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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.03.2008MINUTES DEPARTMENT BEAD MEETING JUNE 3, 200$ 3:15 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Sam Painter Bill Sheridan (3:25 p.m. Gay Easton Jan Fought (3:26 p.m.) Nancy Schmidt Mayor Olson stated that Jan and Bill would be late because they were meeting with a contractor regarding the ambulance remodel. Council A ends -June 3 200$ Public Hearings: • 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. (First reading - 05/06/2008) Mayor Olson will ask Bill to present the issue at the public heazing. • Ordinance No. 008-OS: Ordinance amending Section 17.56.030 of the Laurel Municipal Code to clazify when a damaged non-conforming use residential structure can be rebuilt. (First reading - OS/O6/2008) Mayor Olson will ask James to present the issue at the public hearing. Scheduled Matters: • Confirmation of Appointments: o Laurel Volunteer Ambulance Crew Member: Alyssa Francis o HOME Program Citizen Advisory and Loan Review Board: Jared Kaiser, Bill Sheridan o Insurance and Benefit Committee: Mazk Guy; H. P. Nuernberger • Ordinance No. 008-06: Ordinance deleting a section of the "Laurel Vehicles and Traff c Ordinance" located at Chapter 10 of the Laurel Municipal Code. First reading. • Ordinance No. 008-07: An ordinance of the City of Laurel, to repeal Chapter 15.50 of the Laurel Municipal Code and to replace it with new Chapter 15.50 that provides for the City's adoption of the 2006 Edition of the International Fire Code and certain amendments. First reading. • Resolution No. R08-50: A resolution amending Resolution No. R02-38 revising the EMT-B Course Reimbursement Policy for the Laurel Volunteer Ambulance Services Attendants. • Resolution No. R08-51: A resolution approving a small construction contract between the City of Laurel and Concrete R Us providing for concrete patchwork at the Laurel Fire, Ambulance and Police (FAP) Building. • Resolution No. R08-52: A resolution by the City Council supporting the application for the City of Laurel to be designated as a Preserve America Community. • Resolution No. R08-53: A resolution approving the MMIA Employee Benefits Program, aself- funded Group Health Plan. Department Head Meeting Minutes of June 3, 2008 • Resolution No. R08-54: A resolution approving a small construction contract between the City of Laurel and Rosebud Engineering providing for control upgrades at the City of Laurel's Wastewater Treatment Plant. • Resolution No. R08-55: A resolution approving a small construction contract between the City of Laurel and Stevens Brothers Mechanical providing for piping repairs at the City of Laurel's Wastewater Treatment Plant. • Resolution No. R08-56: A resolution approving a small construction contract between the City of Laurel and Liquid Engineering providing for cleaning and inspection of the City of Laurel's water reservoir. • Resolution No. R08-57: A resolution approving a Construction Agreement between the City of Laurel and the State of Montana acting by and through the Department of Transportation for the Federal Aid Project No. HSIP-STPP; UPN 5186, Laurel Northeast and 2002 Turn Lane. • Resolution No. R08-58: Resolution of the City Council to create a position called the Chief Administrative Officer (CAO) for the City of Laurel, to adopt a job description and approve the Mayor's delegated duties and supervisory authority contained in the jab description. • Resolution No. R08-59: A resolution approving a small construction contract between the City of Laurel and Merle Cherry Construction providing for remodel work and repairs at the City of Laurel's Fire, Ambulance and Police Department building (FAP). This resolution will be removed from the council agenda. • Storm water project on First Avenue South The item will be presented and discussed at tonight's council meeting. Department Reports: City Council President There was no discussion. Clerk/Treasurer • Credit card payment option Mary stated that the credit card company should have a dummy website available next week. Mary needs to send examples of pay types to them. • Budget process update The Library, Ambulance, and Clerk/Treasurer budgets will be presented Wednesday at 5:30 p.m. • Outlook calendars Mayor Olson wants Bart Haskell to talk to each department head regarding using Outlook calendars. This item will be on the next department head agenda. Fire Department • Alphanumeric Paging Proposal Mayor Olson stated the need to find out the date by which the fire department should know if other departments want to participate. This item will be on the June 10~' department head agenda. Library • Update on parking lot 2 Department Head Meeting Minutes of dune 3, 2008 Nancy stated that more bids are needed for the parking lot. There was discussion. The CIP allocated $30,000 far the project and $27,000 is available after the engineering costs. One bid of $36,000 was received for the project. Mary explained that there is $17,000 in the City Parking Fund, which could be used for the parking lot project. Mary stated that the fund was originally created for downtown parking needs, but the council could designate same of the funds for the library lot. There was further discussion. Nancy stated that $x,000 of the bid was for excavating, which the city could do to decrease the cost. The sidewalk concrete work could be done later, but that would present safety issues. Mayor Olson asked Nancy to get the figures together and then call him to set up a meeting. Nancy stated that Margaret Freund has served two five-year terms on the Library Baard. Nancy wants to see if Margaret could serve another six to twelve months during this transition period. Nancy is trying to find the source of some funding in the library budget. Mary explained that the Library Aid Grant Fund is a special revenue fund that receives approximately $1,600 per year. Bill and Jan arrived at the department head meeting at this time. Police Department Mayor Olson questioned why Sergeant Zuhoski was not in attendance, since Chief Musson was not there, and who was in charge at the police department. Sergeant Zuhoski will be back on Wednesday. City Planner • Update on alley vacations • Alley vacation of Maple Avenue in Russell Park and dedication of lots Annexation of Riverside Park There was no discussion, as James was not at the meeting. Public Works Department • Landfill Use Agreement with the City of Billings Bill stated that there are no major changes in the agreement, the city's objective is to keep the rates dawn, and rates could increase in the future. Mayor Olson stated that the concern was with the verbiage regarding the city accepting garbage in the "political jurisdiction." There was discussion. Sam stated that, if Laurel wants the verbiage changed, the document needs to be returned to Billings' city attorney for revision. Mary stated that the city has operated with this document for years and it is a housekeeping item that should go forward on the council workshop agenda. Gay expressed concern regarding accepting garbage from non-city residents. Mayor Olson stated that the city does not have a statute regarding non-resident garbage in city containers. There was discussion regarding what would happen if Billings only allowed Laurel to take garbage collected within the "political jurisdiction" to the landfill. Sam stated that Billings would notify the city of a breach of contract and the city would have to stop accepting the garbage. The Public Works Department could recommend increasing fees far non-residents at the container site. The Landfill Use Agreement with the City of Billings will be on the June 10`~ council workshop agenda. City Attorney • Interlocal Agreement No progress has been made. 3 Department Head Meeting Minutes of June 3, 200$ Sam received the fire agreement that Cenex proposed to the Emergency Services Committee last week. Cenex requested naming Cenex as an additional insured on the city's insurance policy. Sam recommends deleting that section and going forward with the proposed contract. The contract will be revised and Mary will send it to Cenex. The contract will be on the June 10`h council workshop agenda. Mayor Olson • Cable franchise There was na discussion. • Purchasing Policy cap Mayor Olson stated that work is being done on the policy. Sarn prepared a draft with proposed changes for the committee to review. • Laurel City Yoice -articles due June 10~' Articles are due next Tuesday. • CIP Meeting with Miral Gamradt on Saturday, June 7'~ Breakfast will be served at 8:00 a.xn. Dr. Ken Weaver and Judy Mathre will facilitate the meeting. Department heads will present their CIF projects to the council. Mary will contact Miral Gamradt about the schedule. Ambulance Service • Update on remodel Jan and Bill met with three contractors regarding the ambulance remodel. The contractors will prepare estimates to give to Bill on Wednesday. Other Jan met with another ambulance recruit that attended EMT classes in Sheridan, Wyoming. There was discussion regarding the number of ambulance and fire calls received so far this year. Mayor Olson stated that department heads need to submit input to Faul Hutter regarding the Personnel Implementation and Instruction Guide. Only one department head has e-mailed comments to him. Draft Council Workshop Agenda - June 10.2008 Centennial Committee update An update will be presented. Fire Department: • Resolution - G.O. bonds an November ballot There was discussion. Mary stated that the resolution would be the next step in the timeframe after last week's presentation to the council by the fire department. A lease option would be an alternative funding option. Public Works Department: • Resolution -Small services contract with Encode Corporation for heating/cooling issues in city hall 4 Department Head Meeting Minutes of June 3, 2008 There will be two agreements on the council workshop agenda for the heating/cooling issues, one for the system and one for electrical work. Mayor Olson stated that he would authorize contracts for the ambulance remodel when the contracts are ready and then report the action to the council. The Landfill Agreement with the City of Billings and the contract for the Library parking lot will be added to the June 10~' council workshop agenda. Mary asked if any other projects, such as the storm water project, would be ready for the council workshop agenda. Executive review: • Resolution -Contract with Elk River Law Office Sam will prepaze a contract proposal. • Appointments: o City-County Planning Board: ^ Council's reappointments: Dan Koch and Deborah Horning to two-yeaz terms ending June 30, 2010 ^ Mayor's reappointment: Todd Linder to a two-year term ending June 30, 2010 ^ Mayor's appointment: to a two-year term ending June 30, 2010 o Airport Authority: ^ Reappointment of Bill Brennan to a five-year term ending June 30, 2013 o Boazd of Appeals: ^ Reappointments of Bob Western, Marvin Carter, Miles Walton to two-year terms ending June 30, 2010 o Cemetery Commission: ^ Reappointments of Chuck Dickerson, Chuck Rodgers, and Luanne Engh to two- yearterms ending June 30, 2010 o Library Boazd: ^ Reappointment of Margazet Freund to a five-year term ending June 30, 2013 o Yellowstone Conservation Boazd ^ Reappointment of Gay Easton to aone-year term ending July 1, 2009 Mary asked regazding an item on the Planning Boazd agenda this Thursday. The item was to vote on the County Boazd member applications. Mayor Olson will ask James about this. The member-at-large position is appointed by the County. It is not the mayor's appointment and will be removed from this list. The meeting adjourned at 4:03 p.m. Respectfully submitted, ~`~ Cindy Allen Council Secretary 5