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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.01.2008PRESENT: Mayor Ken Olson Sam Painter Rick Musson Gay Easton Bill Sheridan MINUTES DEPARTMENT HEAl) MEETING APRIl, 1, 2008 3:00 P.M. COUNCIL CHAMBERS Mary Embleton Jan Faught Scott Wilm Kurt Markegard Nancy Schmidt Council Aeenda - April Iq 2008 Public ~ Mayor Olson will call upon DPW Bill Sheridan to introduce the issue. Bill will then introduce Pat Murtagh of Great West Engineering. Pat will explain the TSEP Water Grant application to those Ceremonial Calendar.- Mayor Olson will make a presentation to outgoing Assistance Ambulance Director Jay Martin~ Reoorts of Board & Comrni~sJorls: Mayor Olson will introduce Rebekah Wales of Big Sky EDA. She will explain the purpose of the public meeting as part of the process for Yellowstone County to apply for a TSEP grant to replace the Davis Creek Bridge, south of Laurel. Scheduled Matters: · Confirmation of Appointments: o Assistant Director for the Laurel Volunteer Ambulance Service - John Kuper Jan will introduce John Kuper to the council. · Resolution No. R08-27 will need to be pulled, since the MDOT did not send the one-year contract document. Draft Council Workshoo Ao~oda - April 8~ 2008 Plannine Board: · Land use discussion of the St. Alban's Episcopal Church James was not in attendance to explain this issue. Police Dep_artment: · Agreement with Beartooth Harley-Davidson/Buell for three police motorcycles Mayor Olson recommended that ChiefMusson do a full presentation for the benefit of the new council members. Public Works Departmem: · Resolution- Adopt the March 31, 2008 amendment to the Water System Facility Plan Department Head Meeting Minutes of April 1, 2008 Pat Murtagh of Great West Engineering would like to have this done prior to submittal of the TSEP application, if possible. · Resolution - Maintenance Agreement with Yellowstone County for the Veteran's Cemetery Bill stated that this agreement is ready, and includes some capital to assist with the burial and other tasks required to maintain the Veteran's Cemetery. · Resolution - Engineering firm for the wastewater project The city's choice of engineering firm has been carefully scrutinized, and the city will now be able to move forward with the project. Executive Review: · Tour of the city's facilities Mayor Oison asked department heads for their assistance in scheduling these tours. Bill offered the two building department vehicles to transport the council members. Scott asked to have the Fire Department tour scheduled for one of his days off. Mayor Olson stated that scheduling will be discussed at the workshop. The tours may be during the evenings to accommodate the council members' work schedules. Department heads should be prepared to show the work done on their facilities, and also to discuss what future work is needed. Rick stated that the week of April 21~t will be very busy for him. De artment Re orts: Ambulance Service · Update on remodel Jan stated they are basically finished with the cabinets in the bay area~ They still have the sink and plumbing to install. The office area will be the next to be remodeled. Mayor Olson asked Jan what her questions were regarding the directive on time tickets for exempt/salaried employees. She stated that she didn't understand what the directive meant. Mayor Olson stated that he wanted the time tickets to be filled out in a consistent manner, showing 8 hours each day worked, even if more hours were worked that day. Discussion followed pertaining to accountability, discretion, and latitude for these employees. It was stated that most of the time, these ¢iiiployees work more than 8 hours per day. There was some discussion on use of sick leave. Mayor Olson stated that some adjustments were made at budget time for hours of work by some of these department heads. City Council President There wes no discussion. Clexk/Treesur~ · Online training webinar survey Mary stated that due to limited feedback from other department heads, she doesn't know how to answer the survey. She read the following questions to the group: 1. What courses/topics would bo of most interest (would be used the most often or to the greatest benefit) for your city/town? 2. How many uses (1 use = 1 course per person) would you estimate that your city/town would use in one year, ifcest is not an issue? 3. Which departments in your city/town would take most advantage of online training? 4. Do your employees have easy access to computers with internet? Departmmt Head Meeting Minutes of April 1, 2008 Mayor Olson stated that the Montana OSHA training would be of value. Discussion followed regarding access to the interact. The city has need for training, but are there enough training sites? Also, is there enough time for training, and if so, it may mean overtime. Nancy stated that the library would use training in areas of word processing and harassment, but maybe not OSHA. Scott stated that the fire department has done online training. Jan stated that the ambulance would use the training if they could obtain CE (cominuing education) credit hours. Bill stated that the city shop and plants don't really have access to computers. Mary stated she sees advantages to her department. She will answer the survey based on this discussion. Fire Department · Update on interface pumper Scott received an e-mail recently fi'om the company in Bozeman. The chassis arrived, but is the wrong color (OSHA yellow instead of OSHA lime green yellow). The company wants to invoice the city for the chassis, but the contract is for FOB in Laurel for the completed product. · Cenex mutual aid contract Scott was not at the recent Emergency Services meeting, but Assistant Chief Terry Ruff attended in his place. Greg Brown of CHS was sent to negotiate, but had no prior knowledge. Chief Musson also attended, and agreed that the meeting was educationai only, and no progress was made. Scott stated that Jim Krat~, DES Coordinator for Yellowstone County, called him recently and told him about a 6x6 truck that may be available. The fire department needs a new brush truck, so they will investigate, and determine costs of the truck and modifications, as well as suitability. Scott explained that they have had an issue with the locks at the FAP. The keys are registered to get into the building, and the company that made them has not returned messages. Scott and Jan would like to get most of the building re-keyed by a company called Independent Lock, and he has prepared a purchase requisition for $2,500 to be presented at the Budget/Finance Committee today. Mayor Olson asked Jan to attend to explain the issue to the committee, since Scott won't be able to attend. Scott will be preparing new fire service contracts for the Laurel Airport Authority and the Yellowstone Boys and Girls Ranch. The current contracts expire June 30th. Scott also needs to reschedule his expectations appointment with the mayor, as he is working on April 8th. L~rarv · Update on roof repair Nancy reported that she will submit a claim for the library roof to MMIA. * Update on parking lot Nancy stated that she is waiting for an update. Bill stated that they are waiting for good weather to do the parking lot. Mayor Olson asked about the additional work to address the drainage issues, and Bill stated that they have been done by the engineer. The next step will he to get quotes on the project. Police D ~ · Bus parking zones Rick stated that he is trying to get a meeting scheduled with Herb Townsend to draw out the zones and apply the measurements to the ordinance language. He will get something back this week. 3 Department Head Meeting Minutes of April 1, 2008 · SRO contracts Rick will leave a copy oftha current contracts with Sam. contracts should be the same as the old ones. The contracts expire June 30th, and the new Rick will ask Jim Huortas to come to a depamnent head meeting. Mayor Olson would like to meet with Jim next Tuesday at 2:30. City Planner James was not in attendance, so there was no discussion. Public Works Department Bill reported that he has been contacted by the group that sponsors the Peaks to Prairie race, and they would like to have a paved strip at Riverside Park to the boat ramp. Bill received quotes for $5,500, and the group offered to pay for the costs. Bill attended a recent Park Board meeting, where they asked him to get bids for a comprehensive plan for the parks. He received the information today. Bill also stated that he is working on planning projects for the water and wastewater systems, as well as the proposed SID's. · Wastewater rate study Bill reported that he received information on this from the Clerk/Treasurer. · Wastewater project This will be discussed further at the council workshop next week. City Attorney Sam is trying to set up a meeting with Cable Montana and the mayor. Sam needs to get a letter to the Yellowstone County Commissioners to begin negotiations on a new interlocal agreement for planning services. Mayor Olson · Retention ponds at The Crossings This issue is being resolved. · Historic Preservation Board ordinance Sam needs to get with Kurt to review the current demolition form, and try to revise it and then prepare ordinance language compatible with the Historic Preservation Board's request. Sam would like to know what the criteria is to be "historic". Also, how long should a city delay a property owner's plan for demolition, to reasonably comply with all interested parties. ,, Cable franchise This was discussed earlier. 4 Department Head Meeting Minutes of Apri! I, 2008 · Expectations Mayor Olson's purpose will be to re-introduce tools to help department heads manage their departments. He has set up a tentative schedule, and asked department heads if they can meet. So far, Jan, Rick, and Bill have confirmed, but Scott will need to be rescheduled. · Directive on filling out time cards This was discussed earlier Other None. The meeting adjourned at 4:05 p.m. Respectfully submitted, City Clerk/Treasurer 5