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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.16.2009MINUTES DEPARTMENT HEAD MEETING JUNE 16, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Bill Sheridan Sam Painter Mary Embleton Kurt Markegard Nancy Schmidt James Caniglia Mark Guy Jan Faught Derek Yeager Council Agenda,- June 16, 2009 Public Hearin: • Ordinance No. 009-07: An ordinance 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 - June 2, 2009) James will present the issue to the council at tonight's public hearing. Scheduled Matters: • Confirmation of Appointments: a Board of Appeals: Reappointments of Ed Thurner and Don Brown to 2-year terms ending June 30, 2011. o Laurel Airport Authority: Reappointment of Robert Western to a 5-year term ending June 30, 2014. o Cemetery Commission: Reappointments of Norm Stamper, Lee Barndt and Dick Fritzler to 2-year terms ending June 30, 2011. o Tree Board: Reappointment of Emelie Eaton to a 3-year term ending June 30, 2012. o City-County Planning Board: Reappointment of Hazel Klein to a 2-year term ending June 30, 2011. • Resolution No. R09-65: A resolution approving an agreement between the City of Laurel and Yellowstone Boys and Girls Ranch, said agreement relating to fire protection. • Resolution No. R09-66: A resolution approving agreements between the City of Laurel and Laurel Urban Fire Service Area (LUFSA), said agreements relating to fire protection. • Resolution No. R09-67: A resolution of the City Council authorizing the Mayor to sign an agreement with the Montana Department of Transportation to accept surplus millings. • Resolution No. R09-68: A resolution of the city Council authorizing the Mayor to sign an agreement with American Medical Response, Inc. ("AMR") to settle the City's past due balance. • Resolution No. R09-69: A resolution transferring funds from the Capital Projects Fund for improvements to the Veterans' section of the Laurel Cemetery to the General Fund of the City of Laurel, Montana. • Resolution No. R09-70: A resolution authorizing the Mayor to negotiate and sign a public road easement or right-of-way with Riverside Sand and Gravel for the construction of an access road through City property. Sam stated that Resolution No. R09-70 is not ready to go. The City of Laurel, Riverside Sand & Gravel, and the property owners need to meet so the proper agreements can be prepared. There was discussion. If Riverside Sand & Gravel representatives are agreeable, Mayor Olson, James, Sam, Bill, Department Head Meeting Minutes of June 16, 2009 and Kurt will meet with them after tonight's council meeting. Mary stated that the resolution was distributed to the council before Friday. Sam stated that it would not do any good for the council to pass the resolution tonight. Mary asked when a check should be issued to AMR if the council approves Resolution No. R09-68 tonight. Mayor Olson stated that payment could be issued on Wednesday. Draft Council Workshop Aizenda - June 30, 20009 Laurel Ambulance Service: • Appointments of Brandon Ihde and Randy Johnson The appointments will be on the June 30`x' council workshop agenda. Planning: • LSC Transit Consulting Services presentation -- Feasibility of transit James recently gave Bill a copy of the overview of the presentation, and a disk copy is also available. Fire Department: • Resolutions - Fire District Contracts (Fire District No. 8; Fire District No. 5) Derek stated that the contracts have been signed and are ready for council approval. The contracts with Fire District No. 7 and Airport Authority have not been returned yet. Public Works D artment: • Resolution - Landfill Use Agreement with the City of Billings Kurt stated that the fees for the agreement will increase from $11.50/ton to $15/ton. The 23 percent increase will increase the fees from $80,000 to $100,000 for the budget year. Bill asked regarding recycling programs. Kurt stated that there are not currently recycling markets for cardboard, newspapers, and pop cans. Recycling programs do not pay for themselves, as the city still has to haul the tonnage. Clerk/Treasurer: • Ordinance - Approve recodification of ordinances Mary stated that the recodification has been received and the books will be updated. An ordinance is required to approve the codification. She mentioned that the new Title 18 for the Urban Renewal Agency was not included in the Table of Contents. Mary will ask Technical Edge to install the disk of the codes on the server, and then Sam can have the disk. Executive review: • Recognition of Lois Markegard's service on the Tree Board Mayor Olson will contact the Tree Board regarding an appropriate way to reflect her service. • Appointments: o Yellowstone Conservation District, Urban Supervisor. Marieanne Hanser to a 3-year term ending June 30, 2012 Mayor Olson contacted Mayor Tussing's office and will also contact Broadview's mayor. o Health Insurance Committee 2 Department Head Meeting Minutes of June 16, 2009 ¦ Local No. 303 ¦ Local No. 316 ¦ Non-union Representatives Mayor Olson stated that the unions need to notify the city regarding their representatives on the committee. 0 Council Issues: o Spraying at the parks (Chuck Dickerson) Kurt stated that the late winter and lack of staffing prevented spraying at the parks this year. Staff has been working on the sprinkler systems at the parks, and will spray the parks as soon as possible. Department Reports: Ambulance Service Jan stated that Brandon Ihde terminated and now wants to rejoin the ambulance service. She asked if he had to start over at this point. Mary stated that Brandon has not been terminated in the system, but further discussion is needed. Jan will be on vacation next Tuesday through Friday. Clerk/Treasurer • Health Insurance Committee Mary stated that the committee should be filled soon. Mary mentioned that the MMIA open enrollment period ended on Monday, and there were no major changes. The renewal form is ready for Mayor Olson's signature. • Budget Initial budget meetings have been completed with the police and emergency services departments. The library's budget meeting will be scheduled for next week. The planning budget meeting was scheduled for Wednesday at 11:00 a.m. Fire Department • Preparations for new fire station - plans being reviewed - financing Derek will submit the grant application next Wednesday. Grant applications close on July and and should be awarded in late September. Lim Nancy stated that library traffic increased 37.5 percent in May 2009 over traffic in May 2008. County patrons comprise 30 percent of the traffic. A magician/juggler is scheduled for story time on Wednesday at 1:00 p.m. Police Department Bill asked Mark Guy to meet following this meeting regarding a time ticket issue. City Planner • Various grants for "Laurel Dump Cleanup" James stated that the city received one grant, and he is working on another grant. 3 Department Head Meeting Minutes of June 16, 2009 Mary stated that a resolution to accept the grant should be added to the June 30th council workshop agenda. Public Works Department Kurt stated that the swimming pool opened last Friday. Work was done at the pool prior to opening, and Tim Reiter has been trained to do the pool chlorination. Kurt mentioned that the Riverside Park caretaker started last week. Kurt attended a meeting last Friday regarding the pump and control system for the Veterans' Cemetery. • Construction of a storage building Kurt stated that the storage shed will go out for bid after the specs are prepared. • Status of street plan Kurt gave an update of the street project. Hardrives completed patching on the collector streets and is working on leveling streets. About 400 tons of mix has been laid in two weeks, and the plan included 800 tons. The contractor will fill the potholes prior to crack sealing and chip sealing. Residents have been notified when vehicles need to be off the street. • Status of Water Plant upgrade Kurt stated that the new pump has been installed and Phase 1 is almost complete. • Alder Avenue Chad Hanson has completed the plans for the Alder Avenue project. Kurt plans to close the street and start the project soon. • Status of Main Street from l st to 8th Avenues Kurt will meet with Rod Nelson and Gary Neville at 9:30 a.m. on Wednesday regarding the pavement restoration project. There was discussion regarding the original project, the funding for the project, and the possibility of MDT using urban route funds to repair Railroad Street. l st Avenue South and SE 4th Street Kurt stated that COP Construction is substantially complete with this project. • Report on progress with South Laurel Business SID Kurt has the final numbers for the costs of the curb, gutter, sidewalk and approaches. Agreements will be prepared for the property owners to sign. CTEP funding is 86 percent, and the total costs are $32,000 for the construction and $8,800 for the engineers. Riverside Sand & Gravel was awarded the contract for the 2002 Turn Lane Project last week. Kurt mentioned that MDT asked if traffic could be rerouted for this project. Since truck traffic would destroy the residential streets, Kurt did not agree to that. MDT will have to keep one lane of traffic open on Main Street during this project. • Potential 6th Street SID project Hardrives is leveling the street in front of Graff School. 4 Department Head Meeting Minutes of June 16, 2009 • Status of Wastewater Plant upgrade Kurt is working with Stephanie Seymanski regarding the city's easement on Cenex property. There was discussion. Kurt recommends leaving the line in the same location. • Solid waste truck purchase There was no discussion. City Attorney Sam is working on several items at this time. Mayor Olson • City calendar There was no discussion. Chief Administrative Officer • 120-day moratorium on water resale rates Bill stated that Montana Rural Water will provide direction regarding the water resale issue. • Schedule of Fees and Charges Mary stated that the process to make changes to the schedule of fees and charges usually starts in January. City of Laurel's website Bill has talked to some individuals about this. • City's lease of railroad property on Main Street for various uses Bill stated that the city has an agreement for a portion of land but may need to negotiate for more land. Other Kurt asked regarding the $118,000 discretionary funding the city received for the ditches. A task order with Great West for engineering services will be added to the June 301h council workshop agenda. Mayor Olson invited the department heads to a BBQ at his home on July 11 `h. Invitations will be sent. The meeting adjourned at 3:58 p.m. Respectfully submitted, A 6? z Cindy Allen Council Secretary 5