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HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.18.2009MINUTES DEPARTMENT HEAD MEETING AUGUST 18, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Mark Guy Bill Sheridan Kurt Markegard Jan Faught Sam Painter Nancy Schmidt Council Agenda - August 18, 2009 Scheduled Matters: • Confirmation of Appointments. • Ordinance No. 009-09: Ordinance to amend 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. Second reading. Bill stated that this zone change request is for the Cenex property. • Resolution No. R09-89: A resolution of the City Council accepting a Hiring Recovery Program Grant award from the United States Department of Justice Office of Community Oriented Policing Services (COPS). Mark Guy stated that the grant would allow the city to hire another (13`h) officer. The hiring process will start after the grant monies are received. • Resolution No. R09-90: A resolution of the City Council authorizing the disposal of City records. Bill stated that the resolution is needed to dispose of city records. • Resolution No. R09-91: A resolution approving the attached Task Order No. 2 of the Owner- Engineer Agreement with Morrison-Maierle, Inc., to perform the tasks and duties related to the Wastewater Treatment Plant upgrade final engineering and bidding services. Kurt stated that the final design, bidding process, and construction would begin after the task order is approved by the council. • Resolution No. R09-92: A resolution transferring cash between various funds of the City of Laurel, Montana, for the purposes of year-end closing. The resolution is on tonight's council agenda. Draft Council Worksho Agenda - August 25, 2009 LSC Transit Consulting Services Presentation James asked if copies of the final draft of the report or a CD of the report should be distributed to the council. At tonight's meeting, Mayor Olson will ask the council which one they would prefer to receive. James stated that the TAC meeting is scheduled at 9:30 a.m. on August 25 h, a public meeting at the Senior Center at 12:15 p.m., and the presentation to the council at 6:30 p.m. The report includes the different available options and other alternatives. The next step is for the council to vote on which option to approve. Department Head Meeting Minutes of August 18, 2009 Mayor Olson stated that the issue would be placed on the September 8'h council workshop for further discussion prior to a decision on September 15''. Clerk/Treasurer: • Resolution - Amendment of TSEP Contract for the City of Laurel Wastewater Project There was no discussion. Planning: • Ordinance - Zone change for CHS James explained that this second zone change request from Cenex is for two small parcels that are located next to the 12-acre parcel. Mayor Olson asked when Cenex's request to extend services would come to the council. The Building Department does not review building permits outside of the city limits. Kurt stated that Cenex needs to request an extension of water services to any additional property it acquires. A letter will be written to Cenex to specify that requests for further extensions of services must be submitted to the Public Works Department and approved by the council. Kurt, Sam, James and Bill will draft the letter, and Mayor Olson stated that Bill should sign the letter. Chief Administrative Officer: There were no items at this time. Executive Review: • Scott Wilm -- Request for variance for a fence at 602 West Maryland Lane Mayor Olson stated that staff should be prepared to report on the procedure for this issue. Kurt stated variances are addressed in the zoning ordinance, but the code enforcementibuilding official issues the permits. James stated that there are restricted regulations for corner lots. A variance request needs to go before the Planning Board, which would then make a recommendation to the council. • Tree issues in Riverside Park Mayor Olson stated that he should have instructed the employee to discuss the situation with his supervisor. • Board Training - October 28'x' or 29'x' Mayor Olson stated that the council and committee/board/commission chairmen will be notified regarding the educational opportunity. Other items Kurt asked if Matt Wheeler should be introduced to the council at the workshop on August 25 h. Mayor Olson added this under the CAO. Department Reports: Ambulance Service Jan stated that the Ambulance Service has been busy, as multiple calls have been received recently. Jan schedules one crew, but other crew members have been available to respond to other calls. 2 Department Head Meeting Minutes of August 18, 2009 Clerk/Treasurer • Budget Bill stated that Mary is working on the budget. Fire Department • Preparations for new fire station • Status of Fire Department grants Bill stated that Derek has worked on the new fire station and the grant application has been submitted. The city should be notified about the grant in September. Library • Status of City of Laurel's website Nancy stated that the library has been busy, but has slowed down a little. She continues to work on the city's website. Police D artment • Status of Chief s recovery Mark stated that Rick got his cast off today, but there is still some swelling. Rick might return to work on Friday. Mark stated that the cops and dispatchers continue to demonstrate professionalism. City Planner • Various grants for "Laurel Dump Cleanup" James stated that work at the dump has been delayed for a few weeks. James recently received an e-mail from Commissioner Ostlund. A property owner on 12'h Street wants to annex into the city, but the costs of water, sewer, curb, gutter, sidewalk, and street improvements make it prohibitive to do so. There was discussion regarding TenderNest's plan to build and expand its utility lines, the possibility of an SID, the County's responsibility to repair 12th Street, and the possibility that Rural Development would help fund the improvements. Public Works D artment • Construction of a storage building Kurt stated that the bid process will begin soon. • Status of street project with Hardrives Construction Kurt has been meeting with Hardrives three times a day. Work has been done on East First Street, West Avenue, and Railroad Street, and patching on the east/west streets will begin on Wednesday. Citywide pothole repair will be done, and some streets will be leveled again. Kurt stated that 500 tons, or 50 truck loads, of hot mix are still available for this street project. • Status of water distribution upgrade Kurt stated that the final paperwork is being done this week, and water line replacement will begin on Monday. Two crews will be working, and East 8th Street, from Wyoming to Pennsylvania, will be done first. The curb, gutter, and sidewalk project on South 1 st Street is almost done and the street will be paved in October. East 8t' Street will be closed for the school's first football game, but it should be open for the next game three weeks later. Public notification of the street closure will be published in the Laurel Outlook. Department Head Meeting Minutes of August 18, 2009 • Alder Avenue Kurt stated that Alder Avenue is being used as the detour for the State's project on East Main Street. Kurt is working with the County regarding the improvement project on Alder Avenue next spring. Kurt plans to make Alder Avenue drivable for the winter. A pad was built in Ponderosa Park for the millings that will be stockpiled from the State project. • Status of Main Street from 0 to 8"' Avenues Kurt stated that a couple new easements are needed. 1st Avenue South and SE 4t' Street Kurt stated that the curb and gutter project on South 1st Avenue is almost complete. A leveling course is planned for Southeast 40' Street next spring. Tractor Supply Company is scheduled to close on the property by the end of August. • Report on progress with South Laurel Business SID Several of the South I" Avenue property owners have returned the agreements. The business owners have fourteen days after the project is completed to submit the payment. • Status of Wastewater Plant upgrade Kurt stated that the task order is on tonight's council agenda. The bidding and construction process will be discussed in a meeting with Scott Murphy at 9:00 a.m. on Wednesday. • Solid waste truck purchase Kurt stated that the new Shop Maintenance Superintendent will prepare the final specs for the truck. • Ditch mitigation ARRA grant project - 7`h Street Kurt stated that Great West is working on this project. The cost estimate is $116,000 and ARRA grant funding is available. Kurt stated that there have been issues with the Laurel 2002 NE Turn Lane Project, as the contractor has hit some of the underground utilities. Kurt told the contractor that the State should have done field verification, and now the State should determine the best course of action. The contractor hit a sewer line at Laurel Ridge Hotel on Monday. City Attorney Sam asked Mayor Olson and Kurt if the engineer the city hired could do a site visit at the water intake on August 276' at 10:00 am. Kurt stated that Fish & Game requested information about the intake structure in the river and how the river has changed. There was discussion regarding a gravel boat ramp. Mayor Olson • Park Maintenance Districts Mayor Olson is getting input regarding park maintenance districts. • Approval forms Mayor Olson stated the need for an approval form to provide a process for department heads to accept equipment according to specifications. 4 Department Head Meeting Minutes of August 18, 2009 • Surplus auction There was discussion regarding the surplus items and auction. After the surplus list is compiled, it will be decided if an auction will be scheduled. Surplus items can be transferred to other departments. Chief Administrative Officer • Schedule of Fees and Charges Bill asked department heads to submit fee changes to him. • Moratorium on water resale rates and other water rates Bill and Kurt met with Great West Engineering today. Great West suggested that the attorney should work on the resale water rates. There was discussion regarding use of a boiler plate contract for resellers. Kurt stated that the City of Billings charges water resellers a $10,000 license fee and an additional annual fee, and there is a set of rules which they must follow. Bill stated that work will continue on the raw water charges. Cenex is the city's only raw water customer at this time. • Impact Fees Bill is reviewing impact fees for parks and the fire, police and ambulance departments. • City's lease of railroad property on Main. Street for various uses Bill stated that work is being done regarding long-term leases of the railroad property on the south side of Main Street. James has provided a map suggesting various operations for this property. James mentioned that the Streetscape Plan shows some improvements for the south side of Main Street. • Water service to MRL property on the south side of Main Street Bill stated that Great West estimates a cost of $60,000 to $70,000 for the installation of two water lines and one sewer line across Main Street. • Bus Transit System There was no further discussion. Other There was no discussion. The meeting adjourned at 3:50 p.m. Respectfully submitted, 1fir-.y-t? ?01-1- Cindy Allen Council Secretary 5