Loading...
HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.17.2009MINUTES DEPARTMENT HEAD MEETING JULY 14, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Mark Guy Bill Sheridan Kurt Markegard Jan Faught Sam Painter Nancy Schmidt Derek Yeager Council Worksho Agenda - Jul 14 2009 Fire Department: • Resolution - Fire District Contracts Derek stated that the Airport Authority fire contract is ready for council approval. If he does not hear from Fire District No. 7 by Friday, he will send a letter. Planning: • Ordinance - Zone change request by CHS from Residential Manufactured Homes to Light Industrial The Planning Board recommends approval of the zone change request. • Resolution - Task Order No. 14 with Great West Engineering for old Laurel city dump site Great West Engineering prepared a task order to determine the process needed to clean up the old city dump site. • Request for Annexation - Sid's Place for water and sewer service extensions Since the annexation request is for less than one city block, the council must grant permission for the applicant to begin the annexation process with the Planning Board. There was discussion regarding the current water service, the requested water line upgrade and sewer services, and the fire hydrant that the applicant will install. Sam stated that the applicant should be required to enter into an annexation agreement. The agreement would require the applicant to construct the needed improvements or to post a 125 percent bond to pay for the improvements. Public Works: • Street Project update and Resolution for Change Order - Hardrives Construction - Chad Hanson of Great West Engineering Kurt explained that the change order is for $147,000 worth of additional patching on city streets. There was discussion regarding including the cost of $50,000 to level Southeast 4'' Street. Kurt stated that another change order could be submitted before the contract with Hardrives expires next spring. After further discussion, it was agreed that it is too late to get the SID formed in time for this tax season and the leveling course on Southeast 4 h Street should be delayed until next spring. That will also serve as an incentive for the SID. • Extension of water line across E. Main Street Kurt stated that Chad Hanson is working on the project. Since the project cost is under $50,000, the city can request quotes and then proceed. Chief Administrative Officer Department Head Meeting Minutes of July 14, 2009 • Construction of sound barrier wall by Elena Subdivision Bill received two bids over $30,000 to construct the sound barrier wall. The developer is not interested in putting in the wall. This issue will be discussed at tonight's council workshop. Executive Review: • Appointments o Library Board - Nathan Baillet to a five-year term ending June 30, 2014 The appointment will be on the July 21" council agenda. • Public road easement or right-of-way agreement for construction of access road through city container site Mayor Olson stated that there would be further discussion tonight. Sam stated that the resolution and agreement have been prepared, but one issue still needs to be resolved. Bill stated that the best location to locate a water reservoir on this property was determined today. Other items A resolution of intent to increase water rates and a resolution authorizing the mayor to sign the TSEP contract for phase two of the water project will be added to tonight's council workshop agenda. Department Reports_ Ambulance Service The Ambulance Service will be parked on Thiel Road at 6:30 a.m. on Saturday to provide services for the Big Sky State Games. Jan stated that a new contract is needed with the company that services the ambulance cots. Sam will review the contract. Clerk/Treasurer • Budget Mary has started to input payroll information in the budget. She is wrapping up June entries and asked department heads to look for and submit June invoices as soon as possible. Mary asked when the new FAP copy machine was put in service and if the invoice is available yet. Derek will check on this. Fire D artment • Preparations for new fire station - plans being reviewed - financing Derek submitted the grant for the fire station. He is working on the other two alternatives, including the mail-in ballot versus the general election. The fire department has been busy lately. Derek will visit with CHS once more and then the CHS fire contract should be ready for council approval. Library Nancy stated that library traffic is up 50 percent over 2008 statistics. She will begin interviewing possible volunteers that are available through an HRDC program. HRDC would pay workers' comp for the volunteers. Police Department 2 Department Head Meeting Minutes of July 14, 2009 Mark Guy stated that the police department is doing well. Mary stated some questions regarding the simulator grant. Mark asked Mary to contact Monica Salo regarding the questions. Monica will be working on Thursday during the day. Sam asked to be kept informed about this issue. City Planner • Various grants for "Laurel Dump Cleanup Bill stated work is being done on this. Public Works Department Kurt stated that a water line break occurred Monday evening in Mogan Subdivision. The crew worked to repair the break today and additional overtime will be needed tonight. Three valves had to be replaced. • Construction of a storage building Kurt stated that costs for an 80x$0' building were submitted, but a rectangular building is needed. • Status of street project with Hardrives Construction Kurt will ask Chad Hanson to contact Hardrives. • Status of Water Plant upgrade Kurt stated that Phase 1 is completed, and Phase 2 should be called the water distribution upgrade. • Alder Avenue Kurt stated that Chad Hanson is ready to send the surveyors out. Kurt plans to shut down Alder Avenue while the prep work is being done, but the street will still be accessible. • Status of Main Street from I" to 8th Avenues Kurt has not heard from Gary Neville lately, but the project should be let sometime this winter. 0 1" Avenue South and SE 4th Street Kurt stated that the monetary value for the agreements has been determined, and the agreements should be out this week. Mary asked for a list of names and the legal descriptions. • Report on progress with South Laurel Business SID Kurt stated that the leveling course will be done next year. • Status of Wastewater Plant upgrade Kurt stated that a conference call regarding the water project is scheduled on July 17th. The WWTP project is progressing, and he received an engineering bill today. • Solid waste truck purchase The specs for the Peterbilt truck are on Kurt's desk. The truck should be purchased and delivered by February 2010. Ditch mitigation ARRA grant project - 7th Street Department Head Meeting Minutes of July 14, 2009 The task order was signed last week and Kurt and Chad will meet next week. Mary stated that the paperwork needs to be submitted in order to receive the funds. Kurt spoke regarding a notice of foreclosure on a portion of property owned by the Laurel Development Corporation. He stated that the city needs to purchase some of the land for the water retention pond, a turnaround, and a road for the fire department. Yellowstone Bank is foreclosing on the LDC. Mary asked regarding the possibility of eminent domain. City Attorney Sam is working on the park permitting process. Ma or Olson Mayor Olson stated that the second annual BBQ will be scheduled next year on the first Saturday after the 4'i' of July. Chief Administrative Officer 120-day moratorium on water resale rates Bill is working on this issue. • Impact Fees Mary distributed information to the department heads. • City of Laurel's website Nancy will contact Zee Creative to reset the login information. • City's lease of railroad property on Main Street for various uses Bill will meet with MRL regarding leasing additional land. • Bus Transit System Bill stated that funding is available and that progress should be made in the next few months. Other Kurt stated that Randy Peers will attend the council workshop tonight to speak regarding his annexation request. Kurt provided a Google map so the council can see the location. Sam recommended that the council require an annexation agreement. The meeting adjourned at 3:49 p.m. Respectfully submitted, Cindy Allen Council Secretary 4