laurel and Concrete R Us providing for the construction of four (4) ADA compliant sidewalk ralilps. The resolution and contract are ready for tonight's meeting. * Resolution No. R08-02: A rasolution approvlug an agreement between the City ofLaurel and the Laurel School Di~t,ict providing for partial reimbursement to the City for the construction of sidewalk curb ramps. The resolution is ready for tonight's meeting and the school district signed the agreement today. Draft Council Workshoo Agenda - January 8~ 2008 Fire Dcoartment: · Appointment of Brian Fox Scott will let Mayor Ohon know if Briun will attend next week's council workshop. plannin~ Board: · Resolution- Variance for Paul Bokoske, Trees of Eden Mayor Olson stated that Paul Bokoske will speak to the council and staffwill also be able to do so. · Resolution- Annexation Policy The Planning Board will meet on Thursday to finalize a recommendation regerdin~ the annexation policy. There was discussion regarding the timeframe for installation of curb, gutter, and sidewalk improvements for individual lot owners. At a previous Planning Board meeting, one member had concerns about thin issue. James stated that the Planning Board will also discuss the extension of the Central Business District. Clerk/Treasurer: · Resolution - Collection of annual $2.00 service foe for all water users Depattmmt Head Meeting Minutes of Sanuary 2, 2008 · Resolution- Insurance transfers Mary stated that these are both housekeeping issues. The insurance transfers are done twice a year. Executive review: · Resolution- Technical Edge Consulting Agreement Mayor Olson asked if the department heads reviewed the agreement. Comments should be e-mailed to Mary. · Resolution - Transition Plan for Form of Government The resolution will be on the January 8* council workshop agenda · Ordinance- Judge's salary Mayor Olson stated that the salary increase was appropriated but needs to be approved by the council with an ordinance. · Appointments - Committee vacancies Mayor Olson stated that there are vacancies on the following boards/committees: Emergency Services Committee; City-County Planning Board; Tree Board; Park Board; and BSEDA. · Council Issues: o Discussion regurding Historic Preservation Board Mayor Olson stated that Sam will present information regarding this issue. o Enforcement of trucks with hazardous materials stopping at uncontrolled intersections (Chuck Dickerson) Rick contacted the weigh station regarding the issue, but they do not have information. He stated that Dave Siljestrom should provide a copy of the law or the issue should be shut down. Sam stated that it could be a federal regulation. Kurt stated that the signs for the new truck mute are being installed prior to the 30-day effective date. Deuartment Reports: Ambulance Service · Ambulance parking- MMIA's response Jan did not talk to Alan about this issue. Jan stated that the city is still getting bills from AIVlR. Jan, Sam, and Mayor Olson will meet after the department head meeting to discuss it further. City Council President There was no discussion. Clerk/Treasurer · City's computer network o Additional server Mary has not yet received specifications or costs from Technical Edge. 2 Department Head Meeting Minute~ of January 2, 2008 o Contract with Technical Edge Mary stated that the contract with Technical Edge needs to be renewed as they are familiar with the city's network, have helped to resolve many issues, and have been working at the expired contract prices for over a year. There was discussion regarding the need for their services two hours per week, which is included in the proposed contract. Department heads should emall questions and concerns to Mayor Oison and Mary by Friday. Mary stated that Bart will install the new switch on Monday, January 7th. · Budget process Mary stated that the packets, a memo, and the budget calendar will be in the department head mailboxes on Monday. Mayor Olson stated that the projected deadline for budget approval is the second meeting in August. Information for the CIP should be submitted to Miral Ganuudt. Mary received information regarding the Volunteer Responder Incentive Protection Act regarding exclusion from income for benefits provided to volunteer firefighters and emergency medical responders. She emailed the city's IRS contact to see if this would have a direct impact on payroll for fire and ambulance volunteers. Fire D~artment · Cenex contract update Scott gave a copy of the contract to Mayor Olson- He stated that the cost and effective date need to be determined. Scott will contact Doug regarding discussion of the contract at the Emergency Services Committee meeting on January 21~t. The contract is for the east side of the road, and another contract is needed for the west side of the road. Scott stated that a meeting is scheduled with USDA on Friday, January 11th, at 2:00 p.m. in their office. He will try to schedule the meeting later in the day so Mayor Oison could attend. Scott suggested that Mary attend the meeting if Mayor Oison could not go. Mayor Olson stated that they could both attend the meeting. The advertisement for the tender truck is in today's Laurel Outlook and will also be published next week. Library Mayor Olson welcomed Nancy Scl-unidt. Nancy stated that changes are taking place at the library. Kurt stated that Troy, the engineer f~om Engineering, Inc., would like to meet with Nancy on Friday at 1:00 p.m. regarding the library parking lot. The design is done and they would like to move forward with construction. Police Denartment There was no discussion. City Planner · Update on alley vacations James contacted an appraiser in Lewistown, but he is also scheduled into March. James will email the information to several appraisers in order to get cost estimates. Departmegtt Head Meeting Minutes of January 2, 2008 There was discussion regarding the alley vacations. Mayor Olson asked James to provide a list of the alley vacations for the department heads to review. Public Works Department Bill stated that public works has been talking with engineers. He asked for direction from Mayor Oison and Sam regarding an SID on the south side. · Update on water line in Sheets Subdivision Kurt stated that they are pressure testing tho line today. Chlorination will begin at 4:00 p.m. today and continue for 48 hours. The line should be in service by Friday or Saturday. · Signage at Bernhardt Road and SE 4a SWeet by Wal-Mart Kurt stated that the locations for tho advanced waming signs have been detcm6ned. The signage will be installed 100 feet back fi'om the comer, and there will ho no speed reduction at this time. Rick stated that the speed limit signs on 4a Street are in good shape, but Railroad and Shannon Streets need ·aditional signs. There was discussion regarding the water leak near Wal-Mart. Kurt and Bill checked it recently. Kurt explained the issue regarding DEQ's requirement for Wal-Mart to reseed the areas disturbed during construction. City Attorney · Cable Montana franchise fee Sam met with Cable Montana's owner and attorney two weeks ago. They did not like the city's proposal and wanted to submit thoir own proposal, which has not yet been received. Thc city is trying to negotiate an agreement with Cable Montana. Another cable company is interested in providing services in Laurel and has expressed agreement with the city's fi'anchise fee. There was further discussion. Mary questioned how Cable Montana ceuld be allowed to refuse to go along with the city's ordinance and suggested that it is time for the city to quit being nice. There was discussion regarding requiring permits to work in alleys and the issues with MDU, NorthWestern Energy, and Cable Montana working in the city's alleys. Mayor Olson and Sam have a meeting scheduled with another cable company on Tuesday. Mayor Olson · Web site progress Mayor Olson recently received an e-mail fi~m James, who informed him that there have been problems with the web site. James told Mazy that a finished product would be completed by Friday. · Laurel City go/ce Mayor Olson stated that tho newsletter will be distributed by February 1 ~. Department heads need to submit reticles. · Schedule of Fees and Charges Mayor Olson stated that changes to tho schedule of fees and charges should be submitted to Mary. Departm~t Head Meeting Minutes of January 2, 2008 Rick stated that more time is needed to complete the CIP information for Miral Gamradt. Mayor Olson asked department heads to e-mail Miral regarding this and to submit the information to him as soon as poss~le. Ku~t mentioned that two full ibrty-yard containers of Christmas trees have been collected. Kurt thanked the fire depat:~ment for the light display in Firemen's Park. The meeting adjourned at 4:05 p.m. Respectfully submitted, Cindy Allen Council Secretary