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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.02.2009MINUTES DEPARTMENT HEAD MEETING JUNE 2, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Bill Sheridan Sam Painter Mary Embleton Kurt Markegard James Caniglia Rick Musson Jan Faught Derek Yeager Council Agenda - June 2 2009 Scheduled Matters: + Confirmation of Appointments: o Public Works Committee: Chuck Dickerson o Insurance and Benefit Committee: Alex Wilkins and Chuck Dickerson as the Council Representatives Mary asked if the two unions have submitted names for the committee, and they have not done so. Jan asked regarding the appointment of Charles Crellin as an ambulance attendant. The appointment was left off tonight's agenda and will be added under appointments. • Ordinance No. 009-06: An ordinance amending Chapter 17.48.090 of the Laurel Municipal Code modifying zoning exemptions for establishments serving alcohol. Second reading. James explained that the exemption in state statute will be used to allow downtown businesses to serve alcohol if located within a certain distance from churches or parks. • Ordinance No. 009-07: An ordinance of the City of Laurel to amend a portion of Table 17.20.010 of the Laurel Municipal Code entitled Auction House excluding livestock to allow in the Central Business District and Community Commercial District through Special Review. First reading. James stated that auction houses are currently allowed only in Highway Commercial and Heavy Industrial zones. The amended ordinance would allow auction houses in the CBD and Community Commercial zones through special review. • 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. • Resolution No. R09-62: A resolution approving a Small Services Contract between the City of Laurel and Stevens Brothers Mechanical providing for the installation of a methane gas pump at the Wastewater Treatment Plant. Kurt explained that one of the two methane gas pumps at the WWTP was leaking water and needs to be replaced. • Resolution No. R09-63: Budget amendment resolution to increase appropriations in the Tax Increment Fund for the Storm Water Project. Mary stated that the increase in appropriations will be offset by the increase in the loan proceeds for the project. Department Head Meeting Minutes of June 2, 2009 • Resolution No. R09-64: A resolution of the City Council authorizing the Laurel Police Department and Mayor to apply for and accept a grant from the United States Department of Justice on behalf of the City of Laurel. Rick explained that the original grant was for hiring police officers, but no applications were submitted. The $10,200 grant can now be used to purchase equipment. • Motion to give Morrison-Maierle direction regarding the City's Wastewater Rate Study and Water Rate Study. There was a lengthy discussion regarding the two options presented by Morrison-Maierle at last week's council workshop and the issues created by the presentation. Kurt questioned whether the engineers should present options to the council, especially after staff already reviewed the available options and gave direction to the engineers to proceed with the recommended option. Mayor Olson stated that the situation was uncomfortable because the issue had not been discussed because last week's department head meeting was cancelled. Mary stated that department heads did not know that Carl Anderson would present the options to the council, as staff had already told Morrison- Maierle to proceed with the recommendation. Kurt stated that Great West Engineering only presents the recommended option to the council. If the council chooses, it could deny any recommendation and direct staff to further review available options. There was discussion regarding removing this item from tonight's council agenda. It was agreed that would not be necessary, as Morrison-Maierle requested direction on how to proceed with the rate studies. Mary mentioned that Morrison-Maierle has asked for an amendment to their contract to finish the rate studies. She stated that Morrison-Maierle has been paid to prepare the rate studies, and her recommendation is that no more money is paid to them. • Motion to give the School District direction regarding installation of a water line in Thomson Park. Mary forwarded an e-mail to Kurt from Mark Mace regarding the need for a back flow presenter. A letter from the school district was distributed to the council. Draft Council Workshop Agenda - June 9, 2009 Fire Department: • Resolutions - Fire District Contracts Derek stated that the YB&G Ranch and LUFSA have returned the fire district contracts. He stated that Fire District No. 7 now has a full board to conduct business. There was discussion regarding the current terms of the contracts and possible options for longer terms. Public Works Department: • Resolution - Agreement with MDOT to accept millings from the 2002 Turn Lane Project Kurt will contact Gary Neville regarding the agreement. • Resolution - Easements for Riverside Sand and Gravel Mary distributed copies of the Public Road Easement that was on the County Commissioners' agenda today. Sam is not pleased with the easement and stated that it is not ready to go forward. Sam thought it would be a private road with guaranteed public access that would be maintained by Riverside Sand and Gravel. The document states that "The City and County shall maintain the road." There was further discussion regarding the original easement, the dollar figure the city should receive for the 2 Department Head Meeting Minutes of June 2, 2009 property, and the need for the County to maintain the road. Staff needs to meet for further discussion of this issue. Planning Department: • Resolution - Old City Dump Grant James stated that the city will probably not receive the previous grant. James was encouraged to ply for another grant, which is a 50/50 matching grant for $25,000. The application deadline is June 30 _ Executive Review: • Appointments: • Board of Appeals: o Reappointment of Ed Thurner to a 2-year term ending June 30, 2011 • Laurel Airport Authority: o Reappointment of Robert Western to a 5-year term ending June 30, 2014 • Cemetery Commission: o Reappointment of Dick Fritzler to a 2-year term ending June 30, 2011 o Reappointment ofNorm Stamper to a 2-year term ending June 30, 2011 • Tree Board: o Reappointment of Emelie Eaton to a 3-year term ending June 30, 2012 • City-County Planning Board: o Reappointment of Hazel Klein to a 2-year term ending June 30, 2011 The appointments will be on the June 9t' council workshop agenda. Council Issues: • Council Issues: o Irrigation issues - Darryl Carpenter, 408 West 2d Street (Emelie Eaton) Kurt described the irrigation issues at this location. He stated that it is a code enforcement issue, and Gary Colley has talked to the property owner. The city crew cleaned the gutters on this block today. Department Reports: Ambulance Service Jan stated that, after yesterday's meeting, the ambulance service has a different way to plan for the future. Clerk/Treasurer • Health Insurance Committee Mary stated that the two unions need to submit names for their representatives on the Health Insurance Committee. When the names are received, the appointments will be placed on the next council workshop agenda. Mary mentioned that open enrollment in the MMIA health plan ends on June 15a'. She will find out if MMIA needs employees to sign a document if they plan to stay on the current plan. Rick asked if Bill would write a memo to the unions requesting the names for appointment to the Health Insurance Committee. • Budget 3 Department Head Meeting Minutes of June 2, 2009 Mary asked department heads to inform her of possible/impossible dates to schedule budget meetings. Mary spoke regarding the applications for block parties/street closures. The applications have been used for the parks, but a different application form might be better for use of the parks. Sam will prepare another application form Mary asked regarding the status of the Special Events Permit from the Chamber of Commerce for the 0 of July. Kurt stated that he signed it and passed it on. Rick asked regarding a street closure application from Harry Lisk. The application stated that alcohol would not be consumed in the city's right-of-way, if it is, the group must hire a city cop for the event. Fire Department • Preparations for new fire station - plans being reviewed - financing Derek has prepared the information and will submit the application for grant between June 8a' and July 10fl'. The no match grant has a $15 million cap per project and a 36-month performance period. There was discussion regarding the need to RFP for an architect and the opportunity to write the architect fees into the cost of the grant. Ltbrary • Report on meeting with Bill Cochran, Parmly Billings Library There was no discussion, as Nancy was attending another meeting. Police Department Rick stated that a conditional job offer letter for the relief dispatcher position was ready for Mayor Olson's signature. A background check and drug screen will be done. The position should be filled by next week. City Planner • Various grants for "Laurel Dump Cleanup" There was no further discussion. Public Works Department • Status of street plan Kurt stated that Hardrives could not start today because of the rain. They will start with the primaries and collectors as soon as weather permits. • Status of Water Plant upgrade Kurt stated that there is no news on the pump. Some of the old water lines on the east side of town will be replaced this summer. The $625,000 TSEP Grant and the $100,000 DNRC Grant will be used for the WTP project and water line replacement. • Alder Avenue Kurt mentioned that the city should receive 3,000 cubic yards of millings from the MDT 2002 Turn Lane Project. Great West completed the preliminary survey of Alder Avenue. As soon as school is out for the summer, Kurt plans to close down Alder Avenue and proceed with the project. The Alder Avenue project will be coordinated with the ditch mitigation project. 4 Department Head Meeting Minutes of June 2, 2009 • Status of Main Street from l" to 8th Avenues There was no new information. • 1st Avenue South and SE 4th Street Kurt stated that the bid was awarded last Thursday. • Report on progress with South Laurel Business SID Agreements need to be prepared for the property owners to sign for their 13.42 percent of the curb, gutter, and sidewalk costs. Potential 6th Street SID project Funding is needed for this project. • Status of Wastewater Plant upgrade Kurt stated that work is being done on the rates. A conference call regarding the status of the project and coordination of the TSEP, SRF, and ARRA funding is scheduled next week. • Solid waste truck purchase Kurt is working on the specs for the truck and the body. • Hiring temporary employees Kurt mentioned that the pool manager, 11 lifeguards, and four seasonal shop employees have been hired. Kurt stated that the Tree Board recommended hiring a contractor to trim trees in Riverside Park. A contract for $4,600 with ProRover will be prepared for Mayor Olson's signature. The tree trimming needs to be done and the funds expended prior to July 1" in order to meet the Tree City requirements. New main drains will be installed in the pool this week. The pool will open next Friday, and swimming lessons will be advertised. The sign-up for the lifeguards is scheduled next Thursday. Conditional job offer letters will be on Mayor Olson's desk by 4:15 p.m. tomorrow. City Attorney Sam, Mary, Bill, and Kurt will meet on Tuesday, June 9th, at 10:00 a.m. regarding the Riverside Gravel easement issues. Sam and Kurt will meet on Tuesday, June 9th, at 11:00 a.rn, regarding the agreements for the l st Avenue South property owners. A meeting regarding the Cenex issues is scheduled at 1:30 p.m. on Tuesday, June 9th Sam will prepare a separate application for use of the city parks. Mary stated that the Department of Revenue contacted her regarding ownership of the buildings at Riverside Park and use of the buildings by various clubs and organizations. She asked if the park leases should be a priority for the Park Board. There was discussion. Bill stated that four of the five 5 Department Head Meeting Minutes of June 2, 2009 agreements are not valid at this time. Department of Revenue is currently doing reappraisals throughout the state. Mary provided the DOR with information regarding the Horse Shoe Club. Mayor Olson • City calendar There was no discussion. Mayor Olson recently met with Nancy Schmidt and James Huertas regarding the city's website. James will help Nancy with this. Chief Administrative Officer • 120-day moratorium on water resale rates No work has been done on this item. • Schedule of Fees and Charges Jan requested that the item remain on the agenda so it goes forward soon. • City of Laurel's website There was no further discussion. • City's lease of railroad property on Main Street for various uses Bill stated that the city would contact MRL regarding leasing the vacant railroad property. Other Kurt stated that Warren Hendricks would be in Laurel on Wednesday to paint the city's flag poles. The quotes are: $279 for the city hall flag pole; $360 for the Thomson Park flag pole; $369 for one FAY flag pole and $324 for the second FAP flag pole. There was discussion. Since the man only comes every three years, Rick suggested that the city have the flagpoles painted. The picnic table that was donated for a city park has been ordered. Mary reported on the ARRA seminar she attended today. The seminar reviewed how the ARRA affects tax credit bonds for public and private projects. Kurt reported that Tractor Supply started moving the ditch today. The permit application will provide $13,000 in funds for the Building Department. There was discussion. The meeting adjourned at 4:30 p.m. Respectfully submitted, Cindy Allen Council Secretary 6