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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.27.2008MINUTES DEPARTMENT HEAD MEETING MAY 27, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Ernbleton Kurt Markegard Sam Painter Jan Faught Bill Sheridan Rick Musson Scott Wilm Nancy Schmidt Gay Easton James Caniglia Council Workshop Agenda - Mav 27,,2008 Laurel Volunteer Ambulance: • Appointment of Alyssa Francis Jan stated that Alyssa Francis will attend tonight's council workshop meeting. • Resolution -Amend resolution for EMT-B course fees The resolution will clarify that $250 will be paid far EMT-B course fees. Centennial Committee update The update will be presented. Joyce Jensen. Western Heritage Center: Plaque at Riverside Park Ernelie Eaton requested that Joyce Jensen attend tonight's meeting. Carl Anderso Morrison-Maierle: Reconsideration of water and sewer rate studies based on improvements to the WWTP and the WTP Mayor Olson asked Bill to introduce Carl Anderson tonight. Great West En ineerin :Request to proceed with design engineering outlined in Task Order No. 6 Mayor Olson asked Bill to introduce Chad Hanson tonight. Mary recently talked with Joe LaForest at TSEP regarding the proposal to proceed with design engineering now. Mr. LaForest stated that engineering costs incurred prior to signing the grant contract documents cannot be included in the grant. There was further discussion. Bill will contact Joe LaForest. Fire Department: • Presentation of proposed fire hall The fire department has athirty-minute presentation prepared for the council. • Ordinance - Adoption of the International Fire Code Scott stated that cities throughout Montana are adopting the International Fire Code, which makes the two fire code books follow each other. Sam stated that it is a permissive code, not a mandate. Sam has not prepared the code in ordinance form yet. • Resolution -Small Services Contract with Concrete R Us The resolution is ready for tonight's council workshop. Police Department: • Ordinance - LMC 10.52.015, Parking on Colorado Avenue Depardwent Head Meeting Minutes of May 27, 2008 Rick stated that the ordinance will delete the restricted parking on Colorado Avenue by the old middle school. Planning Department: • Resolution -Preserve America James stated that being a member of Preserve America will help to promote cultural tourism in Laurel and it goes well with the Centennial Celebration in August. James will explain the resolution and the Preserve America Program at tonight's council workshop. Public Works D artment: • Resolution -MDT Project, Laurel Northeast & 2002 Turn Lane -Laurel The resolution is for approval of a sidewallc/storm drain agreement with MDT for the Laurel Northeast & 2002 Turn Lane project on South 16t Avenue and East Main Street to Mossmain. The project, which is a mill and overlay, will be let in November for construction in 2009. • Resolution -Small Services Contract with Rosebud Engineering to upgrade controls at the WWTP The resolution is for approval of a small services contract with Rosebud Engineering to upgrade the control system at the Wastewater Treatment Plant. • Resolution -Small Services Contract with Stevens Brothers to fix piping at the WWTP The resolution is for a contract with Stevens Brothers Mechanical to repair piping at the Wastewater Treatment Plant. « Resolution -Small Services Contract with Liquid Engineering for cleaning and inspection of the water reservoir The resolution is for a contract with Liquid Engineering to clean and inspect the water reservoir. Clerk/Treasurer: • Resolution - MMIA Employee Benefits Plan Mary stated that the council contracts with MM1A for employee benefits. This year, MMIA is allowing employees to choose between the current plan and four additional plans. The forms should be returned by Friday. Executive review: • Discussion -Job description for the Chief Administrative Officer Mayor Olson has not received comments regarding the draft job description. There will be discussion at tonight's council workshop. • Discussion - Heating/cooling issues in the two-story building of city hall Mayor Olson stated that funding is available to address the heating and cooling issues in the court and public works building. Bill will get a bid for the electrical work. • Discussion -Purchase and Procurement Policy Mayor Olson, Mary, Sam, and Bill had a productive meeting today regarding the Purchase and Procurement Policy. He asked department heads to email suggestions regarding the policy. Appointments: o HOME Program Citizen Advisory and Loan Review Board: Jazed Kaiser; Bill Sheridan 2 Department Head Meeting Minutes of May 27, 2008 Since Robin Herman is no longer at Yellowstone Bank, Jazed Kaiser will be appointed to the board. Bill will also be appointed. o Insurance and Benefit Committee: Mazk Guy; H. P. Nuernberger Mayor Olson stated that there aze questions regarding appointments of the union members. The appointments will be on the June 3~ council agenda. • Council Issues: o Update on letter to MDT regarding signage on South 15` Avenue (Chuck Dickerson) Bill wrote the letter to MDT regarding the speed limit and directional signage. He stated that the man who deals with signage does not agree with him, so he needs to meet with him and Stefan Streeter to discuss the issue. Rick stated that a speed limit sign was recently installed. o Update on status of hiring pool personnel (Norm Stamper) Kurt stated that the pool manager has been hired and about fourteen lifeguard applications have been received. Letters for the mayor's signature will be prepazed soon, and the orientation date will be scheduled with Mary. The pool will be filled on Monday and be covered with the solar blanket until it opens on June 16Th Other items Mayor Olson stated that he will allow Ms. Johnson the opportunity to speak to the council regarding becoming a sister city to a city in Thailand. Review of draft c:auncil a enda for June 3 2008 • Public hearings: o Ordinance No. 00$-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. (1~ reading -- 05/06/2008) o Ordinance No. 008-05: Ordinance amending Section 17.56.030 of the Laurel Municipal Code to clazify when a damaged non-conforming use residential structure can be rebuilt. (1~ reading - 05/06/2008) The public heazings are an the June 3`~ council agenda. Department Reports: Ambulance Service • Update on remodel There was discussion regarding the ambulance office remodel and the documents needed to present the issue at tonight's council workshop. Scott mentioned that D&R Plumbing is scheduled to do some work at the fire department in June, and the cost should be under $1,500. Mayor Olson spoke regarding the need for policies and procedures for department heads to follow. There was a suggestion that the city needs a building maintenance person and discussion regarding the cast effectiveness of such a position. Mayor Olson asked department heads for input and recommendations. Mayor Olson appointed Rick, Bill, Nancy and Mary to the Building Maintenance Needs Task Force. If the necessary documents are available, Mayor Olson will allow the ambulance remodel to be presented at tonight's council workshop. Bill will try to reach the contractor prior to tonight's meeting. The ambulance crew will deconstruct the ambulance office this weekend, as it is a health concern. 3 Department Head Meeting Minutes of May 27, 2008 Jan stated that Kelly Reinemar and Tryn Benzing resigned today. City_Council President Gay mentioned the potholes in the city. Clerk/Treasurer • Credit card payment option Mary, Rick, and Nancy had a conference call with the credit card company last week. The credit card payment option will begin soon. Mary asked how to address the audit finding issue regarding payments received in the Public Works Department. • Budget process update Mary stated that the budget committee has been meeting on Wednesdays. The mayor and council budgets will be reviewed this week and department heads will be notified of the schedule to meet with the committee. • Outlook calendars Mary stated that the Outlook calendar is a useful tool, and Technical Edge has offered to provide training on how to use it for departments and individuals. Fire Department • Update on interface pumper Scott did not have updated information. • Alphanumeric Paging Proposal Scott stated that the fire department will apply for the grant but needs to know how many departments want to be included. Mayor Olson asked Scott to find out the submittal date for the grant application. Library • Update on parking lot Nancy stated that Kurt recently reviewed the $36,300 bid from Winkler Excavating and advised her to get more bids. Bill stated that the city should continue to get bids. Money could be saved by having the city crew tear out the current parking lot. Nancy recently asked several Montana libraries for copies of their by-laws and she received six copies. Sarn will review the proposed by-laws for the Laurel Library. Nancy stated that she needs to perform evaluations on four library employees. Sam will review the evaluation forms that she would like to use. Mary stated that MMIA might also have evaluation forms available. Police D artment Rick stated that Kyle Bryant passed the rnatorcycle school last week. Joel Sauter and Kyle will be riding the motorcycles this summer. City Planner • Update on alley vacations James tried to contact someone at the Laurel Medical Center regarding land use, but no one has returned his call. He will send letters to the clinic and the Caboose soon. 4 Department Head Meeting Minutes of May 27, 2008 • Alley vacation of Maple Avenue in Russell Park and dedication of lots James will do more reseazch on this issue. • Annexation of Riverside Park James stated that Dan McGee has not yet submitted an estimate to survey Riverside Park. James informed him that it needs to be presented to the Planning Board in July. Funding for the survey is available because the master plan will not be done this year. James will attend a floodplain workshop next Tuesday and will not attend the department head meeting. Public Works D artment • Landfill Use Agreement with the City of Billings Kurt explained that only solid waste generated within the political jurisdiction of the city is accepted at the landfill, according to the agreement, but Laurel accepts gazbage from non-residents. When Kurt contacted Billings about this, he was told that the standard document is sent to all entities that use the landfill. Laurel can make changes to the agreement and return it for review by Billings' attorney. The $11.50 per ton charge will not change now, but fees could increase in the near future. Mayor Olson asked public works to determine the revenues produced by accepting gazbage from non-residents and make a recommendation. City Attornev • Interlocal Agreement Sam stated that a meeting was held today and more review is needed. Mayor Olson • Cable franchise Sarn will contact the cable company. • Purchasing Policy cap This was discussed eazlier. • Laurel City Yoice -articles due June 10`" Articles aze due on June 10~' and Mayor Olson suggested use of the centennial theme in the articles. • CIP Meeting with Miral Gamradt on Saturday, June 7`~ Mayor Olson stated that the CIP meeting is scheduled for Saturday, June 7`~. Breakfast will be served at 8:00 .rn. Department heads will present their CIP requests to the council. Mary stated that CIP books will be distributed to the council soon, and the department CIP will be distributed to the department heads. Other There was no discussion. The meeting adjourned at 4:30 p.m Respectfully~~s77u~~b,m~it~ted, L~~1Z' Cindy A en Council Secretary 5