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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.01.2008MINUTES DEPARTMENT HEAD MEETING JULY 1, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Sam Painter Jan Faught Rick Musson Kurt Markegard Gay Easton James Caniglia Nancy Schmidt Council Agenda -July 1, 2008 Public Hearings: • 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 - 06/03/2008) Sergeant Zuhoski will attend tonight's council meeting to present the issue at the public hearing. * 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 far the City's adoption of the 2006 Edition of the International Fire Code and certain amendments. (First reading -- 06/03/2008) Gary Colley will attend tonight's council meeting to present the issue at the public hearing. • Proposed Capital Improvements Plan Mary will introduce Miral Garnradt, who will present the information at the public hearing. Ceremonial Calendar: Presentation to Gerald Shay Scheduled Matters. • Confirmation of Appointments. o Laurel Volunteer Fire Department: Kurt Markegard and John Woody Mayor Olson will appoint Kurt Markegard and Jahn Woody, and Chief Wilm will introduce them to the council tonight. • Resolution No. R08-68: A resolution to amend the previously adopted Task Order No. 3, approving a decrease in the engineering costs for the South Laurel Storm Water Improvements. • Resolution No. R08-69: A resolution authorizing the transfer of funds from the Building Department Fund to the City Hall Capital Prajects Fund of the City of Laurel, Mantana. • Resolution No. R08-70: A resolution authorizing the transfer of funds to the Library Capital Projects Fund of the City of Laurel, Montana. The resolution provides the funding for the library parking lot project. • Resolution No. R08-71: Resolution to approve a consultant contract between the City of Laurel and MDG Consulting for the provision of survey services and recommendations for changes to the City's cost allocation system. • Resolution No. R08-72: A resolution authorizing the Mayor to execute a contract for the Chief Administrative Officer position between the City of Laurel and William Sheridan. ]]eparnnent Head Meeting Minutes of July 1, 2008 • Resolution No. R08-73: A resolution authorizing the Mayor to sign a change order for additional construction services for the remodeling of the ambulance portion of the Fire, Ambulance, Police (FAP) building. The change order is for the shower in the ambulance portion ofthe FAP building. • Resolution No. R08-74: A resolution approving an agreement between the City of Laurel and Winkler Excavating for the removal and replacement of the six thousand squaze foot parking lat located at the Laurel City Library • Resolution No. R08-75: A resolution approving an agreement between the City of Laurel and Becker Electric, Inc., far the purchase and replacement of the UPS System, backup generator, and air conditioning unit located at the City's Fire, Ambulance, and Police (FAP) building. Rick explained that the contract verbiage for completion of the project was changed to 90 days because John Becker did not know if he could get the generator from the general supplier within 60 days. A contract extension could be prepared if needed after the 90 days. John will bring a revision to update the dates on his proposal to city hall today and will also sign the city's contract. • Resolution No. R08-76: A resolution declaring certain City items as surplus and available far donation to the Ryegate Fire Department. Draft Council Workshou Agenda -July 8, 2008 Fire Department: + Resolution - Cenex Fire Contract The final draft has been sent to Cenex for review. Public Works Department: • Resolution--Task Order No. 7 -CTEP Project for sidewalks an South First Avenue There was a lengthy discussion regarding Task Order No. 7, the sidewalk project, whether the State would do the engineering for the project, and the CTEP monies available. Kurt stated that HKM will not da the work on South First Avenue, so the State supports going forward with the project. CTEP funds would provide SS percent of the cost of the project and an SID would be formed to provide the remaining 15 percent. The property owners need to be contacted regarding the SID. Mayor Olson stated that this item will be reviewed on Monday to see if it is ready to go forwazd on the July 8~' council workshop agenda. • Resolution -Small Services Contract with Rudy Groshelle -Clerk's Office The contract i$ for replacement of the block glass window in the clerk's office. Clerk/Treasurer: • Resolutian - MMIA Employee Benefit Program Representation Mary stated that the contract is with Dave Allen. The two-week time frame should allow adequate time for signatures on the documents before it goes forward to the next council meeting. • Report on League of Cities and Towns Executive Board meeting Mary will present a report at the July 8a' council workshop. Mary asked that some housekeeping resolutions be added to the July 8~' council workshop agenda. 2 Department Head Meeting Minutes of July 1, 2008 Executive Review: • Resolution -Adopt Capital Improvements Plan The resolution will be on the July $~` council workshop agenda. • Police Union Contract Mayor Olson stated that the police union's proposal will be presented to the council. Mary will compile information regarding the impact the proposal would have on the budget. • Councillssues: a Discussion of LMC 6.16.030 (Mark Mace) There was discussion regarding a constituent's complaint about a dog killing a cat and the request to change LMC b.16.030. The Emergency Services Committee reviewed this issue in the past. Kurt requested that a small services contract with Charlie White be added to the council workshop agenda. The contract will be for concrete work at the new bathrooms in the parks. Department Reeorts: Ambulance Service • Update on remodel Jan stated that the remodel is almost done, but some minor things still need to be completed. Bill will contact the contractor. Mary asked if the contractor could be paid in this month's claims. Jan stated that a final walkthrough needs to be done before the project is complete. Mary will pull the claim prior to the Budget/Finance Committee meeting tonight and the project will be reappropriated in next year's budget. Jan stated that the ambulance department had 91 responses in June. No calls were received on June 1st and 2~. A11 three rigs responded to a recent motor vehicle accident and transported five people to the hospital. Seven calls have been received today. Jan stated that the crew is working hard. City Council President Gay received a complaint regarding the lack of tables in the Thomson Park shelter. Kurt stated that tables, chairs, and a shed have been purchased and will be installed if approved by the Budget/Finance Committee. There was discussion regarding how people will get the key for the shed. A key will be available from dispatch in the Police Department. The keys will specify that they should not be duplicated. Clerk/Treasurer • Credit card payment option Mary stated that the credit card payment option is operational in the clerk's office and users have not complained about the convenience fee. The availability of this service will be made public in the next issue of the Laurel City Voice. Mary stated that the scanners for the police department and the library are here. Department heads need to schedule an appointment for an online demonstration. Any credit card payments received in the Public Works Department will need to be completed in the clerk's office. The issue regarding payments received in the Public Works Department still needs to be addressed. • Budget process update Mayor Olson and Mary will discuss whether a budget meeting will be scheduled on Wednesday. Department Head Meeting Minutes of July 1, 2008 • Outlook calendars Nancy stated that the 2003 and 2007 Outlook calendars are not compatible. Department heads need to contact Bart Haskell to schedule training times. Fire DeQartment • Report on bunker geaz for Ryegate Fire Department There was no discussion. Report on new brush truck There was na discussion. • Alphanumeric Paging Proposal o Fire department needs to know by July 4"' if departments want to participate. Mary akeady responded to Scott, and Rick will also respond. Libr • Update on parking lot Nancy stated that Winkler Excavating plans to start the parking lot project next week. Nancy mentioned that the library circulated over 3,700 items last month and has completed more than 650 new registrations. Mayor Olson asked if there aze statistics regarding county versus city usage of the library. Nancy stated that is not available yet. Police Department Rick stated that this is the department's busy season and overtime is scheduled for the 4t'' of July weekend. City Planner • Update an alley vacations James will write letters to the Laurel Clinic and Terry Fink this week. • Alley vacation of Maple Avenue in Russell Pazk and dedication of lots The Department of Revenue recently faxed James a document that showed the property was deeded to the City of Laurel. A petition to vacate will be prepared soon. • Annexation of Riverside Fark Dan McGee proposed a $5,000 fee to survey Riverside Park. Since he charges by the hour, the amount could be lower. The funding will come from the Pazks Professional Services budget. Public Works Department Kurt stated that a demonstration of acrack/seal machine is scheduled for 8:00 a.m. on Wednesday. The mayor and council aze invited to see the demonstration. Kurt posted a request far four employees to work overtime on Saturday for cleanup in the parks after the 4~' ofJuly events. Kurt mentioned that the river is rising in Riverside Fazk. The tables, chairs, and shed are ready for delivery to the Thomson Pazk shelter. 4 Department Head Meeting Minutes of July 1, 2008 Kurt received an e-mail from Chad Hanson regarding the 3`d to 8~' project, which is scheduled to go forward in 2009. The sidewalk project is estimated at $102,000 and the paving project is estimated at $120,000. Mary stated that the original Urban Pilot Project was from 1~` to 8~'. She will review the file on this project. Kurt will forwazd the a-mail to Mayor Olson. Kurt stated that Scott Murphy, MMI, attended a tour of the WWTP recently. There was discussion regazding the lift stations and the proposal for a third lift station. Mary stated that this could be a major change to the grant and the overall project. Kurt stated that prepazations for the 4~' of July are in progress. The crew has been patching streets and potholes for several weeks. Mayor Olson asked regarding overtime for the crew to fill potholes. Kurt stated that it could be done. Kurt expressed reservations about the number of people that will attend Laurel's 4~' of July events, especially since the only fireworks in Billings will be in the Heights. City Attorney • Interlocal Agreement Sarn stated that the committee met today and work will continue. Sam has reviewed the library's by-laws and the fire department's policies. Mayor Olson • Purchase and Procurement Policy The committee will meet on Tuesday, July 8~', at 1:30 p.m. • Laurel City Yoice -articles due July l Orn The fire department and the library have submitted articles for the newsletter. Other There was no discussion. The meeting adjourned at 4:04 p.m. Respectfully submitted, Cindy Allen Council Secretary 5 Public Works Staff Meeting June 30, 2008 8:30 am Kurt Markegard Gary Colley Cheryll Lund Chris Rosenberg Bill is out ofthe office this week. Public Works Applications for Mechanic are being taken until July 11, 2008. The ad was posted in the Billing Gazette on Sunday June 29~h and in the Laurel Outlook on July 2nd and July 9d'. The Riverside Park Caretaker position will be put offuntil Bill returns into the office. July 4t~ The pool will close at 6 pm on July 4`h in connection with the fireworks show. Vendor areas will be marked on July 2nd or 3`d, and no parking signs will be posted on E. 6~ Street around the same time. Garbage cans need to be located for placement and set on July 3rd Tables and chairs for the shelter will be purchased and also a shed for Thomson Park, to hold them. Kurt is on call this week and Gary is the backup. A hydrant meter will be set on E. 8`~ Street on July 3`d and also a 20 yard container for the circus that will be here on July 5`~. A 20 yard container will be set for the street dance on July 3`d, along with garbage cans and barricades. A 20 or 30 yard container from the City Shop needs to be set at the football field for the Fire Department. Sprinkler systems are turned off in Thomson Park and Lions Parks. Ace Electric is slated to check out the electrical outlets at Thomson Park to ensure they are in working condition. Street sweeping will be done on July 1St The parade route has been chipped and potholes have been patched. Kurt put up a sign up for an additional 4 employees to work overtime on Saturday July S'~ to help with clean up. Kurt requested that Gary come to the City Council meeting on July 1 ~` in regards to International Fire Code. Kurt has a meeting today at 1:00 pm in the Billings Public Works office. The meeting was done at 9:05 am. Respectfully submitted, Cheryll Lund 2