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HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.03.2009MINUTES DEPARTMENT BEAD MEETING MARCH 3, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Rick Musson Scott Wilm Bill Sheridan Kurt Markcgard Sam Painter Nancy Schmidt Council A enda - March 3 2009 Public Hearings: • Ordinance No. 009-01: An ordinance of the City of Laurel, to repeal a portion of Table 17.20.020 of the Laurel Municipal Code entitled Breweries, Alcoholic Distillation and to replace it with a new section entitled Alcoholic Beverages, Manufacturing and Bottling. (First reading - February 3, 2009) • Ordinance No. 009-02: An ordinance of the City of Laurel, to repeal a subsection of Section 17.40.090 of the Laurel Municipal Code entitled Off-street Parking Requirements - Procedure - Specifications. (First reading - February 3, 2009) • Ordinance No. 009-03: Ordinance amending Section 2.68. 100 of the Laurel Municipal Code, amending the Judge's salary. (First reading - February 17, 2009) Scheduled Matters: • Confirmation of Appointments: o City of Laurel Volunteer Ambulance Service: Kris Dahl and Chris Obritschkewitsch a Planning Board: Greg Nelson to the Member-at-Large term ending 06/30/2010 The appointments are on tonight's council agenda. • Resolution No. R09-19: Resolution authorizing the Mayor to sign a contract with the Montana Department of Transportation (MDT) providing for a Transit Development Plan Grant. • Resolution No. R09-20: A resolution approving a contract between the City of Laurel and LSC Transportation Consultants to prepare a Transit Development Plan. • Resolution No. R09-21: A resolution of the City Council declaring a moratorium on all businesses, entities and individuals requesting the City's approval to sell or re-meter city water until an updated rate study and schedule is developed and adopted by the City Council. • Resolution No. R09-22: A resolution approving Amendment No. 1 to Task Order No. 9 of the Agreement for Professional Services dated June 5, 2007, between the City of Laurel and Great West Engineering, Inc. regarding the water system intake, and authorizing the Mayor to execute the attached Amendment No. 1 on the City's behalf. The resolution will finalize Great West Engineering's contract for design and construction of the water intake lid project. Resolution No. R09-23: A resolution of the City Council approving a three-year agreement between the City of Laurel and the Local Union known as Local 316, American Federation of State, County and Municipal Employees, AFSCME. Kurt stated that Local 316 is scheduled to meet at 3:45 p.m. today to recommend withdrawal of the request for all sick leave to be paid upon the death of an employee. If the union agrees, Mayor Olson will explain it to the council tonight. Department Head Meeting Minutes of March 3, 2009 * Resolution No. R09-24: A resolution authorizing the Mayor to sign a Construction Agreement with the Montana Department of Transportation for the Federal Aid Project No. STPU 6905(1). The construction agreement is for the $"' Avenue project. • Approval of City of Laurel's conditions to move the Laurel Drain/Italian Ditch Company Kurt stated that the developer called today and was concerned that Tractor Supply did not have input in the conditions for moving the ditch. Kurt told the developer that the items are non-negotiable and that Tractor Supply is not the property owner. Two items were revised in the final draft of the document: the attorney's fees were removed and the "hazardous materials" was added to the statement "Property Owners shall not discharge storm water or hazardous materials of any kind from adjacent properties into the Ditch at any time." Draft Council Workshop A.2enda - March 10. 2009 Fire D artment: • Appointments of Travis Nagel, Sean McCleary, Sean Parkinson Scott will see if the three men can attend the council workshop. Police Department: • Appointment of Fredric Gregory as a police officer The appointment will be on the council agenda on March 17th Morrison-Maierle Inc.: • Wastewater Facilities Plan update The presentation will be given at the council workshop on March 101h. Public Works Department: • Video of the sewer line under the interstate Kurt will give the presentation next week. Resolution - Replace fire hydrant at 6"' Street and First Avenue Kurt stated that a car hit the fire hydrant at 6`h Street and First Avenue and it needs to be replaced. The driver in the DUI case did not have insurance, but the attorney will seek restitution. • Resolution - Small Service Contract to repair concrete curb and gutter for curb box repairs Kurt explained that Charlie White was supposed to do some concrete work three years ago, but it has not been done. Kurt wants to contract with a concrete contractor to repair all concrete curb and gutter for curb box repairs. Planning Department: • Annexation of Riverside Park The annexation of Riverside Park will be on the March 100' council workshop agenda. Clerk/Treasurer: • Administrative Charges Allocation/Rental Allocation Mayor Olson asked that Miral Gamradt's presentation be rescheduled for March 315` Executive review: • Ordinances - Revisions for Municipal Code Corporation 2 Department Head Meeting Minutes of March 3, 2009 Sam will prepare ordinances needed to fix the numbering in some ordinances that were recently adopted. • Full-time fire chief Mayor Olson asked that this item be rescheduled for March 31st • Council Issues: o Speed limits - East Railroad to Shannon Road (Emelie Eaton) There was discussion regarding possible annexation of the road, the resulting additional maintenance costs, the way the County determined the 35 mph speed limit for its portion of the road, and Rick's concerns with two different speed limits on two sides of the same road. Kurt stated that council direction is needed regarding annexation of the county's half of the road. Kurt asked regarding the appointment of Tim Reiter as Utility Plants Superintendent. There was discussion regarding the Mayor's appointment of department heads and staff. Department heads, firemen, ambulance crewmembers and police officers have been appointed by the mayor, but other staff members have not. Sam will review the code to determine when appointments are required. Rick stated that police officers are appointed by the mayor and then sworn in at a council meeting. Department Reports: Ambulance Service There was no discussion. Clerk/Treasurer • Health Insurance Committee Bill stated that MMIA will present information regarding future benefits to department heads and to employees soon. Rick, Kurt, Mary, Sam, and Bill will meet on March 11th at 3:00 p.m. to discuss the health insurance issues. Fire Department Scott stated that Brush 5 is in service. Work is being done on the new engine company to install the parts to make it ISO certified, and it should be ready for service by the end of March. • Preparations for new fire station - plans in place - Jerry Jones Bill stated that Jerry Jones is a contractor who is working to provide plans for the new fire station. Library Nancy stated that the applications will be reviewed further to fill the two positions in the library. Police Department Rick stated that Mark Guy would begin the sergeant position on Wednesday at 8:00 a.m. The appointment of Fred Gregory as a police officer is scheduled for March 17th. Rick plans to have Fred attend the police academy in April. The next step is to advertise for the relief dispatcher position. Rick mentioned that the new COPS Grant provides 100 percent funding for three years. Applications should be out by the end of March. 3 Department Head Meeting Minutes of March 3, 2009 City Planner • Annexation of Riverside Park There was no discussion. • Bus Transit Grant There was no discussion. • Various grants for "Laurel Dump Cleanup" Bill stated that state officials will be contacted regarding available grants. Public Works D artment Kurt contacted Pat Murtagh regarding the water intake lids today and emphasized the need to complete the project before high flow begins. If the lids are not in place by high flow, trees and debris will flow down the river and cause concerns. Kurt will meet with Great West after the department head meeting to discuss the safety issues. Pat Murtagh also requested a meeting with Bill Sheridan and Mayor Olson today. • Winter streets Kurt stated that the crew is patching streets. • Status of streets Kurt is working on the budget at this time. • Status of water intake at WTP There was no further discussion. • Status of Water Plant upgrade Kurt stated that the contractor is putting the filter media in now and should be done in a couple days. • Alder Avenue Kurt needs to meet with Gary Neville. • Status of Main Street from 1" to 8th Avenues There was no discussion. • Report on progress with South Laurel Business SID Kurt talked to Chad Hanson last Friday. A meeting will be scheduled with the property owners soon. • Potential 6`h Street SID project There was no discussion. • Status of Wastewater Plant upgrade Morrison-Maierle will present an update at the council workshop on March 10`h Kurt explained that the landowner by the Elm Street lift station is willing to sell a portion of a lot to the city for a lift station. Stephanie Seymanski has determined that a 40x40 foot lot would provide adequate space. The property owner asks for a fair and reasonable price for the land. The next step is to 4 Department Head Meeting Minutes of March 3, 2009 negotiate the price and prepare a buy/sell agreement. Commercial square footage in the city is priced at $9 per square foot. Kurt recommended installing a 6-foot vinyl fence around a new lift station. • Frozen water line to Riverside Park Kurt stated that the condition of the water line will be checked after it is completely thawed. • Solid waste truck purchase Kurt met with one vendor yesterday. The city's drivers want the city to pursue purchasing a similar model as the demo used recently. The City of Hardin has agreed to forward the specs it used to purchase a new garbage truck. City Attorney Sam, Kurt, Rick, Bill and Mary met recently to review the guidelines for the Insurance Committee. Sam is working on the revision. Sam and James attended the County Commissioner's meeting on Monday and discussed the issues at 2057 East Maryland Lane. The county is not willing to do anything except allow the city to annex a small area of the street in that location, which the county would then continue to maintain. The only two options are for the City of Laurel to de-annex the property or to annex the street. Annexation of the street would release the property owner from the county's RSID. The city's street maintenance district assessment is higher than the RSID on the property. Mayor Olson asked Sam to write a letter to the property owner. The issue will be added to the March 10th council workshop agenda. Mayor Olson • City calendar Mayor Olson will meet with Bart Haskell on March 17`" regarding the city calendar. Although one person would keep the calendar updated, department heads would be responsible to get the items on the calendar. Chief Administrative Officer • Letter to Cenex regarding potable and fire flow water service improvement - changes Bill wrote a draft letter to Cenex but has not yet sent it. • Bids on removal of wall sections - Mayor's conference room Bill received another bid, which was higher than $3,000. Other Kurt stated that he does not have access to the Black Mountain Software program and would like to have access to read-only files. The meeting adjourned at 3:48 p.m. Respectfully submitted, Cindy Allen Council Secretary 5