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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.23.2009MINUTES DEPARTMENT HEAD MEETING JUNE 23, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Mark Guy Bill Sheridan James Caniglia Derek Yeager Sam Painter Nancy Schmidt Bill mentioned that the Laurel Outlook will celebrate 100 years on July 15th. Larry Tanglen has asked that elected officials and department heads submit information for a special edition of the newspaper. Draft Couneil Workshop Agenda - June 30, 2009 Laurel Ambulance Service: • Appointments of Brandon Ihde and Randy Johnson The appointments will be on the June 30`h council workshop agenda. Planning: • LSC Transit Consulting Services presentation - Feasibility of transit James stated that a public meeting is scheduled on Monday evening. A PowerPoint presentation will he given at the council workshop, and information will be distributed. • Resolution - Accept Renewable Resource Project Planning Grant James stated that the $20,000 non-match grant is for the old dump at Riverside Park. Fire Department: • Resolutions - Fire District Contracts (Fire District No. 8; Fire District No. 5) Derek stated that these are three-year agreements with Fire Districts No. 8 and No. 5. Fire District No. 7 and the Airport Authority have not yet returned their contracts, and he is working on the CHS contract. Public Works Department: • Resolution - Landfill Use Agreement with the City of Billings Bill stated that the agreement is for the city's use of the Billings' landfill. • Resolution - Task Order No. _ with Great West Engineering for ditch mitigation The task order with Great West Engineering is for ditch mitigation by the Laurel Middle School. Clerk/Treasurer: • Ordinance - Approve recodification of ordinances Mary stated that this housekeeping item is required by statute following codification of the city's ordinances. • Resolution - Insurance transfers Mary explained that the monies received in the tax payment need to be transferred from the insurance funds to the General Fund. Department Head Meeting Minutes of June 23, 2009 Cemetery Commission: • Resolution - Adopting the Laurel Cemetery Policy and Procedures (Norm Stamper) Bill stated that Norm would present the resolution regarding the Laurel Cemetery Policy and Procedures. Bill mentioned that a contractor has started drilling holes for flower pots in the bases of the markers in the veterans' section of the Laurel Cemetery. Executive review: • Resolution - Road easement Sam prepared a draft agreement and the property owner will take it to his attorney for review. Mayor Olson stated that the city asked for a comparable sized parcel of land for a reservoir in exchange for the property. The city will also require pavement and barbed wire fencing. • Recognition of Lois Markegard's service on the Tree Board Mayor Olson stated that Lois Markegard was a charter member of the Tree Board, and she will be recognized for four years of service at the July 7t' council meeting. • Appointments: o Yellowstone Conservation District, Urban Supervisor: Marieanne Hanser to a 3-year term ending June 30, 2012 Mayor Olson received confirmation that the City of Billings will also reappoint Marieanne Hanser to this position. o Insurance and Benefit Committee: Local No. 303; Local No. 316; Non-union Representatives Mayor Olson stated that Bill wrote letters to the two unions requesting the names of their representatives. • Council Issues: o Spraying at the parks (Chuck Dickerson) Mayor Olson stated that Kurt is aware of the dandelion issue in the parks. There was discussion regarding spraying for mosquitoes in past years and the contractor that was hired to spray for mosquitoes in Riverside Park last year. Devartment Reports: Ambulance Service Derek stated that the two ambulance attendant appointments are on the next agenda. Clerk/Treasurer • Health Insurance Committee Mary stated that the committee should be filled soon. • Budget Mary will schedule meetings with Nancy and James this week. 2 Department Head Meeting Minutes of June 23, 2009 Mary will participate in a conference call with the Department of Revenue and another call with the Montana League of Cities and Towns on Thursday. Mary asked regarding the block party/street closure application from the Chamber of Commerce for the 4a' of July. She asked whether a fee should be charged and if a separate agreement is needed. There was discussion regarding park fees, vendor fees, recouping the city's costs, the need to review the form, the need for the Park Board to review the park fees, leasing the baseball fields in public parks, the 4ch of July Committee formed in 1998, and for which services the city could charge this year. Sam is researching the policies in other cities and towns. He will prepare proposed regulations for the Park Board and council to review. Sam stated that the city license issue is a different issue. The Chamber of Commerce will make sure that businesses get a license from the city. Mary stated that she hopes it works. She thinks the city will still be held responsible for the event. Mayor Olson stated that the process might not be smooth this year. Mary again asked for help and direction with the Chamber's application. Fire Department • Preparations for new fire station - plans being reviewed - financing Derek will submit the grant application on Wednesday. Award announcements should be made in September or October, and 100 to 200 awards should be made. Derek stated that thirteen local fire departments will submit applications. Derek continues to work on plans for a mill levy or bond issue in case the city does not receive a grant. Lim Nancy stated that the library has been busy. Sixty people attended the magician's event last week. Bill has discussed the city's website with Nancy. Police Department Mark mentioned that Rick broke his foot last week during motorcycle school. City Planner • Various grants for "Laurel Dump Cleanup" There was no further discussion. James stated that Laurel Alive wants to purchase eight artistic trash cans that resemble the grain elevator. There are concerns regarding the right-of-way. Business owners will need to empty the trash cans into the city's containers. A downtown business owner is restoring the facade of his building. James informed him that tax credits might be available. Public Works D artment • Construction of a storage building Bill stated that the project is moving forward to provide storage for water and sewer equipment at the shop. • Status of street plan 3 Department Head Meeting Minutes of June 23, 2009 Kurt will give an update next week. Status of Water Plant upgrade Bill stated that the project will start again soon. • Alder Avenue State millings will be used to reconstruct Alder Avenue. • Status of Main Street from I" to 8th Avenues Bill stated that the project would probably begin next year. lst Avenue South and SE 4th Street Bill stated that an SID is needed to finance the construction of SE 4th Street. Mayor Olson stated that the SID process includes setting the boundaries and preparing a resolution of intent. • Report on progress with South Laurel Business SID There was no discussion. • Potential 6th Strcct SID project Bill stated that 6th Street needs major improvements and funding sources are needed. • Status of Wastewater Plant upgrade Bill stated that the project is moving forward. • Solid waste truck purchase Bill stated that the specs for the garbage truck need to be prepared so the city can go out for bids. City Attorney Sam prepared an agreement for the South First Avenue business owners to sign, but he still needs the names. Sam is working on the park regulations and permitting process. Sam stated that the easement permit for Riverside Sand & Gravel at the container site is ready. Mayor Olson • City calendar There was no discussion. Chief Administrative Officer • 120-day moratorium on water resale rates Bill stated that a representative from Montana Rural Water has assisted and provided information regarding water rates and charges for resale of water. More work will be done. Schedule of Fees and Charges Bill has not worked on this yet. 4 Department Head Meeting Minutes of June 23, 2009 • City of Laurel's website Bill explained that Nancy will work on the city's website and another part-time person could be hired to assist. Mayor Olson asked the department heads to provide input regarding the website. There was discussion regarding a budget for the website and items that need to be available on the website. Mayor Olson added discussion of the city's website to the June 30th council workshop agenda. • City's lease of railroad property on Main Street for various uses Bill stated that the lease of railroad property on the south side of Main Street would provide a place to board buses when the city begins the bus transit program. There would also be other uses for the property. Other There were none. The meeting adjourned at 3:47 p.m. Respectfully submitted, Cindy Allen Council Secretary