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HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.17.2009MINUTES DEPARTMENT HEAD MEETING FEBRUARY 17, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Bill Sheridan Sam Painter James Caniglia Council Ap-enda - February 17, 2009 Mary Embleton Rick Musson Kurt Markegard (3:26 p.m.) Jan Faught Nancy Schmidt Scott Wilm Scheduled Matters: • Confirmation of Appointments: o Laurel Police Reserves: Justin Bickford, Byron Johnson, Tony Contreraz, Zachary Hurd, and Grant Morrison o Big Sky EDA, Ex-Officio Member: Alex Wilkins to a five-year term ending December 31, 2013 • Ordinance No. 009-03: Ordinance amending Section 2.68.100 of the Laurel Municipal Code, amending the Judge's salary. First reading. • Resolution No. R09-12: Resolution authorizing participation in the Board of Investments of the State of Montana Annual Adjustable Rate Tender Option Municipal Finance Consolidation Act Bonds (INTERCAP Revolving Program), approving the form and terms of the Loan Agreement and authorizing the execution and delivery of documents related thereto. • Resolution No. R09-13: A resolution authorizing the Mayor to sign an Engagement Letter with Dorsey & Whitney, LLP, as bond counsel for the issuance of Water System Revenue Bonds for participation in the State of Montana's Drinking Water State Revolving Fund Program • Resolution No. R09-14: Budget amendment resolution to appropriate funding from the Water Fund for the Phase I Water Project. • Resolution No. R09-15: Resolution of the City Council clarifying the funding of the South Laurel Storm Water Project by the Tax Increment Financing District (TIFD) through an inter- fund loan and setting the terms of said loan. • Resolution No. R09-16: Resolution of the City Council to create a new position called the Maintenance Shop Superintendent and to adopt a job description for the Maintenance Shop Superintendent position. • Resolution No. R09-17: An amended resolution of annexation of Lots 2 and 3, Block 1, Ward Subdivision, and Lots 1-5, Block 1, Laurmac Subdivision Amended, to the City of Laurel, Yellowstone County, Montana. • Resolution No. R09-18: A resolution approving Change Order No. 1 to the contract with Dick Anderson Construction, Inc. for the rehabilitation of the surface wash agitators for Phase 1 of the Laurel Water System Improvements Project and authorizing the Mayor to execute the attached Change Order No. 1 on the City's behalf. Bill reviewed the agenda items with the department heads. There was no discussion. Draft Council Workshop Aaenda - February 24, 2009 A tour of the Water Treatment Plant is scheduled on Tuesday, February 24 `h, at 5:30 p.m. Department Head Meeting Minutes of February 17, 2009 City of Laurel Volunteer Ambulance Service: • Appointments of Kris Dahl and Chris Obritschkewitsch Jan stated that the two individuals would attend the council workshop. Carson Bise, TischlerBise: Impact Fees Feasibility Study update Mary stated that Mr. Bise will make a presentation regarding the impact fees feasibility study. Nancy stated that the percentage of county patrons and the name of the library are wrong in the study. Outside patrons are listed at 14 percent in the study, and Nancy stated that 34 percent of current library patrons are from out of the city limits. Laurel Public Library is the library's name, not Laurel Community Library. Bill will inform Mr. Bise of the mistakes. Planninx • Proposed 2009 Inter-Local Agreement and 2009 Bylaws - Laurel/Yellowstone County Consolidated Planning Board James stated that copies of the agreement were distributed to the Planning Board at the February meeting. The Planning Board will review the agreement at the March 5cn meeting. Public Works D artment: • Resolution - Moratorium on resale of city water There was discussion regarding the water issue, approving a moratorium to allow time to set a policy and rate structure, appointing a task force, and amending the Rules and Regulations by resolution. Kurt will meet with Harry Whalen of Montana Rural Water at the conference tomorrow to discuss rates and process. • Resolution - Great West Engineering, Amendment No. 1 to Task Order No. 9, for water intake structure lids Mary stated that Task Order No. 9 needs to be amended to include the additional work for the water intake project. Bill stated that Pat Murtagh will start working on the rate structure on Monday. Clerk/Treasurer: • Mid-Year Budget Review Mary stated that the document will be distributed at the council workshop and she will address questions at the March 10th council workshop. Executive review: • Laurel Urban Renewal Agency: Advisory Members Mayor Olson will request a report from the Laurel Urban Renewal Agency regarding advisory members. The appointments will be on the following council workshop agenda. Mary asked regarding posting LURA agendas and submitting minutes from their meetings. Mayor Olson stated that the agency scheduled a meeting, but not all members could attend, so the meeting was rescheduled. The agendas will be posted and minutes will be submitted. • Appointments: o Police Sergeant There was no discussion. 2 Department Head Meeting Minutes of February 17, 2009 o Planning Board: Greg Nelson to the Member-at-Large term ending 06/30/2010 James stated that this is the Planning Board's appointment, but the council and commissioners need to give consent for the appointment. The appointment replaces Gerry Shay's position on the Planning Board. * Council issues: o Speed limits - East Railroad to Shannon Road (Emelie Eaton) There was discussion regarding the posted speed limit signs. Rick and Kurt will review the current signage prior to the council workshop. Other items: Kurt asked that the union contract be added to the February 24th council workshop agenda. Mayor Olson added a report from Morrison-Maierle on the wastewater project to the February 24th council workshop agenda. Bill mentioned that a lady from Community Hope contacted him requesting reduced garbage charges and/or assistance to prevent people from leaving things at their location when they are not open. There was discussion. Rick stated that it is difficult to prosecute. Kurt stated that Community Hope has complained about the garbage bill for the four years he has worked for the City. Kurt does not recommend lowering the fee because someone has to pay for the city to take the garbage to Billings. The issue will be on the next council workshop agenda for discussion. Kurt asked if and when the council should view the video of the sewer line under the interstate. Bill stated that the February 24th council workshop agenda is full so the video could be scheduled at the March 10th council workshop. Department Reports: Ambulance Service Bill will contact another plumber regarding the shower. Jan stated that the department is busy and running well. Clerk/Treasurer * Health Insurance Committee Mary asked when staff could meet to discuss the issues and the verbiage in the Personnel Implementation & Instruction Guide. A meeting is scheduled for Wednesday, February 25th, at 10:00 a.m. Bill, Mary, Rick, Kurt and Sam will attend the meeting. Mary stated that the Laurel Carpet Cleaning contract will end soon. She will distribute copies of Exhibits A and B, which outline the janitor's work in the various departments, to the department heads for review and updating. An RFP needs to be prepared for the janitorial services. There was further discussion regarding the current janitors. Mary reminded the department heads that the budget worksheets are due back by the end of February. She encouraged department heads to use the notes field and to contact her with questions. Fire Department Department Head Meeting Minutes of February 17, 2009 Scott stated that the new truck arrived today. • Preparations for new fire station - plans in place Scott is waiting for direction. Library Nancy stated that interviews for the two library positions will be scheduled next week, and the positions should be filled during the first week in March. Twenty-two applications were received for the positions, which is much higher than the seven applications received last time. Library Board members will assist Nancy with the hiring process. Police Department • Update on sergeant process Rick stated that the sergeant interviews are scheduled on Thursday at 6:30 p.m. The Police Commissioners, Jay Bell, and Bill Sheridan are scheduled to attend the interviews. Mayor Olson stated that Bill cannot attend the interviews on Thursday, and he asked if the interviews could be rescheduled for Monday. There was discussion. Bill asked Rick to reschedule the interviews if possible. City Planner • Annexation of Riverside Park James stated that the annexation of Riverside Park is on the March 5`h Planning Board agenda. • Bus Transit Grant James stated that the city received a $24,000 transit plan grant. The city's required match is for $6,000, of which $3,000 could be in kind match. A meeting is scheduled on March 0 at 9:00 a.m. with the person doing the study. James stated that a council member, a county commissioner, and a MET Transit representative will attend the meeting. Two people submitted plans from the RFP and James and Bill chose one last week. Mary questioned whether this should go through the council for approval. A resolution accepting the contract with LSC will be added to the February 24"h council workshop agenda. LSC has done transit studies for Billings, Lockwood, and Miles City. • Various grants for "Laurel Dump Cleanup" James will contact the lady in Helena again. Public Works D artment • Winter streets Kurt stated that the patching machine is ready for the crew to patch potholes when the temperature is above 25 degrees. • Status of streets Kurt needs to work on the street program. • Status of water intake at WTP Kurt stated that the ice is off the intake and the ice under the bridge is coming loose. COP Construction reviewed the situation and is concerned that the ice under the bridge could injure someone. The water temperature is rising and should continue to do so in the next few weeks. + Status of Water Plant upgrade 4 Department Head Meeting Minutes of February 17, 2009 Kurt stated that a tour of the water plant is scheduled on Tuesday, February 24th, at 5:30 p.m. for the council and Public Works Committee. The contractor has been notified of the tour so operations will be quiet during that time. The filters will be filled later that week. • Alder Avenue Kurt and James will work on the request for annexation of Alder Avenue. Kurt needs to contact Gary Neville regarding the quantity and delivery of millings available for use on Alder Avenue and First to Eighth Avenue. He stated that the annexation process needs to be completed before May. • Status of Main Street from 1st to 8th Avenues Kurt needs to contact MDT regarding the sidewalk in front of Dean Fausnaugh's property so he will sign the easement. A meeting with MDT is scheduled soon. • Report on progress with South Laurel Business SID There was discussion regarding creating an SID or asking property owners to sign agreements for the city's match for the curb, gutter, and sidewalk project. An SID would cost about $3,700 per lot, as compared to $1,700 per lot for an agreement. Further discussion included the need for agreements, how to assess properties, and whether properties that do not abut South First Avenue should be included. Kurt will try to meet with the property owners next week. 0 Potential 6th Street SID project There was no discussion. • Status of Wastewater Plant upgrade Morrison-Maierle will give a presentation at the council workshop on February 24th. Kurt has been working with Stephanie Seymanski on the final plans. • Frozen water line to Riverside Park Kurt stated that the line is still frozen. • Solid waste truck purchase Kurt needs to rewrite the specs for a new garbage truck. He mentioned that the control system on the demo truck is now joy stick controlled. Kurt spoke regarding the offer letter for the plant superintendent. Kurt met with Scott Ryder today regarding the school site plan. The project manager, Building Solutions, has not contacted the city regarding the project. Kurt spoke regarding water line replacement, the need to upsize a 4-inch line to an 8-inch line from Wyoming to Pennsylvania, and the possibility of having the school participate in the replacement costs of about $77,000. Kurt stated that the 4-inch line does not serve the fire hydrant and it needs to be upsized. There was discussion regarding what the city would require of a private developer and other locations within the city that have similar issues with flow to fire hydrants. Kurt recommends that the city not allow anyone to tap into an undersized line. Mayor Olson stated that the issue should be brought to the council for consideration at the next council workshop. Kurt explained an accident with the garbage truck today. MMIA has been notified. Department Head Meeting Minutes of February 17, 2009 Kurt contacted the Italian Ditch Company regarding moving the ditch by Fitchner Chevrolet. Engineering, Inc. is preparing a site plan for Tractor Supply Company. The storm water PER states that the ditch should not be culverted but should remain open. Kelly Brester, the president of the Italian Ditch Company, told Kurt that the ditch could be moved with certain restrictions. Leonard Fitchner requested a letter of agreement with the Ditch Company and the council allowing the ditch to be moved. Kurt asked if CIP purchases could be made, as he needs garbage containers for the container site. Bill stated that the Purchasing Policy and the bidding process need to be followed. Kurt mentioned that a new sign was built for Riverside Park. It will be presented to the Park Board, which will make a recommendation to the council for acceptance of the sign. Kurt will attend the Rural Water meetings the rest of the week. City Attorney Sam stated that the union contract should be on the February 24th council workshop agenda. Sam will work on some issues Municipal Code Corporation has with subsections in some ordinances. The ordinances will be on the March 10th workshop agenda. Mayor Olson There was no discussion. Chief Administrative Officer • Letter to Cenex regarding potable and fire flow water service improvement - changes • Bids on removal of wall sections - Mayor's conference room Bill will work on these items. Other Kurt stated that the schedule of fees and charges needs to be updated to include fees for fire flow tests and review of preliminary site plans. The process will be started. James mentioned the issue with moving the caboose that is currently on the school's property. There was further discussion. Mayor Olson spoke regarding a city calendar on the server to schedule meetings, etc. There will be further discussion at the next department head meeting. The meeting adjourned at 4:27 p.m. Respectfully submitted, Cindy Allen Council Secretary 6