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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.19.2009MINUTES DEPARTMENT BEAD MEETING MAY 19, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Sam Painter James Caniglia Mary Embleton Kurt Markegard Nancy Schmidt Rick Musson Jan Faught Derek Yeager Council A enda - May 19, 2009 Public Hearin. • Ordinance No. 009-06: An ordinance amending Chapter 17.48.090 of the Laurel Municipal Code modifying zoning exemptions for establishments serving alcohol. (First reading -- 05/05/2009) Mayor Olson will ask James to present the issue to the council at tonight's public hearing. Scheduled Matters: • Confirmation of Appointments: None. • Resolution No. R09-54: A resolution of the City Council to adopt the 2009 Wastewater Facilities Plan Update. • Resolution No. R09-55: A resolution accepting the bid and authorizing the Mayor to sign a contract with Hardrives Construction, Inc. for the City of Laurel's street maintenance project. • Resolution No. R09-56: A resolution approving a Small Service Contract between the City of Laurel and Jim's Electric providing for the replacement of the windings on the high service pump motors for the Water Treatment Plant. • Resolution No. R09-57: A resolution approving a change order to the contract with Castlerock Excavating for fire hydrant replacement and authorizing the Mayor to execute the attached change order on the City's behalf. • Resolution No. R09-58: A resolution to authorize the Mayor to sign an agreement with Laurel Public Schools, District 7 and 7-70, continuing the School Resource Officer (SRO) Program for the Laurel Middle School. • Resolution No. R09-59: A resolution to authorize the Mayor to sign an agreement with Laurel Public Schools, District 7 and 7-70, continuing the School Resource Officer (SRO) Program for the Laurel High School. • Resolution No. R09-60: Resolution 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. Mayor Olson stated that the County Commissioners requested that the council delay the vote on the annexation resolution for two weeks to allow the property owners, the City of Laurel, and the County Commissioners to meet on this issue. If the council does not want to delay the vote, Mayor Olson will give staff an opportunity to speak. The issues include how the process got to this point, the statute regarding contiguous land, and providing relief for the property owners of 2057 East Maryland Lane. At today's District Meeting of the League of Cities and Towns, Mary received information regarding SB-57, which clarified RSID issues. She will contact Alec Hansen regarding this. Department Head Meeting Minutes of May 19, 2009 • Resolution No. R09-61: A resolution of the City Council adopting the restructure of the Health Insurance Committee. Draft Council Workshop Agenda - May 26, 2009 Morrison-Maierle: Sewer Rate Stud The presentation will include an update on the WWTP project. Public Works D artment: • Resolution -- Small Service Contract with Jares Fence to install fence around the playground at Nutting Park Kurt stated that a resolution may not be needed. The original quote was $5,600 for a 5-foot high fence, but Kurt asked for a new quote for a 4-foot high fence. The second quote should be under $5,000, so a resolution would not be needed. There was discussion regarding the donations received for this park project. Clerk/Treasurer: • Resolution - Budget amendment for the TIFD Fund Mary stated that the South Laurel storm water project is almost completed. The city loaned the TIF Fund $1.4 million for the project, and a budget amendment is needed. Fire Department: • Resolutions - Fire District contracts Derek stated that he received the signed fire contracts from the Yellowstone Boys and Girls Ranch. The resolution and contract will be on the May 26`' council workshop agenda. Chief Administrative Officer: • Staffing proposal Mayor Olson, Kurt, Mary, and Bill will review the proposal. Executive Review: • Appointments: o Public Works Committee - Chuck Dickerson (replace Norm Stamper) Mayor Olson stated that Chuck Dickerson will be appointed to replace Norm Stamper on the Public Works Committee. • Special Events Permit - 401 of July event Kurt received the special events permit application from the Chamber of Commerce. The application needs to include the parade and all of the 4 of July events. Rick mentioned that the 4'h of July Committee will meet on June 181h at 7:00 p.m. • Council Issues: o Tree Board hosting tree event in Laurel (Emelie Eaton) a Street Maintenance Plan (Mark Mace) Other items: 2 Department Head Meeting Minutes of May 19, 2009 James added an item to the council workshop agenda. The Planning Board recommended changing LMC 17.48.090 regarding allowing auction houses, without livestock, by special review in the Central Business District. There was discussion regarding this proposal, the need for five-day-a-week businesses versus having empty buildings, the old Laurel Ford building, accumulation of junk in the alley, options for regulations for auction houses, storage of hazardous materials, and items that would not be accepted in the city's garbage containers. Kurt explained a situation with a water line that the School District uses to water the soccer field. The contractors cannot find the water line, which was fed through the existing football field. The school has requested permission to relocate the line from the existing valve, which would then go through city- owned property in Thomson Park. There was a lengthy discussion. Sam stated that the issue needed a close look. It was decided that further discussion and review of the public works standards was needed following the department head meeting. Jan asked that the appointment of an ambulance attendant be added to the council workshop agenda. Jan will submit a letter to Mayor Olson. Department Reports: Ambulance Service Jan explained that the three ambulances are being serviced this week. Clerk/Treasurer • Health Insurance Committee Mary stated that the council will act on this tonight. Mary stated that Cathy Gabrian recently met with Two Medicine regarding an upcoming wellness program. Information will be distributed to employees with Friday's paychecks. Employees need to sign up for the volunteer program during the enrollment period next week. Mary asked department heads to post the posters in their departments. Jan asked if volunteers could participate. Mary suggested that Jan contact Pete Shatwell at Two Medicine regarding this question. • Budget Mary is almost finished with the library's budget and has prepared two scenarios for the requests for additional hours and another part-time employee. Mary received the final rates from MMIA for the workers' comp, liability, property, and health insurance plans. The unemployment rate dropped, so changes will be needed on the salary budget worksheets. Mary attended the League District meeting this morning in Billings. She explained several legislative items that were discussed at the meeting and mentioned that the local option tax failed. Fire Department • Preparations for new fire station - plans being reviewed - financing Derek is still working on the grant for the fire station. The grant should open next week. 3 Department Head Meeting Minutes of May 19, 2009 Derek mentioned that the fire districts have not been valued since 2004, and new structures have been built since then. Derek, Jan, and the ambulance crew have discussed ideas for the new building. Derek has also reviewed the comprehensive plan with the police department. Mayor Olson asked about placing the mill levy on the general ballot this fall. Derek stated that a mail-in ballot seems to be a fairly popular choice. There was discussion regarding including the architectural plans in the FEMA Grant. Derek stated that the plans and purchase of the land could be included in the grant. Mary suggested that state planning grants might be available for the plans. Library Nancy stated that a meeting is scheduled next week with Bill Cochran, from the Parmly Billings Library. Police Department Rick stated that the B-Pad testing for the relief dispatcher position was being done and interviews will be done soon. Rick will submit a name for Mayor Olson's consideration in early June. Rick will be on vacation from May 21St through May 30th. Rick applied for one additional officer through the COPS Grant, and the result should be available in late August or early September. City Planner Various grants for "Laurel Dump Cleanup" James stated that the city applied for a grant, but the grant has not yet been awarded. Another grant requiring a match is available. James is working on a program to help senior citizens get their homes more energy efficient. Public Works D artment • Status of street plan Kurt stated that the contract with Hardrives Construction is on tonight's council agenda. The notice to proceed will be signed soon. • Status of Water Plant upgrade Kurt stated that the contract with Jim's Electric to rewind the pumps is on tonight's council agenda. The pump will be installed in June. • Alder Avenue Kurt received two quotes for grinding the millings that the city currently has available, in case millings are not available from the State. 0 Status of Main Street from 1" to 8 h Avenues Kurt stated that no further work has been done. • 1" Avenue South and SE 4`h Street Kurt stated that MDT is not happy with one of the valves in this project. The city's work is done for the storm water project. 4 Department Head Meeting Minutes of May 19, 2009 • Report on progress with South Laurel Business SID Kurt is working on this. • Potential 6th Street SID project There was discussion regarding declaring 6th Street as an arterial street. • Status of Wastewater Plant upgrade Kurt stated that the PER is on tonight's council agenda for approval, which will fulfill one of the conditions for the grant. Mary sent copies of several documents to Michelle Marsh at the DEQ last week. The final design document must be submitted to the DEQ by the end of June. Kurt talked to Terry Steinmetzel regarding the land for the lift stations. Don Meyers has the option not to be bought out until November. The closing should be completed soon. • Solid waste truck purchase There was no discussion. Hiring temporary employees Kurt has been interviewing for the temporary positions and will submit job offer letters to Mayor Olson soon. A sign-up time will be scheduled for all of the temporary employees. Since June 5th is the last day of school, the pool could open on June 6th. City Attorney There was no discussion. Ma or Olson • City calendar Mayor Olson, Nancy, and Jim Huertas will meet on Wednesday at 4:00 p.m. to discuss the city's website. • Laurel City Voice There was no discussion. Chief Administrative Officer 120-day moratorium on water resale rates Mayor Olson asked regarding the timeframe for the 120-day moratorium, which Mary thinks ends the first part of July. It was stated that Morrison-Maierle should work on this. Mary suggested inviting Harry Whalen to next week's meeting with Carl Anderson. Mayor Olson stated that work needs to be done on this issue soon. Kurt spoke regarding a voice mail received from Tim Casey last Friday. Kurt forwarded the message to Bill Sheridan's voice mail. Schedule of Fees and Charges There was no discussion. • City of Laurel's web site 5 Department Head Meeting Minutes of May 19, 2009 There was no further discussion. • City's lease of Railroad property on Main Street for various uses There was no discussion. Other Kurt mentioned that sweeping will begin in the CBD next week. There was discussion regarding the need for signage providing options for residents to park on the streets during sweeping hours. A notice regarding sweeping will be included in this edition of the Laurel City Voice. The meeting adjourned at 4:20 p.m. Respectfully submitted, Cindy Allen Council Secretary 6