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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.20.2008MINUTES DEPARTMENT BEAD MEETING MAY 20, 200$ 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Sam Painter Jan Faught Rick Musson Scott Wilm Gay Easton James Caniglia Kurt Markegard Nancy Schmidt Council Agenda,-Mav 20, 2008 Ceremonial Calendar: • Poppy Day Proclamation. The Poppy Day Proclamation is on tonight's council agenda. Scheduled Matters: • Confirmation of Appointments. o City of Laurel Volunteer Ambulance Crew Members: Brandon Ihde, Alyssa Francis, Gaylen Hocking Jan asked that the appointment of Alyssa Francis be removed from this agenda and placed on the May 27`" council workshop agenda. Mayor Olson will appoint Brandon Ihde and Gaylen Hocking tonight. • Resolution No. R08-45: A resolution approving an agreement between the City of Laurel and the Laurel Airport Authority, relating to fire protection. • Resolution No. R08-46: A resolution approving an agreement between the City of Laurel and Yellowstone Boys and Girls Ranch, said agreement relating to fire protection. • Resolution No. R08-47: A resolution to authorize the Mayor to sign an agreement with Laurel Public Schools, District 7 and 7-70, continuing the School Resource Officer (SRO) Program for the Laurel Middle School. • Resolution No. R08-48: A resolution to authorize the Mayor to sign an agreement with Laurel Public Schools, District 7 and 7-70, continuing the School Resource Officer (SRO) Program for the Laurel High School. • Resolution No. R08-49: A resolution to amend the previously adopted Task Order No. 6, approving an increase in the engineering costs for Phase I of the Water System Improvements for the City of Laurel. Mary asked if the amendment to the task order increased the engineering services or the cost of the project. Sam stated that it increased the cost for the engineering services. There was discussion regarding an issue with the proposal for Great West Engineering to begin design of the project. Mary contacted Joe LaForest at TSEP, who told her that the city could not use the design engineering costs as a match for the grant if the city proceeds with the design engineering before a new TSEP Grant contract is in place. The resolutions are on tonight's council agenda. Draft Council Workshop Agenda, -Mav 27.2008 Carl Anderso Morrison-Maierle: Department Head Meeting Minutes of May 20, 2008 • Reconsideration of water and sewer rate studies based on improvements to the WWTP and the WTP Mayor Olson, Bill, and Kurt will meet with Carl Anderson on Friday morning to identify the discussion for the council workshop. Great West Engineering • Request to proceed with design engineering outlined in Task Order No. 6 Mayor Olson stated that Great West and MDT will meet with the city on Wednesday at 3:00 p.rn. Fire D artment: • Presentation ofproposed fire hall Scott stated that Derek Yeager will make the presentation at the council workshop. • Ordinance - Adoption of the International Fire Code Mayor Olson will review the information and draft ordinance. • Resolution - Small Services Contract with Concrete R Us Scott explained that the contract is to fill in holes azound the FAP building. Public Works Department: • Resolution -MDT Project, Laurel Northeast & 2002 Turn Lane -Laurel The amendment is for asidewalk/storm drain. agreement. The resolution will be on the May 27`h council workshop agenda. Kurt asked that several items be added to the May 27th council workshop agenda: adopting ADA accessible approaches and ramps; boulevards; and the Landfill Use Agreement. There was discussion. Mayor Olson and Kurt will review the information on boulevards first. Kurt stated an issue with #4 in the Landfill Agreement: "Only solid waste generated within the political jurisdiction of the City of Laurel can be disposed of in the City of Billings landfill." Since the city accepts gazbage from anyone who pays the required fee, Kurt stated that either the statement or the policy needs to be changed. Mayer Olson stated that the issue needs more review and is not ready far the next council workshop. Executive review: • Job description -Chief Administrative Officer Copies of the draft job description were distributed to the department heads and will be distributed to the council. He asked that department heads review the jab description and submit input. • Discussion - Heating/cooling issues in the two-story building of city hall Mayor Olson stated that the CIF funding for the project was not reappropriated in this year's budget. Mary and Bill found funding for the project. The electrical costs need to be determined. • Discussion -Purchase and Procurement Policy Mayor Olson stated the need for review of the ceilings ($1,500 and $50,000) in the policy. He stated that there should be some type of forum and accountability for a department head to present a project and be able to take it forwazd in a timely manner. There was a lengthy discussion regazding the time delay to present projects at a council workshop for discussion and the next council meeting for approval and specific examples of issues with the policy. Mary stated concern regarding the possibilities of abuse and that the city could lose out on the best price for a project. She stated that the city should be 2 Department Head Meeting Minutes of May 20, 2008 deliberative, competitive, and spend its money wisely and retain the ability far checks and balances. Mayor Olson stated that the department heads try to be expeditious and prudent with their budgets. He stated that the City of Billings does not present every item for council approval. There was discussion regarding having one-year contracts with contractors. Mayor Olson asked if the department heads supported the idea and all agreed that they did. Mary emphasized the need for internal control, that the budgetary authority not be exceeded, and that the system of checks and balances remain the same. Mary stated that the city needs a policy that will be fallowed since the current palicy is not followed and the auditors write us up each year. There was further discussion. Kurt stated that it is a personnel issue if a department head often exceeds the limits. He thinks that training regarding the policy is needed. Mayor Olson, Sam, Mary, and Bill will be on the committee to draft a proposed policy to present to the department heads. He asked department heads to give input regarding this issue. • Appointments: o HOME Program Citizen Advisory and Loan Review Board: Jared Kaiser; Bill Sheridan The appointments will be on the May 27th council workshop agenda. o Insurance and Benefit Committee: Mark Guy; H. P. Nuernberger Mary questioned whether the mayor appoints the union reps and stated that the current policy is not clear. Sam will review this. The appointments are on the May 27th council workshop agenda. • Council Issues: o Update on letter to MDT regarding signage on South lst Avenue (Chuck Dickerson) There was no updated information available. Review of draft council a enda for June 3 2008 • Public hearings: o Ordinance No. 008-04: Ordinance amending Sections 17.66.070 of the Laurel Municipal Code, adding a provision for providing notice to the Yellowstone Historic Preservation Board upon application for a demolition permit prior to demolition of the building(s) providing for athree-business-day period for purposes of photographing historic buildings. (15t reading - 05/06/2008) o 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. (18t reading - OS/06/2008) The public hearings are on the June 3~ council agenda. Other Sam stated that the ordinance change (LMC 10.52.O1S) to remove parking restrictions on Colorado Avenue could go forward. This item will be added to the May 27th council workshop agenda. Jan asked that the amendment to the resolution for reimbursement for EMT-B course fees be added to the May 27th council workshop agenda. De artment Re orts• Ambulance Service • Update on remodel Jan will talk to Bill on Wednesday. City Council President 3 Department Head Meeting Minutes of May 20, 2008 There was no discussion. Clerk/Treasurer • Credit card payment option Mary stated that a conference call is scheduled at 9:00 a.rn. an Wednesday. She wants to move forward and plans to have it set up in June. There was discussion regarding the need for council action. Sam stated that the city is not obligating funds, spending money or signing a contract, so the new service could be reported to the council. There was discussion regazding: swiping the cards, online services, and setting up the services for the library. Nancy and Rick will attend Wednesday's conference call. There was discussion regazding the need for the fees for public works to be collected in the clerk's office, due to audit recommendations. Kurt stated that the department has a problem with this and the process required for citizens to go from upstairs to downstairs. There was further discussion and Mayor Olson stated that the issues would be addressed. • Budget process update Mary stated that Mayor Olson, Mark Mace, Bill, and Mary will begin scheduling meetings with department heads on Wednesdays at 5:30 p.m. for budget discussion. Scott will notify Mary of the Wednesday that will work for him. Mary stated that the budget timeline includes presenting the budget to the council in July. The certified mill will be received in August. Fire Department • Update on interface pumper Scott stated that the pumper truck is being repainted. The contractor told Scott that he needs sixty days to complete the work after the truck is returned to him. Scott has informed him that the city needs to have a firm delivery date in order to get the funding. • Update on concrete work at the FAP This item was discussed earlier. • Adoption of International Fire Code This item was discussed earlier. • Alphanumeric Paging Proposal Scott stated that the fire department will submit the FEMA grant application next year. Docking stations will be included for the dispatchers and the fire department, and the cost will be about $60,000. A third docking station could be included at city hall. The system reaches a 250-mile radius. The Public Works Department could also participate. Mayor Olson stated that this item would be discussed further at the next department head meeting. Scott stated concern regarding the use of fire pits in the city. City ordinance states that open flames are not allowed within the city. Two fire calls involving fire pits have been received within the last month. Scott mentioned the street closures request for the 4~' of July fireworks. Library • Update on parking lot 4 Department Head Meeting Minutes of May 20, 2008 Nancy stated that the inforrnatian from Engineering Inc. for the parking lot had an error in it. The cost figure should be $36,300 instead of $21,700. The city could provide some labor in order to reduce the costs. Nancy stated that the library has registered aver 300 patrons on the new system. Some people have expressed that they do not like to carry the library cazds. Police DeQartrnent Rick received the street closure requests for five upcoming Rock the Block events on May 30`x, June 20`x, July 25~h, August 23~, and September 6`t'. The minimum four-hour charge to have an officer there will apply to each event, but the officer will stay later if an event goes longer than 6:00 to 10:00 p.m. Rick stated that the issues aze the length of the time for the event and the amount of manpower needed to cover the event. The appropriate charges will be determined after each event. City Planner • Update on alley vacations James stated that the city has decided not to vacate the alleys and to get encroachment permits. A copy of the code will be sent to the property owners. James asked if Russell Park should be on the next council workshop agenda. Mayor Olson stated that he thought the council's consensus was to maintain it as city property. Mary suggested that the east corner ofthe property could be officially declared as parkland. James attended a CTEP Workshop in Billings today where he learned more about the CTEP Program. He inquired about whether Laurel could tie in a sidewalk project with MDT's project on South First Avenue. The CTEF administrators felt that it was a good idea and will check with MDT to see if it is not toa late to do so. James met with Ernelie Eaton and Kate Hampton, the Deputy State Historic Preservation Office, today. Preserve America is a grant program with in kind matches. The only cost to the city would be to survey the properties. After that, there is no cost to the city. Areas in the country that have this program have seen property values increase 30 percent. • Annexation of Riverside Park James has requested an estimate from Dan McGee to survey Riverside Pazk. Mark Mace has the name of another surveyor. Mary found funding for the survey. Public Works D artment Kurt mentioned the current public works projects and issues: boulevard change for trees; retention ponds at Iron Horse; land use agreement; Rock the Block; ADA specs; hiring of aquatics manager; policy on pool operation and employee conduct; twelve applications received for lifeguards; five seasonal employees hired; keys to Ponderosa Park bathrooms; street patching; trench boxes; leaks repaired at the WWTP; and the need for cleaning of the water reservoir. Kurt stated that Bill left a $23,9$0 contract with Rosebud Engineering to upgrade the controls at the WWTP. There was discussion regazding the process needed for approval and the urgency to get the upgrade completed. 5 Department Head Meeting Minutes of May 20, 2008 Kurt stated that the meeting with MDT is on Wednesday at 3:00 p.m., the Tree Board will meet on Thursday at 1:30 p.m., and the Park Board will discuss installation of the new playground equipment at its next meeting. City Attorney • Interlocal Agreement Mary received information from the City of Dillon and forwarded it to Sam and James. Mayor Olson • Cable franchise There was no discussion. • Purchasing Policy cap This was discussed earlier in the meeting. • CIP Meeting with Miral Gamradt on Saturday, June 7~' Mayor Olson stated that the all-day meeting would begin at 8:30 a.m. Scott will be unable to attend but will send representatives from the fire department. Other Kurt stated that the Insurance Committee will meet on Wednesday. Ballots to vote for the vision and dental plans were distributed to employees last week. He asked that the insurance issue be placed on the May 27~h council workshop agenda. The meeting adjourned at 5:07 p.m. Respectfully submitted, ~ ~~ Cindy Allen Council Secretary 6 Public Works Staff Meeting May 19, 200810:00 am Kurt Mazkegard Gary Colley James Caniglia Cheryll Lund Chris Rosenberg Kurt stated that Bill will be back to work on Wednesday, May 21, 200$. Parks Four seasonal maintenance workers were hired and started working today. They will begin the daily mowing, weed-eating, irrigating and street repair. A Maintenance Worker II position is still open. Playground equipment will have to be installed by volunteer labor so equipment can be in the playgrounds prior to July 4rn Riverside Pazk opens on Friday, May 23'x. The Caretaker position has not been filled. Gazbage cans have been ordered for July 4t'' East Sixth Street will be blocked offto all traffic an July 4~'. Vendors will be able to drive in (with a permit) and have 15 minutes to load/unload before having to get their vehicle offof East Sixth Street. Signs will be posted stating that unauthorized vehicles will be towed away. Park bathrooms will be open and closed everyday by the Police Department. Prior to school closing the only pazk bathrooms that will be opened are at the Fir Soccer Complex and Kids' Kingdom. Once school is over for the year Thomson Pazk and Russell Pazk bathrooms will be opened and closed everyday. July 4~' vendor booths will be marked off with paint and all vendors will be required to be set up PRIOR to 6 pm on July 4~'. Pool Amber Keltner has been hired as the Aquatics Director for the swimming season. Lifeguard/Instructor applications have been taken and job offer letters will be sent out Shortly. The pool will be filled and covered on May 2'ltr' and maintenance on the pumps will be done, as well as a general cleaning of the pool building to get it ready for the season. Streets The crew has begun patching the streets. Kurt will go before the budget/finance with a request to order 8 totes of oil for the porta-patcher. A mechanical sweeper came through Laurel and was demonstrated by the salesman. A mechanical sweeper does not use a vacuum system to sweep the streets and Kurt feels it would be a better alternative because it does not pull up the street to accomplish sweeping up debris. The city's present sweeper is in need of replacing and Kurt plans to look more into a mechanical sweeper. Solid Waste The garbage truck bid is not done yet. Garbage cans need to be ordered. Two of our roll-off trucks are down, one with bad breaks and the other with a bad seal. Fran is working on getting them both back into service. WTP/WWTP Kurt is meeting with Great West Enginnering in Billings on May 20th to discuss future expansion of both water and sewer lines and a storm system under South First and Southeast Fourth Streets. Code Enforcement/Suilding A list is being made regarding weed complaints and letters will be sent soon. Kurt suggested that MRL needs to be contacted about getting the weeds cut down around the tracks, and also suggested that MDT and Yellowstone County be contacted so that the entry ways to the City can also be addressed. Hopefully the weeds will be cut prior to July 4th Planning James is working on an encroachment permit for the Caboose Saloon on West Main Street for the large sculptures that were placed within the public right-of--way. James is researching community decay ordinances for outside the city limits of Laurel, in regards to which government entity is responsible for contacting property owners and having them clean up any decay. 2 James is talking with a person interested in purchasing St. Alban's Church located on Alder between East Fifth and East Sixth Streets. The prospective buyer is interested in changing the zone to either Central Business District or Community Commercial so businesses can be located on the property. The Laurel Golf Course is interested in subdividing off 1$ acres and selling it for a home site. They would like city water and sewer services. James is following up on complaints regarding non-conforming uses within the city. Letters have been sent to the property owners and James is in contact with them. Miscellaneous Kurt will be busy in meetings in the next few days. The meeting was over at 10:30 am. Respectfully submitted, Cheryll Lund 3