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HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.10.2009MINUTES DEPARTMENT HEAD MEETING FEBRUARY 10, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Bill Sheridan Kurt Markegard Sam Painter Nancy Schmidt James Caniglia Council Workshop Agenda - February 10, 2009 Rick Musson Jan Faught Jean Kerr (3:28 p.m.) Laurel Police Reserve Appointments: • Justin Bickford, Byron Johnson, Tony Contreraz, Zachary Hurd, and Grant Morrison Rick stated that the Police Reserves are allowed to have 25 reserves, and there are 18 at this time. The state mandates 88 hours of education for police reserves. Laurel hosts a reserve school, which requires 70 additional hours. The five appointees will attend tonight's council workshop. Craig Canfield and Dr. John Smith: • Presentation regarding the new landing strip at the Airport Bill stated that the presentation is on tonight's council workshop agenda. Planning: • Presentation of proposed 2009 Inter-Local Agreement and 2009 Bylaws - Laurel/Yellowstone County Consolidated Planning Board James stated that the 1975 agreement and bylaws need to be updated. With the council's recommendation, the proposed agreement and bylaws will be presented to the county commissioners. • Resolution --- Annex public right-of-way adjacent to RK Development James explained that the right-of-way adjacent to the TenderNest facility was not annexed in the previous resolution and will be done with this resolution. Public Works Department: • Discussion - Italian Drain issues Kurt explained that Leonard Fitchner has requested permission to move the Italian Ditch. He spoke regarding the history and ownership of the ditch, the recommended changes in the 2007 Storm Water PER, and the need for an agreement with the Italian Ditch Company to allow moving the drain. Kurt will present this information at tonight's council workshop. Clerk/Treasurer: • Resolution - Intercap loan for urban pumper fire truck Mary stated that the loan is for $200,000. • Resolution - Budget amendment - Water Fund, Water Plant Project Mary stated that the budget amendment is needed to appropriate funding for the water project from the Water Fund. 9 Resolution - Dorsey & Whitney, Bond Counsel Acknowledgement Letter Department Head Meeting Minutes of February 10, 2009 Mary stated that the acknowledgement letter is the contract for Dorsey & Whitney's work on the revenue bonds. • Resolution - Setting up the inter-fund loan between TIED and water and sewer for the storm water project Mary stated that $1.26 million was budgeted for the storm water project, but the costs are at $1.46 million. Mary recommends a loan of $1.4 million for the project. The payment schedule would include two annual payments of $77,000 at 2 percent interest for ten years. This would be a 62 percent debt service rate for the TIFD. Mary will meet with the Department of Revenue on Thursday, February 19`h, at 11:00 a.m. to explain the City of Laurel's perspective on how to recover lost TIFD revenues from the state, county, and school district. Bill will also attend the meeting. Chief Administrative Officer: • Resolution --- Maintenance Shop Superintendent job description The resolution is on tonight's council workshop agenda. • Ordinance - Judge's salary The ordinance is on tonight's council workshop agenda. Executive review: • Letter to Governor Schweitzer regarding adding the Eighth Avenue Project to the Economic Stimulus Package list Bill stated that he wrote a letter to Senator Baucus, not to Governor Schweitzer. Mayor Olson stated that it would be appropriate to write Governor Schweitzer. There was a brief discussion regarding the stimulus package. • Discussion - Policing and patrolling parks and enforcement policy Rick stated that there is not a policy regarding patrolling the parks and current manpower does not allow for it. He spoke regarding the manpower, littering, community service, and enforcement issues. Rick stated that $100,000 is needed to install surveillance cameras in the park to protect city property and city residents. There was further discussion. Jean Kerr arrived at the meeting at 3:28 p.m. • Appointments: o Big Sky EDA Board, Ex-Officio Member: Alex Wilkins The appointment will be on the February 17`h council agenda. o Laurel Urban Renewal Agency: Advisory Members Mayor Olson will ask for recommendations for advisory members at tonight's meeting. Other items: Kurt explained Change Order No. 1 for the WTP project to rehabilitate the surface wash agitators in each of the filters. The additional cost will be $15,212.00. Mayor Olson asked regarding a recent request for a business license for the resale of city water. This issue needs to be reviewed and included in the final water rate study. Mary suggested a moratorium on such businesses. There was a lengthy discussion regarding the issue. 2 Department Head Meeting Minutes of February 10, 2009 Department Reports: Court Jean Kerr asked for help regarding the fee structure for release of DUI videos. There was a lengthy discussion regarding the fee structure, the process to prepare the DVD(s), the need to charge court appointed counsel for the video. Bill asked Jean, Rick and Sam to meet regarding the issues. Ambulance Service • Update on shower - Darrell Aldinger 245-0777 Bill stated that Darrell Aldinger recently checked out the shower. Bill explained the options presented to keep the shower working. Jan asked that two ambulance appointments be added to the February 24th council workshop agenda. Jan stated that another EMT class is scheduled to begin in March. Jan stated that City of Laurel Volunteer Ambulance Service is the official name of the department. Clerk/Treasurer • Health Insurance Committee Mary is waiting for a meeting. Mary stated that the janitor's contract ends on May 6th. She recommends RFP for the janitorial services. Rick and Nancy agreed that should be done. Fire Department • Preparations for new fire station -- plans in place There was no discussion. Library Nancy stated that library traffic is up 9.8 percent and computer use is up 12.5 percent. Nancy submitted the information to the Gates Foundation. The grant would improve broadband access to rural communities. Applications for the part-time library clerk positions will close on Saturday and will be reviewed next week. Police D artment • Update on sergeant process Rick stated that the Police Commission will interview the two applicants on Thursday, February 19th, at 6:30 p.m. Both officers passed the test. One applicant for the police officer position will also be interviewed that night. There was discussion regarding whether the mayor appoints the sergeant with council approval, the timeframe to hire the police officer, and probationary periods for transferred or promoted employees. Sam will review. Rick mentioned that the new police car is here and was on its first shift this afternoon. He is waiting for the bill for the installation of the equipment. The insurance settlement statement will be sent to MMIA after Mayor Olson signs it. Department Head Meeting Minutes of February 10, 2009 City Planner • Annexation of Riverside Park James stated that the annexation request is on the March 5th Planning Board agenda. • Bus Transit Grant James stated that there will be a couple of submittals. • Various grants for "Laurel Dump Cleanup" James will contact the lady in Helena this week. James attended a Census Bureau workshop recently. He asked Mayor Olson to sign a request for the county to be the official map maker for the census. Public Works Deqpartment Kurt will attend the Montana Rural Water meeting in Great Falls next Wednesday through Friday. • Swimming pool update Kurt stated that this item could be removed from the DH agenda. The city received the permit for the 2009 pool season. He will contact past pool personnel regarding working this season and will run ads for employees. • Winter streets • Status of streets Kurt stated that patching will be done as it is possible. • Status of water intake at WTP Kurt stated that there is still ice over the top of the water intake. • Status of Water Plant upgrade Kurt mentioned that the project is ahead of schedule. Power washing and prepping for installation of the new underdrain system is being done. Kurt suggested scheduling a tour of the water plant project for the Public Works Committee and the council. It will be presented to the council tonight. • Alder Avenue James is trying to contact the county attorney regarding annexation issues. • Status of Main Street from l st to 8th Avenues Kurt will continue to work on the easements. Kurt will contact Gary Neville regarding the curb, gutter, and sidewalk on Dean Fausnaugh's property. • Report on progress with South Laurel Business SID COP Construction is watching the weather in order to complete the project. There was discussion regarding two possible scenarios for the city's match for the project. The city could create an SID or the property owners could pay for their portion of the cost. Kurt will schedule a meeting with the business owners and Great West Engineering for further discussion. • Potential bth Street SID project There was no discussion. 4 Department Head Meeting Minutes of February 10, 2009 • Status of Wastewater Plant upgrade The city should receive the updated PER from Morrison-Maierle by February 27th. Kurt explained how additional manholes were recently found on Juniper. He will ask Pace to video the lines. • Frozen water line to Riverside Park Kurt stated that the line is still frozen. • Solid waste truck purchase Kurt stated that the crew used a demo garbage truck last Thursday. The specs for the new garbage truck need to be revised. The one-year walkthrough for Mace Subdivision is on Wednesday at 10:00 a.m. Kurt spoke regarding a letter from Cenex requesting a sewer tap in the new security building. There was discussion regarding the gate at the city shop, the need for a new gate, quotes received from Jares Fence, and the need to include it in the CIP process. Kurt spoke regarding an agreement for a water service line west of Laurel in June 1945. The original agreement was for eight residential water users. In October 1945, the council denied adding more taps to the water line. Kurt stated that the city does not have a current agreement, but the agreement allows the city to shut off the water without notice. There was discussion regarding a water district and negotiating a contract. Cif Attorney Sam received a call regarding an easement for the 8th Avenue project. Kurt explained the particulars of the issue. Bill stated that a meeting should be scheduled. Mayor Olson There was no discussion. Chief Administrative Officer • Letter to Cenex regarding potable and fire flow water service improvement - changes Bill will complete the letter soon. • Bids on removal of wall sections - Mayor's conference room Bill stated that the first bid was for $1,400 and the second bid was for $3,000. Other There was no discussion. The meeting adjourned at 5:04 p.m. Respectfully submitted, & az&J Cindy Allen Council Secretary