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HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.16.2008MINUTES DEPARTMENT HEAD MEETING SEPTEMBER 16, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Bill Sheridan Kurt Mazkegard Sam Painter Mary Embleton Jan Fought Gay Easton Rick Musson Nancy Schmidt Scott Wilm Outlook Calendar Traiiniin -Bart Haskell Bart Haskell presented a Microsoft Outlook Calendar training session for use by individuals and as a citywide ca.lendaz. He explained how to plan, organize and shaze information through Outlook, including a-mail, a contact list, and a calendaz. The city needs to decide which features will be used and who will be responsible to maintain the public information. Council A ends - Se tember 1G 2008 Correspondence: Bill mentioned that a Water Forum is scheduled at MSU in Billings on September 25~' and 26~'. Gay and Bill will attend the forum Public Hearin • 2008-2009 Preliminary Budget Mary will introduce the issue at the public heazing. The CTEP Fund information will be added to the Preliminary Budget. Approval of the budget resolutions is on tonight's council agenda. If necessary, the budget can be amended through budget amendments later. • Additional Mills Levied for Permissive Medical Levy Fund Budget for Fiscal Year 2008-2009 Mary stated that the levy provides help with the cost of health insurance premiums for General Fund employees. Voter approval is not required. Scheduled Matters: • Confirmation of Appointments: o Laurel Volunteer Ambulance: Hope Mager and Tammy Cozzens Jan stated that Hope and Tammy aze unable to attend the council meeting. • Waive rule and consider adoption of the 2008-2009 Final Budget resolutions • Ordinance No. 008-08: An ordinance approving the recodification of ordinances adopted by the City Council that have been compiled as the "Laurel Municipal Code" in accordance with MCA § 7-5-107. Second reading. • Ordinance No. 008-09: Ordinance creating the Laurel Urban Renewal Agency pursuant to MCA § 7-15-4232 and to codify the ordinance as Title l 8 of the Laurel Municipal Code. First reading. • Resolution No. R08-103: A resolution approving and adopting the Final Budget for the City of Laurel for the fiscal year 2008-2009. • Resolution No. R08-104: A resolution levying taxes for general and specific purposes for the City of Laurel, Montana, for the fiscal year beginning July 1, 2008. Department Head Meeting Minutes of September 16, 2008 • Resolution No. RO$-105: A resolution levying and assessing all of the property embraced within Special Improvement Lighting District No. 2 of the City of Laurel, Montana, for the entire cost of maintenance and electrical current for the fiscal year 2008-2009. • Resolution No. R08-106: A resolution levying and assessing all of the property embraced within Special lmprovement Lighting District No. 3 of the City of Laurel, Montana, for the entire cost of maintenance and electrical current for the fiscal year 2008-2009. • Resolution No. R08-107: A resolution levying and assessing the cost of street maintenance and/or improvements for Street Maintenance District No. 1 that constitutes all streets and alleys embraced within the City of Laurel, Montana, far fiscal year 2008-2009. • Resolution No. R08-108: Being a resolution levying and assessing all of the praperty embraced within Street Sweeping District No. 1, of the City of Laurel, Montana, for the purpose of the sweeping of streets in the downtown or business district far the fiscal year 2008-2009. • Resolution No. R08-109: A resolution levying and assessing the cast of street paving, curb and gutter, and storm drain facilities for Special Improvement District No. 110 within, the City of Lawel, Montana, for fiscal yeaz 2008-2009. • Resolution No. R08-110: A resolution levying and assessing the cost of sidewalk improvements for Special Improvement District No. 111 within the City of Laurel, Montana, for fiscal year 2008-2009. • Resolution No. R08-111: A resolution levying and assessing a special tax against certain property in the City of Laurel for delinquent water charges. • Resolution No. R08-112: A resolution levying and assessing a special tax against certain property in the City o f Laurel for delinquent sewer charges. • Resolution No. R08-113: A resolution levying and assessing a special tax against certain property designated as garbage districts in the City of Laurel, Montana, for the removal of gazbage and refuse. • Resolution No. R08-114: A resolution adopting wage increases for non-union employees of the City of Laurel. The resolution will be removed from tonight's council agenda for further review. • Resolution No. R08-115: A resolution of the City Council approving athree-year agreement between the City of Laurel and the Local Union known as Local 303, American Federation of State, County and Municipal Employees, AFSCME. Bill stated that this is a four-yeaz agreement with atwo-year consideration of wages and health insurance benefits. The resolution will be corrected and the council will be notified of the change. Draft Council Worksho A enda - Se tember 30 2008 Fire D artment: • Update on proposed fire hall The requested documents have been received from Vince Ricci. Sam will draw up a contract. Ambulance: • Resolution -step raises/on-call rates Jan stated that this is a modification to the previously approved compensation resolution. Chief Administrative Officer: • Resolution -Adopting revised job description for Maintenance Shop Superintendent position • Resolution -Adopting new job description for Utility Plants Superintendent position 2 Department Head Meeting Minutes of September 16, 2008 The two job descriptions are for supervisory positions • Resolution -Maintenance Agreement for the Yellowstone County Veterans' Cemetery A meeting is scheduled on Thursday, September 1$~', to discuss the proposed maintenance agreement. The City of Laurel approved an agreement several months ago, but the County did not approve it and has proposed a slightly different agreement. Sam is reviewing the draft agreement. Executive Review: • Discussion of street maintenance assessment for 2057 East Maryland Lane Sarn contacted the County Attorney's Office recently. There was discussion regarding the RSID, the chip seal done on East Maryland Lane from Alder Avenue to Yard Office Road, and the maintenance provided by the city at this intersection by this address. Sam stated that the city could write a letter regarding its position on the issue. • Discussion of Planning Interlocal Agreement Sam stated that the by-laws were not distributed with the agreement last week. Copies will be distributed to the council and department heads. Mary stated that the resolution for non-union employee pay raises should be added to the September 30~' council workshop agenda. If the police union contract is approved tonight, the retroactive pay raises will not be done until Mary returns from vacation. D~artment Reports: Ambulance Service Jan stated that the ambulance has been busy with some stressful calls. Installation of the shower facilities should be completed soon. City Council President Gay spoke regarding a complaint received from a city resident about a tree that is on private property. There was a lengthy discussion regarding the current code, the complaint process, the inspection process, and how to declare that a tree is diseased. Clerk/Treasurer • Budget process update Mary stated that the final budget is over $24 million. Mary received a letter from MMIA regarding Employee Practices Liability Insurance renewal. MMIA's request for copies of certain documents reminded her that Paul Hutter received little feedback regarding the Personnel Implementation and Instruction Guide revisions. She will contact Paul about attending the department head meeting on September 30~'. Mary asked the department heads to review the travel policy, which states that city vehicles will be used for travel when possible. She requested that a copy of the event schedule be attached to each travel request. Mary and Bill encouraged department heads to be mindful of the travel budgets. Mary mentioned that the city's website was not working for awhile. The site is hosted by Zee Creative, which had changed the IP address. The issue has been resolved and the website is working again. 3 Depargnent Head Meeting Minutes of September 16, 2008 Fire Department • Report on new brush truck Scott stated that the brush truck should be done soon and the Engine Company is two months out. • Preparations for new fire station Scott stated that work is progressing on the fire station proposal. Li~brar Nancy stated that the library has been busy and circulation of materials, particularly audio and video materials, has increased. About 17 percent of the users aze county patrons. More activities are being scheduled at the library. Nancy will attend a training session in Livingston on Thursday Nancy stated that the library roof has not been leaking. She has noticed that water drains offthe parking lot and floods the intersection of Second Street and Seventh Avenue. There was discussion. Kurt mentioned that the Laurel Roadrunners contacted him regazding signage at the library. There was discussion regarding the signs, painting the curbs, and which department would pay for the signs. Nancy will tell the Roadrunners not to install the signs. There was discussion regarding if the Public Works Department is responsible to clear the library pazking lot in the winter. The library's landscape company has done it in the past, and Nancy will contact them about it. Mary stated that it is the city's responsibility to do it or to contract the work. Police Department Rick stated that the city and state should review the need to provide pedestrian access with crosswalks and/or a foot bridge on South First Avenue. There was discussion. • Vehicle replacement Rick stated that the vehicle has been ordered and the item could be removed from the agenda. Rick will attend a COPS West Conference in Ontazio, California, on October 6-10. Mary asked if the crosswaks should be considered during the construction project on South First Avenue. Rick stated that a flashing red light would be needed in order to warn drivers about the crosswalks. Kurt mentioned that there aze no crosswalks going west on Main Street. Kurt stated that a citywide study should be done on pedestrian crosswalks on stateright-of--way. Cit_X._Planner • Annexation of Riverside Pazk There was no discussion. Public Works D artment • Streets Kurt will submit a purchase requisition to the Budget/Finance Committee tonight for a computer for the paver program 4 Department Hesd Meeting Minutes of September 16, 2008 • Cemetery Agreement /irrigation water A meeting is scheduled with the County Commissioners on Thursday to discuss the maintenance agreement for the Yellowstone County Veterans' Cemetery. • Report on progress with South Laurel Business SID Kurt stated that the project is going forwazd and he explained the schedule. Weekly meetings will be held with the engineers on Wednesdays and the fire, ambulance, and police departments will be informed about access issues. Bill asked Kurt to contact Larry Tanglen with information about the project. • Potential 6t~' Street SID project Kurt stated that the project is being reviewed. City Attorney • Purchase and Procurement Policy The committee will meet on September 30`x. Ma or Olson There was no discussion. Chief Administrative Officer • League of Cities and Towns Conference Bill stated that it would be useful for department heads to attend the conference. Other Kurt mentioned that additional fire hydrants aze needed on South First Avenue. There was further discussion. The meeting adjourned at 4:50 p.m. Respectfully submitted, Cindy Allen Council Secretary 5