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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.07.2009MINUTES DEPARTMENT HEAD MEETING APRIL 7, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson Bill Sheridan Kurt Markegard (3:42 p.m.) Jan Faught Sam Painter Nancy Schmidt Derek Yeager James Caniglia Council Agenda - April 7, 2009 Public Hearings: • 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 - March 17, 2009) • 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 - March 17, 2009) Scheduled Matters: • Confirmation of Appointments: o Laurel Volunteer Ambulance Service: Terie Obritschkewitsch o Laurel Volunteer Fire Department Officers: Fire Chief - Derek Yeager; 1St Assistant Fire Chief - Terry Ruff; 2"d Assistant Fire Chief - Scott Wilm; 3rd Assistant Fire Chief - Will Guenthner. o Laurel Urban Renewal Agency Advisory Members: Steve Diefenderfer to a one-year term ending December 31, 2009; Janice Lehman to a two-year term ending December 31, 2010; Steve Solberg to a three-year term ending December 31, 2011; and Steve Zeier to a four-year term ending 2012. • Resolution No. R09-28: Resolution authorizing the Mayor to execute the requisite agreements with Beartooth Harley-Davidson/Buell for the use of three motorcycles by the City of Laurel Police Department. • Resolution No. R09-29: A resolution authorizing the Mayor to accept a proposal from CHS Refinery to relocate/modify sanitary sewer tie-ins to CHS trunk lines. • Resolution No. R09-30: A resolution of the City Council accepting the donation of a sign for Riverside Park. • Resolution No. R09-31: A resolution of intent by the City Council to annex East Maryland Lane and Alder Avenue street rights-of-way, both contiguous to the City of Laurel and currently owned by Yellowstone County, Montana. • Resolution No. R09-32: 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. • Resolution No. R09-33: Resolution of the City Council to create a position called the full-time fire chief and to adopt a job description for such position. • Resolution No. R09-34: A resolution approving the attached Task Order No. 10 authorizing Great West Engineering to develop the preliminary and final design phases and to assist with the bidding and construction phases for the citywide street maintenance project. Department Head Meeting Minutes of April 7, 2009 Bill reviewed tonight's council agenda. There was no further discussion. Draft Council Workshop Ap-enda - April 14, 2009 Laurel Urban Renewal Agency presentation Public Works Department: • Resolution -Accepting deed and easement for utility tract Certificate of Survey No._; • Resolution - State of Montana Right-of-Way Agreements STPU, 8th Avenue - Main to 9'h - Laurel, PE Project STPU 6905(5) Planning Department: • Resolution - Annexation of road in front of 2057 East Maryland Lane Clerk/Treasurer: • Resolutions - MMIA Interlocal Agreement/Program Documents Update Chief Administrative Officer: Bill stated that the Street Stabilization Program would be added to the council workshop agenda. Executive review: • Proclamation - Municipal Clerks Week, May 3-9, 2009 • Annexation of Riverside Park • Authorization to request quotes for health insurance • Insurance Committee restructure There was no further discussion regarding the April 14't' council workshop agenda. Department Reports: Ambulance Service Jan stated that there is nothing new at the department. Clerk/Treasurer • Health Insurance Committee Mary stated that the staff met with the union reps today to discuss the Health Insurance Committee. Staff will consider the proposals presented by the unions, and another meeting will be scheduled. The differences are regarding the membership of the committee. • Budget Mary has not worked on the budget because of other urgent issues. She will input the information she has received soon, but some budgets have not yet been turned in. The next step will be to schedule meetings with the CAO and department heads. • Janitorial services RFP Mary stated that the RFP is being advertised. One prospective bidder has an appointment to see city hall tomorrow, and one bidder has already gone to the police department and the library. Sam will prepare an addendum to the RFP. 2 Department Head Meeting Minutes of April 7, 2009 Mary is working on allowing payment by credit card for the court and police department. The court still needs to provide bank information. Kelly will provide training for both departments. There was discussion regarding credit card payments for the library. Nancy stated that it is not needed at this point. Mary asked regarding the status of the city's website. There was discussion regarding the E-Gov link, Jim Huertas' contract to update the website and a possible proposal to continue his services, and the need for minutes, documents, LMC, and forms to be available online. Mary received an e-mail from Mary Kay Puckett, of Mountain West Benefits, regarding the Worksite Wellness Program. MMIA was disappointed in the participation in last fall's wellness program. Mountain West Benefits wants to share the results of the health assessment campaign with the City of Laurel on Tuesday, May 5th, at 3:30 p.m. A "wellness champion" needs to be appointed to promote the program in Laurel. There was discussion regarding participation. Mary will invite them to come at 4:00 p.m. on Tuesday, May 5th Library Nancy stated that over 3,000 library items were circulated last month. She mentioned that the new employees are working out well. Bill asked regarding statistics of county patrons at the library, as he will meet with Commissioner Kennedy this month. Nancy will provide the latest figures on April 10th. Fire Department • Preparations for new fire station -- plans being reviewed There was no discussion. Derek stated that the Company did away with the 1 St, 2°d, and P Assistant Fire Chiefs, as all three individuals will share the position. Mayor Olson stated that the three would be appointed as assistants tonight. Derek and Scott are working to make a smooth transition for the new fire chief position. Bart Haskell will set up Derek's e-mail this week. Police Department Rick stated that no bids were received for the relief dispatcher position, so the job will be advertised in the Laurel Outlook and with Job Service for the next two weeks. There was discussion regarding the relief dispatcher position, which guarantees 20 hours/week plus coverage for vacations and sick leave. Rick stated that the 12-hour shifts have been good for the dispatchers and for scheduling purposes. Rick is waiting on direction regarding applying for the COPS Grant, which is due on April 17th. The grant writer is ready to prepare the grant if Rick is directed to do so. The grant would provide 100 percent of the wages and benefits for a police officer for three years. The city would have to commit to keeping the officer on for the fourth year. City Planner • Various grants for "Laurel Dump Cleanup" James has not found any grants for the cleanup and has tried to contact the person at DEQ. 3 Department Head Meeting Minutes of April 7, 2009 James met with someone regarding fiber optic cable lines for internet. He explained the need to make sure fiber optic cables are laid when streets are tom up and rebuilt. There was discussion regarding the need for fiber optic cable lines, the recruiting possibilities with wireless capabilities, the grant monies available, and the miles of fiber optics already laid in Montana. James stated that stimulus money might be available to install fiber optic lines along 8th Avenue and Main Street. Kurt arrived at this time. James stated that the Planning Board discussed a zone change to allow auction houses in the Central Business District. He asked for council direction regarding this before the Planning Board holds a public hearing. There was discussion. James stated that a resolution is needed to accept a contract for surveying and documentation of buildings and the National Register nomination. This item will be on the April 14th council workshop agenda. Public Works D artment • Status of street plan Kurt stated that Chad Hanson is working on the street plan. Chad informed Bill today that the project would be ready on June 3`d. Mary stated that the timeline needs revision. Kurt will meet with Chad. • Status of Water Plant upgrade Kurt stated that the project is complete, and the pump will be delivered and installed in May. A stop work order has been requested by the contractor. • Alder Avenue The amount of available millings is still being discussed with MDT. • Status of Main Street from 18t to 8th Avenues Kurt stated that the plans are ready and the easement work needs to be done. • Report on progress with South Laurel Business SID Kurt stated that the project will let in May. Chad and Kurt will meet with the property owners. The Notice to Proceed has been signed for COP Construction to begin work on April 13th • Potential 6th Street SID project Stimulus funding might be available. • Status of Wastewater Plant upgrade Mary stated that Bill made a recommendation regarding the project at a recent council meeting. She requested adding a resolution to the April 14th council workshop to formalize the recommendations and request a definite timeline to keep Morrison-Maierle on track. There was discussion regarding the scope of the project, including the oxidation ditches and ultraviolet. Sam, Bill, Kurt and Mary need to meet regarding contract issues. • Frozen water line to Riverside Park 4 Department Head Meeting Minutes of April 7, 2009 Kurt has a contract for $2,500 with ACE Electric to pull new pipe through the old pipe next week. The pipe will cost $800. • Solid waste truck purchase Kurt is working on the specs for the truck. Kurt mentioned that the water has been shut off on First Avenue from 0 Street to 12'h Street while the contractor installs the new fire hydrant by the post office. Kurt stated that the county wants the city to annex the street in front of 2057 East Maryland Lane. The county will release the property owner from the RSID after the annexation is done. City Attorney There was no discussion. Mayor Olson • City calendar There was no discussion. Chief Administrative Officer • Letter to Cenex regarding potable and fire flow water service improvement - changes Bill stated that the letter needs to be approved. • Bids on removal of wall sections - Mayor's conference room Bill stated that the contractor will start the project on Monday. Other Bill stated that Dennis Eaton built a shadowbox that will be installed in the entryway of city hall. Items from the Laurel's 100-year celebration will be displayed in the shadowbox. Kurt mentioned the Arbor Day celebration on Wednesday, April 15'j', at 6:00 p.m. in Fireman's Park. A 12-foot blue spruce will be planted in honor of Gay Easton. The meeting adjourned at 3:55 p.m. Respectfully submitted, <J Cindy Allen Council Secretary 5