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HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.30.2008MINUTES DEPARTMENT HEAD MEETING SEPTEMBER 30, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Bill Sheridan Sam Painter Nancy Schmidt Mary Embleton Kurt Mazkegard Gay Easton Mike Zuhoski Jan Fought Scott Wilm Paul Hutter -Presentation on the Personnel Im lementation and Instruction Guide Paul Huffer presented the draft Personnel Implementation and Instruction Guide and appendices. Paul and the department heads began review of the draft document, which will continue at another department head meeting. Department heads should review the document and submit comments to Paul within two weeks. Council Workshop Agenda -September 30.,2008 Fire Department: • Update on proposed fire hall Scott stated that the Laurel Chamber of Commerce will invite its members to a meeting at the fire hall on Thursday, October 9~', at 5:30 p.m. for a presentation regazding the proposed fire hall. Dates and times far future meetings to promote the proposed fire hall will be listed on the Fire Department Outlook Calendar. Mary is checking on some information that Scott requested. Scott stated that yazd signs are being made and will be ready soon. The sign says something like "Help us help you -Vote." Ambulance: • Resolution -Step raises/on-call rates There was discussion regazding the draft resolution, which increases on-call rates by 10 cents in two-yeaz increments from 1 to 3 years up to 11 to 13 years. Jan would like the increase to continue every two yeazs without limiting it to the number of years of continuous service. The resolution will be removed from tonight's council workshop agenda for further review for the October 14~' council workshop. Mayor Olson stated that department heads should receive and review their draft resolutions so issues can be resolved prior to the department head meetings. Clerk/Treasurer: • Discussion -Resolution adopting wage increases far non-union employees of the City of Laurel Bill stated that the resolution would be removed from tonight's council workshop agenda. Paul Huffer will provide input regazding exempt and non-exempt status. Chief Administrative Officer: • Resolution -Adopting revised job description for Maintenance Shop Superintendent position • Resolution -Adopting new job description for Utility Plants Superintendent position Bill stated that the job descriptions would be presented in case there is a need for additional personnel in these positions. • Resolution -Maintenance Agreement for the Yellowstone County Veterans' Cemetery Deparnnent Head Mceting Minutes of September 30, 2008 Bill stated that work is continuing with Yellowstone County regarding the cemetery. Costs and equipment needs are being reviewed. Representatives will travel to Sturgis next week to see the Veterans' Cemetery there. • Discussion regarding Alder Avenue Bill stated that residents have expressed concern regarding the condition of Alder Avenue. There was discussion. Kurt proposes using the millings off the State project next spring to repair Alder Avenue. He has requested quantities from Gary Neville. Since Mogan Field was recently purchased by the school district, the school now owns property on both sides of Alder Avenue. Mary stated that schools are not exempt from SID's, but the school could black the SID. Currently, the city and the county each own half of Alder Avenue. Mary asked if the SIA includes a provision that the school had to fix the road when the project was done. Bill will check. Kurt stated that the Public Works Department will work on the road. Executive review: • Discussion of street maintenance assessment for 2057 East Maryland Lane Sam will prepare a letter advising the council not to release the property owner from the street maintenance assessment. • Discussion of Planning Interlocal Agreement Mayor Olson will explain the quorum issues addressed in the by-laws and the increased mill levy from the county. Council Issues: • Ditch issues on Washington Avenue (Chuck Dickerson) and open ditches (Norm Stamper) Bill stated that students have to walk in the street to avoid the ditches by the Laurel Middle School. He stated that Cenex should help with this concern and that open ditches by sidewalks need to be addressed. • Discussion of council tour of Riverside Park (Chuck Dickerson) The tour is scheduled at 5:30 p.m today. Review of draft council a enda for October 7 2008: • Public Hearing: o Ordinance No. 008-09: Ordinance creating the Laurel Urban Renewal Agency pursuant to MCA § 7-15-4232 and to codify the ordinance as Title 18 of the Laurel Municipal Code. (First reading - 09/16/2008) Mayor Olson stated that, after final adoption of the ordinance, Sarn will prepare a resolution outlining the powers of the Agency. An ad seeking members will be placed in the newspaper. The Agency members will be residents of the city. Mayor Olson expects the Agency to be in place before the end of the year. Department Reports: Ambulance Service • Update on shower Jan stated that the shower does not drain. Bill will contact Cotter's Sewer Service. City Council President Gay expressed concern about the status of the lids for the water intake. Mary will distribute copies of HKM Engineering's contract for the water intake project. 2 Department Head Meeting Minutes of September 30, 2008 Clerk/Treasurer • Final Budget Mary stated that the final budget was adopted on September 16~'. Copies will be distributed by the end of the week. Mary stated that MM1A launched its Wellness Program with a webinar that Mary, Cathy, and Bill saw today. Education is scheduled for October 28`" and screenings are scheduled on October 29~'. The services are free for individuals on the city's health insurance plan. Volunteers could participate fora $70 fee. Bill stated that this is an effort to reduce health issues and costs. Mary will attend the League of Cities and Towns Conference next Tuesday a$ernoon through Friday. Fire D artment • Report on new brush truck Scott stated that the truck is a month out. He has no updated information regarding the Engine Company. • Preparations for new fire station The department is working on this and plans to contact the public during the two weeks prior to the upcoming election. Li_brary Nancy stated that the Laurel Roadrunners will not install any signs and will pull the posts at the library. Nancy received a quote from Robertus Lawn Service of $55 per time for snow removal at the library. There was discussion regarding snow removal on city property. Public Works will provide snow removal service at the library at this time. Police Department • Status of new vehicle Mike stated that the new vehicle should be delivered within a month or so. Cit~y Planner • Annexation of Riverside Park There was no discussion. Public Works D artment • Status of streets Kurt stated that street repairs and patching of potholes is being done. • Status of water intake at WTP The contract with HKM Engineering is being reviewed. A task order with Great West Engineering may be needed. • Alder Avenue This issue was discussed previously. • Status of Main Street from l st to 8~' Avenues Kurt stated that the city met with MDT last week regarding the project. Business owners need to be contacted. 3 Deparpment Head Meeting Minutes of September 30, 2008 + Cemetery Agreement /irrigation water The resolution and agreement will be removed from tonight's council workshop agenda for more review. • Report on progress with South Laurel Business SID Kurt stated that sewer line replacement has started. There was an engineering glitch and elevations had to be adjusted. This part of the project should be completed by the end of next week. Kurt distributed copies ofthe contact list for the South First Street project. • Potential 6'h Street SID project Kurt stated that Great West Engineering is working on this proposed SID. Kurt explained aright-of--way request and issue at the container site. Legal consideration is needed. Kurt received the bid for the fire hydrants for the South First Street project. A change order will be presented at the October 14~' council workshop meeting. Kurt mentioned the right-of--way issues with the 8~' Avenue project, the need to file permits with DEQ for water and sewer lines, and that the project is scheduled for 2012. Bill and Kurt will meet to discuss this. Kurt will present a small services contract soon for street repairs to patch water breaks. City Attorney • Purchase and Procurement Policy Sam is working on this. Ma or Olson There was no discussion. Chief Administrative Officer • Big Sky EDA Executive Director Bill met with the new director last week. Other There was none. The meeting adjourned at 5:12 p.m. Respectfully submitted, U Cindy Allen Council Secretary 4