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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.21.2009MINUTES DEPARTMENT HEAD MEETING JULY 21, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Bill Sheridan Sam Painter Kurt Markegard Nancy Schmidt James Caniglia Mark Guy Jan Faught Derek Yeager Council Agenda - Jul 21 2009 Public Hearins: • 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 - July 7, 2009) Sam will present the issue at the public hearing. Scheduled Matters: • Confirmation of Appointments: o Library Board: Nathan Baillet to a five-year term ending June 30, 2014 • Request by Randy Peers to seek annexation of less than one city block for his business, SID'S Place, and to require an annexation agreement prior to the annexation of the property. James will answer questions regarding this issue at tonight's council meeting. • Request by Randy Peers to upsize his existing water service at SID's Place, pursuant to the City's water regulations. Kurt will answer questions regarding this request at tonight's council meeting. There was discussion regarding the conditions required, the timeframe for Randy to install the new waterline, and the location of the fire hydrant. • Ordinance No. 009-09: Ordinance to arnend the official zoning map of the City of Laurel, Montana, to change the zoning designation of a parcel of property located in Yellowstone County from Residential Manufactured Home to Light Industrial Zoning. First reading. James will answer questions at tonight's council meeting. • Resolution No. R09-79: A resolution approving an agreement between the City of Laurel and the Laurel Airport Authority, relating to fire protection. Derek stated that the annual fire protection agreement with the Laurel Airport Authority is ready for council approval. • Resolution No. R09-80: A resolution approving the attached Task Order No. 14 authorizing Great West Engineering to prepare a Preliminary Engineering Report and conduct site investigations for the Old Laurel Dump Project. • Resolution No. R09-81: A resolution authorizing the Mayor to sign a change order to authorize Hardrives Construction to perform additional work on the 2009 Street Maintenance Project. Department Head Meeting Minutes of July 21, 2009 • Resolution No. R09-82: A resolution authorizing the Mayor to sign a contract with the Montana Department of Commerce Treasure State Endowment Program for the City's water system improvements project. Kurt stated that the $625,000 grant is for Phase 2 of the water project. • Resolution No. R09-83: Resolution of intention of the City of Laurel, Montana, to increase the rates and charges for the users of the Municipal Water System. There was discussion regarding the rates for resale of water. Bond counsel recommends that the raw water charges are listed in the resolution and changes are made in ordinance. Sam agrees with bond counsel, as there could be issues with separating raw water users from other water users. Per bond counsel, there must be a basis for the raw water rates. Mayor Olson stated that an explanation would be given to the council and the resolution of intent would go forward tonight. • Resolution No. R09-84: A resolution of the City Council approving a public road easement for the construction of an access road through City property. Sam stated the need to include the construction of the exit road in the easement agreement. There was discussion. Sam will contact Riverside Sand & Gravel after the department head meeting. Draft Council Worksho Agenda - Jul 28 2009 Fire D artment: • Fire District Contracts Derek stated that the fire contracts with District No. 7 and CHS are ready for council approval. Clerk/Treasurer: • Resolution - DNRC Grant for Water System Improvements The $100,000 DNRC grant is for the water project. Chief Administrative Officer: • Construction of sound barrier wall by Elena Subdivision Mayor Olson stated that the discussion items were included in the July 14th council workshop minutes and there will be further discussion on July 28th. Kurt stated that the developer did not backfill the curb and gutter, as required, and the crew found this issue when they went out to cut down the weeds last week. Public Works Standards require all curbs to be backfilled and this needs to be addressed to protect the curb and gutter. Kurt will show pictures to the council at next week's workshop. Executive Review: • Council Issues: o Update on the Asphalt Plant (Emelie Eaton / Doug Poehls) Kurt will contact Joe Gentry and ask Gary Colley to give a report at the council meeting. Mayor Olson stated that the Laurel Urban Renewal Agency will recommend a project at the next council workshop. This item will be added to the council workshop agenda. Department Revorts: 2 Department Head Meeting Minutes of July 21, 2009 Ambulance Service Jan stated that the department has been busy. Clerk/Treasurer • Budget Bill stated that Mary would give a budget report next week. Fire Department • Fire District contracts Derek stated that the fire district contracts should be finished after the council approves the last two contracts. • Status of Fire Department grants Derek stated that the grant awards will be available in a few months. • Preparations for new fire station Derek is doing research on impact fees. If the city does not receive a grant, he recommends the original plan for a mail-in ballot. Libre • Status of City of Laurel's website Nancy contacted Zee Creative regarding the city's website, how to access it, and which program to use. The city pays Zee Creative $72 per quarter to host the website. Nancy is ready to work on the website and needs information from departments. There was discussion regarding changes and needed updates. The following things were suggested: remove e-mail addresses and provide office phone numbers for departments; add a section for FAQ (frequently asked questions); add general information and remove outdated information; get bios from Chuck Rodgers and Alex Wilkins and the Chief Administrative Officer; add the Cemetery Rules and Regulations; post the utilities rules and regulations; post the Laurel Municipal Code, the city charter and the committee list; and update the council minutes. Police D artment • Status of Chiefs recovery Mark Guy stated that the department is running smoothly. Rick is recovering, but his leg swells when he is on it and he does not want to reinjure it. He hopes to return to work as soon as he is mobile. Mark talked with Monica regarding the $10,000 grant. Monica sent an e-mail regarding the status of the grant. City Planner • Various grants for "Laurel Dump Cleanup" If the council approves the resolution and task order tonight, James will contact Great West Engineering in Helena on Wednesday; Public Works D artment Kurt spoke regarding last week's water break in Mogan Subdivision. When the city repaired the hydrant today, the main line blew and had to be repaired again. Kurt stated that an additional line is needed from Alder to Cottonwood to provide another water source. 3 Department Head Meeting Minutes of July 21, 2009 A pre-bid meeting is scheduled on Wednesday at 1:30 p.m. for Phase 2 of the water project. Bids close on August 5th. Kurt asked if there could be a special council meeting to award the contract, as further delay could impact the timeline for installation of the water line for the school stadium. Mayor Olson, Bill and Kurt will have further discussion after this meeting. • Construction of a storage building Kurt stated that the design would be determined and the city would go out for RFP. If bids come in over budget, the building will not be built. • Status of street project with Hardrives Construction There was no discussion. • Status of water distribution upgrade This project is ongoing. • Alder Avenue Kurt stated that the County might do the leveling and rolling on the Alder Avenue project, and then the city would chip seal the road. The County would like to use some of the State millings on Fir Avenue. Kurt will finalize the details and present this at the July 28th council workshop. Kurt stated that the road project started today. East Main Street and South 1st Avenue will be torn up for the rest of the summer. He suggested that the police, fire, and ambulance departments attend the weekly meetings for information regarding road closures. • Status of Main Street from 1st to 8th Avenues Kurt has not heard much about this project. Tim Casey contacted him recently. Josh Middleton has requested installation of a crosswalk at 5th Avenue across Main Street. Kurt will contact Rod Nelson about this. • 1st Avenue South and SE 4th Street Kurt talked with Curt Riemann and Dr. Stokke last week. Curt Riemann wants to change the location of the entrance to his business. • Report on progress with South Laurel Business SID Kurt stated that, since the overlay with millings will be done next spring, it is important for business owners to connect to water and storm sewer this year. He stated that a moratorium on street cuts would be needed following completion of the overlay in order to preserve the street. • Status of Wastewater Plant upgrade Kurt stated that Scott Murphy and Carl Anderson sent a letter requesting fees of $300,000 for the final design and construction phase of the project. Bill asked if the city could legally end Morrison-Maierle's services. Sam stated that could be done, as MMI is asking for an amendment to their contract. There was discussion regarding Phase 2 of the project. Since no one has the letter, a copy needs to be found and reviewed. • Solid waste truck purchase There was no new information. 4 Department Head Meeting Minutes of July 21, 2009 • Ditch mitigation ARRA grant project - 7t' Street Chad Hanson is working on this project. Bill, Kurt, and Chuck Rodgers will interview applicants for the Maintenance Superintendent position on Thursday. City Attorney There was no discussion. Mayor Olson There was no discussion. Chief Administrative Officer • 120-day moratorium on water resale rates and other water rates Bill stated that work is being done on this. • Impact Fees Bill asked department heads to bring impact considerations to his attention. • City's lease of railroad property on Main Street for various uses Bill stated the need to get city water service to the south side of Main Street. • Bus Transit System Bill stated that one more meeting is scheduled with the consultant. • Water service to MRL property on the south side of Main Street Kurt received the construction schedule for East Main Street from Bill Oberlander. Since construction will begin on August P, the city needs to get the water line installed as soon as possible. Kurt will get three quotes and the bid will be awarded. Bill will present this to the Budget/Finance Committee and Kurt will contact Chad Hanson. Other There was no discussion. The meeting adjourned at 4:02 p.m. Respectfully submitted, Cindy Allen Council Secretary 5