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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.29.2008MINUTES DEPARTMENT HEAD MEETING APRIL 29, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Bill Sheridan Mary Ernbleton Sam Painter James Caniglia Rick Musson Nancy Schmidt Gay Easton Bill Sheridan led the meeting. Council Worksho A ends - A ril 29 2008 Police DeQartment: • Resolution -MDT Equipment Grant Rick stated that the $1,500 grant will be used to purchase a radaz unit. Public Works D artment: • Resolution -Utility Agreement with MDT for the 2002 -Turn Lane -Laurel project Bill stated that the project should cast between $8,000 and $9,000 and MDT has allowed up to $25,000 if additional work is needed to adjust manholes, water valves and fire hydrants for the project. Planning Department: • Discussion -Russell Pazk James explained the options far the lots at Russell Park. The city could offer the lots to the property owner directly north of the park, put the lots for sale, or dedicate the lots as a pazk. James stated that it is necessary to decide what to do with the lots before a decision is made regarding the street. There was discussion. James will distribute plat maps of Russell Park to the council at tonight's workshop. • Ordinance -Revisions to LMC 17.56.030 James stated that a recommendation regarding replacement of non-conforming dwelling units was passed by the Planning Board while Cal Cumin was the city planner. However, the recommendation was not presented to the council. There was discussion regarding the changes. James changed the proposed verbiage to include buildings that are "destroyed" instead of just "destroyed by fire." Clerk/Treasurer: • Resolution -Accept donated playground equipment • Resolution -Transfer General Fund monies to Park Improvements CIP • Resolution -Budget amendment increasing Park Improvements CIP appropriations Mary explained that the three resolutions aze linked. The first resolution is needed to accept the playground equipment. The second one is needed to fund the installation of the equipment, and the third resolution is needed to provide the authority to finish the installation of the playground equipment and the two new bathrooms at the pazks. • Quarterly Financial Report Mary stated that the report is a brief summary of the major funds of the city as of March 31, 2008. Department Head Meeting Minutes of Apri129, 2008 Executive review: • Fire Hall Task Force update Gay stated that land is available on the west end of Laurel, and he will meet with the property owners on Friday at 2:00 p.m. • Resolution -Job description for the Chief Administrative Officer Mary stated that she had same comments regazding the draft job description. Department heads have not reviewed the draft job description. • Resolution -Contract for revision of the Personnel Implementation and Instruction Guide Mary stated that Associated Employers submitted a proposal for $2,975 to revise the Personnel Implementation and Instruction Guide. She asked if a small services contract is needed. Sam will prepare the contract for distribution with the draft resolution. • Appointment: o Yellowstone County Veterans' Cemetery Board: Norm Stamper, ex officio member The appointment will be on the May 6`~' council agenda. + Review of draft letter to MDT regarding the right hand turn lane and the 2S mph speed limit signs on South First Avenue Bill prepazed the letter to MDT and copies will be distributed to the council tonight. • Update on Interlocal Agreement There was no discussion. • Council Issues: o Ordinance -Yellowstone Historic Preservation Board (Emelie Eaton) The draft ordinance states that the city planner will take pictures of historic buildings prior to demolition. There was discussion regazding whether the Public Works Department goes to the site prior to demolition and could take the pictures. Sam will talk to Kurt about the process prior to tonight's council workshop in order to make a recommendation to Emelie Eaton. Bill stated that a resolution and agreement for the bike trail at Riverside Park needs to be added to tonight's agenda. Mary suggested that this issue could be incorporated into the budget amendment resolution. A small services contract is needed. It was mentioned that Mayor Olson might present the heating and cooling issues in the two-story building of city hall at tonight's workshop. Two special council meetings are scheduled tonight at b:00 and 6:20 p.m. The first meeting is a public hearing for the March 31, 2008 Amendment to the Preliminary Engineering Report of the August 2007 Water Facility Plan. The second meeting is to approve the resolution to adopt the amendments. Mary stated that the special meetings are needed so Patrick Murtagh can include the information in the grant application, which is due tomorrow. Pat has requested letters of support to include in the application. Department Reports: Ambulance Service • Update on remodel 2 Department Head Meeting Minutes of Apri129, 2008 Bill is trying to get some bids for the project and asked for names of Laurel contractors that he could contact. City Council President Gay mentioned that the walk bridge on 12~' Street is on site and will be placed tomorrow. Gay mentioned the need for security in the city's parks. The tables in the Thomson picnic shelter have been destroyed by skateboarders, and the residents near Kiwanis Park are unhappy that kids aze in the park after dark. Gay stated that surveillance cameras aze needed. Rick stated that the police department locks the park bathrooms at 10:00 p.m every night and the city crew unlocks them every morning. Rick has been a proponent of a surveillance system for the WTP, WW'fP, city shop, FAP, city hall, the parks, and the container site. At last week's Emergency Services Committee meeting, Pat Kimmet spoke regarding the possibilities of an agreement between Cenex and the City of Laurel for use of a tower at the refinery for a camera surveillance system. There was discussion. Rick will see if Industrial Communications could give a presentation at a council workshop. C1erk/Treasurer Mary and Miral Gamradt have almost completed the first draft of the CIP and will present it to Mayor Olson soon. A CIP work session for the council and department heads has tentatively been scheduled far Saturday, June 7`h Mary stated that the court, police department, and clerk's office are interested in the electronic pay system. There would be no cost to the city, and the city's website could have a link to the payment site. Sarn will decide if council action is needed. Mary stated that Yellowstone Bank had no issues with it and she will also check with SurnmitNet. Mary will ask MMIA how to fill out the health insurance forms and when they need to be returned. The city has to determine which eye and dental plans will be selected. It was agreed that employees should vote on this soon. Fire Department • Update on interface pumper • Cenex mutual aid contract There was na discussion. Library • Update on parking lot Nancy stated that she requested bids from two contractors for the library parking lot. Nancy has not yet received the estimate to replace the library roof. Nancy stated that the library will start using the new automated system next week. The new system will provide better control of library items. Police Department • Bus parking zones Rick stated that ordinance allows the city to erect the bus parking signs. An ordinance is needed to remove the 10-minute parking zone at the old middle school. Sam will draft the ordinance. 3 Department Head Meeting Minutes of Apri129, 20p8 • SRO contracts Rick recently talked with Josh Middleton regazding the SRO contracts. Josh asked regarding proposed wage increases, and Rick gave him the information. Sam will prepaze the updated one-year agreements for the May 13~ council workshop agenda. City Planner • Update on alley vacations (March 2008) There was no discussion. • Annexation of Riverside Park James stated that Stewart Title told him that the city needs to have a real estate lawyer provide documentation that the city owns the 36 acres at Riverside Pazk. There was discussion. Sam stated that the city should have the entire park surveyed and recorded properly. Public Works-Department • Update on restrooms at city pazks Bill stated that, depending on the weather, the restrooms at Lions, Ponderosa, and Thomson Parks should open on April 30`h. Additional work is needed at Kiwanis and Russell Pazks. City Attorney • Interlocal Agreement Sarn stated that work is being done on the agreement. Ma or Olson • Cable franchise Sam recently found out that Cable Montana's attorney passed away. • Expectations There was no discussion. Other Mary stated that the City of Billings received $890,000 in cable franchise revenues. She stated that Laurel has last revenues for years by allowing the cable company use of the right-of--way far profit. She stated that this is a huge problem and it was a mistake the administration made when Cable Montana's franchise agreement was approved. The 8~' Avenue MDT Plan-in-Hand meeting is scheduled for Wednesday at 8:00 a.rn. The meeting adjourned at 4:00 p.m. Respectfully submitted, ~ ~ Q-t~e.r.-. Cindy Allen Council Secretary 4