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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.08.2008 MINUTES DEPARTMENT HEAD MEETING JANUARY 8, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Sam Painter Rick Musson Gay Easton Kurt Markegard Mary Embloton Jan Faught Scott Wilm James Caniglia Bill Sheridan Nancy Schmidt Brooke Baracker, Elk Rivc~ Law Sam introduced Brook Baracker, an associate of the Elk River Law Office. Council Workshoo Agenda - January 8~ 2008 Fire Department: · Appointment of Brian Fox Scott cannot attend tonight's workshop, but a representative will attend to introduce Brian Fox. Plannino Board: · Resolution - Variance for Paul Bokoskc, Trees of Eden The resolution is ready for tonight's council workshop. Mr. Bokoske will make his presentation to the council. James will present the Planning Board's recommendation and then give his recommendation. · Ordinance- Annexation Policy James explained the proposal to require minor subdivisions to post a bond of 125 percent of the engineering costs for curb, gutter, and sidewalks. If the curb, gutter, and sidewalk have not been installed within three to five years, the city could use the bond to have the engineering done. The requirement for engineering will be in the development agreement for a building p~mdt. Sam will include these in the annexation policy. There was a lengthy discussion regarding the process to adopt the city's annexation policy. A draft annexation ordinance that references state statute and the city's annexation policy will be presented at the council workshop on January 29°. A draft annexation policy will be presented to the planning Board at its February 7th meeting for a recommendation to the city council. The annexation policy should outline the steps required of the property owner and the City of Laurel. The annexation policy would be approved by resolution, which would allow for future changes to be approved by resolution also. There was discussion regarding the Public Works Standards, which were adopted with Ordinance No. O06-I 1 and can be changed by resolution~ Clerk/Treasur~. · Resolution - Collection of annual $2.00 service fee for all water users Mary stated that the State of Montana requires all municipal water facilities to pay the annual fee, which is charged to the utility users. The resolution is on tonight's council workshop agenda. · Resolution - Insurance trans~rs Departmeaxt Head Meeting Minutes of January 8, 2008 Mary stated that the insurance transits are done twice a year and this is a housekeeping item. resolution is on tonight's council workshop agenda. The Executive review: · Resolution - Technical Edge Consulting Agreement Mary stated that Bart had to address some major computer issues at the police department on Sunday night. When she contacted Bart today, he explained that the two horn's a week is the minimum needed to provide regular maintenance of the city's computer system. Bart will be the city's scheduled IT person and will also pwvide training and assistance to employees. Rick stated that the server at the police department crashed, twenty-four hours of information was initially lost, and the information was retrieved. He stated that the computer services are definitely needed. Mary mentioned that Jean Kerr e-mailed concerns regarding renewal of three-year contracts without going out for bid. The city has previously renewed contracts with the auditors, Technical Edge Consulting, and the janitorial services. There was discussion regarding the termination provision in the contract, when and how the computer services are billed to each depautment, and the budget allocation for the various dep~ahnents. Maintenance of the server would be charged to the general fund. · Resolution - Transition Plan for Form of Government The resolution is on tonight's council workshop agenda. · Ordinance - Judge's salary The ordinance is on tonight's council workshop agenda. · Appointments - Committee vacancies Mayor Olson stated that the f~llowing appointments will be made: Tree Board - Emelie Eaton; BSEDA - Alex Wilkins; ADA Coordinator - Bill Sheridan. There was discussion regarding the need for county appointments on the City-County Planning Board. Another member is needed on the Emergency Services Committee. Mary suggested asking Dave Siljestrom to serve on that committee. Suggestions for the Park Board vacancy should be submitted to Kate Hart and Mark Mace. · Council Issues: o Discussion regarding Historic Preservation Board Sam explained his recommendation that the city not pursue its own Historic Preservation Board. It is a Federal program that is passed through the state and requires the approval of the State of Montana and the Department of the Interior. He suggested that the city continue with the current board and try to get additional active members on the board. Sam will inform the council at tonight's workshop. o Enforcement of trucks with hazardous materials stopping at uncontrolled intersections (Chuck Dickerson) The police and public works departments have been unable to locate information requiring trucks with hazardous materlala to stop at uncontrolled intersections. Rick contacted the weigh station and they did not have the information. Rick asked that Dave Siljestrom provide a copy of the information. o Planning Board size (Chuck Dickerson) Department Head M~eting Minu~ of January 8, 2008 There was discussion regarding the size of the Planning Board and the possibility of reducing its size. James wants the Planning Board to continue with eleven members. The requirements of the City- County Planning Board are set by state statute. Department Reports: Ambulance Service · Ambuhmce parking- MMIA's response Jan left a message for Abm Huise yesterday and requested the information. Jan stated that HIPAA classes are scheduled for Wednesday at 2:00 and 7:00 p.n~ Mary stated that Cathy has not yet scheduled HIPAA classes for the other new employees. The ambulance department will hold a 24-hour refresher course on January 25, 26, and 27. City Council President There was no discussion. Clerk/Treasurer · City's computer network o Additional server Mary stated that Bart will address the additional server within the next week or two. The server is needed to accommodate the maps, building plans, and photos downloaded by the Public Works Depautment. Mayor Oison asked Mary to schedule Ba~ to meet with him next Tuesday afternoon or after 4:30 p.m. on another day. Jim Huertes informed Mary that the city's website will be launched and replaced tonight. It will be a work in progress as he will continue to update and revise the site. Mayor Oison encouraged department heads to contact Jim with suggestions. Mary received the Memorandum of Understanding from Beartooth RC&D. The document will be on the January 29t~ council workshop agenda. The contact from the online public surplus site called Mary today. He sent samples of information from other entities to assist her in preparing the procedures for the city's use of the site. Mary will work on this after the audit is completed. Mary will forward information regarding the parks to Carson Bise so he can complete the feasibility study for impact fees. Mary sent the paperwork for the TIFD to the Department of Revenue last week. Mary received a call from the IRS comact regarding the new legislation for volunteer emergency responders. He contacted people in Washinglon D.C., who are trying to detenuine how to deal with the legislation. Librar~ There was some discussion ragardin~ the parking lot at the library. The budget includes $30,000 for the parking lot. Department Head Meeting Minutes of Jenuary 8, 2008 Police Department There was no discussion. City Planner · Update on alley vacations There was a lengthy discussion regarding tho list of alley vacations, which James e-mailed to depa~hi~ent heads for review. Mary stated th~ some additional parcels need to be reviewed in the future. Additional alley vacations were discussed, including one behind Town Pump, another at the comer of Maryland and 12t~ Street, and one behind the high school. · Review of $500 pre-application fee James explained that the fee is listed as "Pre-application - concept" and he told two applicants to pay the fee sooner than needed. However, he thinks that the planning fees should stay in tact, but the word "concept" should be removed fi:om the schedule of foes and charges. James met with Jerry Williams today. Jerry would like to show James and Mayor Olson his development in Bozeman. As Mayor Olson will be in Bozeman on January 30, 31, and February 1~t, he asked James to schedule a meeting then. Public Works Det~artment · Update on water line in Sheets Subdivision Bill stated that the water line has been installed and water quality testing is being done. The line should be in service soon. * Signage at Bernhardt Road and SE 4t~ Street by Wal-Mart Bill stated that the sign is being made and will be installed soon. Bill suggested that the city make ID cards for employees, especially for the WTP employees that go door-to-door. Employees at both plants would like to have the ID cards. Employee cards were last made in 1999. Mayor Oison stated that this is a good idea. The fire department has the machine to produce the ID cards. City Attorney Sam stated that the city had a meeting with LightNex Communications regarding starting its all fiber optic network in Laurel. LightNex Communications will ,~ve a presentation and a proposed agreement will be presented at the council workshop on January 29 . The verbiage in the agreement regarding streets will be reviewed to include streets, alleys, and right-of-way. Mayor Olson · Web site progress This was previously discussed. · Laurel City Voice Mayor Olson stated that articles need to be submitted to Cindy by February 1 ~t. · Schedule of Fees and Charges 4 Deparmae~t Head Meeting Minutes of January 8, 2008 Mayor Olson asked department heads to submit the scheduled of fees and charges to Mary prior to the council workshop on Sanuary 29th. Kurt stated that thc ccmetery's open/close fees need to be increased. Thc Cemetery Commission will need to meet and recommend the increase prior to the council workshop. Fire Depamnent Scott stated that the meeting with the USDA is scheduled for Friday, January 11th, at 3:30 p.m. Carbon County is interested in buying the water tank offthe old tender truck. The city is asking for $25,000 for the tank. * Cenex contract update Scott stated that the Cenex contract will be on the Emergency Services Committee agenda this month. Other: Kurt stated that the collection o f Christmas trees will continue through January 20th. The meeting adjourned at 4:34 p.m. Respectfully submitted, Cindy Allen Council Secretary Public Works Staff Meeting January 7, 2008 Bill Sheridan Kurt Markegard Gary Colley James Caniglia Chris Rosenberg Cberyll Lund Public Works Bill had questions on 3 ta.~k orders he had received from Great West Engineering. 1. One letter was in regards to the alas maps that the Public Utilities Maintenance III is working on. 2. West Main sidewalk improvement $ID 3. South Laurel Storm water Improvements. Bill reminded everyone that items for the CIP need to be turned Bill put in CIP's for: 1. 2"a floor bathroom 2. elevatorto the 2'~ floor Bill stated that there may be block grants available for these 2 projects. Bill questioned the storage building at the shop for vehicles. Other proposed CIP: 1. New jet redder 2. Dump trucks for both the Water Systems and the Street Departments 3. More economical vehicle for James to run city errands with Vet's Cemetery Bill is meeting at 5:30 today with the City Attomey. He is working on an estimation of costs for maintenance and burials that he will send to the Yellowstone County Commissioners. Staffwill be contacting property owners on SE 4t~ Street in regards to a proposed SID for storm sewer and street improvements to see iftbere is an interested. TCEP Grant will be done for improvements to the WWTP and WTP. Great West Engineering will prepare the grant. Bill suggested that staff'contact the property owner's on E. Main Street that have expressed interest in hooking into the sewer main in the future. Library Parking Lot Bill would like to get an Engineer to estimate the re-shaping of the alley behind the Lforary. 100-Year City Celebration Bill would like the city to get involved in the celebration by having a city wide clean up day. It was suggested that high school teacher Karen Ahmann be contacted for the possfoility of involving high school kids. Code Enforcement Chris ha~ finished sending letters to all property owners that are not displaying house numbers. Chris will be leaving at 3:00 pm on Friday January 11t~. Planning The R~filroad contacted James in rcg~ds to adding tr~ks w~th~ a ru~a! ~ located on the Yellowston¢/Stillwater ~ounty line. The railroad pl~xs to stot~ c~rs in that lo~tion to help elevate congestion at the ]_~m~l rail y~xL The ?lamfing Bored is taiking about recommending expanding the C~ntra! Business Dis~¢t ~one to the t~at. James is m~t~g with the City ^ttorney in regax~is to the proposed annexation o~clinnqce. James will call the county in regards to a minor plat lot line chunge that was de~ied by the county. The pa~¥ x~qutating the lot line change is going ahe~l and building a home. More than likely they haven't put in for a drive approach p~n~'fit though the ~ounty ~oeds. James will contsct the county regat~iing this matter. Building fitry will be out of the office on Tuesday Januat'y 8th at noon to attend a F~e Mtrshall fon~m and training session in Missonla. He should be back in the o~fice Friday son-~thne. There am 2 businesses ~loc~tt~g to the oaat s~de of F~erglass Stand'cures on E. Raih~oad Gary showed examples of the identification cards proposed for Public Works staff. The example will be brought up at the Department Head meeting. Deputy Public Works Kurt was on call last week. There were no call outs. Bill requested to be on call. Kurt will make up a sheet for Bill explaining what to do for each call out situation. Cemetery Kurt and Bill are still working on the Vet's Cemetery. Parks Pool Streets The crew is doing winter patching with the Porta-Patcher as weather allows. Solid Waste We have a demo 350 gallon garbage can that we are considering for commercial garbage collection. It could poss~ly mean th. at we can have less cans which means less cycling for the mute tracks. Cheryll is tracking how many people are using the container site to see if the use time has changed. Water/Sewer Systems The water main in Sheets subdivision is ready to be chlorinated and put into use. A sewer line has been installed on Yellowstone Avenue to accommodate additional sewer lines. WWTP & WTP The City is working with engineers on improvements to the plants. Personnel Vacation requests for the year should be done by all employees in the next few weeks so the vacation calendar can be done. 3 Chris is working on the article for the Laurel Voice. A picture will be taken of the Public Works department in the near future. The mecti~ ended at 9:50 anx Respectfully submitted, Cheryll Lurid