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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.22.2008PRESENT: Mary Emblcton Sam Painter Rick Musson MINUTES DEPARTMENT HEAD MEETING JANUARY 22, 2008 3:10 P.M. COUNCIL CHAMBERS Nancy Schmidt Jan Faught Jaraes Caniglia Gay Easton Kurt Markegard Scott Wilm (3:45 p.m.) Gay Easton led the department head meoting. Draft Council WorkshoD Affenda - January 29, 2008 Presentation by LightNex Communications LightNex Communications will give a presentation regarding installing fiber optics in the city. Fire _Depart~t: · Resolution - Accepting the bid for the Water Tender Vacuum Truck Mary stated that the bid opening of the one bid received was last Friday. $137,500 bid is expected. Recommendation of the · Resolution - Agreement with CHS for Fire Protection Mary stated that the Emergency Services Committee met yesterday regarding a contract for fire protection for Cenex on the east side of the mad. Jan stated that the committee approved a motion to accept the fire department's proposed charges. The proposed agreement will be sent to Pat Kirnmet, who will submit it to the Cenex corporate office in St. Paul. Public Works Deoartment: · Presentation of proposed wastewater project There was no discussion. · Resolution - Great West Engineering, Inc. Task Order #5 for submittal of TSEP grant application for Water Plant/System upgrades There was no discussion. · Resolution - Engineering Inc. amendment to contract for the Library parking lot There was no discussion. Planning Board: · Ordinance- Annexations James stated that the state annexation codes will be adopted by ordinance and then the city will adopt an Imnexation policy by resolution. James and Sam will finalize the draR ordinance this week. Clerk/Treasurer: · Resolution- Memorandum of Understanding with Beartooth RC&D Mary stated that the MOU is ready for the council workshop. Sam has reviewed the document. Department Head Meeting Minutes of Sanuary 22, 2008 · Resolution- Schedule of Fees and Charges Mary stated that the changes will be incorporated into the current schedule of fees and charges. Any additional changes should be submitted as soon as poss~le. The draft document will be e-mailed to depmhnent heads for review later this week. · Resolution- Oiness & Associates amendment to contract for auditing services Mary stated that the auditors had to do a single audit since the city received more than $500,000 in federal funds. This resolution is for approval of an amendment to the auditor's contract. · Resolution - INTERCAP loans for the new ambulance and fire water tender vacuum truck Mary will submit an application for the new ambulance and will also include funding for the fire tender track. · Mid-Year Budget Review Mary will present the Mid-Year Budget Review to the council next Tuesday. Executive review: · Resolution - Agreement with LightNex Communications There was no further discussion. · Discussion regarding the letter from the Laurel Outlook There was no discussion. · Discussion regarding the Laurel City/County Planning Board James stated that Mayor Olson contacted him recently regarding an individual who is interested in serving on the Planning Board. Mary mentioned that the auditors have recommended updating the CC Planning Interlocal Agreement, which was last done in 1976, to clarify the board's functions. The auditors said that the city is performing a service for the county and questions if the Planning Dep~ment has been funded adequately. · Discussion regarding the Council President and Vice-president selection process Mary explained that Laurel Municipal Code requires that an election be held every two years. discussion Will inform the new council members regarding the process. The · Centennial Celebration Committee report Mayor Oison will give a report of the recea~t meeting. · Appointment: o Emergency Services Committee - Scotty Snowden The appointment will be on the council workshop agenda. Jan requested that the addition of the appointment of Lisa McDowall as an ambulance attendant to the January 29t~ council workshop agenda. Other items · Review ofdratt council agenda for February 5, 2008 o Public Hearing: Ordinance No. O08-01: Ordinance amending Section 2.68.100 of the Laurel Municipal Code, amending the Judge's salary. (1~ reading - 01/15/2008) 2 Deparim~t Head Meeting Minutes of January 22, 2008 There was no discussion. Department Renorts: Ambulanco Service · Ambulance parking - MIvllA's response Jan has not heard from MMIA but will contact them again to request a written response to the issue. Jan stated that the refresher class, which includes twenty-four hours or instruction, is scheduled for this Friday, Saturday, and Sunday at the Union Hall. Representatives from several communities will attend. City Council President There was no discussion. ClerlqTreasurer · City's computer network o Additional server Mary stated that Bart Haskell will be here at 4:30 p.m. today, and she will ask him about scheduling the two hours each week. The contract with Technical Edge Consulting was appmved by the council last weak. There was discussion regarding the best time to have Bart available at the city. Department heads agreed that mornings are the best time. Fire Department · Cenex contract update There was no discussion at this time. Linty · Update on parking lot Nancy stated that Bill Sheridan will attend the Library Board meeting on February 12t~ to answer any questions regarding the parking lot. The neighbors will be invited to attend the meeting. Nancy stated that a new employee is being hired, and there will be another opening when one more employee leaves. Police Department · Bus parking zones at schools Rick is working on the bus parking zones at the schools. Rick mentioned that Jim Huertas, who is in the third week at the Polico Academy, has pneumon'm. City Planner · Update on alley vacations James stated that the appraisals will be done in March. There was discussion regarding the property by the Caboose Saloon and the need for access to the city shop. There was also discussion regarding the alley on Maryland Lane. James will continue to review the issues. · Update on annexation ordinance · Update on annexation policy 3 Department Head Meeting Minutes of Jenuaty 22, 2008 There was no further discussion. Public Works Department Kurt stated that the hydraulics on the snow removal equipment was f~ozen today as the equipment was parked outside. Atter working on the equipment, the crew began sanding and plowing the snow drifts. The snow in the downtown area will be removed on Wednesday. There was discussion regarding the city's responsibility versus the state's responsibility to plow First Avenue and Main Street. Kurt has been unable to locate the city's snow removal policy. Gay suggested that Kurt and Bill prepare a draR snow removal policy to present at the council workshop on January 29~. Rick stated that the lack of snow removal is a hazard for the emergency services departments. Kurt stated that the city was awarded a $1,000 Arbor Day grant from DNRC. City Attorney Sam asked Rick regarding the new police policies. Rick stated that further review is needed on the four new policies. Sam will review the ambulance bylaws. Mayor Olson · Laurel City ?oice Articles should be submitted to Cindy by Tuesday, January 29~'. · Schedule of Fees and Charges There was no further discussion~ Other Mary stated that the recently scheduled meeting with USDA representatives to discuss the proposed fire hall, and puss~ly funding for Eighth Avenue, wes cancelled and will be rescheduled. Mary stated that Miral Gamradt was here today to review the CIP. Since the audit was completed last week, he will be able to complete the 2004-2007 historical data Miral was surprised at the lack of submittals for the CIP. Mary explained that items tha~t were included but not funded in the old CIP need to be resubmitted for this CIP as soon as possible. The CIP should be completed by February 4a. Scott arrived at the meeting at 3:45 p.m. Mary stated that the audit exit interview is scheduled on Friday, January 25th. The auditors submitted the longest list of findings ever given to the City of Laurel after this audit. Scott reported on the fire department issues. The pwposed contract with Cenex for fire protection was presented to the Emergency Services Committee last night. The committee approved the contract, which must be submitted to the Cenex corporate office l~r approval Scott will attend an ISO school in Billings on February 23~. Laurel cmtly has a class 5 ISO rating, but that could drop to 6 or 7 ifISO standards are not met. 4 De!vartm~t Head Meeting Minutes of Sanuary 22, 2008 Scott is still working on the new fire ball. The meeting with USDA needs to be rescheduled soon, as Vince Ricci has other options for the lot by Ricci's Express. There was discussion regarding the statement in the truck route ordinance that excludes truck parking in the city limits. Rick stated that this needs to be reviewed. Sam stated that truck parking could be allowed on certain streets in the business district area. It was suggested to allow truck parking on the south side of Main Street going east ~om Colorado Avenue. There was further discussion regarding trucks carrying hazardous materials. The meeting adjourned at 3:55 p.m. Respectfully submitted, Cindy Allen Council Secretary 5