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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.29.2008MINUTES DEPARTMENT HEAD MEETING JULY 29, 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 Bill Sheridan (3:35 p.m.) Nancy Schmidt Mayor Olson led the meeting. Council Worksho A ends - Ju 29 200$ Jo ce Jense Yellowstone Historic Societ • Sign in Riverside Park There was no discussion. Police Department • Police Reserve Appointment: Sarah Thomas Rick requested Sazah's reappointment to the Police Reserves. The appointment will be on the August 5~' council agenda. • Resolution -Agreement with Iceland Communications Sam stated that the agreement does not impact the city's lease with Iceland. Iceland is seeking to refinance its site business. With the new agreement, the city would agree to make the lease payment directly to the lender if the borrower defaults on the loan. Sam saw no problems, with the agreement. Planning: • Resolution - Vacation of Maple Avenue in Russell Park and dedication of Lots 14-16, Block 2 James stated that the resolution of intent would be presented tonight. The intent to vacate must be published twice and the date for final approval ofthe street vacation and dedication will be determined. • Resolution -CTEP Project Agreement James and Bill recently had a phone conference with the CTEP supervisor regarding the project agreement and were unable to get the preferred language into the contract. The city will be responsible for additional costs, but CTEP funds can be used for overages. Mary expressed concern that the dollaz figures in the agreement are low and stated that it is difficult to budget and ask the council to take action. CTEP will keep the original numbers in the contract. There was further discussion. Clerk/Treasurer: • Public Hearing -Budget Amendrnents/Resolution Mary stated that the public hearing for the budget amendments is scheduled for August 5~'. After the public hearing, the council could waive the rule to wait until the next regular council meeting and place the resolution on the agenda for approval or the resolution could be on the August 19'~ council agenda. • Resolution -Budget Transfers Deparimeat Head Meeting Minutes of July 29, 2008 Mary stated that the attachments for the resolution are not ready for distribution tonight, but she will present the figures for the General Fund, Special Revenue and Capital Projects Fund, and the Enterprise Funds. • Year-End Financial Report Mary will present a synopsis of the report tonight and afull-fledged narrative will be presented in a month or so. • Ordinance -Approve recodification of ordinances Mary stated that this is a housekeeping issue to adopt the recent recodification of ordinances. Chief Administrative Officer: • Resolution -Amendment No. 1 to Task Order No. 7 with Great West Engineering -South First Avenue CTEP Project Mayor Olson stated that the scope of work for the project changed, which required an amendment to Task Order No. 7 and will result in a reduced cost to the city. Executive review: • Fire facility safety mill --- two proposals for sites Mayor OLson received the dollaz figures for both sites. * Police Union contract Mayor Olson stated that the negotiating team and Sam will meet after the Department Head meeting. • Creation ofUrban Renewal Agency Mayor Olson stated that the ordinance should be to the council by mid-August. • Discussion of support for bonding against Street Maintenance Funds Dan McGee will schedule an appointment to discuss this issue. • Discussion of state statute regazding fireworks Sam compiled the information for distribution to the council. He is still seazching for the 1985 guidelines. Mayor Olson will ask the council to review the information for discussion at the August 12~' council workshop. He stated the need to review the safety issue because of the increasing intensity of the fireworks. • Council Issues: o Discussion of LMC 6.16.030 (Mazk Mace) Mayor Olson recently talked to Scotty Snowden, who is chairing the task force regazding the vicious dog issue. Scott will need assistance with typing of information. o Discussion of a policy for returning city manuals (Chuck Dickerson) Mary stated that the Personnel Policy Manual requires employees to return all city manuals. Deaartment Reports: Ambulance Service 2 Department Head Meeting Minutes of July 29, 2008 Jan received a letter from AMR accounts payable requesting proof of payment in order to close ten claims. She faxed a response to AMR that five accounts were akeady paid and the other five were not the city's accounts. Jan would like to update the old mutual aid agreements with Joliet and Park City. The agreements were approved via council resolution. Molt has requested Laurel to cover same territory. Mayor Olson told Jan to take these issues to the Emergency Services Committee. Jan asked if a standard mutual aid agreement is available. She will a-mail the agreements to Sam for review. City Council President There was no discussion. Clerk/Treasurer • Budget process update Mary stated that the certified mills should be sent on Monday. The budget calendar will be revised and distributed. Work on the budget will continue this week. Since the union negotiations are not complete, budgeting the wages will be difficult. Fire D artment • Report on new brush truck Mayor OLson stated that the truck will be going to Missoula. Library • Update on parking lot Nancy stated that the contractor finished pouring the concrete last Thursday and will lay the asphalt after the concrete has cured. Police Department Rick stated that Carbon County/Red Lodge may call for all available law enforcement to help evacuate Red Lodge and the subdivision west of the town. Mayor Olson asked Rick to inform him prior to activating any off-duty police officers or police reserves. Mayor Olson had previously asked the fire chief to give him the number of firemen that would respond to a request. The ambulance would also inform the mayor if called out. Rick asked regarding the Centennial activities. Mayor Olson explained the activities, including the Budweiser Clydesdales, the parade, and the burger cookout. Since the Jaycees will serve beer at the cookout, police officers are required. There was discussion regarding charging for the police officers for the two hours. Rick asked if the proceeds would go to the Centennial Committee or the Jaycees. Rick stated that the Police Reserves will provide backup for the event at Riverside Park on Saturday, August 9~. Rick's concern is regarding street closure issues, not park issues. Bill arrived at 3:35 p.rn. and led the meeting from this point on. Mayor Olson reiterated the schedule for the centennial events. He asked the department heads to volunteer time on Friday, August 8~', at 5:00 p.m, to serve burgers at the cookout in front of city hall. Since Rick will be on vacation until Friday, August 8~', Sgt. Zuhoski should be contacted regazding questions and issues. Department Head Meeting Minutes of 7uly 29, 2008 Rick stated that the Police Reserve appreciation banquet was held last Saturday. Mayor Olson, his wife, Gay, Jan and some crew members attended the banquet, which was planned by Michelle Steffans. Rick stated that many donations and gifts were received for the event and he thanked those that attended. City Planner + Annexation of Riverside Park James stated that Dan McGee will survey Riverside Pazk soon. • Update on alley vacations • Vacation of Maple Avenue in Russell Pazk and dedication of lots James stated that this issue is going forward. James mentioned that a major subdivision southwest of Laurel has been in the preliminary stages and will be coming forward soon. There was discussion regarding park maintenance districts, the sound wall in Elena Subdivision and Dave Bequette's unwillingness to do the barrier, and the city's options with this issue. Bill will contact Mr. Bequette again. Public Works D artrnent • Streets Kurt stated that the software to index streets is currently on an old computer and needs to be updated and installed on a newer computer. Kurt stated that the crew is patching streets. The alley by city hall and the area across the street will be closed on Wednesday for patching. • Cemetery Agreement Bill had a meeting with Commissioner Kennedy today. The county will prepare a cemetery agreement. There was discussion regarding the burial space requested by the previous owners of the land and that any monuments would be the city's expense. The county wants to provide the city with a backhoe and tools. Bill stated that a meeting is scheduled on Wednesday with the Big Ditch Company to discuss water rights and expense for irrigation at the cemetery. Bill will attend the meeting to assure that the city receives enough shares to water the Veterans' Cemetery and the Laurel Cemetery. Bill stated that the county anticipates that the cemetery will be ready for burials in October or November. Kurt stated that the two solid waste trucks that were down aze in service again today. The mechanic applicant accepted the position. A letter has been prepared for the mayor's signature. Kurt stated that the mechanic would like to have a tool lease agreement in order to use his own tools at the city shop. The proposed start date is August 11 `~. Kurt stated that a rock was thrown through the Riverside Park caretaker's house, but the house is vacant. The caretaker has been working at the pazk every night and will water the grass from Wednesday through Sunday and allow the ground to dry out for several days prior to the centennial events. 4 Department Head Meeting Minutes of July 29, 2008 There was discussion regazding spraying for mosquitoes in Riverside Park, the street closure requests, Yellowstone Bank's request that no beer be disbursed on bank property, pazking at Riverside Park, and the availability of police reserves to assist with directing parking for the Odyssey West event. City Attorney • Interlocal Agreement Sarn will circulate the final draft of the agreement to the department heads. There was discussion regarding the Cenex fire services agreement. The signed agreement was sent to Cenex last week. Sam stated that Cenex requested changes to the approved version of the agreement. • Purchase and Procurement Policy Sam stated that review of the policy will continue. Mayor Olson • Laurel City Yoce Mayor Olson previewed the draft today and he thanked the department heads for their articles. • Outlook calendars o Vacation calendaz Mayor Olson stated that Bart Haskell is available to provide individual training for departments. A joint session will be scheduled in September for further training. The police department, clerk's office, planner, code enforcement officers, and Cheryll have received training. Chief Administrative Officer Bill explained the "dot" exercise that he distributed at last week's department head meeting. The purpose of the design is to encourage individuals to think outside the box, open up new possibilities, and think of ways to improve service and possibly reduce costs. Other There was no discussion. The meeting adjourned at 4:12 p.m. Respectfully submitted, •~ Cindy Allen Council Secretary 5