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HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.03.2008MINUTES DEPARTMENT HEAD MEETING MONDAY, NOVEMBER 3, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Rick Musson Jan Faught Bill Sheridan Kurt Markegard Sam Painter Scott Wilm Draft Council Workshop A enda -- November 11, 2008 Planning: • Zone change request from Zweifel There was no discussion, as James was not at the meeting. Chief Administrative Officer: • Resolution - Task Order with Great West Engineering for Water Plant water intake system Bill stated that the lids came off the water intake. On Saturday, a diving team found one lid close by and determined that there are dents in the screens, but the system is operating properly. Great West Engineering will prepare the task order. • Roadway improvements on Washington Avenue at the Laurel Middle School Bill has received complaints regarding the parking areas on Washington Avenue. The city will try to get the school to help pay the costs to rebuild the street. Executive Review: • Resolution - approve Laurel Cemetery Master Plan Bill stated that the resolution to approve the Laurel Cemetery master plan will be presented at the council workshop. Council issues: • Discussion regarding the three branches of government Sam stated that a council member requested an explanation of the three branches of government and what each should and should not do. • Discussion regarding the community policing concept Sam stated that Emelie Eaton requested an explanation of how complaints are processed and the community policing concept. Rick explained the community policing concept. One aspect is that the community, police, and press work together to make the community safe. Community policing includes SRO programs. Council Agenda - November 4, 2008 Ceremonial Calendar: • Centennial Committee Presentation Scheduled Matters: • Confirmation of Appointments: None. • Elect Council President Department Head Meeting Minutes of November 3, 2008 • Elect Council Vice-President The council president and vice-president will be elected at the council. meeting. • Resolution No. R08-121: A resolution approving Change Order No. 2 with COP Construction, modifying the contract time of the South Laurel Storm Water and Sewer Improvement Project and authorizing the Mayor to execute the attached Change Order No. 2 on the City's behalf. Kurt stated that the resolution is for the request for a five-day extension because of the weather. Sam stated that a council member recently questioned if the contract requires the contractor to work two shifts. Kurt stated that two shifts are not in the contract. The contractor will be penalized $1,000/day if the project is not completed by December l St. The five-day extension will allow the contractor to complete the tie-ins on South 4th Street after the December 1St deadline. • Resolution No. R08-122: A resolution approving the attached Task Order No. 8 authorizing Great West Engineering to perform the tasks and duties related to Cenex Harvest States ("CHS") Plant water issues as related to the City of Laurel. Bill stated that the resolution and task order address fire flow issues at Cenex. • Resolution No. R08-123: Resolution of the City Council assigning certain statutory powers to the Laurel Urban Renewal Agency pursuant to MCA § 7-15-4232 and approving by-laws for the orderly operation of the Laurel Urban Renewal Agency. Sam stated that the resolution is ready for council consideration. • Resolution No. R08-124: A resolution repealing Resolution No. R08-33 and approving a revised agreement between the City of Laurel and Yellowstone County providing for the maintenance of the Yellowstone County Veterans' Cemetery. Bill stated that the resolution and agreement are ready for council approval. Department Re orts: Ambulance Service • Update on shower There was discussion regarding the shower and the need for a vent. Bill will check on this. Clerk/Treasurer • Health Insurance Committee Bill stated that Mary is working on year-end work for the upcoming audit. Bill wants to meet with the Health Insurance Committee to discuss the policy for the committee to contact other insurance companies. There was discussion regarding the committee's role and the need for a policy and procedure. Sam stated that the committee cannot ask for specific employee health insurance information and that loss histories are sensitive documents that belong to the city. He also stated that health insurance is a city benefit, not a union employee benefit, and the city council makes decisions regarding health insurance. The committee has the opportunity to discuss and make recommendations, but it has no ownership in the final decision. Kurt stated that the Insurance Committee would make a recommendation to the council to have the benefits coordinator look into other insurance policies and to coordinate a quote. 2 Department Head Meeting Minutes of November 3, 2008 Bill stated that a meeting is needed in order to have an understanding of the appropriate process. Fire Department • Report on new brush truck Scott stated that the brush truck should be in service soon. • Preparations for new fire station • Property tax assessment for new fire station The voters will make the final decision tomorrow. Library There was no discussion. Police D artment • Status of new vehicle Rick stated that the vehicle is on order. Rick stated that the water heater in the FAP is down. Rick explained the quotes received for replacement of the water heater. The quotes will be presented to the Budget/Finance Committee tomorrow. There was discussion. City Planner • Annexation of Riverside Park There was no discussion. Public Works D artment • Status of tree limbs Kurt stated that the city is still picking up limbs; however, the city cannot go down streets more than one time. Information will be put in the Outlook this week. • Status of streets Kurt stated that the crew worked on patching streets last Thursday and Friday. He will review the seven applications received for temporary positions and contact the individuals. • Status of water intake at WTP Kurt stated that divers looked at the water intake last Saturday and the screens are in good condition. Great West Engineering will prepare Task Order No. 9 to determine what needs to be done at the intake. • Alder Avenue and Washington Avenue improvements Kurt will contact the State regarding the quantity of millings that will be available for Alder Avenue. Kurt said that there has been no discussion about milling Washington Avenue. He stated that the school's contractor worked in Washington Avenue without a permit and left it in the current condition. • Status of Main Street from 1" to 8th Avenues Sam revised the verbiage in the easements so that the city is not responsible for maintenance. Kurt will negotiate the easements with the property owners before presenting them to the council. 3 Department Head Meeting Minutes of November 3, 2008 • Cemetery Agreement / irrigation water / responsibility for vaults, etc. Kurt stated that the city needs to discuss irrigation water with the county. Sam mentioned that the electricity costs for the Veterans' Cemetery are the county's responsibility. The costs may need to be shared in the future if the city is on the county's irrigation system. The responsibility for vaults can be removed from the department head agenda. 0 Report on progress with South Laurel Business SID Kurt explained the conflict with storm and sewer lines for three businesses. The engineers will determine how to fix the conflict. Core samples are being done on the asphalt. Kurt and Bill discussed the inlets and tie-ins on South 4t' Street and First Avenue South. The city is installing the main line but the property owners are responsible to pay the costs to connect to the line. 0 Potential 6t' Street SID project Kurt stated that the funding source needs to be determined before going forward with this project. City Attorne • Purchase and Procurement Policy Sam and Mary recently reviewed the draft policy. Sam, Bill, and Mayor Olson still need to review it. Negotiations with Cenex regarding fire flow Sam stated that this item should be removed from the department head agenda. Ma or Olson There was no discussion. Chief Administrative Officer • Kiosk for Nez Perce at Riverside Park Bill presented the information to the council recently. • Veterans' Day at Yellowstone County Veterans' Cemetery Bill encouraged the department heads to attend the Veterans' Day events at the high school and the Yellowstone County Veterans' Cemetery. Other There was no discussion. The meeting adjourned at 3:55 p.m. Res?pecltfully submitted, Cindy Allen Council Secretary 4