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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.22.2008MINUTES DEPARTMENT HEAD MEETING JULY 22, 200$ 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Sam Painter Jan Faught Mike Zuhoski Scott Wilm Kurt Mazkegard James Caniglia Bill Sheridan Nancy Schmidt Bill Sheridan led the meeting. Draft Council Worksho A ends - Ju 29 200$ Joyce Jensen. Yellowstone Historic Society: • Sign in Riverside Pazk Bill stated that the city will assist with the sign in Riverside Park. He mentioned that the Nez Pearce Tribe also wants to install a sign in Riverside Pazk and will get the information to Bill to present to the council. Police Department: • Police Reserve Appointment: Sarah Thomas Mike stated that Sazah Thomas was a Police Reserve until her job moved her to Colorado. She has returned to the azea and would like to be reappointed to the reserves. Mike will see if Sazah is available to attend the council workshop next Tuesday. • Resolution -Agreement with Iceland Communications Mike stated that the agreement with Iceland is for the repeater station. Planning: • Resolution -Alley vacation of Maple Avenue in Russell Fark and dedication of Lots 14-16, Block 2 James stated that Maple Avenue and the three city lots on the east side of the park by the restrooms need to be dedicated as pazk. This will accomplish the paperwork to clean up an old issue. The council decided to leave the six lots on the west side of the park as they are now. Clerk/Treasurer: • Public Hearing: Budget Amendment Resolution Mary stated that the public hearing ad for August 5~ will be in the newspaper for two weeks. Mary added a budget transfers resolution and the year-end financial report to the July 29~' council workshop agenda. Executive review: • Fire facility safety mill -two proposals for sites Mayor Olson stated that information about the costs for both proposals will be presented to the council. He will get a statement from the property owners that the property would be held until the election in November. Department Head Meeting Minutes of 7uly 22, 2008 • Police Union contract Mayor Olson, Bill and Mary will meet to determine the impact the negotiations would have on the budget. • Creation of TIFD Boazd Mayor Olson stated that it should be called the Urban Renewal Agency instead of the TIFD Boazd. The Boazd will make recommendations to the council regazding projects in the TIF District, and the first consideration should be presented by Christmas. • Discussion of support for bonding against Street Maintenance Funds Mayor Olson has been unable to contact Dan McGee yet. Dr. Woerner and Krayton Kerns aze in a contest for the other legislative position. Alec Hansen anticipates that the issue would be adopted. • Discussion ofstate statute regarding fireworks Mayor Olson stated that information would be distributed to the council for review. Although fireworks have been discussed for the past few yeazs, it is in the city's advantage to continue discussions. Mary suggested that a flyer about fireworks that MMIA provided be distributed to the council. • Councillssues: o Discussion of LMC 6.16.030 (Mark Mace) Mayor Olson stated that the Emergency Services Committee discussed the issue of vicious dogs at last night's meeting. Bill attended the meeting and stated that one individual is taking on the responsibility for the issue. o Discussion of policy for return of manuals by council members (Chuck Dickerson) Mayor Olson explained Chuck Dickerson's concern regarding the need for a transition policy to get books, manuals, and documents from one council member to the next. Other Kurt stated that a small services contract is needed for concrete work to install playground equipment in Lions Pazk. Concrete work will be done in Nutting Pazk in a month ar so. The contract will be on the July 29`~ council workshop agenda. Department Reuorts: Fire DepartmentT Scott stated that the repainted brush truck should be finished by Wednesday or Thursday. The DNRC has been contacted regazding sending the truck to Missoula. Mary completed a credit card application for Wal-Mart for the fire department. Police Department: Mike stated that Rick is attending the Chiefs Association Conference in Billings this week. Mike took the wrecked Crown Victoria to a body shop to get an itemized list of repairs. Mike mentioned that the Police Reserve Officers appreciation banquet is on Saturday. Mike stated that the dispatchers started 12-hour shifts last Monday and it is going well so far. 2 Department Head Meeting Minutes of July 22, 2008 Library: Nancy stated that the contractor started excavating last Wednesday and work is progressing. She stated that the contractor plans to surface over the top of the employee parking lot because it is solid underneath Bill will check on this. The project should be finished next week. Clerk~'Treasurer: Mary has been working on yeaz-end issues. Mary received a phone call from Linda at the County DES O#I-tce regarding a weather radio assigned to the City of Laurel about ten yeazs ago. The radio was tuned into the National Weather Service. Mazy asked department heads to ask staff about this. Mike will check on it, as it was probably hooked up to the old communications center. Mary stated that MMIA will send a memo for distribution to employees. The memo will explain the changes that were effective on July 1 S'. A primary care physician and referrals will not be needed. These items were mentioned at the training session but need to be formalized in writing. Mary stated that the certified mill should be received by August 4a'. Mary stated that the Froject Management Plan for Phase 2 of the Wastewater System Improvements names Mayor Olson as the contact person. Mayor Olson stated that Morrison-Maierle is the engineer for the construction and design and Great West Engineering is responsible for management of the project. Mayor Olson will check into having the CAO be the contact person. Ambulance: Jan stated that the remodeling project is finished and the department is getting organized. The ambulance service averages three calls a day. No calls were received during one 24-hour period this month. Mary asked regarding the area of coverage and who established the azea. Jan stated that a map is available and was filed with the county commissioners. Jan did not know if there was council action regazding the area of coverage. City Attorney Sam is working on the Urban Renewal Agency. There will be meetings regazding the Interlocal Agreement and the Purchasing and Procurement Folicy next week. Moor Olson: Mayor Olson invited the department heads to a party at his home on September 6n' at 4:00 p.m. Mayor Olson and Peg will provide the beer and bratwurst, and department heads will bring additional dishes. Families aze invited. Plannins: James is working on the next Planning Board agenda. The following items will be on the agenda: code issues regarding three and/or four caz gazages; a zone change request on 40 acres south of the freeway and east of the refinery; pazking issues in front of a house; and clazity regazding electronic signs in the sign code. 3 Department Head Meeting Minutes of 7uly 22, 2008 Mary asked regarding the ordinance to approve the recodification of the ordinances. Sam stated that it could be placed on the workshop agenda. Public Works Department: Kurt asked that the contractor at the library use the truck route versus driving on city streets. Bill will talk to the contractor. Kurt recently requested two copies of the State Transportation Improvement Project (STIP) from the State. Kurt reported on the public works projects. The parks are being watered and mowed and streets are being patched. The alley and part of the street will be closed while the alley approach by city hall is repaired soon. Charlie White is pouring concrete sidewalks and two pads for donated park benches at Kiwanis Park and will also pour concrete at Russell Park. Kurt worked with the Lions Club on the playground equipment project last Saturday. Volunteers are needed to help install the equipment this Saturday and Bill will send an a-mail to the council about this. Jares Fence installed a temporary fence to protect the site. Kurt has compiled information regarding streets and water and sewer line replacement needs. Mary stated that the invitation to bid for the storm water project is in the paper. The pre-bid conference is scheduled for July 31 S` and the bid opening is scheduled for August 7~'. Mayor Olson asked department heads to volunteer time on August 8~ from 5:00 to 7:30 p.m. to cook burgers for the centennial celebration. This is an opportunity for staff and elected officials to serve the public. There was discussion regarding having fireworks at the centennial celebration. Mayor Olson stated that a rededication of the city for the next 100 years is planned for 8:00 p.m. on August 8'~. Bill presented an explanation of the differences between a public servant and a public steward. He stated that we are not public servants but are public stewards. The city tries to provide the best services possible to individuals in the city, but the federal government does not do much of anything in that regard. The government that does the most for people is the one we work in every day. He stated appreciation for each employee. Bill distributed "homework" for the next department head meeting. The meeting adjourned at 4:00 p.m. Respectfully submitted, ~G2e.~- Cindy Allen Council Secretary 4 Public Works Staff Meeting Notes July 22, 2008 8:30 am Bill Sheridan Kurt Markegazd Gary Colley Cheryll Lund Chris Rosenberg James Caniglia Public Works The Library pazking lot project is underway. The 16 pazking blocks that were removed will be hauled to the City shop. Neighbors in the area have requested to have the alley paved. Bi11 stated that the Leak Detection Company from Seattle came as planned but left abruptly when a worker got sick on July 15. He has spent time making phone calls to the company but hasn't had any luck getting in touch with anyone. Parks Concrete R U is forming up and pouring sidewalks at Kiwanis Pazk for the Kid's Kingdom. He is also pouring 2 pads for future picnic tables. His next project will be to do handicap curb and sidewalk with a landing in Russell Park. Work is getting started on installing playground equipment at Lions Family Park (South Pond). There will also be curbing and fencing done in the neaz future. Kurt is getting ready to spray mosquitoes. He is in contact with Yellowstone County Weed department regarding eradicating and then destznying the mosquitoes. A Caretaker will be hired for Riverside Park to mow, weed eat, clean the bathrooms and take care of the camper spots and campers. The campground will be open through Labor Day weekend. Cemetery The typical maintenance is being done at this time. Solid Waste The typical work is being done at this time. Water Systems The crew is digging up and repairing a broken curb valve at Riverside Pazk. WTP & WWTP Ace Electric was called to the Sewer Plant to look for a source of blown fuses. Kurt will get their recommendation on how to fix the situation. Miscellaneous Public Works Kurt is working on: 1) the solid waste truck bid; 2) compiling a list of streets that need to be repaired. Bill is working on finding a building approximately 40' X 120' for the City Shop. Interviews for the Mechanic were done on Monday, July 215Y and a recommendation to hire one of the candidates is on the Mayor's desk for approval. Planning James had an inquiry on parkland located in Elena Subdivision. A park maintenance district was not done prior to the filing of the final plat. James is working an putting that together. The residents want the pazk to have a sprinkler system. James will look into the price of a sprinkler system Because of a pazking maintenance district the residents in the subdivision will pay a maintenance fee to have the City care for the park. The east end of Russell Park is set to be dedicated. Anderson Subdivision, located in the county and in southwest Laurel, is ready to go to final plat. James found a discrepancy in Chapter 17 regarding the maximum size that garages can be built. He would like to see a maximum squaze footage be put into the wording. He will present his recommendations to the Planning Board and then move it onto the City Council for their consideration. James will go before the County Commissioners and request that a fee of $S00 be put in place for expedited plats. James also has some recommendations for changes in codes for electronic signs. Bill suggested that the City get control over the brightness of the signs and the number of allowable changes to the sign messages. 2 Building Department and Code Enforcement Chris and Gary have been working on weed and garbage complaints called in by citizens At this time there are 2 single family houses and 1 townhouse being built in Elena Subdivision and 1 single family house in Iron Horse Station Subdivision. Gary has had 3 inquiries on commercial businesses in Laurel. The people inquiring would not specify what types of businesses are being planned. Cheryll will be out of the office on vacation from August 4 - 15~' and a temp has been hired. The meeting finished at 9:15 am Respectfully submitted, Cheryll Lund, Secretary 3