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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.10.2008MINUTES DEPARTMENT HEAD MEETING JUNE 10, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Bill Sheridan Sam Painter Mike Zuhoski Gay Easton Kurt Mazkegazd Mary Embleton Jan Faught Nancy Schmidt James Caniglia Bill Sheridan led the meeting, as Mayor Olson was unable to attend. Council Workshop Agenda -June 10, 2008 Centennial Committee,u~date: Jean Carroll Thompson will attend tonight's council workshop. Fire Department: • Discussion - G.O. bonds on November ballat Scott was not at the meeting. Mary outlined and distributed information regarding G.O. bonds to the council about a month ago. She stated that a lease/pwchase could also be considered as alternative funding. Both the G.O. bonds and lease/purchase options would require voter approval. In order to meet the 75-day requirement to place issues on the ballat, the timeline requires that the council approve a resolution of intent by mid-August Mary is not sure if Mayor Olson wants her to present the second option to the council tonight. • Resolution -Fire Agreement with Cenex Mary contacted Pat Kimmet, who asked her to forward the proposed fire agreement to three individuals at Cenex. Sam stated that he had understood the agreement was almost done, but the fire department had questions and issues on a draft copy he received. Sam stated that there were issues with the description of the Cenex property, the section in the agreement that wanted Cenex listed on the city's insurance policy, and the termination/renewal clause. Cenex wants the agreement automatically renewed each year, but that would not allow the city to review and increase the rates. Mary stated that the city has two other annual agreements. The fire agreement is not ready for tonight's council workshop. Public Works D artment: • Resolutions -Small Services Contract for heating/cooling issues in city hall Sam stated that the documents are ready for tonight's council workshop. Mary stated that a funding resolution may be needed. • Resolution -Landfill Agreement with the City of Billings The resolution is ready. • Discussion -Laurel Library pazking lot Bill contacted Ken Winkler, who is considering reducing some of the costs for the project. Nancy stated that Total Asphalt will submit a bid soon. Mary stated that there are a couple options for funding. Department Head Meeting Minutes of Tune 10, 2008 She asked if Nancy would offer some donation money if the council does pat use City Parking Funds. There was discussion. Bill has prepared a draft letter to the Yellowstone County Commissioners requesting funding for the library, as 3S percent of its patrons reside in the county. Executive review: • Resolution -Contract with Elk River Law Office The resolution and contract are ready for tonight. • Resolution -- Small Services Contract for Ambulance Department remodel The resolution and contract have been prepared. Appointments: • City-County Planning Board: o Council's reappointments: Dan Koch and Deborah Horning to two-year terms ending June 30, 2010 o Mayor's reappointment: Todd Linder to a two-year term ending June 30, 2010 • Airport Authority: o Reappointment of Bill Brennan to a five-year term ending June 30, 2013 • Board of Appeals: o Reappointments of Bob Western, Marvin Carter, Miles Walton to two-year terms ending June 30, 2010 • Cemetery Commission: o Reappointments of Chuck Dickerson, Chuck Rodgers, and LuAnne Engh to two-year terms ending June 30, 2010 Other items: Kurt stated that a small services contract is needed for tree trimming services. There was discussion regarding appropriations in the Cemetery and Parks Funds. Kurt called five contractors and received two quotes. Public Works would like the work done before the 4`" of July celebration. Mary stated that there is enough money in the General Fund if the Cemetery Commission approves. The resolution and contract will be presented at tonight's council workshop. Kurt stated that a resolution is needed to approve fees for swimming lessons. The proposed fees are $50 for three to five-year-old children and $60 for ages six through adult. Kurt explained that the fees were calculated to include cost of wages, chlorine and pool chemicals, and administrative charges. The YMCA had planned to charge $60 for lessons. The resolution will be presented at tonight's council workshop. Kurt stated that two leaks were found in the Riverside Park bathroom today, which explains the water issues there last year. Bill sent Sam's revised language for the contract for the leak detection services to the contractor today. De artment Re orts• Ambulance Service • Update on remodel Jan stated that the restoration part of the project began today and sheetrock should be installed tomorrow. She is trying to figure out a way to run a connector for Internet service. 2 Department Head Meeting Minutes of June 10, 2008 There was discussian regarding the last date for invoices, which is June 20th. Mary stated that the date was listed on the schedule for claims processing distributed last July. Jan asked if the ambulance could make a capital purchase for another Life Pak with the funds available. Mary stated that no decision was made and Jan would need to ask Mayor Olson. Cit Council President Gay spoke regarding the 2008 Transportation Needs Study and the reconstruction of 12th Street from 15t Avenue to Stl' Avenue. He stated that storm water issues need to be addressed in this area. Bill and Gay will discuss it further. Clerk/Treasurer • Credit card payment option Mary is waiting for the company to set up the dummy sites. • Budget process update Mary stated that the Court and General Fund Public Works budgets will be reviewed an Wednesday. Police rescheduled to next Wednesday and the Fire Department is also scheduled then. The General Fund budgets shauld be completed by next week. • Outlook calendars Mary stated that Bart Haskell will meet with individuals to explain Outlook calendars. Department heads shauld a-mail Bart to schedule specific times. Mary stated that June 20th is the last day to place an order. By the end of the fiscal year, any goods and/or services must be ordered, received and accepted by the city. She spoke regarding ongoing projects and the need to plan to have projects done within the fiscal year. Larry Stoker will be in Laurel on Monday, June 16th, to meet with employees regarding deferred comp. Appointments can be made with Cathy. Mike Zuhoski left the department head meeting because there was no electricity at the police department. Fire Department • Alphanumeric Paging Proposal o Date fire department needs to know if departments want to participate Mary stated that Scott informed her that the date is in July ar August. LiLi. ~brary • Update on parking lot The parking lot was discussed earlier in the meeting. • Police Department There was no discussion. City Planner 3 Department Head Meeting Minutes of Tune 10, 2008 • Annexation of Riverside Park James stated that Dan McGee will submit an estimate to survey Riverside Park. • Update on alley vacations • Alley vacation of Maple Avenue in Russell Fark and dedication of lots James will get the information by next week. Public Works D artment There was no discussion. City Attorney • Interlocal Agreement Sam stated that the committee met today and a working product should be ready for the council's review in the next couple weeks. Mayor Olson • Purchase and Procurement Policy Sam stated that work is being done on the revisions. Department heads should a-mail input to him. • Laurel City Yoice -articles due June 10~ Articles are due today. Mayor Olson had previously suggested a centennial theme for the articles. Other: James stated that MDT called and wanted to know the city's interest in using CTEP funds for the sidewalk, curb, and gutter project on South First Avenue. James will respond that the city would like MDT to be involved in the project. James is the CTEP Administrator for the City of Laurel. Jan stated that she could not attend the council workshop tonight. Mary stated that Helen Gonsawski, MMIA, informed her that the city will keep the original rates quoted for the health insurance plans, but the rates for the vision plan went dawn and will be the same as last year. Since deductions for the July 15~ premiums were included in last week's payroll, adjustments will have to be made. Mary stated that insurance forms are still needed from some public works and police department employees. She will provide a list to those department heads. James stated that Montana State University has a Camrnunity Service Work Study Program for interns. The federal government pays 75 percent of the cost. If the city and Chamber of Commerce split the remaining 25 percent, it would cost the city $1.00 per hour to hire someone to write grants and other work. The meeting adjourned at 3:50 p.m. Respectfully submitted, C~:-~,~ ~ Cindy Allen Council Secretary 4