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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.15.2008MINUTES DEPARTMENT HEAD MEETING JULY 15, 2008 3:00 P.M. COUNCIL CI3AMBERS PRESENT: Mayor Ken Olson Sam Painter Rick Musson Gay Easton Bill Sheridan Bill Sheridan led the meeting. Kurt Markegard Jan Faught Scott Wilm James Caniglia Nancy Schmidt Council Asenda -July 15, 200$ Bill commented on the letter of correspondence regarding the possibility of an additional runway at the Laurel Airport. Scheduled Matters: • Ordinance No. 008-06: Ordinance deleting a section of the "Laurel Vehicles and Traffic Ordinance" located at Chapter 10 of the Laurel Municipal Code. Second 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. Second reading. Scatt stated that he hopes the council adopts the ordinance. • Resolution No. R08-77: A resolution approving the attached Task Order No. 7 authorizing Great West Engineering, Inc. to develop the South First Avenue sidewalk improvement Special Improvement District "SID" for the City of Laurel. • Resolution Na. R08-78: Resolution authorizing the Mayor to appoint a local insurance representative for the City of Laurel and to execute the documents required by the Montana Municipal Insurance Authority "MMIA" to effectuate the appointment. + Resolution No. R08-79: Resolution to adopt the Capital Improvement Plan for the City of Laurel. • Resolution No. R08-80: A resolution approving an agreement between the City of Laurel and Rudy Groshelle for work to be performed at the City of Laurel's city hall. • Resolution No. R08-81: A resolution approving an agreement between the City of Laurel and Concrete R Us for concrete work at the city parks. • Resolution No. R08-82: A resolution approving an agreement between the City of Laurel and McGee and Company for the provision of a land survey of Riverside Pazk. • Resolution No. RO8-83: A resolution transferring certain insurance funds of the City of Laurel, Montana. • Resolution No. R08-84: A resolution approving an agreement between the City of Laurel and the Cenex Hazvest States Refinery, relating to fire protection. Mayor Olson asked if the contract had been received. Doug Poehls e-mailed the final draft to the secretary, who will distribute copies for the council's review tonight. Bill stated that the Budget/Finance Committee meeting is at 5:30 p.m. tanight. Department Head Meeting Minutes of July 1 S, 2008 Mayor Olsan will explain a contract with COP Construction for $35,000 under Unscheduled Matters on tonight's council agenda. Draft Council Workshou Agenda„- July 29, 2008 Bill mentioned that there is no council workshop next week. Joyce Jensen, Yellowstone Historical Society Sign in Riverside Park Bill stated that a group from the Nez Pearce Tribe also wants to install a sign in Riverside Fark and will bring it to the council for consideration. Planning: • Resolution -Alley vacation of Maple Avenue in Russell Park and dedication of lots James stated that the alley vacation is for the lots on the east side of Russell Park by the restrooms. The map shows that the street goes through the pazk, and the alley vacation will fix this issue. James will send the legal description to Sam in order to prepare the resolution. Police Departments • Resolution -Agreement with Iceland Rick explained that the five-yeaz contract with Iceland expired three months ago. Sam will review the documents and the agreement and resolution will be on the July 29t" council workshop agenda. Rick asked that the appointment of Sarah Thomas to the Police Reserves be added to the July 29~' council workshop agenda for appointment on August S~'. Mike Kirschenman and Walter Hall recently resigned as Police Reserves. Walter recently moved to Williston, North Dakota. Rick stated that the city allows 2S police reserves, but there are usually about 13 to 1 S reserves. The Police Reserves played a huge part in the 4`~' of July activities. Clerk/Treasurer: • Public Heazing: Budget Amendments Bill stated that the budget should be put together soon. Executive review: • Fire facility safety mill -two proposals for sites Mayor Olson stated that the two proposals aze the Ricci's lot and the S~' Avenue lot. The council will determine which site is the better option and the owner will be approached for afirst-buyer option. The council will decide if the issue will be placed on the November ballot. • Police Union contract Mayor Olson stated that there would be discussion on the financial impact the issues would have on the budget. Local Union #316 is still negotiating. • Creation of TIFD Boazd Mayor Olson and Sam will discuss how to set up the TIFD Board next week. • Discussion of support for bonding against Street Maintenance Funds 2 Department Head Meeting Minutes of ]uly 15, 2008 Mayor Olson will ask Dan McGee or Krayton Kerns to take language to bond against Street Maintenance Funds on the state level. Alec Hansen says it is a matter of verbiage and he does not see a problem with this. • Discussion of state statute regazding fireworks There will be discussion regazding the state statute on fireworks. • Councillssues: o Discussion of LMC 6.16.030 (Mazk Mace) This is regarding a vicious dog ordinance. o Discussion afpolicy for return ofmanuals by council members (Chuck Dickerson) Mayor Olson stated that a policy will be discussed. Rick stated that the vicious dog and fireworks issues were supposed to be addressed by the Emergency Services Committee. There was discussion regazding fireworks, including the classification of fireworks, the possibility ofbanning fireworks, the severity of fines, and enforcement issues. Department Reports: Ambulance Service • Walkthrough of remodel Jan stated that the walkthrough has been completed and the space is useable. The Ambulance Service has received 54 calls sa faz this month. Volunteers have been available to respond to second calls while the first call is being covered by scheduled volunteers. Jan stated that the mutual aid agreement with Park City needs to be updated. Library • Update on parking lot Nancy stated that the contractors have not yet started the parking lot project. Nancy stated that preliminary figures show that 22 percent of the library's cardholders are county patrons. Additional stats will be run periodically. The library has seven Internet computers available to patrons and about 59 people used the library's computers yesterday. Police D artment Rick stated that Hometown Troops notified the fire, ambulance and police departments that a Laurel soldier will return from a second tour in Iraq on Wednesday. Rick stated that the Big Sky State Games requested street closures on East 6`i' Street and Colorado Avenue to First Avenue on Saturday. Riverside Pazk will be the staging area for the lOK and SK mazathons. Mayor Olson has akeady written a letter to approve the request. Rick mentioned that the Centennial Parade is scheduled to start at 10:00 a.rn. He stated that Maryland Lane should not be included in the parade route, as it affected east/west traffic flow during the 4~' of July parade. Rick stated that the dispatchers started 12-hour days on Monday. 3 Department Head Meeting Minutes of )uly 1 S, 200$ Public Works Department Kurt stated that the 4'~ of July was a huge success. He gave credit to the city employees that showed up to clean up the mess the next day. Kurt stated that a tree blew down in Riverside Park. He will get someone to look at the tree and also determine the stability of the tree next to it. The tree needs to be removed prior to the centennial celebration. Kurt stated that Vi Hills should be nominated far a Bright N' Beautiful award. Kurt spoke regarding public works issues, including: the water leak detection program to isolate leaks in the city limits; street patching was completed on the avenues prior to the 4~ of July and is now being done on the east/west streets; the crack/seal machine was demonstrated recently and should be included in the CIP; the pool season is going great and there have been no problems with chemicals and few complaints; Watco Pools will be contacted regarding the pool cover, which is difficult to put on the pool; the mechanics positions closed Friday and interviews are scheduled for Monday; there is a candidate for the Riverside Park Cazetaker position; the contract with Charlie White is on tonight's council agenda; Kurt will attend a Lions meeting tonight regarding installation of playground equipment; align-out sheet will be available at the Police Department for people to get the key to access the tables and chairs at the Thomson Park shelter; and Ace Electric was contacted to deal with some electrical issues at the shelter. City Planner • Update on alley vacations There was na discussion. • Alley vacation of Maple Avenue in Russell Park and dedication of lots There was no discussion. • Annexation of Riverside Park James asked regazding forming a committee to deal with historic districts as part of the Preserve America program The committee would designate guidelines for historic homes and buildings. James recently spoke with a Centennial Committee member about serving on the committee. James stated that Dan McGee asked him if the city wants to merge the three parcels in Riverside Park into one pazcel. James recommends doing so. City Attorney Sam stated that he reviewed the Fire Department Internal Affairs Policies and returned them to Scott. Sam is working on the interlocal agreement. Council President There was no discussion. Mayor„Olson • Purchase and Procurement Policy 4 Department Head Meeting Minutes of July 15, 2008 Mayor Olson stated that verbiage is needed in the Purchase and Procurement Policy to enable staff to work freely and still ensure safeguards for taxpayer dollars. Mayor Olson stated that he would like the county to participate in the library's needs for new carpet and shelves, as many of the library patrons reside in the county. Mayor Olson suggested that Kurt contact Jean Carroll Thompson regarding nominating Vi Hills far the Bright N' Beautiful award. • Laurel City Voice -articles due July l Oct- There was no discussion. • Outlook calendars o Vacation calendar There was no discussion. Fire Department There was no discussion. Chief Administrative Officer Bill asked the department heads to think about scheduling a picnic for city employees towards the end of the summer. Bill asked the department heads to consider whether they consider themselves to be public servants. He stated that this would be discussed at next week's department head meeting. The meeting adjourned at 4:OS p.m. Respectfully submitted, ~:~ ~~ Cindy Allen Council Secretary 5