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HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.31.2009MINUTES DEPARTMENT HEAD MEETING MARCH 31, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Ernbleton Bill Sheridan Kurt Markegard Sam Painter Nancy Schmidt Council Worksho Agenda - March 31, 2009 Rick Musson Jan Faught James Caniglia Laurel Volunteer Ambulance Service: • Appointment of Terie Obritschkewitsch Jan will introduce Terie to the council tonight. The appointment will be on the April 7th council agenda. Clerk/Treasurer: • Administrative Charges Allocation/Rental Allocation Mary will present the report Miral Gamradt prepared. Police Department: • Resolution - Agreements with Beartooth Harley-Davidson for police motorcycles Rick will present the resolution and agreements tonight. Public Works Department: • Resolution - Cenex sewer line tie-ins Kurt stated that two Cenex representatives, Pat Kimmet and Ken Billingsley, will attend tonight's council workshop. The resolution is needed for the city to accept the modifications to the Cenex sewer tie-ins. New tie-ins are not needed, and the capacity will not change. There was discussion regarding system development fees and possible annexation of a portion of land by South School that Cenex wants rezoned. • Resolution - Accept sign for Riverside Park (Eagle Scout project) Kurt stated that Keith Wheeler, the Eagle Scout that built the sign, will not be able to attend tonight's meeting. Update of water intake lid project Kurt will inform the council that the water intake lid project is completed. He will have some pictures for the council to see tonight. • Discussion regarding vacating utility easement at TenderNest Kurt will explain the issue and try to get council feedback regarding the possibility of vacating the utility easement by TenderNest. James will inform Randy Swenson that the item is on tonight's council workshop agenda. • Staff recommendation regarding 2057 East Maryland Lane Kurt stated that staff does not recommend de-annexation of the property. There was discussion regarding the water services, a maintenance agreement with the county, the release of the RSID, and Department Head Meeting Minutes of March 31, 2009 annexation of the road in front of the property. There will be further discussion at tonight's council workshop. Planning D artment: • Resolution - Annexation of Maryland Avenue and Alder Avenue James explained that the resolution is for annexation of portions of the street that should have been annexed when the adjoining properties were originally annexed. • Utility tract at West 9th Street - storm water retention James will inform the council that the plat will be filed. Chief Administrative Officer: • Discussion regarding Storm Water Maintenance District Bill will speak regarding the need for a citywide storm water maintenance district. Executive review: • Resolution - Local 316 Union contract Mayor Olson asked if the union submitted a document rescinding the request for full pay-out of sick leave. Bill will find the document. • Resolution - Full-time fire chief job description Mayor Olson stated that the job opening will be posted if the council is comfortable with the proposed funding for the position. • Authorization to request quotes for health insurance Mayor Olson stated the need to ensure that tax dollars are spent correctly and that the city could request quotes for the health insurance. Mary stated that MMIA notified her that the city's custom health would not have a premium increase, and MMIA's four other plans would have premium reductions. Mayor Olson stated that it would be fair to compare with other companies. Sam stated that the city would need to RFP for quotes. There was discussion regarding the city's custom plan, Laurel's premiums last year vs. other premiums in other cities, the timeframe for the RFP process, and the need to distribute the renewal rates to the employees. Preliminary rates will be available on Wednesday. This item will be continued on the April 14th council workshop agenda. • Insurance Committee restructure There was discussion regarding the best method to implement the restructure of the committee. Sam recently met with the two union presidents and other representatives regarding the proposal, but he has not received a response from them. Mayor Olson requested scheduling a meeting with the unions to discuss the proposal. • Street Stabilization Project Chad Hanson will attend tonight's council workshop to speak regarding the street project. The resolution for Task Order No. 10 is ready for tonight's meeting. • Legislative Updates Mary will check the updates and present the information to the council. She gave a brief update to the department heads. 2 Department Head Meeting Minutes of March 31, 2009 • Appointments: o Laurel Urban Renewal Agency Advisory Members The appointments will be on the April 7 council agenda. o Fire Department Officers The appointments will be on the April 7t' council agenda. • U.S. Census Bureau- 2010 Census Bill will speak regarding this tonight. • Council Issues: o Public Works Committee - Recommendation regarding Community Hope The Public Works Committee recommended that the Public Works Director write a letter to Community Hope to explain the options available. The committee did not recommend a reduction in the garbage rates. o Walking bridge on West 126' Street (Chuck Dickerson) There was discussion regarding whether the bridge is located in the county or the city. Kurt stated that, according to the map, it is in the city limits. The property was quit claim deeded to the city a couple years ago. Yellowstone County owns the walking bridge. o Condition of alley between First and Third Streets (Chuck Dickerson) There was discussion regarding the amount of water that comes off the building across from city hall, how the water affects the alley, and how to fix the problem with a concrete valley gutter with an inlet. A storm water maintenance district is needed for this and other similar issues throughout the city. Other items: James will give an update regarding the Laurel Urban Renewal Agency at tonight's council workshop. Department Reports: Ambulance Service Jan spoke about the multi-casualty incident (MCI) on the interstate last Wednesday. All three ambulance units responded to the multi-car collision, and five people were transported to the hospitals in Billings. Clerk/Treasurer • Health Insurance Committee There was further discussion regarding the restructure of the committee. Mary explained the current structure of the committee, which includes three non-union representatives and three union representatives, and the issues involved with the committee. The original committee included council members and employees, and staff is recommending a return to the original structure. Sam stated that the city and the unions should agree on the structure prior to presentation to the council, or the unions could file a grievance as a work condition. There was a lengthy discussion. Mayor Olson asked that a meeting be scheduled with the two union presidents, Mary, Sam, Bill, Rick and Mayor Olson. Sam requested that the staff meet prior to the meeting with the union. The meeting was scheduled for Tuesday, April 7 h, from 10:00 to 12:00. City staff will meet at 10:00 a.m. and the union representatives will come at 10:30 a.m. 3 Department Head Meeting Minutes of March 31, 2009 Mary stated that the RFP for the janitorial services contract will be advertised for two weeks. Proposals will be due on Friday, April 171h Mary distributed information regarding a computer virus that will be out on April I". Fire Department • Preparations for new fire station - plans being reviewed Bill has contacted two firms for plans and specifications. The city needs to seek federal assistance and/or voter approval. The fire department recently voted in new officers. Library Nancy stated that the library has been busy. A representative from the FCC will be at the library on April 8`h to inform people about the conversion to digital TV. Police Department • Bicycle patrol Bill asked Rick regarding bicycle patrol in the Laurel. Rick explained that bicycle patrol has been done in Laurel in the past. He spoke regarding issues with equipment, training, manpower, funding, and lack of interest. Bicycle patrol is typically done in a downtown area, which is restrictive if the officer is needed in another part of the city. Rick mentioned that Fred Gregory will begin his twelve weeks at the Police Academy on Sunday. The relief dispatcher position has been posted. City Planner • Various grants for "Laurel Dump Cleanup" James had nothing new to report. James stated that the Department of Energy recently received grants for energy efficiency of public buildings. Since it takes thirty hours to write federal grants, James asked if someone could be contracted to do so. Mary stated that Johnson Controls recently completed an energy audit of the city's facilities. The Planning Board will continue discussion regarding annexation of Riverside Park at the meeting on Thursday. MMIA has concerns about annexation while shooting is still allowed in the park. Mayor Olson stated that the public needs adequate time to comment on the annexation. There was discussion regarding a moratorium on shooting and liability exposure. It was suggested that MMIA attend a Planning Board meeting to explain their concerns. Rick is scheduled to attend this week's Planning Board meeting. James spoke regarding a franchise agreement for fiber optics in the city. Public Works Department • Status of street plan Kurt stated that the street plan is going forward. • Status of water intake at WTP Kurt stated that the water intake project is done. 4 Department Head Meeting Minutes of March 31, 2009 * Status of Water Plant upgrade Kurt stated that the filters are online and the pump should be delivered in May. He stated that the variable frequency drives (VFD) went down recently. Quotes are needed for the parts and for repairs by ACE Electric and Rosebud Engineering. Tim Reiter is working on the quotes. * Alder Avenue Kurt met with Gary Neville and Rod Nelson last week regarding the quantity of millings available. * Status of Main Street from I" to 8th Avenues Kurt will attend a meeting with Rod Nelson on Wednesday. Preliminary plans should be done this week. * Report on progress with South Laurel Business SID Kurt talked with Curt Reimann regarding the sidewalk project. The property owners need to be contacted. Chad Hanson is preparing a Notice to Proceed for COP Construction to complete the project. * Potential 6th Street SID project Kurt stated that this could be a stimulus funding project. * Status of Wastewater Plant upgrade Kurt and Mary had a conference call with the engineers and state agencies regarding the project this morning. Mary wants to ask Morrison-Maierle to produce a written timeline for the project. Bill will write a letter requesting a timeline. * Frozen water line to Riverside Park Kurt explained that ACE Electric can pull 3-inch pipe through the 4-inch pipe in this water line. Kurt will present this to the Budget/Finance Committee next week. * Solid waste truck purchase Kurt is working on the specs for the truck. Kurt explained issues regarding boulevards in the 8th Avenue project. There was discussion regarding boulevards, cobble, concrete caps, trees, and parking lanes in front of West School. Bill and Kurt will discuss this further. Kurt mentioned that the trucks hauling construction materials are causing issues with 8th Street in front of the new stadium. Sam and Kurt will write a letter to put the school district on notice regarding the condition of the street. A blue spruce tree will be planted in Firemen's Park in honor of Gay Easton at the Arbor Day Celebration on April 15th at 6:00 p.m. City Attorne There was no discussion. Mayor Olson * City calendar Department Head Meeting Minutes of March 31, 2009 Mayor Olson, Mary, Bill, Cindy, and Bart will meet on Wednesday, April 8th, at 5:00 p.m to discuss the city calendar. Chief Administrative Officer • Letter to Cenex regarding potable and fire flow water service improvement - changes Bill is still working on the letter. • Bids on removal of wall sections - Mayor's conference room Bill received the bid. There are additional repair issues. Other Rick stated that the COPS Grant is due on April 15th, and he asked if he should proceed with it. The meeting adjourned at 4:55 p.m. Respectfully submitted, Cindy Allen Council Secretary 6