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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.28.2009MINUTES DEPARTMENT HEAD MEETING APRIL 28, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson Bill Sheridan Kurt Markegard Jan Faught Sam Painter (3:10 p.m.) Nancy Schmidt Derek Yeager James Caniglia Council Workshop Aizenda -- ARM 28, 2009 Chris Rosenberg spoke regarding the citywide cleanup on May 2"d and 3rd, which has been combined with the Bright n' Beautiful event. Bright n' Beautiful donated bags for the event, and grants were obtained to provide food and beverages to the volunteers. Lunch will be served on Saturday and Sunday. Gary and Chris sent out 175 courtesy notice violations to encourage residents to address violations during this event. Ads were placed in the newspaper and on Cable Montana's community channel and flyers have been posted around town. Volunteers will meet at Our Savior's Lutheran Church on Saturday and Sunday at 8:00 a.m. Public Works D artment: • Resolution - Task order with Great West Engineering to provide milling overlay design and surveying of Alder Avenue from West 70' Street to East Maryland Lane Kurt stated that the task order is for survey work on Alder Avenue. MDT will provide millings from the 2002 Turn Lane Project that will be used on Alder Avenue. Kurt explained the process that will be used for the project. The resolution is on tonight's council workshop agenda. Planning: • Resolution - Annex East Maryland Lane / Alder Avenue street rights-of-way James stated that the street rights-of-way should have been annexed with the annexation of Iron Horse Station Subdivision. • Ordinance - New code regarding exemptions for establishments serving alcohol in the Central Business District James stated that the proposed ordinance would allow establishments to serve alcohol within 600 feet of a church in the Central Business District. • 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 and Sam revised the contract for presentation to the council tonight. Mary asked if a recent letter regarding the Preserve America Grant affected this contract. James explained that the letter requested further information regarding the city's centennial celebration. James received information about a DNRC Grant to address the city dump at Riverside Park. No match is required for the $25,000 grant. Once a plan is prepared, the city could apply for grants to take care of the problem. James stated that $15,000 of the grant is for the PER and $10,000 is for investigation of the contamination in the soils. Kurt has a CD of the EPA's assessment of the city dump. The grant is Department Head Meeting Minutes of April 28, 2009 available on a first come, first served basis, and James would like to submit it on Wednesday. This will be presented at tonight's council workshop. Clerk/Treasurer: • Resolution - Contract for Janitorial Services Mary stated that one response was received to the RFP for janitorial services. Department heads met yesterday to review the proposal and recommend approval. Laurel Carpet Cleaning will be finished on Friday and turn in their keys. The new contractor will cost $300 more per month. The contract is for one year with a three-year extension and includes a 30-day termination clause for either party. • Quarterly Report Mary will give a presentation of the quarterly report at tonight's council workshop. The cash positions in the Water and Sewer Funds are less because of the TIFD storm water project. Executive review: • Resolution - Accepting Master Plan for the Laurel Cemetery Mayor Olson will have Norm Stamper present this issue at tonight's council workshop. • Health Insurance Committee restructure Mayor Olson asked Bill, Mary, and Sam to meet following the department head meeting to discuss this issue. • Appointment - Full-time Fire Chief The full-time fire chief appointment will be presented at tonight's council workshop. Council Issues: o Citywide Cleanup in Laurel (Emelie Eaton) This was previously discussed. o Financial plan for full-time paid fire chief and fire hall (Emelie Eaton) Mayor Olson asked Mary to present the financial issues and Derek to speak regarding the fire hall at tonight's council workshop. Other items Mayor Olson stated that the County Commissioners want to schedule a meeting with the City of Laurel to discuss joint issues. These include City-County Planning Board funding, Library funding, fire districts mill levy, and the cemetery. Department heads and council members will be invited to the dinner. Mary suggested discussion regarding the TIFD shortage and Kurt suggested discussion regarding the Laurel interchange. Mary mentioned the letter received regarding the stimulus funding for the sewer project. The letter says to take the steps necessary to meet the April 29`h deadline. Mayor Olson will speak about the street maintenance program at tonight's council workshop. Mary stated that, if there is a question as to spending more than $400,000 on the project, more money is available. The owner (the city) could institute a change order to expand the project. Mayor Olson mentioned the Planning Board's recommendation for denial of annexation of Riverside Park. The council needs to review the information. 2 Department Head Meeting Minutes of April 28, 2009 Department Regorts: Ambulance Service Jan and Bill discussed LDT's (long distance transports). Jan will check into the possibilities for Laurel. Clerk/Treasurer • Health Insurance Committee Mary stated that MMIA wants to know if the City of Laurel plans to renew the health insurance plan. If Laurel withdraws from the pool, it would force MMIA to reevaluate the rate structure. MMIA will send a letter to the City of Laurel, and Mary will distribute it to the appropriate people. If the city is going to shop, the RFP needs to be prepared soon. Sam received an RFP from Riverton, Wyoming, and will use it to prepare one for Laurel. • Budget Mary is working on the budget. Mary recently spoke with Taunya at Zee Creative about the city's website, and Mary explained the issues. Taunya said that the website has been recreated into HTML so the admin login is not available. Mary stated that the website needs to be addressed, as the city is wasting a valuable tool. Bill will contact Jim Huertas to discuss the issue. Mary will attend the 29th Annual Montana Municipal Institute for Clerks, Treasurers, and Finance Officers in Billings next week. Fire Department • Preparations for new fire station --- plans being reviewed - financing Derek explained the three options: stimulus funding, grant monies, and seeking a mill levy from the public. Librarv Nancy will report on last week's conference at the DH meeting next week. She will be in Bozeman next Thursday for training on the Director's Station. Police Department Rick stated that the SRO agreements would be on the May 12"t' council workshop. The agreements, which are for 70/30 participation by the school and the city, are based on the actual money earned by the officers. Rick stated that the testing for the relief dispatcher position has been scheduled for May 11th. The posting closes on Friday, and about 30 applications have been received. City Planner • Various grants for "Laurel Dump Cleanup" This was already discussed. James stated that a public meeting is scheduled in the council chambers on Wednesday at 6:00 p.m. The Billings Transit Advisory Board will meet on Thursday at 9:00 a.m. 3 Department Head Meeting Minutes of April 28, 2009 Public Works Department • Status of street plan Kurt stated that there may be three potential bidders for the street maintenance project. • Status of Water Plant upgrade Kurt stated that the project is on hold until the motor arrives. Pat Murtagh has suggested rewinding the motors, at a cost of $8,000 each. The contract will be on the May 12th council workshop agenda. 0 Alder Avenue Kurt stated that the project is going forward. • Status of Main Street from 1" to 8`" Avenues Rod Nelson will get the plans to Kurt. Rod informed Kurt that the easements might not be needed. • I't Avenue South and SE 4th Street Kurt gave an update on the project. The asphalt was cut today and work is progressing. The 2002 Turn Lane project will let in May. Kurt and Sam will prepare the agreements for the eight property owners to pay the 15 percent match for the CTEP Grant. 0 Report on progress with South Laurel Business SID Kurt stated that work needs to be done on the street. Tractor Supply Company submitted plans to move the ditch, so there will be cuts in the street. • Potential 6th Street SID project There was no discussion. • Status of Wastewater Plant upgrade Kurt stated that the project is ongoing. Kurt and Tim have been discussing the discharge permit. Frozen water line to Riverside Park Kurt stated that the water line has been fixed and will be filled and tested on Wednesday. • Solid waste truck purchase Kurt is working on this. • Hiring temporary employees Kurt stated that a plan is in place and he will work with Mary for the funding. There will be an ad in the newspaper on Wednesday. Kurt will attend Cody Fire School on Friday through Sunday. Tim will take calls. Kurt stated that the park bathrooms are open. Kurt will write Rick a letter requesting the police department to unlock and lock the bathrooms at specific times. City Attorney There was no discussion. Mayor Olson 4 Department Head Meeting Minutes of April 28, 2009 • City calendar Mayor Olson stated that the city calendar is going forward. • Laurel City Voice - Deadline for articles is May 8th Articles are due on May W4. Chief Administrative Officer • Letter to Cenex regarding potable and fire flow water service improvement - changes Bill stated that the letter has been written. 120-day moratorium on water resale rates Bill has not started working on this yet. There was a brief discussion. Other There were none. The meeting adjourned at 4:07 p.m. Respectfully submitted, Cindy Allen Council Secretary 5