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HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.17.2009MINUTES DEPARTMENT HEAD MEETING MARCH 17, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Bill Sheridan Sam Painter Mary Embleton James Caniglia Nancy Schmidt Rick Musson Kurt Markegard (3:06 p.m.) Jan Faught (3:08 p.m.) Council Agenda - March 17, 2009 Public Hearin. • 2009 Wastewater Facilities Plan Update Bill will present the issue to the council. Mary explained that a public hearing is required as part of the process to approve the amended PER. The council also needs to accept the document as part of the plan at the next council meeting. A resolution will be needed to accept the PER update. There was discussion regarding the project, the staffs recommendation regarding the project, projects for the stimulus package, how to force a resolution on tonight's council agenda, and the recommendation to split the project into two parts. Scheduled Matters: • Confirmation of Appointments: o Laurel Volunteer Fire Department: Travis Nagel, Sean McCleary, Sean Parkinson o Laurel Police Department: Fredric Gregory ¦ Swearing-in Ceremony Rick and Fred will attend tonight's council meeting. Rick will read the Code of Ethics and Mayor Olson will perform the swearing-in ceremony. • 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. Second reading. • 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. Second reading. • Ordinance No. 009-03: Ordinance amending Section 2.68.100 of the Laurel Municipal Code, amending the Judge's salary. Second reading. • Ordinance No. 009-04: Ordinance modifying previously adopted Ordinance No. 008-09 and Ordinance No. 007-11 to renumber and revise certain chapters for purposes of codification into the Laurel Municipal Code. First reading. • Ordinance No. 009-05: Ordinance amending Chapter 2.08.020 of the Laurel Municipal Code clarifying that the Library Board is responsible for fixing salaries and compensation for employees of the City Library. First reading. • Resolution No. R09-25: A resolution approving a small construction contract between the City of Laurel and P & H Concrete, Inc., providing for curb and gutter repairs throughout the City of Laurel. • Resolution No. R09-26: A resolution accepting the bid and authorizing the Mayor to sign a contract with Castlerock Excavating, Inc., for fire hydrant replacement. Department Head Meeting Minutes of March 17, 2009 There was no discussion regarding the ordinances or resolutions. Draft Council Worksho Agenda - March 31, 2009 Clerk/Treasurer: • Administrative Charges Allocation/Rental Allocation Executive Review: • Resolution - Accept sign for Riverside Park (Eagle Scout project) • Full-time fire chief position • Appointments: o Laurel Urban Renewal Agency Advisory Members: Steve Diefenderfer, Steve Solberg, Steve Zeier, Janice Lehman, and Jered Kaiser as alternate • U. S. Census Bureau- 2010 Census Rick asked that the agreements with Beartooth Harley-Davidson be added to the March 31" council workshop agenda. Kurt asked regarding the letter from Cenex about modifying sewer tie-ins. Mary stated that regulations require anyone outside the city limits to request council approval for sewer tie-ins. The item will be on the March 31st council workshop agenda. James stated that MDT will purchase some land for the Eighth Avenue project and then transfer it to the City of Laurel. The land will be purchased from the city's urban funding monies. Department Reports: Ambulance Service Jan spoke regarding a meeting with dispatch at the fire station today to set the boundaries for fire and ambulance. Monica will code everything and the E-911 system will be online soon. Yellowstone County will print new maps to show the updated boundary areas. There was discussion regarding the boundary areas for ambulance and the possible need to get council approval, the fire contracts and the expanded fire boundaries, and dispatch issues. Sam will review the need for council approval of the extended boundaries. Mayor Olson, Bill and Jan will meet following this meeting to discuss the issue of reserves and attendants. Clerk/Treasurer • Health Insurance Committee Mary stated that department heads met with MMIA last week. Preliminary rates will be available on April I". Work is continuing on the Health Insurance Committee guidelines. Mary requested a meeting today to discuss the health insurance issues. Mary stated that the janitor's contract expires on May b, 2009. Mary distributed copies of the current scope of work for the buildings/departments and asked department heads to review them by March 25th. A Request for Proposals will be advertised on April l st and 8th, with April 17th as the deadline to submit 2 Department Head Meeting Minutes of March 17, 2009 a proposal. The recommendation will be presented at the council workshop on April 28th for approval and award of the contract at the council meeting on May 5th Fire D artment • Preparations for new fire station - plans being reviewed Bill stated that one contractor submitted a bid of $125,000 to prepare plans for the new fire station. An engineering firm submitted a bid of $150,000 to $190,000 to prepare plans. Mary stated that a Request for Proposals would be appropriate, as over $18,000 for professional services requires an RFP. Library Nancy stated that the two new employees are being trained. The library's website is www.laurelnubliclibrm.org. Police Department Rick mentioned that the department painted the squad room and office and set up the furniture received from the DEA. New shades and carpet were also installed. Mary requested the value of the furniture so the city can accept the donation. Fred Gregory will start attending the 12-week Police Academy in April. Rick will post the relief dispatcher position within the city. If there is no response, he will advertise the position. City Planner • Various grants for "Laurel Dump Cleanup" James received an e-mail from BSEDA regarding a Federal program for Brownfield studies. This would be a grant to study the problem, not to address it. However, if the city had a plan in place, it would be more likely to receive a grant to address the problem. James will do more review. Public Works D artment Kurt stated that Tim Reiter is on board and working on issues with the lift pumps and maintenance issues at the WWTP so that an accurate budget can be prepared. • Status of street plan Kurt stated that the Eighth Avenue project was discussed at a recent meeting with MDT. Right-of-way agents are meeting property owners regarding the project. There was discussion regarding boulevards, trees, sidewalks and narrower streets. Bill stated that 61 property owners need to sign ROW agreements. • Status of water intake at WTP Kurt stated that one lid should be replaced by Wednesday, and the rest should be done by the end of the week. • Status of Water Plant upgrade Kurt explained issues with the anchoring bolts. The filter should be back online next week, and the pump will be delivered and installed in April. Alder Avenue There was discussion regarding the intent to annex Alder Avenue. Sam will review the issue. 3 Department Head Meeting Minutes of March 17, 2009 Kurt planed to use the millings from the 2002 turn lane project on Alder Avenue. However, MDT has requested use of millings on the Eighth Avenue through the winter. Kurt does not know how much millings will be available. Kurt spoke regarding using storm pipe from South 4th Avenue to replace storm pipe at the intersection of East 7th Street and Washington Avenue. The sidewalk would also need to be done. Mary asked if a storm water district would be appropriate. Mayor Olson asked Bill to meet with Kurt to discuss the issues regarding millings and pipe. • Status of Main Street from 1St to 8th Avenues Kurt stated that the project is scheduled for 2011 at this time. Easements are still needed from two property owners. Kurt will contact Gary Neville and Rod Nelson regarding this project. • Report on progress with South Laurel Business SID Kurt stated that the Notice to Proceed is needed. COP Construction requested the date of April 15th, as asphalt plants will open then. Mayor Olson will sign the Notice to Proceed. The warranty will begin on completion of the project. Kurt mentioned that a LURA member asked him when SE 4th Street would be paved. Kurt stated that there are no plans to repave the street at this time. An SID could be created for pavement maintenance or restoration. James stated that most of the LURA members do not want to do another big project in the south side of the TIFD. Mayor Olson stated that the council has the final authority. Kurt asked Sam to prepare the agreements for the curb, gutter, and sidewalk costs for the eight property owners in the 2002 turn lane project. The property owners will provide the 15 percent match required for the CTEP funds. • Potential 6th Street SID project There was no discussion. • Status of Wastewater Plant upgrade There was no further discussion. • Frozen water line to Riverside Park Kurt stated that work would be done on the water line next week. • Solid waste truck purchase Kurt is reviewing the specs for the garbage truck. Kurt stated the need to hire an appraiser to appraise the land for the lift station. He explained the issues and asked for direction. There was discussion regarding the required lot needed for the lift station, whether to purchase or lease, and the need to meet with the property owners. A meeting will be scheduled with the property owner, the original owner, Bill, Sam and Kurt. City Attorney There was no discussion. 4 Department Head Meeting Minutes of March 17, 2009 Mayor Olson • City calendar Mayor Olson explained the need and advantages of using a city calendar to maintain a schedule for issues and to coordinate meetings. He stated that the calendar is not meant to micromanage departments but to recognize issues. Chief Administrative Officer • Letter to Cenex regarding potable and fire flow water service improvement - changes Bill is working on the letter. • Bids on removal of wall sections - Mayor's conference room Bill will contact the contractor that submitted a $3,000 bid. Other There was no further discussion. The meeting adjourned at 4:34 p.m. Respectfully submitted, Cindy Allen Council Secretary 5