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HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.18.2008MINUTES DEPARTMENT HEAD MEETING NOVEMBER 18, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Bill Sheridan Sam Painter James Caniglia Mark Guy Council Agenda - November 18, 2008 Mary Embleton Jan Faught Nancy Schmidt Scheduled Matters • Confirmation of Appointments: o Human Relations Committee, Council Member-at-Large: Emelie Eaton Mary stated that there are four standing committees, including the Budget/Finance, Emergency Services, Public Works, and Human Relations Committees. There is no information regarding the membership or guidelines for these committees. o Big Sky EDA Nominating Committee: Chuck Rodgers to a term ending December 7, 2009 The appointment will fill Gay Easton's position on the committee. • Resolution No. R08-125: A resolution approving the attached Task Order No. 9 authorizing Great West Engineering to engage in ongoing communications with the City as requested regarding the municipal water system intake structure. Bill stated that the lids on top of the intake structure have fallen off and need to be replaced. The resolution is on tonight's council agenda. • Resolution No. R08-126: A resolution approving the City of Laurel Cemetery Master Plan. Bill stated that the resolution should be approved at tonight's council meeting. Draft Council Workshop Agenda - November 25, 2008 Police Department: • Resolution - State and Local Task Force Agreement Mark Guy stated that this is the HIDTA agreement for drug investigation. The resolution will be on the November 25 h council workshop agenda. • Morrison-Maierle: Lift stations and sewer main replacement Bill stated that Morrison-Maierle will present options regarding the lift stations and sewer main replacement. Planning: • Public hearing for zone change request from Zweifel James explained that the zone change request is from Agriculture Open to Residential Suburban, which would result in five-acre lots. Due to the location, the Planning Board voted to deny the request. James also recommended denial of the request. Department Head Meeting Minutes of November 18, 2008 • Request from Randall Swenson to submit application for annexation of less than one city block James stated that council approval is required for an application for annexation of less than a city block of 2.06 acres. Randy Swenson, who owns TenderNest on 12th Street, wants to expand the facility with two additional buildings. The property is surrounded by city property on three sides, and he will update the curb, gutter, and sidewalk. If an annexation application is for more than a city block, the application goes directly to the Planning Board. If the application is for less than a city block, the council must grant permission for the applicant to go forward to the Planning Board. • Resolution - Preserve America Grant James explained that the $15,000 grant is for surveying downtown buildings and forming a downtown historic district. The grant requires a 100 percent match and in-kind matches are permitted. About $3,000 has already been pledged from other organizations, and James will contact other businesses about the match. Chief Administrative Officer: • Nez Perce kiosk at Riverside Park Bill stated that the Nez Perce came through the Laurel area and possibly stayed at Riverside Park at one time. The Nez Perce Foundation has requested permission to install a kiosk showing their history in the park. The council will be asked to approve placement of the kiosk. Executive review: * Appointments: o Yellowstone Historic Preservation Board: Reappointment of Emelie Eaton to a two-year term ending 12/31/2010 o Police Commission: Reappointment of Wallace Hall to a three-year term ending 12/31/2011 The appointments will be on the November 25th council workshop agenda. Department Reports Ambulance Service • Update on shower Bill will work on the shower issue. Mary asked regarding the bills from AMR. Jan stated that they are not bills, as AMR is not expecting payment, but it is a breakdown of charges. Jan gave a history of the situation with AMR and stated that she would like to meet with AMR for further discussion. Clerk/Treasurer • Health Insurance Committee Bill stated that the committee needs to meet to discuss the policy. The committee will meet on Monday, November 24th, at 2:00 p.m. Mary stated that the auditors are here this week. Fire Department • Report on new brush truck 2 Department Head Meeting Minutes of November 18, 2008 • Preparations for new fire station There was no discussion, as Scott was not at the meeting. Library Nancy stated that 26 percent of the library's patrons are county patrons. The library has registered 1,200 new patrons since May. Police Department • Status of new vehicle Mark stated that the vehicle is on order and should arrive in early December. City Planner • Annexation of Riverside Park James has not heard from Dan McGee regarding the survey of Riverside Park. Public Works Department + Status of streets Bill stated that the streets are the same! • Status of water intake at WTP The water intake was briefly discussed earlier in the meeting. • Alder Avenue Bill stated that the city will continue to blade Alder Avenue and improvements are planned for next spring when the millings are available. • Status of Main Street from 1't to 8th Avenues Bill stated that the project is ongoing. Agreements with two property owners are needed. James requested a copy of the design of the project. • Report on progress with South Laurel Business SID Bill stated that the contractors are half way up First Avenue South and the project should be completed by December 5th. • Potential 6th Street SID project Bill explained that an estimate was received for the potential project. Sixth Avenue is a Safe to School route. • Negotiations with Cenex regarding fire flow Bill stated that Cenex will test its system soon and the city will be watching. City Attorney • Purchase and Procurement Policy Sam, Bill and Mary met regarding the policy today. Copies of the draft policy will be distributed next week for review by department heads. Sam will review the mutual aid agreements that Jan sent to him. Department Head Meeting Minutes of November 18, 2008 Mayor Olson There was no discussion. Chief Administrative Officer There was no discussion. Other Bill stated that a council member would be designated to meet with department heads in the future. The meeting adjourned at 3:27 p.m. Respectfully submitted, " W&4,-,, Cindy Allen Council Secretary 4