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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.07.2009MINUTES DEPARTMENT HEAD MEETING JULY 7, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Bill Sheridan Kurt Markegard Sam Painter Nancy Schmidt Council Anenda -- July 7, 2009 Ceremonial Calendar: • Recognition of Lois Markegard's service on the Tree Board Lois will attend the meeting tonight. Mark Guy Jan Faught Derek Yeager Scheduled Matters: • Confirmation of Appointments: o Laurel Ambulance Service: Brandon Ihde and Randy Johnson o Yellowstone Conservation District, Urban Supervisor: Marieanne Hanser to a 3-year term ending June 30, 2012 o Insurance and Benefit Committee: ¦ Local No. 303 - Monica Salo and James Huertas; Local No. 316 - Don Nelson and H.P. Nuernberger; Non-Union - Bill Sheridan and Cathy Gabrian o Tree Board: Sue Carter to a 3-year term ending June 30, 2012 • 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. Second reading. • Ordinance No. 009-08: An ordinance approving the recodification of ordinances adopted by the City Council that have been compiled as the "Laurel Municipal Code" in accordance with MCA § 7-5-107. First reading. • Resolution No. R09-70: A resolution of the City Council accepting a Renewable Resource Project Planning Grant from the Department of Natural Resources and Conservation (DNRC). • Resolution No. R09-71: A resolution approving agreements between the City of Laurel and Laurel Fire District No. 5, said agreements relating to fire protection. • Resolution No. R09-72: A resolution approving agreements between the City of Laurel and Laurel Fire District No. 8, said agreements relating to fire protection. • Resolution No. R09-73: A resolution approving an agreement between the City of Laurel and the City of Billings relating to solid waste disposal. • Resolution No. R09-74: A resolution of the City Council authorizing the Mayor to sign a Utilities Agreement with the Montana Department of Transportation for changes to the water and sanitary sewer facilities for the 8t' Avenue Project. • Resolution No. R09-75: A resolution of the City Council adopting Policies and Procedures for the Laurel Cemetery. • Resolution No. R09-76: A resolution approving the attached Task Order No. 12 authorizing Great West Engineering to provide the design and construction of improvements to the Department Head Meeting Minutes of July 7, 2009 intersection of Washington Avenue and Seventh Street and the intersection of Alder Avenue and Seventh Street. • Resolution No. R09-77: A resolution approving the attached Task Order No. 13 authorizing Great West Engineering to provide the design and construction for South Laurel street improvements. • Resolution No. R09-78: A resolution transferring certain insurance funds of the City of Laurel, Montana. • Resolution No. R09-79: A resolution of the City Council approving a public road easement or right-0f--way agreement for the construction of an access road through city property. This item will be pulled from tonight's agenda as it is not ready yet. Draft Council Workshop Agenda - Jul 14 2009 Fire Department: • Resolution - AMR Contract Derek stated that the contract is not ready and is scheduled for discussion by the Emergency Services Committee on July 27th • Resolution - Fire District Contracts Derek reported that the Airport Authority contract is ready, and the one for Fire District 7 may or may not be ready. Plannins: • Ordinance - Zone change request by CHS for Light Industrial from Residential Manufactured Homes The public hearing can be scheduled for August 4 h with council action scheduled for August 18". • Resolution - Task Order No. 14 with Great West Engineering for old Laurel city dump site • Request for Annexation of Sid's Place for water and sewer service extensions Kurt stated that the extensions would have to come from Mulberry, and the owner would need to get an easement from Cotter. If an easement cannot be obtained, then the extensions would come off the highway. Public Works: • Street Project update and Resolution for Change Order Chad Hanson of Great West Engineering will attend to report on the status of the project, and to propose additional work for Hardrives. • Extension of water line across East Main Street This may require a task order, depending on the cost. Chad is doing further review. Executive Review: • Appointments o Library Board -- Nathan Baillet to a five-year term ending June 30, 2014 There may be other appointments. 2 Department Head Meeting Minutes of July 7, 2009 Department Reports: Ambulance Service Jan reported they were very busy on July 4th with 24 calls. July 5th was also busy. A total of 38 calls have been done from July 1' through July 7th. The Ambulance Service received excellent assistance from the Police, Reserves, and Fire Department. Jan stated that Stillwater County wants to get going on a mutual aid agreement. The Park City Volunteer Ambulance Service would be involved, and Jan stated that she would like them to be able to take the overflow of calls. Sam will send her a sample agreement. Clerk/Treasurer • Health Insurance Committee The committee will be appointed tonight, and Mary stated that she hoped a meeting would be scheduled soon. • Budget Mary stated that she is still working on entering department requests. Fire D artment Preparations for new fire station - plans being reviewed - financing Derek stated that the grant application is due this Friday, and Laurel's application is ready to be submitted. Derek reported that the 4'h of July activities went well. The Fire Department is currently dealing with some equipment failures. Librarv Nancy stated that the Library has been very busy, and that some patrons suggested purchasing new computers. Police Department Mark reported that the officers and reserves did an outstanding job over the 4th of July activities. They dealt with fights and issues with firearms. There were 16 reserves and all available officers on duty. City Planner • Various grants for "Laurel Dump Cleanup" James did not attend the meeting as he was meeting with DEQ and Great West on this issue. Public Works Department Kurt stated that there were no public works issues over the 4th of July and no call-outs. He did assign a route truck to pick up garbage on Sunday. • Construction of a storage building Plans are being reviewed for a building, which will have to go out for formal bid since it will be over $50,000. 3 Department Head Meeting Minutes of July 7, 2009 0 Status of street plan Work still needs to be done by the contractor on streets. More chip sealing will be done. • Status of Water Plant upgrade Tim Reiter is observing the unwinding of one of the old pumps that are being redone. All other work for Phase I is complete. A conference call on Phase lI is scheduled for July 17th with TSEP, DEQ, and SRF. • Alder Avenue Millings from the South Vs Ave./Turn Lane project will be used on this street. Kurt will probably close Alder when the state begins the project to haul in the millings. The city will need to get a sprayer truck to apply the rejuvenator material to the millings. • Status of Main Street from V t to 8th Avenues This project will probably be let by the MDOT in the fall, with construction scheduled for next year. • 1St Avenue South and SE 4th Street Consideration is being given to extend the contract with Hardrives to do some work on SE 4th Street. • Report on progress with South Laurel Business SID Kurt needs to review the sidewalk agreement sent recently by Sam. • Potential 6th Street SID project This will be considered in future plans. • Status of Wastewater Plant upgrade The city and Morrison-Maierle are working on a new water line from plant to plant to determine the best location. They are also reviewing the lift station plans. All plans were submitted by Morrison- Maierle to the DEQ by June 301h • Solid waste truck purchase Kurt reported that they had an Autocar demo last week. So far, they have demoed Peterbuilt, Freightliner, and Mac trucks. He prefers the Peterbuilt at this time. He will check with the City of Hardin who recently purchased a Peterbuilt. The specs will be finished soon. _City Attorney Sam stated that he has been working on the park regulations and permits for the Park Board's review. He has also been working on numerous public works issues. Mayor Olson Mayor Olson invited all to his home for a barbeque on Saturday. Chief Administrative Officer • 120-day moratorium on water resale rates Bill reported that Harry Whalen of Montana Rural Water has been working on this, and plans to be back in Laurel sometime this month. 4 Department Head Meeting Minutes of July 7, 2009 • Schedule of Fees and Charges No report. City of Laurel's website Nancy needs information from Jim Huertas. Mark stated that he will be back on duty in six days, and that he will contact Jim to let him know. • City's lease of railroad property on Main Street for various uses Bill stated that city staff needs to contact MRL and may have to meet in Missoula with them. • Bus Transit System The city has grant money to purchase buses, and a consultant is working on the study. Hopefully, the city will be able to come up with a bus system. Other Mary stated that she could not find where any of the vendors at the July 4th event had obtained a business license, as was required by the Chamber of Commerce's Special Events permit. Also, the Chamber did not obtain a permit for the parade or the run. Mayor Olson stated that he wants comments from all departments e-mailed to him regarding the July 4th activities, so he can take them forward to the 4th of July committee. The meeting adjourned at 3:45 p.m. Respectfully submitted, Mary K. E bleton City Clerk/Treasurer 5