Loading...
HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.24.2008MINUTES DEPARTMENT BEAD MEETING JUNE 24, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embletan Sam Painter Jan Fought Rick Musson Scott Wilm Gay Easton James Caniglia Bill Sheridan Nancy Schmidt Council Workshop Agenda -June 24.200$ Fire Department: • Appointments -Kurt Markegard and John Woody The appointments will be on the July 1 ~` council agenda. • Resolution - Cenex Fire Contract The resolution will be removed from tonight's council workshop agenda as the final contract is not ready. Public Works Department; • Resolution-Amendment No. 1 to Task Order No. 3 with Great West Engineering The amendment is for a reduction in the cost of engineering services for Task Order No. 3. Clerk/Treasurer: • Resolutions -Financial transfers Mary stated that two resolutions for financial transfers will be presented. One is for funding for the library parking lot and the second is for funding for the HVAC project in the two-story building of city hall. • Proposed funding options far fire hall Mary will present the advantages and disadvantages of the two funding options of general obligation bonds and lease/purchase agreements, August 19~ is the deadline for the council to approve a resolution of intent to place the issue on the November ballot. The newspaper will publish a story in Wednesday's paper. Mayor Olson stated that the Ricci's lot is the fire department's first choice for the site. Executive review: • Resolution -Small Services Contract with Miral Gamradt to develop administrative charges Mayor Olson stated that Miral Gamradt will develop the administrative charges. Mary met with Norm Klein today, and he brought up the administrative charges. The resolution is on tonight's council workshop agenda. • Resolution -Adopt Capital Improvements Plan Department Head Meetnxg Minutes of June 24, 200$ Mayor Olson stated that a public hearing on the CIP will be held an July 1st and the resolution to adopt the CIP will be on the July 15th council agenda. Miral Garnradt will present information at the public hearing. • Resolution -Adopting the CAO contract Mayor Olson stated that the contract would be reviewed at tonight's council workshop. The position was advertised in-house and Bill Sheridan applied. A contract has been developed and will go forward for the council's consideration on July 1st There was discussion regazding what is required to reflect the CAO in the city's documents. Sam stated that the city has one year from the effective date of the new form of government to complete the review. This will be put on the city's priority list. • Councillssues: o Update on the Master Plan for the City of Laurel's Cemetery (Norm Stamper) Norm Stamper will present the update. Other items: • Change order for the bathroom at the FAP The dra$ resolution and change order have been prepared for tonight's council workshop. Bill will present the issue to the council. • Fees for expedited plats There was discussion regarding fees for expedited plats. James proposed a $500 application fee and $500 fee for the mylars. James explained that expedited plats only pertain to land in the county. There was further discussion about whether this needs county approval, if it should be part of the interlocal agreement, and if the city has the authority to charge the fee. Sam stated that there should be something in the Planning Board minutes. Sam and James will work on this. • Contract with Becker Electric for FAP Rick explained the proposal from Becker Electric for electrical work on the UPS system at the police department. A resolution and contract will be prepazed for tonight. Review of draft council agenda for July 1, 2008: • Public Heazings: o Ordinance No. 008-06: Ordinance deleting a section of the "Laurel Vehicles and Traffic Ordinance" located at Chapter 10 of the Laurel Municipal Code. (First reading - 06/02/200$) Mayor Olson asked Rick to present the issue at the council meeting on July 1st. o Ordinance Na. 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 - 06/02/2008) Mayor Olson asked Bill to have Gary Colley present the issue at the council meeting on July 1st. The public hearing far the CIP will also be on the July 1st agenda. 2 Department Head Meeting Minutes of June 24, 2008 Deaartment Reoarts: Ambulance Service • Update on remodel Jan was on an ambulance call and did not attend the meeting. Bill gave an update on the remodel project. The shower stall and plumbing needs to be replaced and the change order will be presented at tonight's council workshop. City Council President Gay has received complaints about garbage issues, night activities, and the lack of picnic tables in Thomson Park. There was discussion regarding the park hours, the noise concerns, the time the restrooms are locked, options regarding skateboarding in the park and on city property, the idea to store tables in a storage shed near the picnic shelter, and the need to have the Park Board consider the issues and make recommendations to the council. Clerk/Treaswer • Credit card payment option Mary stated that the clerk's office has scheduled training on Thursday. Other departments should schedule their training times. • Budget process update Mary stated that the General Fund departments were finished last Wednesday. Planning, Streets, Gas Tax and Sweeping will be reviewed tomorrow. • Outlook calendars Department heads should contact Bart Haskell to scheduled training sessions. Mary stated that Yellowstone County requested a list of city employees by department and their a-mail addresses. Mary asked the department heads to assist with collecting this information. There was discussion regarding the county a-mail. Mary will contact the county and ask them to make the city's e- mail addresses invalid so that a-mail sent to them would be returned as invalid addresses Fire Department • Report on new brush truck Scott asked when to take possession of the brush truck. Mary stated that the process requires another quote for a similar truck. A purchase requisition could be submitted to the Budget/Finance Committee on July 1st • Alphanumeric Paging Proposal o Fire department needs to know by July 4th if departments want to participate. Scott has not received requests from any department heads. Rick, Mary, and Bill are interested in participating. The three docking stations will be located at the police department, the fire department, and in the public works department. The costs are $20,000 per station and $200 per gager. The FEMA Grant will cover the costs with a 5 percent city match. The deadline is July 4th. Scott stated that Ryegate's fire hall burned down this week. Scott would like to donate five or six sets of bunker gear to the Ryegate Fire Department. Sam will prepare a resolution to declare the bunker gear as surplus and to donate the gear to the Ryegate Fire Department. The resolution will be added to tonight's council workshop agenda. 3 Department Head Meeting Minutes of June 24, 2008 Scott did not have any news on the new engine company. Librarv • Update on parking lot Nancy stated that Ken Winkler called regazding the contract for the library parking lot. Sam will prepare a small services contract and resolution for this item, which will be added to tonight's council workshop agenda. The additional funding needed will come from the City Parking Fund ($2,500) and library donations ($2,500), as Mary explained eazlier in the meeting. Police Department Rick received two quotes for the police car. One quote totaled the vehicle and the other quote was under $10,000. He will give the quotes to Mayor Olson. The contract with Becker Electric for work at the FAP will be added to tonight's council workshop agenda. Rick stated that graduation for the Police Reserve School is scheduled for June 30a' and there will be seven graduates. Rick mentioned that fireworks ga on sale today and the busy 4~ of July season is coming. There will be overtime issues. Mayor Olson asked if another 4~' of July meeting is needed. Rick, Scott, and Bill did not think another meeting was necessary. City Planner • Update on alley vacations James will write letters to the Laurel Clinic and Terry Fink. He stated that Billings charges the encroachment fee to property taxes if the property owner does not pay. • Alley vacation of Maple Avenue in Russell Pazk and dedication of lots James stated that the property was not properly deeded. The size of the lots will be determined and a survey should not be needed. • Annexation of Riverside Park James contacted Dan McGee again regarding the price for the survey. James explained an issue regarding paving roads in Saddle Ridge Subdivision, which is four miles north of Laurel. The previous city planner gave them information based on the 2006 regulations, but the subdivision started with the old regulations. The subdivision should be able to go straight to final plat. James attended a meeting on Monday regarding GIS improvements to the county's website. Public Works Department Bill stated that Riverside Pazk is close to flooding. There aze two campers in the pazk at this time. The Water Treatment Plant is working hard to provide drinkable water, given the conditions of the river. Mayor Olson asked regazding the concrete work for the bathrooms at Kiwanis and Russell Parks. Bill will get the dates to Mayor Olson. 4 Department Head Meeting Minutes of June 24, 200$ City Attorney • Intetlocal Agreement The committee will meet next Tuesday to complete the draft document for department heads to review. Mayor Olson will be on vacation next week. Mayor Olson • Purchase and Procurement Policy Mayor Olson stated that the committee is working on the verbiage necessary to provide flexibility and still maintain the safeguards needed in the policy. • Laurel City Yoice -articles due July 10th The fire department and library have submitted articles. James would like to include information about the city's Preserve America application. Other There were no other items. The meeting adjourned at 4:12 p.m. Respectfully submitted, ~G2e.~ Cindy Allen Council Secretary 5