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HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.10.2008MINUTES DEPARTMENT HEAD MEETING NOVEMBER 10, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Bill Sheridan Mary Embleton Rick Musson Scott Wilm Kurt Markegard Jan Faught James Caniglia Council Workshop Agenda - November 11, 2008 Ward 3 Council candidate interviews Christmas to Remember Committee - Jean Carroll Thomson Centennial Celebration video These items are on tomorrow's council workshop agenda. Planning: • Zone change request from Zweifel James explained the zone change request from Agricultural Open to Residential Suburban. The property is located next to Cenex Refinery land. James recommended denial to the Planning Board, and the Planning Board recommended denial to the city council. Chief Administrative Officer: • Chad Hanson, Great West Engineering - Updates on the South Laurel Project and Main Street Project Bill stated that Chad would update the council on the projects. The South Laurel project should be completed by December Sth. • Resolution - Task Order No. 9 with Great West Engineering for Water Treatment Plant water intake system Bill stated that Patrick Murtagh will attend the council workshop to discuss Task Order No. 9 regarding fire flows at Cenex. • Roadway improvements on Washington Avenue at the Laurel Middle School Bill stated that the school district asked the city to repave the street adjacent to the curb on Washington Avenue at the school. At a recent meeting of the city and the school district, the school agreed to install curb, gutter, and sidewalk and then the city will repave both sides of Washington Avenue next spring. Executive review: • Resolution --- Approve Laurel Cemetery Master Plan The resolution will be presented at the council workshop. • Appointment: o Human Relations Committee, Council Member-at-Large: Emelie Eaton • Council issues: o Discussion regarding the three branches of government (Mark Marc) Department Head Meeting Minutes of November 10, 2008 o Discussion regarding the community policing concept (Emelie Eaton) Rick will attend the council workshop. o Fire hall mill levy Scott will be unable to attend the council workshop. Bill received the papers back from Vince Ricci. Department Reports: Ambulance Service • Update on shower There was discussion. Bill will contact another plumber. Jan stated that Aleta Zimmerman at Walmart contacted her recently. Walmart will donate $2,000 to the fire, ambulance and police departments at the end of November. The ambulance recently received donations from the Jaycees and Cenex and the money has already been spent on CPR mannequins. Rick asked regarding the line item for donations and how to spend the Walmart's $3,000 donation from last year. Mary explained the process and offered to assist the department heads with this. She stated that the cash line item stays in the budget until the money is spent. Clerk/ Treasurer • Health Insurance Committee Mary had nothing to report. Bill will schedule a meeting. Mary mentioned that the auditors will be here next week. Department heads should be available to speak with the auditors. Employees and dependents can schedule appointments for flu shots at the Laurel Medical Center next week. There is no cost for employees and covered dependents, but volunteers and non-covered dependents would be charged $25 for a flu shot. Fire Department • Report on new brush truck Scott stated that the light bar has been ordered for the brush truck. He was informed that the Engine Company should be delivered in December. Bill told Scott that he called Rural Development and left a message. Scott recently gave copies of a BLM contract to Bill and Mayor Olson for review. Scott stated that Sam is reviewing the draft Mutual Aid Agreement with Cenex. The fire department responded to two structure fires recently. • Preparations for new fire station • Property tax assessment for new fire station Scott stated that these two items should be removed from the department head agenda. LibraU 2 Department Head Meeting Minutes of November 10, 2008 There was no discussion. Police Deoartment • Status of new vehicle Rick stated that the vehicle is three weeks out. Status of sergeant position Rick will post the position on Wednesday. Mary requested a copy of the posting. Rick will present the bill for the water heater to the Budget/Finance Committee. Rick and Scott briefly discussed the issue. Rick explained that Rod Halvorson, owner of Ben Franklin, contacted him regarding closing the alley by the store on November 20`h and 21 sc in order to load store fixtures on 20-foot trailers. Fire and garbage service would also be affected. Mary suggested circulating a street closure form for this event, and Rick will do so after this meeting. City Planner • Annexation of Riverside Park James will contact Dan McGee this week regarding the land survey. City Attorney • Purchase and Procurement Policy There was no discussion. Mayor Olson There was no discussion. Chief Administrative Officer Bill stated that the Nez Perce Foundation contacted him recently regarding installation of signage in Riverside Park to commemorate the tribe's travels through this area. Mary asked regarding the status of the non-exempt and exempt positions. Bill stated that the clerk/treasurer and sergeant positions should remain non-exempt positions. Work is being done on the public works position. Rick asked regarding the non-union pay issue. Public Works Department • Status of streets Kurt stated that the crew has been picking up tree limbs and patching streets. The new computer was delivered and Bart will load the programs on Thursday. • Status of water intake at WTP Kurt will show the video of the water intake at tomorrow's council workshop. • Alder Avenue Kurt stated that the school district contacted him regarding annexation of Mogan Field. There was discussion regarding the need to loop the water line, the need for an SID, the school's waiver of right to protest an SID, and the annexation from 7" Street to Maryland Lane. 3 Department Head Meeting Minutes of November 10, 2008 • Status of Main Street from 1st to 8th Avenues Kurt will contact the property owners regarding the easements. Great West Engineering has the task order for the sidewalks. The project is scheduled for 2010. Cemetery Agreement Kurt stated that the cemetery looks nice and is ready for the Veterans' Day celebration tomorrow. • Report on progress with South Laurel Business SID Kurt stated that there have been sewer service conflicts where the storm and sewer lines are at the same elevation. Great West Engineering has written a letter regarding how to solve the issues. The weekly project update will be held on Wednesday. • Potential 6th Street SID project Kurt stated that direction is needed for this project. • Negotiations with Cenex regarding fire flow Kurt should receive the plan from Cenex today. Kurt stated that public works has received calls about picking up leaves. He asked if the annual fall cleanup should be scheduled. If so, the city should only pick up bagged leaves this year. The extra work caused by the recent snowstorm has put the crew behind with patching the streets and other projects. Rick asked if new garbage users receive notification of what can and cannot be placed in the garbage cans. Mary stated that new customers receive the information when they sign up for services. Any concerns should be addressed by code enforcement. Kurt stated that Riverside Park is still a mess from the recent storm. Kiwanis Park was cleaned up last week. There was discussion regarding allowing people to gather the wood for firewood and the exposure and liability issues. MMIA should be contacted. Other Mary asked about the status of the public works union contract. Bill stated that three items are being negotiated. The meeting adjourned at 3:46 p.m. Respectfully submitted, Cindy Allen Council Secretary 4