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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.05.2009MINUTES DEPARTMENT HEAD MEETING MAY 5, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Bill Sheridan Sam Painter James Caniglia Kurt Markegard Nancy Schmidt Rick Musson Jan Faught Derek Yeager Council Amends - May-5, 2009 Public Hearin . • 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. R09-42) James will introduce the issue to the council at the public hearing, and Kurt will also provide information. Copies of two letters of opposition will be distributed to the council. There was discussion. Sam stated that the public hearing is for the city's intention to annex half of the street, which the city is doing for the property owner's benefit. If she objects, the city could decide not to go forward with the annexation. The property owner knew what she was buying when she purchased the property in the City of Laurel. Comments from staff at the public hearing should only address annexation of the street. Sam stated that staff should not argue the de-annexation issue. If the city does not annex this half of the street, the county will not release the property from the RSID. Scheduled Matters: • Confirmation of Appointments: o Full-time Fire Chief: Derek Yeager • 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. • Resolution No. R09-50: A resolution approving the attached Task Order No. 11 authorizing Great West Engineering to provide milling overlay design and surveying of Alder Avenue from West 7t' Street to East Maryland Lane. • Resolution No. R09-51: A resolution to annex the 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. R09-52: A resolution of the City Council accepting the bid and authorizing the Mayor to sign a contract with Covert Cleaning Inc. for the City's janitorial services. • Resolution No. R09-53: A resolution of the Laurel City Council approving the Laurel Cemetery Expansion Master Plan. • Ordinance No. 009-06: Ordinance amending Chapter 17.48.090 of the Laurel Municipal Code modifying zoning exemptions for establishments serving alcohol. First reading. • Motion to authorize Mayor's signature on DEQ Letter of Request, dated April 17, 2009, retroactive to April 29, 2009. Unscheduled Matters: Mayor Olson stated that the resolution for MMIA Employee Benefits Program was removed from the council agenda on April 21". The council will be asked to consider the resolution under unscheduled Department Head Meeting Minutes of May 5, 2009 matters tonight. Mayor Olson stated that the city calendar will include a reminder in November to ask the council for permission to hire an insurance consultant to provide advice for the RFP process prior to March 1, 2010. The city needs to maintain the present health insurance policy so it is not held liable for leaving the pool. Sam stated that the agreement specifies a deadline for the city to withdraw from a specific MMIA program, and withdrawing from the plan at this point would not be worth the attorney's fees. Rick asked if Local 303 and Local 316 would be informed of this. Bill will contact Rick and Jason Wells and Kurt and Don Nelson. Draft Council Worksho A enda - May 12, 2009 Public Works D artment: • Resolution - Adopting the 2009 Wastewater Facilities Plan Kurt stated that the 2009 Wastewater Facilities Plan needs to be adopted to meet the SRF application requirements. • Resolution -- Accept street maintenance bid Kurt stated that the bid opening is scheduled for tomorrow. • Resolution - Small Services Contract with Jim's Electric to change the windings on the high service pump motors for the water treatment system Kurt stated that the item might be removed from the agenda, as direction is needed as to how the motors will be removed, transported to the contractor's business, and then returned to the plant. Kurt stated that John Rutt wants to ask the council for permission to pave the alley between his businesses. There was discussion regarding other paved alleys, the need to follow public works standards for paving, and an agreement deferring the maintenance to Rutts if the alley is paved. The item will be added to the May 12th council workshop agenda. Police Department: • Resolutions - SRO Agreements with the School District Rick stated that the school district wants to continue the SRO program. The agreements will include the 70/30 split, with the city paying 30 percent. Planning: • Resolution - Annexation of the street right-of-way adjacent to 2057 East Maryland Lane The resolution of annexation will be presented at the council workshop. Chief Administrative Officer: There were no items at this time. Executive Review: There were no items at this time. Kurt stated that the Tree Board met today. At tonight's council meeting, Emelie Eaton will present information regarding the City of Laurel hosting a tree conference in October. Emelie will request further discussion at the council workshop on May 12`h. 2 Department Head Meeting Minutes of May 5, 2009 Kurt met with Terry Steinmetzel regarding the proposed property for the lift stations. A fair price of $8,000 to $10,000 has been determined for the property. There was discussion regarding Terry Steinmetzel's current contract for deed with Don Meyers, the need for Terry to purchase the property and then sell to the City of Laurel, the appraisal of the property, and dedicating the property as a public right-of-way. Kurt will get a copy of the contract and Sam will review it. Bill stated that Armed Forces Day and Memorial Day will be celebrated in the month of May. There may be some overtime costs for those events. Bill stated that the 9ossibility of hiring permanent employees would be presented at the council workshop on May 12 . De artment Reports: Ambulance Service Jan stated that May 1 bt' is the date for the final test for the EMT class. Three people are interested in volunteering for the ambulance service. The service currently has 21 volunteers, of which nine are regulars. Clerk/Treasurer * Health Insurance Committee Sam has not received replies from the unions regarding the committee. There was discussion regarding council approval of the restructure of the committee. As the Personnel Implementation and Instruction Guide is not quite ready for council approval, a resolution approving the restructure of the Insurance and Benefit Committee will be presented to the council at the council workshop on May 12`h. Bill will inform the council about hiring temporary employees at tonight's council meeting. * Budget Bill stated that departments are staying within the budget limits. Fire Dwartment * Preparations for new fire station - plans being reviewed - financing Derek stated that the $210 million stimulus grant should come out by the end of May. There is a $5 million cap for each project, and no match is required as of this date. Derek has two tasks remaining to complete the application. There was discussion regarding a comprehensive plan and hiring an engineer to prepare the plans. The grant should be awarded in the fall of 2009. Library Nancy stated that over 3,000 items were circulated in April. Nancy reported on the Montana Library Association Conference she recently attended. Police Department Rick stated that the kickoff breakfast for Aviation & Technology Week will be held tomorrow morning. Rick will speak at 9:05 a.m. Aviation & Technology Week is scheduled for May 3-7, 2010. He mentioned that Jack Bayne retired from his position, and Druann Kerns has taken the position. Other people are needed to replace other individuals that have retired. 3 Department Head Meeting Minutes of May 5, 2009 Rick stated that the 4th of July Committee will meet on Thursday at 7:00 p.m. The Chamber of Commerce will handle the vendors and rent the port-a-pots in the park and help with cleanup in the park. The city will provide barricades and solid waste services. City Planner • Various grants for "Laurel Dump Cleanup" James submitted the DNRC grant last week and the money was supposed to be allocated that day. He will contact the DNRC about the status of the grant. James stated that a public meeting regarding bus transit 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. A $30,000 grant would start on January 1st, and the city's match would be between $18,000 and $25,000. This will be on a future council workshop agenda. James stated that CHS Refinery applied for a zone change. There was a lengthy discussion regarding the zone change request to heavy industrial, possible annexation of the property, the request for extension of the existing water and sewer lines, the city's probable denial of the extension request, the necessity for new water and sewer lines, and the need to schedule a meeting with Cenex. Public Works D artment • Status of street plan Kurt stated that the bid opening is on Wednesday. Kurt stated that Harddrives, Knife River, G&G Contractors and two other contractors might submit bids. • Status of Water Plant upgrade Kurt stated that the project is on hold until the pumps arrive this month. • Alder Avenue Great West Engineering will survey the street. The city will need to hire a contractor to spray rejuvenator on the asphalt, and the city crew will do the rest of the project. • Status of Main Street from l" to 8th Avenues Kurt stated that the project is scheduled in 2010 and MDT has determined that it can work around the easements on this project. • 0 Avenue South and SE 4th Street Kurt explained the issues with the flowable fill in 1' Avenue South. COP Construction is reevaluating the situation. Kurt read the cost figures for an opinion of probable cost to repair SE 4th Street, an estimated construction bid, and an SID. Bill stated that SE 4th Street was listed as a stimulus project. Report on progress with South Laurel Business SID Kurt will give the legal descriptions to Sam to prepare the agreements. • Potential 6th Street SID project There was no discussion. • Status of Wastewater Plant upgrade Kurt attending a meeting regarding the lift stations today. 4 Department Head Meeting Minutes of May 5, 2009 0 Frozen water line to Riverside Park Kurt stated that the water line is fixed and the water is on. He will contact the DEQ regarding a well system to provide water year round at Riverside Park. 0 Solid waste truck purchase Kurt is comparing the specs of two trucks. • Hiring temporary employees Kurt stated that Amber will return as the pool manager, and ten to twelve lifeguard applications have been received. Two or three applications have been received for seasonal maintenance workers and two applications have been received for the Riverside Park caretaker position. Kurt will inform the council about the cleanup event in Laurel at tonight's council meeting. City Attorney There was no discussion. Mayor Olson • City calendar There was no discussion. • Laurel City Voice - Deadline for articles is May 8th Mayor Olson stated that the deadline for articles is May 8th. He has given permission for Cindy to garnish wages from department heads that do not submit articles on time. Chief Administrative Officer • Letter to Cenex regarding potable and fire flow water service improvement - changes Bill is working on this letter. • 120-day moratorium on water resale rates Bill will contact Mr. Whalen at Rural Water. Other A meeting with MDT is scheduled on Tuesday, May 12th, at 8:00 am. regarding the 8th Avenue project. The County Commissioners invited the council and department heads to a dinner meeting on Thursday, May 14th, at 5:30 p.m. The meeting adjourned at 4:34 p.m. Respectfully submitted, Cindy Allen Council Secretary 5