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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.15.2008 MINUTES DEPARTMENT ~AD MEETING JANUARY 15, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Gay Easton Brooke Baracker James Caniglia Mary Embleton Jan Faught Kurt Mark~d Nancy Schmidt Rick Musson Bill Sheridan Council Anendn - January 15. 2008 Scheduled Matters: · Confirmation of Appointments: No conunents · Ordinance No. O08-01: Ordinance mending the judge's salary. The ordinance is reedy fDr first reading for tonight's meeting · Resolution No. R08-03: Resolution of the City Council granting Paul Bokoske, doing business as Trees of Eden, a variance....to operate a tree nursery as part of his business. Mary stated that Mr. Bokoske contacted her today, and he will attend tonight's meeting. Discussion followed regarding his cements at last week's council workshop, where he outlined some possible last minute changes. The council has the authority to change the conditions outlined by the Planning Board, if the council deems them necessary. · Resolution No. R08-04: Collection o f annual service fees for all water users. · Resolution No. R08-05: A resolution transforring certain insurance funds. · Resolution No. R08-06: A resolution to extend the agreement with Technical Edge Consulting, LLC, for computer network administration for three years, axllug December 31, 2010. · Resolution No. R08-07: Resolution of the City Council adopting a Transition Plan in conjunction with the City's amendment to its Form of Government. The resolutions and attached documents are reedy for tonight's meeting. Draft Council Workshon A~enda - January 29, 2008 Presentation by LightNex Communications: · This company provides cable TV and fiber optic services, and will be making a 20-minute PowerPoint presentation to the council. Public Works Department: · Presentation of proposed wastewater project Bill stated he will provide as much information to the council as he can, and will strive to provide information to the citizens. The city will need to increase rates in order to fund the pmject, and will work hard to educate the community by informing them of future needs of the wastewater system. Departmeat Head Meeting Minutes oflanuary 15, 2008 Planning Board: · Ordinance- Annexations James reported that he was to meet with Sam last Friday, but was unable to do so. A draft annexation ordinance that references state statute will be presented at the council workshop on January 29a. Clerk/Treasurer: · Resolution - Memorandum of Understanding with Beartooth RC&D Mary stated that this is an annual agreement, done in conjunction with Yellowstone County and the City of Billings. · Resolution- Schedule of Fees and Charges Mary requested that all changes be submitted to her by next Wednesday, with the exception of the cemetery fees. The Cemetery Commission is meeting Wednesday, January 23~ at 5:30. · Mid-Year Budget Review - Mary will have a presentation ready for the workshop. Executive review: · Resolution- Agreement with LightNex Communications · Discussion regarding the letter fi'om the Laurel Outlook · Emergency Services Committee appointment - Scotty Snowden There was no discussion. Mary stated that some council had asked to put the City/County Planning Board on the workshop agenda for the 29t~. There may also be other additions to the agenda. Denartment Re~orts: Ambulance Service · Ambulance parking- MMIA's response There was no discussion. City Council President There was no discussion. Clerk/Tressurer · City's computer network o Additional server Mary stated that Bart is reviewing options of adding more hard drives vs. purcl~ing an additional Fire Department Scott was not in attendance, so there was no discussion. Library · Update on parking lot Nancy stated they are waiting for figures fi'om Engineering Inc. When she met with the engineers and Public Works Director Bill Sheridan, it was discovered that there are some water retention concerns with the alley are~ The engineers have been asked to do further review to mitigate the water issues. 2 D~'partment Head Meeting Minutes of~anuary 1~, 2008 Police Denartment · Bus parking zones at schools Rick reported that they will be working on the bus parking eventually. Rick asked about the Emergency Services Committee meeting scheduled for Monday, January 21st, which is a holiday. Also discussed was the access/delivery wutes at the new Middle School. City Planner · Update on alley vacations James stated that he has been worldng on this issue. Mary stated that Mrs. Legare was here today to ask about the two alleys at the comer of Maryland and 12a Street. Discussion followed and more research will be done on this parcel. Gayalso mentioned the Yellowstone BanldCity ofLaurel alley problems. · Annexation ordinance This will be on the January 29* workshop agenda. · Annexation Policy This will follow the ordinance, and will be adopted by resolution. Public Works Denartment · Update on water line in Sheets Subdivision Bill stated that the water line is operational. · Signage at Berrahardt Road and SE 4* Street by Wal-Mart Bill stated that the signs will be installed soon. · Veterans' Cametery Bill reported that he had sent a proposal for start-up costs and maintenance costs to the county commissioners. A representative from the county contacted him with questions and concexns, including the length of the centmct (1 year) and capital outlay (backhoe). Laurel proposed a one-year contract to see how the project developed, rather than a longer term contract. Laurel also proposed a new backhoe for use at the Veterans' Cemetery, in order to have enough equipment to service the needs of that cemetery. The proposal is now in the commissioners' hands. · South Laurel Business District SID The pwject is proposed for storm water mitigation and to repave the streets in the business area south of the railroad. Bill will be meeting with the property owners to ascerta/n the level of support. Mary suggested looking into the TIFD district as a way to alleviate the SID burden. It was stated that Wal- Mart must pay for improvements, through their SIA. Discussion followed regarding the poss~ility of combining the two means of funding to improve the infrastructure needs in the area. · Other Bill stated that be is working on the Voice article. Kurt stated that be has received the drafts of the Atlas maps from Great West Engineering, and that staff has reviewed tbeax He will give the changes to Great West to finalize the maps soon. 3 Depart~eat Head Meeting Minutes of January 15, 2008 Kurt would like to bring forward an ordinance change to LMC 12.32.010 regarding public works requirements for boulevards. City Attorney Brooke had nothing to report. Mayor Oison · Laurel City Voice Gay stated that articles need to be submitted to Cindy by February 1st. · Schedule of Fees and Charges Ga~y stated that the scheduled of fees and charges will be on the council workshop agenda on January 29% Gay reviewed the list of Future Discussion issues: · 8t~ Ave funding - Mary stated that she will talk to the USDA regarding federal funding using street maintenance revenues for fund the debt when they meet next Friday to discuss the proposed new fire hall. Website - Jim Huertas launched the new site last week. Department heads are asked to review and sand him changes. James asked about electronic versions of the Subdivision Regulations, Growth Management Plan, and Zoning documents. Kurt stated that the collection o f Christmas trees will be completed on January 21st. James asked about park maintenance districts as outlined in the newly annexed subdivisions. He asked who was working on them. Discussion followed regarding Riverside Park and the Park Board. Also discussed was the Village Subdivision parks history, where the platted park was not developed, and the bond posted by the developer was released. Rick stated that he has had trouble with renters leaving garbage in the alleys, i.e. Christmas trees, appliances, etc. He asked if the garbage truck drivers note and report these issues to public works. Discussion followed and the question was asked if this fell under the code anforeemant duties. Gay will mention this to the mayor. Jun stated that the FAP doesn't have enough garbage containers. Some time ago, the 300-gallon container was replace by 2 90-gallon ones. Discussion followed regarding the need for more capacity, and requesting the 300-gallon container again. Kurt stated that he would like a request signed by all three FAP department heads requesting the change. Gay suggested that the Emergency Services Committee he made aware of the issue. The meetiog adjourned st 4:00 p.rm Mary I~ Embletun Clerk/Treasurer 4 Public Works Staff Meeting January 14, 2008 Bill Sheridan Kurt Markegard Gary Colley James Caniglia Cheryll Lund Building The department is experiencing a lull in new permits, but there are commercial and residential buildings in progress that require daily inspections. Gary took vacation time to attend the Fire Marshal conference in Miszoula on January 9 - 11 of last week. They are considering changing fire codes from NFPA-1 to IFC. IFC codes coincide with building codes more than the NFPA-1. Gary plans to start doing fire inspections in downtown businesses this week, as time permits. Planning James has been updating the County GIS on annexations that have taken place in thc last 2 years. James should hear back from the County regarding an approach that is being done on a main county road, without a county permit. James is meeting with Steve Diefenderfer this week regarding moving his equipment rental business, Tri-County Rentals, to property on East Railroad Street. Public Works and Building department will take part in the meeting. James will contact property owners on E. Main Street that have expressed interest in hooking into city services. Public Works There was discussion on requirements for Tri-County Rentals new site in regards to street, approaches, paving, buffer zone along interstate arid landscaping. The sweeping district needs to be extended to the new Wal-Mart store, Tri-County Rentals and the proposed Trailer Sales building also planned for East Railroad Street. The call out sheet needs to be updated and include Bill. Kurt plans to make a procedure manual for all call out types that would be helpful for BilL Kurt is working on the documents to send to Tree City in regards to Laurel being a Tree City. The Ordinance on boulevard materials needs to be discussed end changed. The ordinance on no parking and school bus zones needs to be reviewed by Chief Musson. The new parking ordinance including the truck route prohibits parking of semi and ]urger trucks at any time within city limits. Chief Musson would like to have more discussion on this. Tho handicap ramps at the schools are being done by Charlie White from Concrete R Us. Truck bids are on hold for Mary's review of the contract language due to visiting auditor's. Wulmart did not place weed block under the rocks and nothing was installed to keep the rocks contained. The rocks are spilling on to the street. Kurt suggested that the money not be released to Walmart for at least one year so that all issues that arise within that year can be addressed. A group photo needs to be done of Public Works, Planning and Code Enforcement for the Laurel Voice. Bill will be involved in labor negotiations in the near future. Bill stated that the Public Works department will be involved with informing the public of upcoming increases in water and sewer rates. The meeting was adjourned at 9:55 am. Respectfully submitted, Cheryll Lund