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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.06.2008MINUTES DEPARTMENT HEAD MEETING MAY 6, 200$ 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Bill Sheridan Brooke Bazacker Jan Fought Rick Musson Nancy Schmidt Gay Easton James Caniglia Council Agenda - May b, 200$ R rts of Boazds and Commissions: • Discussion on motion of support far Fire Hall Task Force findings -Chairman Doug Poehls Mayor Olson stated that Doug Poehls will ask the council to indicate its support for the Fire Hall Task Force to go forwazd. Information regazding G.O. bonds will be distributed to the council tomorrow. Funding for a future fire hall facility will be a discussion item on the May 13~' council workshop agenda. Gay and James looked at another possible site an S~ Avenue to see how it could eventually connect to future development in the city. Three possible sites aze being evaluated at this time. Ceremonial Calendar: • Recognition of Vi Hills for the Centennial Cleanup event Mayor Olson asked Bill to speak about the Centennial Cleanup events and then introduce Vi Hills to the council. Mayor Olson will present Vi with a certificate of appreciation for her work. Scheduled Matters. • Confirmation of Appointments: o Yellowstone County Veterans' Cemetery Board: Norm Stamper - Ex officio member • Resolution No. R08-37: Resolution to adopt amendments to the 2007 Water System Facility Plan in accordance with the recommendations presented by Great West Engineering. Mayor Olson stated that a special meeting was scheduled last week far approval of the five amendments. Since there was no quorum present, the council did not hold the meeting. • Resolution No. R08-38: Resolution authorizing the Mayor to sign a contract with the Montana Department of Transportation (MDT) for a Laurel Police Department equipment grant. • Resolution No. R08-39: A resolution authorizing the Mayor to sign a Utility Wark Agreement with the Montana Department of Transportation for the adjustment of city water and sanitary sewer manhole facilities. • Resolution No. R08-40: Resolution approving a Small Service Contract with Winkler Excavating Inc. for paving a bike trail at Riverside Park. Bill has tried to contact Peaks to Prairies regarding the payment for the bike trail. No response has been received and the city has not yet received a check. Mayor Olson has another contact person for Bill to call. Resolution No. R08-41: A resolution accepting playground equipment donated by Project HELP for Nutting and Lions Pazks within the City of Laurel. Resolution No. R08-42: A resolution transferring Parks General Funds to the Pazks Capital Projects Funds of the City of Laurel, Montana. Department Head Meeting Minutes of May 6, 2008 • Resolution No. R08-43: Budget amendment resolution to appropriate funding from the Capital Projects Fund for additional pazk improvements. • Resolution No. R08-44: Resolution authorizing the Mayor to sign a contract with Associated Employers ("AE") for the revision of the City's Personnel Implementation and Instruction Guide. • Ordinance No. 008-04: Ordinance amending Sections 17.66.070 of the Laurel Municipal Code, adding a provision for providing notice to the Laurel City Planner in cooperation with the Yellowstone Historic Preservation Board upon application for a demolition permit prior to demolition of the building(s) and providing for athree-business-day period for purposes of photographing historic buildings. First reading. The verbiage in the heading of the final ordinance was changed after the council agenda was distributed. • Ordinance No. 008-05: Ordinance amending Section 17.56.030 of the Laurel Municipal Code to clarify when a damaged non-conforming use residential structure can be rebuilt. First reading. • Letter to Montana Department of Transportation regarding the right hand turn lane and the 25 mph speed limit signs on South First Avenue Draft Council Workshop Agenda -- Mav 13.2008 Stefan Streeter, Montana Department.of Transportation: • Presentation of timelines and dates for construction projects in the City of Laurel Mr. Streeter will make a presentation to the council. Cazl Anderso Morrison-Maierle: • Reconsideration of water and sewer rate studies based on improvements to the WWTP and the WTP Bill has written two letters and left a message for Cazl Anderson. He will confirm that Carl will attend the council workshop. Fire Department: • Yellowstone Bays and Girls Ranch Fire Contract • Laurel Airport Authority Fire Contract The Yellowstone Boys and Girls Ranch and the Laurel Airport Authority have returned the signed contracts. The contracts will be on the council workshop agenda. Police Department: • Resolutions - 2008-2009 SRO Agreements Rick stated that Sam will prepare the SRO agreements. Planning Board: • Discussion -- Russell Pazk James and Mary need to meet prior to the council workshop to discuss the financial aspects. Executive review: • Funding for future fire hall facility Bill stated that the services of an economic adviser and a legal assistant are available to work with the city. Mr. Rudio, from D. A. Davidson, is willing to give the council a presentation on general 2 Department Head Meeting Minutes of May 6, 2008 obligation bonds. Bill mentioned the intention to place this item on the election ballot instead of a special ballot. • Council issues: o Electronic signs (Mazk Mace) Mayor Olson stated that there aze zoning, legal, and safety aspects involved with this issue. James stated that the City of Billings has specific criteria for electronic signs. James stated that a federal study regarding safety standazds is currently being done and will provide safety data. James thinks the issue could be addressed with additional verbiage in the existing sign ordinance in LMC. Rick stated that the signs aze always a distraction and some signs have akeady been installed. The existing signs would need to be grandfathered in. Mayor Olson stated that the city needs to have a standard in place to address development to the west of Laurel. Den~rtment Reports; Ambulance Service Jan requested the appointments of Brandon Thde, Alyssa Francis, and Gaylen Hocking on the May 13~' council workshop agenda. Jan stated that all three are experienced EMT's. One crew member terminated recently, another will be done in May, and a third one will be finished in August. Jan stated that the ambulance has been busy this month and has already answered the fifteenth call. EMS Week is in May, and the ambulance service did some public relations work at Pryor last weekend and at West and Graff Schools on Monday. A caz seat safety check is scheduled soon, and the ambulance service will supply standby services at the Wazfield Arena during Memorial Day weekend. • Update on remodel Bill stated that Merle Cherry submitted a bid of $6,000 for the ambulance ofl7ce remodel and it will be finished as quickly as possible. A work azea will be created in the bay during the remodel, and the public works department will assist with moving the office. City Council President Gay stated his appreciation for the cleanup efforts in Laurel last weekend. He thanked Gary and Chris for their code enforcement efforts. There was further discussion regazding the cleanup event. Clerk/Treasurer There was no discussion. Fire Department • Update on interface pumper There was no discussion. • Cenex mutual aid contract Mayor Olson stated that Cenex and the city currently have a verbal agreement for fire protection for the east part of the refinery property. Cenex should submit a written statement before the end of May regarding how the refinery wants to proceed. Library • Update on pazking lot Nancy contacted some contractors regarding estimates for the parking lot, but no responses have been received. She will send letters to additional contractors. 3 Department Head Meeting Minutes of May b, 2008 Nancy received an estimate of $31,200 for the library roof repairs. She will forward the information to Mary for the CIP. Nancy mentioned that the library started using the new checkout system on Monday and registered 72 patrons. Nancy stated that the library staff prefers to keep the current hours all year instead of changing to summer hours. The library is open Monday through Thursday from 9:00 a.m. to 7:30 p.m. and on Saturday from 9:00 a.m. to noon. The Library Boazd will make a decision at its meeting on May 13'". Police D artment • Bus pazking zones Rick stated that this issue was explained and resolved last week. Ordinance provides authority for installation of the bus pazking zone signs. The school district will purchase the signs, which will post the bus parking zones from 7:30 a.m, to 4:30 p.m. • SRO contracts The SRO contracts are on the May 13~" council workshop agenda. City Planner • Annexation of Riverside Park James recently met with a state representative of the Floodplain Administration regarding ~etting information to the public. James will attend a floodplain workshop in Miles City on June 3i . The representative encouraged him to also attend a workshop in Maryland. FEMA would pay for all expenses to attend except the cost of meals. James stated that the state will review and may expand the floodplain because it could be incorrect due to development in the city. The representative informed James that pre-disaster relief funds aze available far areas without proper storm water runoff. James suggested that the city could apply for funds by showing that South First Avenue does not have proper storm water runoff. Mayor Olson asked if it would apply to First Avenue since it is a state street. Bill will review the pre-disaster relief information. James recently received a complaint regarding a tree farm in the residential area at 209 East Maryland. James will call the owner to inform him that the tree farm is illegal. Brooke asked James to follow up the phone call with a letter regazding the discussion. James asked if the city should hire a surveyor for Riverside Park. Mayor Olson asked hixn to get a cost estimate and find out how it could be funded. • Update on alley vacations (March 2008) James stated that Russell Park is the main alley vacation issue, but he is also working on a couple others. Public Works D artment • Update on restrooms at Kiwanis and Russell Parks Bill stated that the restrooms at Thomson Park are open. The Police Department needs to lock them at night and open them on the weekends. Public Works is working on the sprinklers. Electrical and concrete work is being done at Kiwanis Pazk, and the restrooms should be open by May 12`". Electrical and concrete work is being done at Russell Pazk, and the restrooms should be open by the last day of 4 Department Head Meeting Minutes of May 6, 2008 school. The Lions Park restrooms will be opened on May 16~, but there is no locking device far the bathrooms. Ponderosa Park will open after school is done and the restrooms need to be locked at night. Bill stated that the Big Ditch is willing to sell more shazes for irrigation water for the pazks and the cemetery. Bill will meet with the ditch rider soon. This would provide a plan for irrigation through the summer. There was discussion regazding the park restrooms. The restroorns at Lions Fark only lock from the inside while in use and the fixtures are stainless steel fixtures. Bill stated that the city needs to invest in good equipment at all city pazks and major improvements aze needed in the restrooms at Riverside Park. City Attorney • Interlocal Agreement Work is continuing on the interlocal agreement. Mayor Olson • Cable franchise Mayor Olson stated that Cable Montana's attorney recently passed away and the city needs to find out the name o f the new attorney. • Expectations Mayor Olson stated that the meetings are going well. Jan and Scott will be scheduled next week. • Purchasing Policy cap Mayor Olson stated that copies of the Purchasing Policy will be distributed to the department heads. There will be further discussion regarding the caps for contractors and major purchases at the next department head meeting. Other Mayor Olson scheduled a 4`~ of July Committee meeting on Thursday, May 1 S`h, at 5:30 p.m. This will involve police, fire, ambulance, public works, the Chamber of Commerce, Laurel Jaycees, and representatives from the Centennial Committee and the All-Class Reunion. Rick will attend a meeting in Helena on Thursday, May 15~'. Gay stated that the Joint City/County meeting is scheduled far Thursday, May 22"d, at 5:30 p.m. at the B1111ngs Airport. The meeting adjourned at 4:05 p.m Respectfully submitted, (~. L.[.[..L.~~l'~ Cindy Allen Council Secretary 5