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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.14.2009MINUTES DEPARTMENT HEAD MEETING APRIL 149 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Bill Sheridan James Caniglia Sam Painter Nancy Schmidt Council Workshop Agenda - April 14, 2009 Rick Musson Jan Faught Derek Yeager Laurel Urban Renewal Agency presentation Mayor Olson spoke with Shirley McDermott today. The presentation might be rescheduled for the next council workshop. Mayor Olson asked Bill to attend the next LURA meeting on Monday at 11:00 a.m. Fire Department: • Discussion - Expansion of wildland fire boundaries Derek explained the need to expand the wildland fire boundaries to include an area south of Laurel. Since the Duck Creek Fire Department folded, Jim Kraft is dividing coverage of the area between the Laurel and Blue Creek Fire Departments. There was discussion regarding the city's three fire districts, one fire service area, and three private fire contracts, and whether a new or amended agreement would be required. Rick stated that 911 issues were affected and the department is waiting for a final drawing of the area. Public Works D artment: • Resolution - Accepting deed and easement for utility tract Certificate of Survey No. The utility tract is located by Calvary Baptist Church. MDT is arranging for the sale of the piece of land for a storm water retention pond. Mary asked if the certificate had been filed yet. James will attend tonight's council workshop meeting to explain this item. Resolution - State of Montana Right-of-Way Agreements, 8t' Avenue - Main to 9th - Laurel, PE Project STPU 6905(5) The resolutions for the two right-of-way agreements will be on tonight's council workshop agenda. • Resolution - Resolution clarifying the scope of Phase 2 of the Wastewater Project and establishing deadlines to complete the project Mary and Sam drafted the resolution to explain the scope of the project. Input is needed from Morrison-Maierle to establish the deadlines for each aspect of the project. The deadlines are needed so Morrison-Maierle has accountability to get the project done. • Resolution - Accepting the donation of a park bench dedicated to Gay Easton for Kiwanis Park. Bill stated that Gay Easton's family members donated $600 to purchase a table with benches for placement in Kiwanis Park. Planning D artment: 9 Resolution - Annexation of right-of-way in front of 2057 East Maryland Lane Department Head Meeting Minutes of April 14, 2009 James stated that Yellowstone County has agreed to remove the property from the RSID after the city annexes the street right-of-way into the city. A notice of intent to annex will be published and a public hearing will be held. • Resolution - Accept contract with Jecyn Bremer and Sara Adamson for surveying and documentation of buildings and National Register nomination. James explained that the contract is part of the Preserve America Grant to survey downtown buildings. Mary asked regarding the match for the grant. James stated that payment will be made in three stages, with the final payment in March 2010. The budget for the match is $11,500, but some should be an in- kind match. The match could come from the Planning Consulting budget, the Building Department budget, or TIFD funds. Clerk/Treasurer: • Resolutions - MMIA Interlocal Agreement/Program Documents Update Mary stated that Montana Municipal Insurance Authority is changing its name to Montana Municipal Interlocal Authority. Resolutions and updated agreements are needed for the liability, workers' comp, property, and employee benefits programs. • Resolution - Adopt Administrative Cost Allocation System & Development of a Right-of-Way Rental Charge Mary stated that the resolution would accept the report prepared by Miral Gamradt and adopt the first two years of the right-of-way rental charges. She gave a brief explanation of administrative charges and right-of-way rental charges. Chief Administrative Officer: • Street Stabilization Program Bill stated that just under $400,000 is available for the program to chip seal, crack seal, and imfrove streets in the city. Ads will be in the papers this week, and the bid opening is scheduled for May 6` . Executive review: • Proclamation- Municipal Clerks Week, May 3-9,2009 Mayor Olson stated that the proclamation will be on the council agenda. • Appointment: Yellowstone Conservation District Board - Emelie Eaton The appointment will be on the April 21" council agenda. • Discussion - Annexation of Riverside Park Mayor Olson explained that further discussion is needed regarding annexation of Riverside Park. • Authorization to request quotes for health insurance There was discussion regarding whether to go forward with the process to request quotes, what is involved in the process, the need for a council resolution to authorize the request for quotes, the MMIA Laurel Custom Plan, and the two-tiers for premium calculations for the MMIA pool. • Insurance Committee restructure Mayor Olson explained the proposal for equitable representation in the Insurance Committee. This includes two representatives each from Local 303, Local 316, non-union employees, and the city council. Sam will submit the proposal to the union presidents. 2 Department Head Meeting Minutes of April 14, 2009 • Council Issues: o Staff CPR training (Chuck Dickerson) There was no discussion. o Centennial Committee -- Shadowbox in City Hall (Emelie Eaton) Mayor Olson spoke about the shadowbox and stated that Laurel's best resource is its people. He mentioned that several awards also need to be displayed. Other items A resolution for Change Order No. 2 with Dick Anderson Construction will be presented at the council workshop tonight. The change order includes a cost reduction of $38,000 and an increased cost of over $8,000. Mayor Olson stated that the City of Laurel is applying for a COPS Grant. If successful, the city could employ an additional police officer for three years with the funding for wages and benefits. The city would commit to pay the officer's wages and benefits for the fourth year. Rick will explain the grant application to the council tonight. Department Reports: Ambulance Service Jan stated that the Ambulance Service has been busy. In a Billings Gazette article today, Melody Westmoreland, the new operations manager with AMR, explained a new policy regarding intercept transports. AMR will no longer get on board Laurel's ambulance, but the patient will be moved to AMR's ambulance. Jan stated that the medical director and the hospitals are not fond of this policy. Jan and Bill will schedule a meeting with AMR before May Ist Jan asked Mary for a copy of the payroll sheet. Mary just needs the hours to do the calculations. Clerk/Treasurer • Health Insurance Committee Mary likes Mayor Olson's proposal. A meeting will be scheduled with the union soon. • Budget Mary is trying to work on the budget. • Janitorial services RFP Mary stated that the RFP's are due on Friday. Only one contractor has toured the buildings. Sam prepared an addendum as the law states that janitorial services with employees must be paid prevailing wages to work in a public building. Fire Department • Preparations for new fire station - plans being reviewed Derek is working on getting proposals. Stimulus money totaling $210 million is available, with a limit of $5 million per project. Bill will meet with representatives from Senator Tester's office on Friday. 3 Department Head Meeting Minutes of April 14, 2009 Library Nancy stated that library traffic was up 4.9 percent over March 2008. County residents comprise 29.5 percent of the library patrons. An Easter egg hunt held on April 8th was attended by 35 children and 15 adults, and 197 people went to the library that day. Internet computer use was up 2.9 percent during March. Nancy will attend the annual Library Conference in Kalispell next Wednesday through Saturday. Police Department Rick stated that the ad for the relief dispatcher position will be in the Outlook and at Job Service for two weeks. Bids will close on May 1st and testing is scheduled for May 11 th The Director of the Montana Law Enforcement Academy asked Rick to attend a groundbreaking ceremony for the first new building in Helena on Thursday morning. Rick plans to attend. Rick thanked Bill, Mary, and Mayor Olson for supporting the COPS Grant application. The grant was submitted today and the grant should be awarded in August or September. Public Works Department * Status of street plan Bill stated that approximately $400,000 is available for the street maintenance project. * Status of Water Plant upgrade Bill stated that the project is going well. * Alder Avenue Bill stated that Alder Avenue is the same. * Status of Main Street from 1st to 8th Avenues Bill stated that the project could go forward in 2010 or 2011. * Report on progress with South Laurel Business SID Bill stated that the city's Notice to Proceed was submitted to the contractor. * Potential Oh Street SID project Bill stated that funding is still needed for the project. * Status of Wastewater Plant upgrade Bill stated that the city received the DEQ permit. * Frozen water line to Riverside Park Bill stated that a contractor will push a new line through the frozen water line soon. * Solid waste truck purchase Bill stated that work is being done on the truck specs. City Planner * Various grants for "Laurel Dump Cleanup" 4 Department Head meeting minutes of April 14, 2009 There was no discussion. James stated that a public meeting is scheduled on May 6th at 6:00 p.m. regarding the transportation grant process. The Transportation Advisory Committee will meet on May 7th Mary asked when the proposed Interlocal Agreement would be presented to the County Commissioners. James explained that the Planning Board would like to schedule workshops for discussion of planning items prior to Planning Board meetings. This would require a change in the Planning Board by-laws before they are presented to the County Commissioners. City Attorney There was no discussion. Mayor Olson e City calendar Mayor Olson, Bill, Mary, and Cindy met with Bart Haskell last week to discuss the city calendar. Mayor Olson stated that it would be an effective tool for department heads. Bart will provide education when he is at the city on Thursdays. Mary mentioned that Outlook is a powerful tool. She stated that Bart suggested setting up a big screen in a city building that would show the city calendar. Mayor Olson stated concern with the function of the city's website. The city needs to find a way to keep the website updated, whether it is through a contract with Jim Huertas or with another company. Bill will e-mail Jim Huertas to schedule an appointment. Chief Administrative Officer • Letter to Cenex regarding potable and fire flow water service improvement - changes Bill stated that the letter is volatile and will be rewritten. 0 Bids on removal of wall sections - Mayor's conference room Bill stated that the wall sections have been removed and the electrical work will be done soon. Other There was no discussion. The meeting adjourned at 4:00 p.m. Respectfully submitted, Cindy Allen Council Secretary 5