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HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.11.2009MINUTES DEPARTMENT HEAD MEETING AUGUST 11, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Jason Wells Bill Sheridan Kurt Markegard Jan Faught Brooke Baracker Nancy Schmidt James Caniglia Council Workshop Agenda - Aurrust 11, 2009 Police Department: • Resolution - Accept COPS Hiring Recovery Program Grant Jason stated that Chief Musson is willing to attend tonight's council workshop. There was discussion. Since Rick is on FMLA/workers' comp/sick leave, Mayor Olson asked if someone else could attend. Jason will make sure someone attends tonight's council workshop. Clerk/Treasurer: • Resolution - Disposal of City records Mary stated that the disposal of city records is a housekeeping issue. After council approval, the State must also grant approval. Mary explained that the city adopted a retention schedule in 2004. The State sets the guidelines, and the city follows them. Chief Administrative Officer: • Resolution - Task Order No. 2 with Morrison-Maierle, Inc. for the Wastewater Treatment Plant Upgrade Final Engineering and Bidding Services Bill stated that Morrison-Maierle is working with the plans and specifications. A right-of-way is needed for the water line between the WTP and the WWTP. The project is scheduled to go out to bid by the end of September. Kurt will meet with CHS to review the easement. Phase 2A includes the water line, lift stations, and the head works. The project was divided into two projects in order to use ARRA funding. Mary explained the funding and stated that the stimulus money will be used for the second phase. Mayor Olson asked staff to be prepared to present the scope of work and the project in a concise explanation. • Update on resale of potable water Bill stated that Harry Whalen, Montana Rural Water, cannot be here until September. Bill suggested that the city contact Great West Engineering regarding this issue. Kurt will contact the Public Works Department in Billings regarding their policy. Mary stated that the city attorney drafted revised rules and regulations for this issue. Executive Review: • Council Issues: o Trees in boulevards (Chuck Dickerson) Mayor Olson spoke regarding who is responsible to maintain trees in city right-of-way. There was discussion regarding the need for public safety, MMIA's ability to defend the City of Laurel, the Department Head Meeting Minutes of August 11, 2009 responsibility of property owners, the need for legislation, the lack of specific regulations for trees vs. bushes, and the Tree Board's responsibility to identify diseased trees. Other items: Mary asked that a resolution authorizing transfer of certain cash funds be added to tonight's council workshop agenda. Mayor Olson stated that it could be added. At tonight's workshop, Mayor Olson will inform the council of discussions with the County regarding millings and annexation issues. Review of draft council a enda for August 18, 2009: • Ordinance No. 00909: Ordinance to amend the official coning map of the City of Laurel, Montana, to change the zoning designation of a parcel of property located in Yellowstone County from Residential Manufactured Horne to Light Industrial Zoning. (First reading - 07/21/2009; Public Hearing - 08/04/2009; Second reading - 08/18/2009) Mayor Olson stated that some council members want to comment on this issue, and there will be a forum for discussion tonight. At a recent council workshop, a CHS representative stated that the zone change/construction would bring in $220,000 in tax revenue. Mayor Olson wants the council to know that the revenue would go to the County, not the City of Laurel. Special Council Aizenda - August 11. 2009 A resolution accepting COP Construction's bid and authorizing the Mayor to negotiate and execute a contract with COP Construction for Phase 2 of the city's water system improvement project will be presented at the special council meeting. Department Reports: Ambulance Service Jan stated that the ambulance calls slowed down this week and she has worked on reorganization. Clerk/Treasurer • Budget Mary stated that the Department of Revenue should send the certified mills between August 25th and 31". She requested an estimate of value, but only received a partial estimate. Approval of the final budget is scheduled for September 22nd, and publication of notices and a public hearing are needed prior to approval. Kurt will finish the PWD budgets soon. Fire D artment • Preparations for new fire station • Status of Fire Department grants Bill stated that the preparations for a new fire station depend on the status of the grant. Library • Status of City of Laurel's website Nancy stated that it has been frustrating to work on the website because the server will not let her in. 2 Department Head Meeting Minutes of August 11, 2009 Nancy stated that the library is short one employee, due to illness, and another employee needs to have surgery. Police D artment • Status of Chiefs recovery Jason stated that Rick should return in seven days. City Planner • Various grants for "Laurel Dump Cleanup" James stated that the work plan has been submitted by Great West Engineering in Helena. Great West needs to borrow the city's backhoe for use at the old city dump. Public Works Department • Construction of a storage building Kurt will use the standard bid form for the building. • Status of street project with Hardrives Construction Kurt met with Hardrives on the south side on Monday and will meet with them on Railroad Street on Wednesday. Hardrives will work on the east/west streets next. Hardrives will be gone on Thursday and Friday and return on Monday. After the milling project is completed on Alder Avenue, they will chip seal the street. • Status of water distribution upgrade Kurt stated that this item is on tonight's agenda. • Alder Avenue Kurt stated that a Memorandum of Understanding is needed with the county for the joint venture. • Status of Main Street from 1St to 8th Avenues Kurt stated that the easements need to be signed. The motel owner is willing to have the sign moved for this project that has ARRA funding. • 0 Avenue South and SE 4th Street Kurt stated that the curb, gutter, sidewalk, and approaches are being installed. Southeast 4th Street is scheduled for next year. Kurt stated that the ditch next to Tractor Supply was not built to specs as the wrong head gate was installed. After Kurt notified them last Wednesday, they installed the correct one on Friday. • Report on progress with South Laurel Business SID Kurt and James are working on the agreements with the business owners. Mary has received two agreements and one check so far. The property owners have 14 days after construction to submit payment to the city. • Status of Wastewater Plant upgrade Kurt stated that the project should go to bid in September. A meeting regarding the easement will be scheduled with CHS representatives. The city will request that Cenex help with the $4,800 bill from Morrison-Maierle. Greg Brown from Cenex agreed to meet on Wednesday or Thursday. 3 Department Head Meeting Minutes of August 11, 2009 • Solid waste truck purchase Kurt stated that the new Maintenance Superintendent would finalize the bid package. • Ditch mitigation ARRA grant project - 7t' Street Chad Hanson informed Kurt of the cost estimate of $116,000 for the project. Kurt has not seen the final design yet. Kurt spoke regarding the State project, street closures, and the need for better communication. Emergency Services are supposed to be notified of street closures. Better communication is needed. Kurt stated that the WTP relief operator and maintenance job openings close next Friday. About 60 to 70 applications have been received for each position. There was discussion regarding limiting the Job Service applications to 75. Kurt stated that applications should not be restricted. Mayor Olson stated that legal counsel should review this issue. City Attorney Brooke asked if she needed to attend any meetings prior to tonight's special council meeting. Mayor Olson will discuss it with her after the meeting. Mayor Olson Park Maintenance Districts Mayor Olson stated that an open mind is needed regarding how to progress with park maintenance districts. The city could focus on Elena and Iron Horse Station Subdivisions or a citywide park maintenance district. • Approval forms Mayor Olson stated that a mechanism or checklist is needed for acceptance of assets. Department heads should e-mail suggestions to him. * Surplus auction Mary explained the process, which includes listing the items to be declared as surplus, having the council declare the items as surplus, deciding how to dispose of the items, and advertising that the items are available for public auction. The Public Works Department has three metal desks, 18 lights, a street sweeper, and two garbage trucks. The Police Department has some bikes and a wrecked patrol car. The Fire Department also has some surplus items. Department heads should e-mail their list of surplus items to Mary. Chief Administrative Officer Schedule of Fees and Charges Bill asked the department heads to e-mail any needed fee changes to him. Mary mentioned the issues regarding special events with the park fees versus street closures. There was also a question regarding the kennel fee. • Moratorium on water resale rates and other water rates Bill stated that Harry Whalen from Rural Water has assisted with the rate structure, but Harry cannot be in Laurel until September. Bill suggested that Great West Engineering should be involved in this issue. 0 Impact Fees 4 Department Head Meeting Minutes of August 11, 2009 Bill is working on four items regarding impact fees. • City's lease of railroad property on Main Street for various uses James is preparing a map of the property. The city and MRL will meet soon to discuss a lease for the property- 0 Water service to MRL property on the south side of Main Street Bill stated that a 6-inch water line needs to be installed east of First Avenue across Main Street to the south side of the street. A 6-inch line for a hydrant and sewer line needs to be installed on the west side of First Avenue. • Bus Transit System Bill stated that the project should be completed within a couple months. The grant will provide a bus transit system from Laurel to Billings. Other Kurt spoke regarding the landfill agreement with the City of Billings. The council approved the agreement which included an incorrect charge. After council approval, the city already received and signed the correct agreement. Since the charge amount was specified in the agreement and not in the resolution, Sam allowed the corrected agreement to be signed without fiuther council action. Mary and Norm Klein worked on the year-end books yesterday. She explained the need for a storm water district versus using street maintenance funds. The purpose of a storm water system is to keep the water off the streets. Mary stated that one storm water district is needed for the residents and another one is needed for commercial properties. The meeting adjourned at 3:55 p.m. Respectfully submitted, " aw""- Cindy Allen Council Secretary 5