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HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.12.2008 MINUTES DEPARTMENT HEAD MEETING FEBRUARY 12, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Sam Painter Rick Musson Mary Embleton Jan Faught Nancy Schmidt Bill Sheridan James Caniglia Gay Easton Council Workshou Aeenda - February 12, 2008 Rick will introduce the Reserves at tonight's council workshop. Public Works Department: · Presentation of proposed wastewater project Bill stated that the proposed contract with Morrison-Maierle for the wastewater project will be discussed. · Resolution - Construction agreement with the Montana Department of Transportation regarding roadway improvements to Main Street from 3ra Avenue to 8t~ Avenue Bill received an e-mail from MDT informing the city that the agreement needs to be signed in order to finalize the engineering, estimate the cost of the project, and keep it on the construction schedule. The city will be r. es.t~, nsfole for sidewalk replacement, and MDT will replace the streets, curb, and gutters. Mary asked ffthis project is part of the Urban Highway funding, which will be used for the 8a Avenue project. Bill will check. Bill stated that the 8th Avenue project engineer informed him that the design en4~ineering should be done by the end of March. It will then be forwarded to MDT to schedule the project. The storm water issues have been worked out with the creation of retention ponds. · Proposed Snow Removal and Handling Policy Bill stated that the proposed policy will be presented to the council. He stated that the city's equipment needs to be improved, possfoly through the CIP, in order to properly handle the snow issues. Planning Board: · Ordinance - Amending the Central Business District zoning James stated that the Planning Board held a public hearing last week. The board unanimously approved the proposed zoning change to extend the Central Business District from Peamsylvania Avenue to Alder Avenue. James explained that the change conforms to the city's Growth Management Plan by increasing homing options in the downtown areo~ Clerk/Treasurer: · Resolution - INTERCAP loans for the new ambulance and fire water tender vacuum track Mary received the resolution and documents yesterday. Sam needs to review the documents and prepare the city attorney's opinion letter. Reberland Equipment informed the fire department that the new truck will be delivered this weekend. · Discussion- 2007-2008 Mid-Year Budget Review Mary will answer questions from the council. Schedule of Fecs and Charges - Public hearing scheduled on February 19, 2008 Department He, ad Meeting Minutes of February 12, 2008 Mary referred to last week's discussion regarding the fees fer reproduction of tapes. The charge is currently listed as a police depaxtment charge, not a court or city attorney charge. Mary talked to the court about this issue and the cun~t process. The proposed charge would be $25.00 for the first tape and $5.00 for any additional copies. When talking with Alec Hausen recently, Mary mentioned that the public defender's office does not pay for the costs of reproducing tapes. Alec suggested that the city write a letter to him regarding this issue, and he will present it to the attorney general's office. There was further discussion regarding the charges. The schedule will be clarified by listing the charge under the proper departments. Mayor Olson stated that an individual expressed concern over the charge for 4th of July vendors. Sam stated that the schedule can be modified prior to the council's final approval. Executive review: · Appointments: o L~raryBoard: Christy Smith to a term ending June 30, 2011 The appointment will be on the council agenda. · Engineering firm for wastewater project Mayor Olsun stated that a meeting is scheduled today with Carl Anderson. approved a task order with Great West Engineering for grant administration. correspond with DEQ regarding the engineering firm. The council already The city may need to * Paperless Council Packets Mayor Oison stated that the council will discuss this proposal. · Council Handbook The hendbooks will be distn~outed tonight. · Discussion- CIP Mayor Olson stated that Miral Gamradt told him that the city should go forward with the current CIP process. · Council Issues: o Status of right hand rum sign on South First Avenue coming off the interstate (Chuck Dickerson) Bill contacted MDT regarding this issue and suggested installation of a directional sign to indicate where the lanes go. Mayor Oison suggested writing a letter to state the city's concerns. There was discussion regarding issues with the island on South First Avenue by Burger King. MDT has scheduled a milling project on South First Avenue to Yard Office Road in 2009. There was discussion regarding the need to attend the lvIDT District meetings and the city's request to have a future meeting in Laurel. o Status of information regarding trucks stopping at uncontrolled intersections (Chuck Dickerson) Bill spoke with the two individuals involved in this issue. There is no documentation that requires trucks canying hazardous materials to stop at uncontrolled intersections. There was further discussiorr Copies of Bill's memo regarcling these issues will be distributed to the council tonight. 2 Department Head Meeting Minutes of Felmmry 12, 2008 o Garbage cans and fees at the FAP building (Emelie Eaton) There was discussion regarding this issue. Two 300-gallon containers were delivered to the FAP recently. Rick stated that the FAP is budgeted for 600 gallons. Mayor Olson asked the FAP department heads to coordinate this with Bill_ Mary stated that the change should have been done through a work order. Mayor Olson stated that the resolution and buy/sell agreement with Yellowstone County for the land for the proposed Veterans' Cemetery will be added to the council workshop agenda tonight. The sale price will be $44,500. De artment Re orts: Ambulance Service Jan mated that seven non-transport calls were received on Monday. She explained that one caller who lived on the south side tried to take a patient to the emergency mom, but all three exits were blocked by trains. Mayor Olson stated the importance of documenting this and future incidents. There was discussion regarding ordinances on how long a street can be blocked and making it illegal to block all the crossings at the same time. Mayor Olson asked Rick to find the current ordinance. Jan asked to be excused fi:om tonight's council workshop in order to attend an ambulance training session~ There was discussion regarding the QRU. City Council President There was no discussion. Cierk/Treasa~er · City's computer network Mary stated that Bart completed the updates last Thursday. He will continue to address the capacity needs on the server. Johnson Controls was recently at city hall to check the heat issues in the upstairs room where the e-mail server is located. · CIP update Mary will complete the CIP information on Wednesday and send it to Miral Gamradt. · Budget process Department heads need to submit requests by Friday. · Website progress There was discussion regarding tho best way to get the changes for the website to Jim Huertes. Mary had a list of legislative changes that would be a reference guide for depaxtment heads. She will copy and distribute the list to depashuent heads. Fire Department · Cenex contract update Mayor Oison will talk to Doug about this tonight. Depaxtm~t Head Meeting Minutes of February 12, 2008 Library Nancy asked Bill to attend tonight's Library Board meeting to answer questions. Nancy received resignation letters from Dawn and Roseanne and will hire replacements soon. Nancy has bean unable to locate the library's bylaws and will rewrite the bylaws. Police Detmrtment · Bus parking zones at schools Rick needs Herb Townsend to stake out the staxting and ending points for the proposed bus parking zones at West, Graft and the High Schools. The current signage at the schools has bus parking fi.om 8:00 a.m. to 4:00 p.m., but the currer~t request is for 7:30 a.m. to 4:30 p.m. There was discussion regarding an ordinance for this issue. Rick asked regarding the roles of the Centennial and the 46 of July Committees. Mayor Olson stated that there needs to be coordination regarding port-a-Rots' cleanup of parks, and street closures for the 4th of July activities and the all class reunion on July 5 . He will ask department heads to attend a future meeting to address requests from organizations. The canteamial celebration will be held on August 8t~, with a special event planned on August 9th. Mayor Olson stated that a couple Rock the Block events are planned and Shakespeare in the Park is scheduled for August 28t~. Public Works Deparhaent There was no discussion. City Planner · Update on annexation policy James explained the wording change in the proposed annexation policy for minimum zoning of R7500 and the requirement for a building agreement in addition to the SIA. City Attorney There was no discussion. Mayor Olson There was no discussion. There was no discussion. The meeting adjourned at 4:14 p.m. Respectfully submitted, Cindy Allan Council Secretary 4