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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.08.2008MINUTES DEPARTMENT HEAD MEETING JULY 8, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Sam Painter Rick Musson Gay Easton Bill Sheridan Council Workshop Agenda -July 8, 2008 Mary Embleton Jan Faught Nancy Schmidt James Caniglia Scott Wilm (3:20 p.m.) Fire Department • Resolution - Cenex Fire Contract Sam revised the final draft last week. Mary e-mailed the final draft to Brad Kirnble, who responded that he would be on vacation until July 14`x. In the a-mail, Mary explained that the contract is scheduled to be presented at the council workshop on July 8a' and the council meeting on July 15~'. There was discussion regarding the contract. Cenex does not want to renegotiate the contract annually; however, that would allow the city to renegotiate the contract price. Mary stated that there is concern in keeping the fire contract separate from the mutual aid contract. Sarn has not seen the mutual aid agreement yet. Mayor Olson asked regarding a provision for the time frame for signatures on the contract. Mary stated that the Airport Authority and the Yellowstone Boys and Girls Ranch have annual contracts, and the remaining districts have three-year contracts with yearly increases included. Mayor Olson stated that the council would discuss the issue at tonight's workshop. The signed agreement from Cenex will not be available by next week. Public Works Department: • Resolution -Great West Engineering, Task Order No. 7 for the CTEP Project for sidewalks on South First Avenue Bill stated that Task Order No. 7 from Great West is for curb, gutter and sidewalk on South First Avenue. Mary asked if CTEP has approved the project. James stated that the paperwork for the description of the project is being sent for the city's signatures. Mary will check to see if council approval is required for approval of the documents. • Resolution - Srnall Services Contract with Rudy Groshelle in the clerk's office Bill explained that the contract is for removal and replacement of the glass block windows in the clerk's office. Bill stated that two other contractors submitted bids for the job. • Resolution -Small Services Contract with Concrete R Us for concrete work at city parks Bill stated that the contract with Concrete R Us is for concrete walkways and entrances at city parks. Mary stated that both contracts came in under budget. Department Head Meeting Minutes of July 8, 2008 Mayor Olson asked regazding one annual contract for all city concrete work. The Purchasing and Procurement Policy will be reviewed regarding this issue. Sam has a sample request for proposals far concrete and asphalt work. Planning: • Resolution -Small Services Contract with Dan McGee for surveying ofRiverside Park James stated that Kurt found a legal description of Riverside Park that should help Dan McGee with the survey. James requested a written estimate from Dan McGee to attach to the small services contract. Mary asked if the verbiage in the contract should state up to a maximum of $5,000, since that was Dan McGee's estimate. James explained that Dan McGee charges an hourly rate so it could be as low as $2,500 or as high as $5,000. A written invoice will be needed to support the final cost ofthe contract. Clerk/Treasurer: • Resolution -MMIA Employee Benefit Frogram Representation Mary stated that Dave Allen will attend tonight's council workshop to answer any questions. MMIA prepared the documents, which were akeady given to Dave Allen for signatures. • Resolutions -Year-end transfers Mary explained the two resolutions for tonight's workshop. One resolution is needed to transfer insurance funds to the General Fund and the second resolution is a budget amendment resolution. A budget transfer resolution will be done a$er all June invoices have been booked. Mary stated that the budget amendment resolution requires a public hearing. Public hearings are usually held during regular council meetings, but Mary asked if public hearings could be held during council workshops so the council could act at the next scheduled council meeting. Since public hearings need to be advertised twice, the process of final approval is lengthened. Sam will review the codes to see if public hearings could be held during a council workshop. • Report on League of Cities and Towns Executive Board Meeting Mary will distribute information to the council and give a report on the meeting. Scott arrived at 3:20 p.m. Mayor Olson asked Scott about the Cenex fire contract. Scott stated that this has been going on far about nine months. There was discussion regazding coverage for Cenex until the contract is signed. Mayor Olson stated that Cenex's next board meeting is over a month away. Mayor Olson stated that there needs to be an understanding of whether or not Cenex is covered. Scott stated that Cenex is not paying for the services at this time. Executive review: • Resolution -- Adopt Capital Improvements Plan Mayor Olson stated that Miral Gamradt gave a good CIP presentation at the public hearing. • Police Union contract Mayor Olson stated that some facts and figures will be distributed to the council tonight and the negotiating team will continue to review the issue. • Council Issues: o Discussion of LMC 6.16.030 (Mark Mace) Mayor Olson will present the opportunity for a task force for further discussion of the dog issue. Louis Metzger has offered to participate in the task force. 2 Department Head Meeting Minutes of July 8, 2008 o Passible handling of the C1P manual (Chuck Dickerson) Chuck Dickerson will explain this item tonight. Other items Mayar Olson stated that there will be discussion regarding the city's park curfew at the council workshop tonight to determine if further review is needed. De ~rtment Re orts• Ambulance Service • Wallcthrough of remodel Jan stated that the contractor stopped at the ambulance office today. Demolition of the shower will be done the day before the plumber schedules installation of the new shower. Jan showed the contractor the things that need to be fmished with the project. Mary stated that the contractor's check will be released when she is informed that the project is completed. The shower project is not included in the check for the contractor and will be paid separately. Jan stated that the ambulance crew donated time on the 4`~ of July. Nineteen people were treated on the 4`". This was the first time in twelve years that Jan saw the entire fireworks display. Cit Council President There was no discussian. Clerk/Treasurer * Budget process update Mary revised the dates far the budget calendar and will meet with Mayor Olson to finalize the dates. Considerable work still needs to be done on the budget. Mary explained that the County requested a list of employees, departments and a-mail addresses. A list of a-mail addresses has been compiled, but not all employees have a-mail. No replies were received from department heads regarding a-mail addresses. Fire Department • Report an new brush truck Scott reported on the brush truck and asked about having the truck repainted. He received two bids to repaint the truck: $3,800 from Gaynor and $1,800 from Maaco. There was discussion regarding funding to repaint the truck. Mary stated that money is available in fire department donations cash in the General Fund. Scott will submit a purchase requisition to the Budget/Finance Committee on July 15~' and schedule an appointment with Maaco on July 16`h. There was discussion regarding whether a small services contract is needed. The Purchase and Procurement Policy will be reviewed. Scott stated that the parts are coming in for the new fire truck. Scott mentioned that the fire department received eight calls on the 4`~' of July. Mayor Olson asked where the City of Billings is with the fireworks policy. 3 Department Head Meeting Minutes of 7uly S, 200$ Library • Update on parking lot Nancy stated that the contractor has started delivering equipment to the library. The project will start on Monday or possibly sooner. Police D artment Rick stated that the department is glad the 4~' is over and there were no major incidents. He recommended that the Chamber of Commerce change the end of the parade route from Maryland Lane next year. Mayor Olson asked if there was an excessive amount of complaints about fireworks being set off after midnight this year. Rick would have to review the statistics for this year. Rick stated that the Emergenc~ Services Cammittee previously reviewed the fireworks issue. Glendive legalized fireworks on July 4` and St''. There was further discussion. Rick stated that enforcement is impossible and the fireworks set off in the county are the ones that start fires. Mayor Olson mentioned the legislative level of the League of Cities and Towns and an ordinance prohibiting fireworks. Mary stated that the issue is patriotism versus public safety. She stated that there would be no insurance coverage through MMIA if fireworks are legalized in the city. Sam stated that city property would have to be closed to fireworks. City Planner • Alley vacation of Maple Avenue in Russell Park and dedication of lots James stated that this should be ready for the next council workshop. • Update on alley vacations James will contact Terry Fink soon. James wants to ask Mark Mace about encroachments in Billings. There was discussion regarding placing unpaid encroachment fees and charges to mow weeds on property taxes. Mary stated that weeds are a code enforcement issue and should be handled by Gary and Chris. The encroachment issue with Terry Fink has been going on for several years. • Annexation of Riverside Park This was discussed previously in the meeting. Public Works Department Bill stated that the department is trying to improve water services to the refinery, determine the water leaks in the city, and improve the streets with chip sealing and paving. The crack/seal machine is useful but will require more practice. Mayor Olson asked if the department intends to purchase the machine. Bill explained that adequate personnel are needed to run the machine. City Attorney • Purchase and Procurement Policy The committee will meet to discuss the policy next Tuesday. Mayor Olson • Laurel City Voice -~- articles due July l Ooh Mayor Olson is working on an article. 4 Department Head Meeting Minutes of July 8, 2008 • Outlook calendars a Vacation calendar Mayor Olson received some training from Bart Haskell last week. He stated that it will be a great tool for department heads and staff. Bart will meet with department heads for training, and a general training session will be scheduled sometime in September. Chief Administrative Officer Mayor Olson stated that department heads should go to Bill with issues from now on, as Bill is the chief administrative officer for the City of Laurel as of July 1 S'. Bill will also continue to serve in the public works department until the position is filled. Time tickets should be submitted to Bill for signatures, and he will decide how to continue department head meetings. Mayor Olson will be at city hall at 1:30 p.m. on Tuesdays. The public works department basket in the clerk's office will be labeled for the chief administrative officer. Other There was no discussion. The meeting adjourned at 4:0$ p.m Respectfully submitted, Cindy Allen Council Secretary 5