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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.13.2008MINUTES DEPARTMENT HEAD MEETING MAY 13, 2008 3:00 P.M. COUNCTL CHAMBERS PRESENT: Gay Easton Sam Painter Rick Musson Mary Embleton Jan Faught Scott Wilm Nancy Schmidt James Caniglia Kurt Mazkegazd Gay Easton led the meeting. Council Worksho A ends - Ma 13 2008 Cit of Laurel Volunteer Ambulance Service • Appointments of Crew Members: Brandon Ihde, Alyssa Francis, Gaylen Hocking Jan stated that Brandon and Gaylen would attend tonight's council workshop. Stefan Streeter, Montana Department of Transportatipn: • Presentation of timelines and dates for construction projects in the City of Laurel Kurt stated that Mr. Streeter will present the timelines and dates for MDT construction projects within the city limits. Great West En ineerin Chad Hanson and Fatrick Murta h: • Task Order No. 3 -Storm water project on South 1 ~ Avenue (including South 4~' Street) • Task Order No. 6 -- Water Treatment Plant Gay, Kurt, and Bill recently looked at the storm water issues and the WTP. Fire Department: • Resolution -Yellowstone Boys and Girls Ranch Fire Contract • Resolution -Laurel Airport Authority Fire Contract The signed contracts were received and are ready for council approval. The one-yeaz contracts will be effective on July 13`. Police Department: • Resolutions - 200$-2009 SRO Agreements Rick stated that the school district verbally agreed to the SRO agreements. After the council approves the agreements, they will be sent to the School Board for approval. Planning Board: • Discussion -Russell Park James will present the pros, cons, and logistics of the issue to the council tonight. Executive review: • Job description -Chief Administrative Officer Gay stated that Mayor Olson is reviewing the job description. • Funding for future fire hall facility The information Mary prepazed on G.O. bonds was distributed to the council last Wednesday. Department Head Meeting Minutes of May 13, 2008 • Discussion - Heating/cooling issues in the two-story building of city hall Mary and Bill have worked on ideas for funding of this issue. • Council issues: o Electronic signs (Mazk Mace) Gay stated that this is regarding flashing signs. o Update an Peaks to Prairie -~-payment for bike trail (Chuck Dickerson) The city has not been able to contact the correct person regarding payment for the bike trail. Kurt stated that the organization has the money but does not know when the check will be issued. o Intersection of Airport Road and Buffalo Trail (Chuck Dickerson) Gay stated that this should be an issue for the County Commissioners. Kurt mentioned that a complaint was received regazding a Dead End sign that was installed on the road to the cemetery. Different terminology on the sign would be more appropriate. Gay stated that this would be a good issue for the Joint City/County Meeting agenda on May 22°d. Kurt stated that the city needs to know the status of the road to the Veterans' Cemetery. • Creation of TIF District Committee Sam stated that statute allows the city to create the board to administer the TIF District, but it provides no guidance as to who should be on the boazd. He contacted the Assistant Administrator in Billings for information. Sam stated that the members, the powers, and the duties of the board need to be determined. Gay stated that it is an important committee. Mary stated that the boazd should be a mix of staff and citizens. In a recent meeting with Steve Zeier, he suggested having five to seven members. Other cities can be contacted to see how their TIFD boards were determined. Mary will know the TIFD increment in August when the city receives the certified mill levy document. Review of dra$ council agenda far Mav 20 2008 • Ceremonial Calendar: Poppy Day Proclamation Gay stated that Poppy Day is on Monday, May 26th. De artment Re orts• Ambulance Service • Update on remodel Jan stated that Merle Cherry gave an estimate of $6,000 for the remodel work, but he cannot start the project until the end of May or beginning of June. Mary stated that a small services contract needs to be approved by the council prior to the work being done. Jan stated that the cabinet needs to come out. City Council President There was no discussion. Clerk/Treasurer Mary stated that the Clerks Institute went well last week. There were 103 clerks, $0 elected officials, and SO city attorneys in attendance. Dan Clark, the new director of the Local Government Center also attended. Mary stated that she will move forward with offering the credit card services, as the concerns have been resolved and statute allows it. 2 Department Head Meeting Minutes of May 13, 2008 Rick asked regarding the employee vote for the dental and vision insurance plans. There was discussion regarding the Insurance Committee and the need for a new chairman and union member. Kurt stated that Bud Arnold is now the chairman of the Insurance Committee. Mary stated that nothing has been formalized with appointments and in council minutes. Fire D artment • Update on interface pumper Scott stated that the fire truck should be ready by the end of June, according to the latest information. Mary stated that it is necessary to know the date of delivery because the city needs to apply for an Intercap loan to pay for the rest of the truck. Scott will inform him that a definite date is needed if he wants to get paid. Scott stated that the City of Laurel received a check for $3,100 today for the fire department's assistance with the Emerald Hi11s fire last year. Scott and Derek Yea~er will give a presentation regarding the proposed new fire hall at the council workshop on May 27 . Gary Colley recently gave Scott a sample of the International Fire Cade and draft ordinance and requested that Laurel adopt the code. Billings, Lewistown, Great Falls, Kalispell and Glendive have already adopted the code. Sam will review the document. Scott stated that Concrete R Us submitted a bid of $1,850 far some concrete work at the FAP. A small services contract is needed. Li~b~ • Update on parking lot Nancy is still waiting for bids for the parking lot. Nancy stated that the library started using the new system last week and circulation numbers are up. Nancy stated that the library hours will not change during the summer. Police D artment Rick stated that the radio room in the dispatch center needs a UPS upgrade. Becker Electric will do same testing soon and give an estimate for the upgrade. Rick stated that a cooling system is needed in the equipment room. Becker Electric will also check to see if the generator is large enough to handle the load far the building. The prices should be submitted in the next couple weeks. Rick thinks that 911 funds could be used for this. Cit___X_Pl~?er • Annexation ofRiverside Park James stated that the city will have Riverside Park surveyed since the title company could not find the acreage for Riverside Park. The surveyor contacted the title company but has not received a call back yet. • Update an alley vacations 3 Department Head Meeting Minutes of May 13, 2008 James stated that alley vacation in Russell Park is on tonight's workshop agenda. He will talk to Sam about a couple other alley vacations. Public Works Department Kurt stated that Public Works is filling the seasonal positions. Work is being done on a swimming pool management plan, which includes pool rules and hiring of pool personnel. A letter of employment has been written to the aquatics manager, and letters of employment for the lifeguards need to be drafted for the mayor's signature. The manager and lifeguards were YMCA personnel last year. Kurt stated that the bathrooms in the parks will be opened according to the schedule. Power has been installed at the Kiwanis Park bathroom. Funds were allocated to finish the project, and a concrete contractor will be hired. Kurt stated that bathroom access would be provided during construction. Riverside Park will open on May 23rd and the cazetaker should be hired next week. The crew is patching potholes on a complaint basis and a street by street schedule will start soon. City Attorney • Interlocal Agreement Sam will work on this. Ma or Olson • Cable franchise Sam stated that no progress has been made. • Purchasing Policy cap There was no discussion. Other Scott tried to contact Billings regazding the use of fire pits in city limits. He said that Laurel needs to look at its policy to see how fire pits fit in. The International Fire Code does not allow open burning in the city without a burn permit. There was discussion regarding the need to maintain and burn drain ditches so they do not become wetlands. Kurt stated that there aze storm water issues in the Iron Horse retention ponds. He would like the public works department and city planner to meet with Marvin Brown regarding maintenance of the storm water retention ponds. The Crossings previously agreed to maintain the east retention pond but no decision was made regazding the west pond. Kurt stated that there aze issues with weeds in the right-0f--way at Wal-Mart because weed block was not installed. He is trying to contact Wal-Mart's engineer. The meeting adjourned at 3:46 p.m. Respectfully submitted, ~.~~ ~--~ Cindy Allen Council Secretary 4