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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.08.2008 MINUTES DEPARTMENT HEAD MEETING APRIL 8, 2008 3:05 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Brooke Baracker Rick Musson Gay Eaaton Mary Embleton Jan Fanght James Caniglia Bill Sheridan Council Workshon Anenda - April 8~ 2008 Presentation of Wastewster Rate Study · Carl Anderson, Morrison Malerle Bill will introduce Carl at tonight's council workshop. Plannine Board: · Land use discussion of the St. Alban's Episcopal Church James stated that this property is for sale and is located next to the central business district. He spoke regarding the pros and cons of rezoning the property to allow for apartments. The special review process might be a better option to ensure that the city could set guidelines. About a dozen apartments could be built on this land. A triplex is currently located to the west of the property. James will present this to the city council for discussion tonight. Police Dena~haent: · Resolution - Agreement with Beartooth Harley-Davidson/Buell for three police motorcycles Rick will present the agreement, the resolution, and an explanation of the savings with the use of the motorcycles. Public Works Demu'tment: · Resolution - Adopt the March 31, 2008 amendment to the Water System Facility Plan The amendment for the changes and adjustments to the Water Facility Plan needs to be adopted by the council prior to the grant application. The need for a public hearing will be discussed with Sam. · Resolution - Maintenance Agreement with Yellowstone County for the Veterans' Cemetery The maintenance agreement and resolution will be presented to the council tonight. The city requested that the county provide certain equipment, including a backhoe. The city will receive funds for each burial at the cemetery. The county will develop the landscaping and install the sprinkler system. A clause in the two-year contract will allow the city to review and raise the rotes for burials aRer one year if needed. · Resolution - Engineering firm for the wastewater project Bill stated that the resolution and agreement is needed to proceed with the project and take advantage of the grant and loan funds. Mayor Oison asked Brooke if the council's preferred option regarding the rate study could be included in the resolution. A meeting is scheduled with Carl Anderson at 5:00 p.m. today. Departm~mt Head M~ting Minut~ of April 8, 2008 Mary stated that the study is just a document and the council needs to accept the report. council can accept one option, hold a public hearing, and have formal adoption. Then the · Resolution No. R08-27 - Agreement with MDOT for street sweeping for FY 2007-08 The 2007-2008 MDT agreement has not been received yet. Mayor Olson stated that the resolution will be on the agenda but will be removed if the document is not available by Friday. Executive review: · Discussion- Tour of the city's facilities Mayor Olson will ask the council if there is interest in touring the city's facilities. There was discussion. Department heads will be available or ask the proper employee to be available during the tour. · Resolution - Acceptance of Westewater Rate Study prepared by Morrison Maierle Mayor Oison asked Mary to contact the State Revolving Fund regarding a loan. Mary has already done SO. · Resolution - Council declares support for Centeamial Celebration activities/events Mayor Oison changed the verbiage in the draft resolution to include activities/events during the year 2008. Bill asked regarding the Centennial Cleanup during the first week of May. Mayor Olson does not want it to be called the Centennial Cleanup, as he hopes the cleanup efforts will happen every spring. Bright n' Beautiful is scheduled for April 21~t through 25*. · Council Issues: o Status report of signage - right hand turn lane, end 25 mph speed limit signs on S 1~t Ave. (Chuck Dickerson) Bill has contacted MDT twice regarding the right hand mm lane issue, but MDT is not in favor of any changes. There was discussion regarding how to get a response fi'om MDT, including scheduling a meeting and/or draining a letter. There was also discussion regarding the 25 mph speed limit sign. Rick stated that an ordinance is needed to declare a 15 mph speed limit at the curve on Bernhardt Road and SE 4t~ Street. Rick will contact Sam about this. o Condition of street under the underpass (Chuck Dickerson) lVlDT repaired the potholes under the underpass today. Other items · Proclamation - Municipal Clerks Week May 4-10, 2008 The proclamation will be on the council agenda on April 15'. The discussion and finalization of the City of Laurel pool operation and agreement on lifeguard job descriptions will be added to tonight's council workshop agenda. Mary and Bill will review the four sample job descriptions. There was discussion regarding tho proper way to inform tho YMCA that the city will manage the pool this season. Deuartment Reuorts: 2 Departm~t Head Meeting Minutes of April 8, 2008 Ambulance Service · Update on remodel Jan explained the issues with the water leak that caused damage in the first place. The water bas been completely turned of[ and additional work is needed to ensure that there is no mold in the wall. Jan will contact a plumber to address the plumbing issues. Jan asked for direction regarding relocation during the project. Jan stated that Kurt recently expressed concern about an ambulance that went code (lights and sirens) through two school zones recently. City Council President Gay stated that the Tree Board would like to plant an oak tree in Thomson Park on Arbor Day to commemorate the city's ceatennial. Kindergartners will participate in the Arbor Day progranx Mayor Olson will try to attend the progran~ Clerk/Treasurer Mary stated that a meeting with the company that proposes to provide credit card services has been scheduled on Monday, April 21~, at 2:00 p.m. Judge Kerr and Rick have been invited to attend the meeting. This coiiipany, which is set up especially for public entities, would charge 3 percent to each customer that uses the service. Mayor Olson stated that Jim Huertas talked to him about online payments on the city's website. As part of the application process for the TSEP grant for the water project, six letters of support are being written by city staff. Mary stated that a special council meetin4g has been scheduled for April 29th at 6:00 p.m. to hold the required public hearing on the changes to the Water Facility Plan. A second special meeting will be scheduled at 6:20 p.m. to waive the nde to act upon the changes to the facility plan~ Mary asked the mayor if he had reviewed the MMIA buHetius regarding special events coverage and underground fuel storage tanks. He will do so today. Fire Department · Update on interface pumper · Cenex rautual aid contract Scott was not at the meeting and there was no discussion. Nancy did not attend the meeting but sent an e-mail regarding the issues. · Update on roof repair The e-mail stated that Linda from MIVIIA recommends having the damaged area of the roof repaired for now. The roof is in good shape considering how old it is. Linda also recommends that the roof be replaced fairly soon~ Mr. Christensen from The Roof Doctor has been contacted and Nancy will have him sta~ repairs as soon as poss~le. · Update on parking lot Nancy did not have any information on the status of the parking lot. Bill stated that he will contact the 3 D~artm(mt Head Meeting Minutes of April 8, 2008 Nancy's e-mail stated that it has come to her attention that occasionally other departments have need of a place to meet that will hold mere than ten people. The community room at the Library may be available. She asked that the Library be contacted to make sure there are not prior commitments and to make arrangements to lock up. She would rather that the room be used than sit empty 95 percent of the time. Police D ~epartment · Bus parking zones Rick, Sten Langve, and Herb Townsend met recently regarding the details for parking zones at each school Rick is drafting notes for Sam to prepare the ordinance. Rick stated that the ordinance regarding parking at the old middle school needs to be changed. · SRO contracts Rick gave this year's SRO contracts to Sam for revision. The contracts expire on June 30, 2008. City Planner · Update on alley vacations (March 2008) James stated that the city cannot sell the street by Russell Park but could sell the lots behind the park. This issue will be presented to the cotmcil. · Annexation of Riverside Park Mayor Oison stated the city will have a title search done to get the proper description of Riverside Park. The council should be informed that the only cha~ge with annexation of Riverside Park is the policing aspect. James stated that annexation would allow the city to set zoning restrictions, including restrictions for shooting ranges. Rick stated that the police department might need a shooting range in the future if the current range is not available. He does not want a blanket statement that forbids shooting ranges in the city. Mayor Oison stated that the council should be informed of all the issues regarding annexation and there should be opportunity for discussion by the council and citizens. Mary stated that it is a good business practice to have title insurance to determine the boundaries of Riverside Park. James talked with Wyeth Friday regarding an interlocai agreement. Wyeth suggested the need to have direction from the city council and a plan for the funding before approaching the county. The 1975 interlocal agreement allows the city to receive 2 mills, but only 1.2 mills have been received. There was further discussion. Public Works Department Bill mentioned that he previously applied for two grants. One grant was for security at the water treatment plant and the second grant was for a transit system. The city did not receive either grant. He explained that the city could request a consultant to complete a study to submit with next year's grant application for a transit system. The consultant would evaluate a bus system between Billings and Laurel Bill will explain this to the council tonight under other items. City Attorney Brooke stated that Sam has been unsuecessful to arrange a meeting with Cable Montana. Regarding the interlocal agreement, a letter needs to be written stating that negotiations need to begin. The auditors mention the need for an interlocal agreement in the annual audit. 4 Depm-tment Head Meeting Minutes of April 8, 2008 Mayor Olson · Historic Preservation Board ordinance Mayor Olson will talk to Sam about this. * Cable franchise There was no further discussion. · Expectations Mayor Olson has met with one department head and the remaining five meetings are scheduled during April. Other There was no discussion. The meeting adjourned at 4:20 p.n~ Respectfully submitted, Cindy Allen Council Secretary 5