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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.21.2009MINUTES DEPARTMENT HEAD MEETING APRIL 21, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Bill Sheridan Sam Painter Mary Embleton Kurt Markegard Nancy Schmidt James Caniglia Rick Musson Jan Faught Derek Yeager Council Agenda - April 21, 2009 Public Hearin: • 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. R09-31) James will present the issue to the council at tonight's public hearing. Ceremonial Calendar: Municipal Clerks Week Proclamation - May 3 through May 9, 2009 Mayor Olson will present the proclamation at tonight's council meeting. Scheduled Matters: • Confirmation of Appointments: o Yellowstone Conservation District Board: Emelie Eaton to a term ending July 1, 2011. • 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. Second 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. Second reading. • Resolution No. R09-35: Resolution approving and adopting the Montana Municipal Interlocal Authority Revised and Restated Interlocal Agreement. • Resolution No. R09-36: Resolution approving and adopting the Montana Municipal Interlocal Authority Revised and Restated Workers' Compensation Program Agreement. • Resolution No. R09-37: Resolution approving and adopting the Montana Municipal Interlocal Authority Amended and Restated Liability Coverage Program Agreement. • Resolution No. R09-38: Resolution approving and adopting the Montana Municipal Interlocal Authority Amended and Restated Property Program Agreement. • Resolution No. R09-39: Resolution approving and adopting the Montana Municipal Interlocal Authority Employee Benefits Program Agreement. • Resolution No. R09-40: A resolution of the Laurel City Council clarifying Phase II of the Wastewater Treatment Plant Project and to establish a time frame for successful completion of the project. There was discussion regarding the time frame for the project. Mary explained that the project was split into two time frames, one using stimulus funding and one without stimulus funding. She received information regarding the funding for the sewer project, which will be less than $300,000. Mary suggested reviewing the information with Morrison-Maierle in order to determine if it is worth accepting the funding. Department Head Meeting Minutes of April 21, 2009 • Resolution No. R09-41: A resolution of the City Council accepting a monetary contribution for a new park table and benches for placement in Kiwanis Park and dedicated in memory of Gay Easton. • Resolution No. R09-42: A resolution of intent by the City Council to annex the entire 60 feet street right-of-way adjacent to 2057 East Maryland Lane that is contiguous to the City of Laurel and owned by Yellowstone County, Montana. • Resolution No. R09-43: A resolution of the City Council accepting a contract with Jecyn Bremer and Sara Scott Adamson for the downtown Laurel Historic District inventory and National Register nomination. James stated that this resolution should be removed from tonight's council agenda and rescheduled to the April 281h council workshop agenda as some changes need to be made to the contract. • Resolution No. R09-44: A resolution of the City Council to accept the Administrative Cost Allocation System and development of a Right-of-Way Rental Charge document, and to adopt the Right-0f--Way Rental Charge for FY 2009 and FY 2010. • Resolution No. R09-45: A resolution approving Change Order No. 2 to the contract with Dick Anderson Construction, Inc. for the rehabilitation of the surface wash agitators for Phase I of the Laurel Water System Improvements Project and authorizing the Mayor to execute the attached Change Order No. 2 on the City's behalf. • Resolution No. R09-46: A resolution of the City Council authorizing the directing staff to seek proposals and price quotes from qualified firms to provide a comparable health insurance program for the City of Laurel. • Resolution No. R09-47: A resolution authorizing the Mayor to sign a Right-of-Way Agreement with the Montana Department of Transportation granting the State and its contractors a temporary construction permit. • Resolution No. R09-48: A resolution authorizing the Mayor to sign a Right-of-Way Agreement with the Montana Department of Transportation granting the State and its contractor a temporary construction permit. • Resolution No. R09-49: A resolution accepting deed and easement for Utility Tract, Certificate of Survey No. Mayor Olson asked for clarification about tonight's public hearing and the intent to annex the street right-of-way adjacent to 2057 East Maryland Lane. Tonight's public hearing is for annexation of street rights-of-way on East Maryland Lane and Alder Avenue, located by Iron Horse Station Subdivision. This public hearing does not include the intent to annex street right-of-way adjacent to 2057 East Maryland Lane; however, the resolution of intent is on tonight's council agenda. Mary explained the issue with the Certificate of Survey in Resolution No. R09-49. Stefan Streeter will be contacted prior to the council meeting to see if the church has signed the documents needed. There was discussion. Mary will present the information at tonight's council meeting. Sam stated that the property owner at 2057 East Maryland Lane should be allowed to speak during the public comment portion of the resolution process. Mary explained that the resolution of intent to annex is on tonight's council agenda. The ads for the public hearing will be published twice, and the public hearing is scheduled on May 51h. The 20-day comment period will allow time for the public to submit letters and statements to the council. Final action is scheduled for May 19`h. There was discussion 2 Department Head Meeting Minutes of April 21, 2009 regarding delaying the vote, the appropriate time for the city to present information, and the need to give the facts to the city council. Draft Council Worksho A ends - April 28 2009 Laurel Urban Renewal Agency presentation James stated that the LURA might not be ready to give the presentation yet. He will e-mail Shirley McDermott to find out. Planning: Resolution - Annex East Maryland Lane / Alder Avenue street rights-of-way James stated that the public hearing is on tonight's council agenda. The resolution of annexation will be on the May 5`h council agenda. Ordinance - New code regarding exemptions for establishments serving alcohol in the Central Business District James explained that codes do not allow establishments to serve alcohol if they are located within 600 feet of a church. The proposed exemptions are identical to those in the City of Billings. Executive Review: Council Issues: o Citywide Cleanup in Laurel (Emelie Eaton) Kurt stated that the citywide cleanup is scheduled for May 2°d and 3ra This year's event will include volunteers, the National Guard, and church groups. The code enforcement officers sent 170 courtesy violation letters to give property owners two weeks to participate in the cleanup event. The event will be advertised on Cable Montana's public news channel and ads will be published in the Laurel Outlook. Since the city partnered with Bright n' Beautiful for this year's event, the City of Billings will not charge for the solid waste taken to their landfill. Vi Hills organized the event last year, and the Rotary will participate in this year's event. Kurt stated that two additional staff will be needed for the event on Saturday and three will be needed on Sunday. Mayor Olson asked that the city's costs for the event be presented at a council workshop following the event. o Financial plan for full-time paid fire chief and fire hall (Emelie Eaton) Mayor Olson, Mary, Bill, and Derek have worked on a proposal for funding for the full-time fire chief position and the fire hall. The process needs to be established to meet the deadline for the fall ballot or a mail-in ballot. There was discussion regarding the need to educate the public so people can make informed decisions. Department Reports Ambulance Service Jan stated that losing several crew members has been challenging. of the crew and their willingness to be available for multiple calls. Clerk/Treasurer • Health Insurance Committee She spoke regarding the dedication New people are being trained. There was a lengthy discussion regarding the Health Insurance Committee. Mayor Olson's proposal for the committee is two representatives each from Local 316, Local 303, non-union employees, and the council. The benefits coordinator would be appointed to help the committee. Bill wants to be on the Department Head Meeting Minutes of April 21, 2009 committee, and Mary is currently the benefits coordinator. Sam will e-mail the draft proposal to Jason Wells and give a copy to Don Nelson. • Budget Mary is close to finishing the budgets that have been returned, but more budgets are needed. • Janitorial services RFP Mary stated that one response was received for the janitorial services. The current contract is done on May 61h. A meeting is scheduled on Monday, April 271h, at 11:00 a.m. for the department heads to review the proposal. Mary stated that department heads should start using the routing slip again. Bill asked Mary to distribute a copy of the routing slip in each department head's mailbox. Fire Department • Preparations for new fire station - plans being reviewed - financing Derek spoke regarding a timeline and the estimates of $110,000 to $215,000 to prepare construction plans. A 100 percent paid grant is available with a $5 million cap per project. Derek stated that Vince Ricci has asked regarding the earnest money. There was discussion. Mary asked if there is a document, which she never received and is not on file in the clerk's office. Sam stated that the document was not executed. Mayor Olson will talk to Vince about the earnest money. Derek is working on the fire district contracts. The 4th of July Committee will meet on Thursday, April 23`d, at 7:00 p.m in the council conference room. There was discussion regarding a baseball tournament that was cancelled because of the 4th of July fireworks. Derek will contact Matt Kimmet regarding this. There was discussion regarding allowing vendors on the 4`h of July, whether the city or the Chamber of Commerce should oversee the vendors, and issues with providing electricity to vendors. If the Chamber is in charge of the vendors, Kurt would like the city to collect $100 per vendor to help with cleanup of the park, unless the vendor shows up to help on July 5th. Library Nancy will attend a library conference in Kalispell from Wednesday through Saturday. Geralyn Stevens will be in charge at the library. Police Department Rick will be on vacation from May 21" through 30th. He asked Mary to schedule his budget meeting around those dates. City-Planner • Various grants for "Laurel Dump Cleanup" James recently found a non-match grant, which must be submitted by next Wednesday and will be awarded on May I". Great West will provide the engineering information for the grant application and will administer the grant if it is awarded to the City of Laurel. Public Works Department • Status of street plan 4 Department Head Meeting Minutes of April 21, 2009 Kurt stated that a pre-bid conference is scheduled on Wednesday at 10:00 a.m. • Status of Water Plant upgrade Kurt stated that the project is complete except the pump, which will be delivered and installed in May. • Alder Avenue Kurt would like a task order with Great West Engineering to survey Alder Avenue. Millings have been accepted for this project. • Status of Main Street from I" to 8'h Avenues Kurt and James met with Rod Nelson last week. Because of concern regarding obtaining easements from Tim Casey, Kurt asked WD if the project could be done without those easements. MDT thinks they can work around it. Kurt stated that two storm water inlets may be needed. An easement for Lot l0A will be obtained from Jim Horton. • Report on progress with South Laurel Business SID There was a lengthy discussion regarding the need for agreements with the business owners for their cost of the curb, gutter, and sidewalk project on South First Avenue. Kurt will provide the information and Sam will prepare the legal agreements for the property owners to sign. Mary suggested that the total cost of the project, and the percentage for the split between the CTEP funding and the property owners be included in the agreements. • Potential 6th Street SID project There was no discussion. • Status of Wastewater Plant upgrade Kurt and Tim have been reviewing the DEQ permit. Mayor Olson, Bob Mann, Tim, Kurt and Bill will meet on Wednesday at 4:25 p.m. to review it further, as the city's response is due by May 5th Mary stated that the SRF loan application has been submitted for the WWTP project. A meeting needs to be scheduled to review the timeline. • Frozen water line to Riverside Park Kurt stated that the new water line will be installed soon. • Solid waste truck purchase Kurt has not been able to work on this. • Hiring temporary employees Kurt will post the job openings for lifeguards at the school. Kurt thanked those that participated in the Arbor Day Celebration. City Attorney Sam distributed a request for information of items needed by the engineer that is reviewing the issues with the intake lids. Great West Engineering will also provide some needed documents. Mayor Olson 5 Department Head Meeting Minutes of April 21, 2009 • City calendar Mayor Olson spoke regarding use of the city calendar, which will be a great communication tool for city departments. Chief Administrative Officer • Letter to Cenex regarding potable and fire flow water service improvement - changes Bill stated that the letter is almost done. • 120-day moratorium on water resale rates Bill stated that the issue needs to be reviewed. Other Rick recently spoke with Josh Middleton regarding the SRO contracts. The school is convinced of the need for the school resource officers in the schools and plans to continue the agreements. The 75/25 percent splits for the costs will remain the same. Mary will prepare the cost figures for Rick to present to the school district. Kurt asked regarding publishing another Laurel City Voice to explain upcoming projects and issues to the public. Mary stated that the city's website needs to be updated. There was discussion about a contract with Jim Huertas to update the website, having it updated internally, or contracting with Nancy. Mayor Olson wants to know how much work is involved and the proposed revenue stream to keep the city's website updated. Mayor Olson stated that a deadline will be set for the articles for the newsletter. The meeting adjourned at 4:43 p.m. Respectfully submitted, Cindy Allen Council Secretary 6