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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.12.2009MINUTES DEPARTMENT HEAD MEETING MAY 12, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson Bill Sheridan Kurt Markegard Jan Faught Sam Painter Nancy Schmidt Derek Yeager Council Worksho Agenda - May 12, 2009 Public Works Department: • Resolution - Adopting the 2009 Laurel Wastewater Facilities Plan Update • Resolution - Accept street maintenance bid Kurt stated that Chad Hanson recommended accepting the Hardrives Construction bid. Kurt contacted Bob Moats regarding the work Hardrives did for the county. • Resolution - Small Service Contract with Jim's Electric to change the windings on the High Service Pump motors for the Water Treatment System • Resolution - Change Order with Castlerock Excavating, Inc. Kurt explained that the change order is for the time the contractor's crew waited for the city to shut down the valves. • Jon Rutt - Request to pave the alley between businesses Kurt stated that Jon Rutt will ask the council if he can pave the alley between his two businesses. He would be required to follow public works standard. Mayor Olson stated that the Chamber of Commerce requested a variance to waive the requirement for business licenses for the 0' of July vendors. There was a very lengthy discussion, which included the transient vendor provision in city code, the current schedule of fees and charges for profit ($300) and non- profit ($100) vendors, the $75 business license, having a contract with the Chamber of Commerce, the craft fair at Firemen's Park, the Farmers' Market, selective enforcement, special events, and renting the park space to the Chamber. Joanne Flynn will attend tonight's council workshop. Police Department: • Resolutions - SRO Agreements with the School District Rick stated that the agreements are ready to go and the school is ready to sign them. Planning: • Resolution - Annexation of the street right-of-way adjacent to 2057 East Maryland Lane There was discussion regarding the annexation issue and the important points to present at tonight's council workshop. There are similar county right-of-way issues that need to be annexed into the city. Chief Administrative Officer: • Report on staffing Thirteen pool employees, four employees for parks, two employees for streets, and one Riverside Park caretaker will be hired. The temporary positions have been budgeted. There was discussion regarding three permanent positions, including the maintenance superintendent, street department, and parks/cemetery. Mary explained the $61,200 per person cost to hire one Maintenance Worker II. Mayor Olson stated that the permanent positions would be presented at the council workshop on May 26`b so the funding can be determined first. Executive review: Department Head Meeting Minutes of May 12, 2009 • Resolution -- Restructure of the Insurance and Benefit Committee The resolution to adopt the restructure of the Insurance Committee will be presented tonight. This will be included in the Personnel Policy Manual when the final document is adopted by the city council. Council Issues: + Tree Board hosting tree event in Laurel (Ernelie Eaton) The Tree Board has been asked to host a tree event this fall. There was discussion regarding vendor spaces, how to collect fees, and hosting the conference. Other items There were none. Department Reports: Ambulance Service Jan stated that the schedule of fees and charges needs to be reviewed and revised. The review has usually been done in January, but it was not done this year. Bill will set a date for department heads to submit changes. This item will be added to the next department head agenda. Clerk/Treasurer • Health Insurance Committee Mary stated that the restructure of the committee will be approved separately at the next council meeting and then incorporated into the Personnel Policy Manual. There was discussion regarding the final review for the Implementation and Instruction Guide. The meeting was scheduled for Tuesday, May 19'h, at 10:00 am. • Budget Mary is working on the budget. Bill will schedule budget meetings with Derek, Jan, Rick and Nancy and Mary will also attend the meetings. Mary asked if someone has the special events permit for the Big Sky State Games. The agenda for the joint meeting with the County Commissioners on Thursday was received today Mary mentioned that the janitorial contractors want to know if they have missed something. They clean the FAP daily, city hall on Monday and Thursday, and the library and shop on Tuesday and Friday. They will coordinate with Rick to schedule waxing floors at the FAP. Fire D artment • Preparations for new fire station - plans being reviewed - financing Derek is working on the grant, which should be out by the end of May. He is also working on other options in case the city does not receive the grant. The information will be included in the fire department's Voice article. Bill mentioned that Commissioner Kennedy recently said that Rural Development has money to build fire stations. Mary stated that the administration of Rural Development is an administrative nightmare. Li_ ?brary Nancy stated that April traffic was up 25.6 percent over last year and there were 881 internet computer users. 2 Depardnent Head Meeting Minutes of May 12, 2009 Nancy received some training last week. Nancy will attend the joint meeting with the county on Thursday. There was discussion regarding the county mill levy funding the Billings Parmly Library. Nancy will contact Bill Cochran at the Billings Library. Police Department Rick stated that 25 applications were received for the relief dispatcher position. Twenty-two applicants showed up for the testing, and seven applicants passed the testing. The B-Pad testing and interviews will be done soon. Rick spoke regarding the vehicle accident on the interstate last Wednesday night. The state rerouted traffic into Laurel, and there were issues with semi-trucks. He stated that the city needs signage in case of an emergency. Kurt stated that the DOT should have arranged for the signage since South First Avenue is a state route. City Planner Various grants for "Laurel Dump Cleanup" Bill stated that James is working on this. Public Works D artment • Status of street plan Kurt stated that bids were received from Riverside Sand & Gravel, Knife River, and Hardrives Construction. Hardrives Construction was the low bidder at about $355,000. The resolution is on tonight's agenda. Kurt is working on a comprehensive street plan for use into the future. • Status of Water Plant upgrade Kurt stated that the new pump should be delivered in June. A small services contract with Jim's Electric to change the windings on the pump motors is on tonight's agenda. Kurt recommends removing one pump at a time, even though it will cost $3,500 more to do so. The pumps were last used when the Movie Haus burned down, and the city should not risk being without at least one pump in case of an emergency. • Alder Avenue Chad Hanson is sending out the surveyors. Kurt recently discussed the project with the city crew. The city has some millings available for the project, and a contractor would charge $5.00 per cubic yard to grind the millings. • Status of Main Street from 1" to 8v' Avenues Kurt has not heard from Rodney Nelson lately. • 1st Avenue South and SE 4`h Street Kurt stated that the deficient and chipped concrete has been replaced, but he is not sure if the patch met state standards. Southeast 4`" Street will be reviewed in the comprehensive plan, and funding needs to be identified. • Report on progress with South Laurel Business SID Kurt will give the legal descriptions to Sam to prepare the agreements. 3 Department Head Meeting Minutes of May 12, 2009 • Potential 6th Street SID project Kurt stated that 6`h Street will be included in the comprehensive street plan. • Status of Wastewater Plant upgrade Mary received the Environmental Impact Statement, which will be published in the Laurel Outlook on Wednesday. There is a 30-day comment period. A meeting with Morrison-Maierle is scheduled on Wednesday at 10:00 a.m. to discuss the water and sewer rates. The city should receive $556,000 in ARRA stimulus funding, and the uniform application has been submitted. There was discussion regarding the city's response to the DEQ letter for the discharge permit, the tirneframe to install UV, and decisions needed regarding sewer and/or water for the next TSEP Grant application due in May 2010. Mayor Olson asked that this item be added to the city calendar in September 2009. Mary mentioned that recent legislation gives cities and towns the right to negotiate with the DEQ, which needs to be reasonable in working with entities. • Solid waste truck purchase Kurt stated that Dave Saylor has returned to work. The truck specs are being reviewed. • Hiring temporary employees There was no further discussion. City Attorney There was no discussion. Mayor Olson 9 City calendar There was no discussion. • Laurel City Voice - Deadline for articles is May Bch Mayor Olson and Kurt are working on their articles. Chief Administrative Officer • Letter to Cenex regarding potable and fire flow water service improvement - changes Bill stated that the letter has been sent. • 120-day moratorium on water resale rates Work needs to be done on this issue. Other Derek mentioned that Robert changed his e-mail to Outlook and would do the same for other FAP employees. The meeting adjourned at 4:55 p.m. Respectfully submitted, Cindy Allen Council Secretary 4