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HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.25.2009MINUTES DEPARTMENT HEAD MEETING AUGUST 25, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Bill Sheridan Kurt Markegard Sam Painter Nancy Schmidt James Caniglia Council Workshop Agenda -- August 252009 LSC Transit Consulting Services Presentation James stated that some Transit meetings were held earlier today. Rick Musson Jan Faught Derek Yeager Jean Kerr Bill stated that the first year's costs are estimated at $150,000, and the city will continue to apply for grants. Grants should provide the required funding so the monies do not need to come out of the city's budget. The consultant has indicated that the city could rely on the Federal government for funds to transport Medicare/Medicaid people to doctor's appointments. Bill stated that, if it is determined that the city cannot afford the program, it cannot afford it. Clerk/Treasurer: • Resolution- Amendment of TSEP Contract for the City of Laurel Wastewater Project Mary explained that the amendment to the TSEP contract is needed to include the stimulus funds provided by the American Recovery and Reinvestment Act (ARRA). Planning: • Ordinance - Zone change for CHS James stated that the zone change is for two small parcels that were not included in the first zone change request. There was discussion regarding the process for Cenex to request utility extensions, the traffic study done for Cenex, the requirements and permit processes for building, electrical, water, sewer, storm water, and fire flows. Chief Administrative Officer: • Introduction of the new Maintenance Shop Superintendent Bill will introduce Matt Wheeler at tonight's council workshop. Executive Review: • Scott Wilm -- Request for variance for a fence at 602 West Maryland Lane Kurt stated that fence permits are in the zoning ordinance. James stated that the Planning Board considers fence permits. • Tree issues in Riverside Park Mayor Olson stated that he missed the opportunity to have the employee go through his supervisor regarding this issue. Kurt explained that the Public Works Department is working with the Tree Board to obtain DNRC funding for trees. Tree City USA requires the city to spend $2/per resident on trees, which is about $13,000. Since DNRC prefers to award grants to plant new trees rather than to trim trees, Kurt Department Head Meeting Minutes of August 25, 2009 suggested planting trees at Lions Park. Money would then be allocated in the budget for tree trimming at Riverside Park. A workshop on large tree pruning will be presented at the Tree Conference in October. Kurt is getting quotes for tree trimming in Riverside Park. • Board Training - October 28d' or 29'h Mayor Olson stated that Mary contacted the Local Government Center regarding providing some training for the city's boards/commissions/cominittees. The Airport Authority recently requested some educational training. Council members will also attend the training, which will be held on October 28th or 29`h, according to the preference of those involved. Other items Mayor Olson stated that Johnson Controls will make a presentation at tonight's council workshop. The representative has requested that a staff member accompany him on Wednesday to review the program. Department Reports: Ambulance Service Jan stated that the department has been busy. Clerk/Treasurer • Budget Mary received the budgets from the Public Works Department on Monday. She stated that the Department of Revenue is scheduled to have the taxable values to the jurisdictions this week, but she will be surprised if that happens. Mary will submit the preliminary budget to Mayor Olson soon. Approval of the final budget is scheduled for September 22nd, and public notice and public hearing requirements must be completed. Mayor Olson, Bill, and Mary will have a budget meeting on Wednesday at 4:30 p.m. Fire Department • Preparations for new fire station • Status of Fire Department grants Derek is waiting to hear the status of the grant application and has reviewed other available grants. The SAFER Grant, which is similar to the COPS Grant, would pay for an employee for four years and require the city to pay for the fifth year. Derek has been reviewing the impact fee studies. Library • Status of City of Laurel's website Nancy stated that the city's website should be upgraded by the end of the weekend. Department heads need to submit information for their respective portion of the website. Information regarding the transfer site hours could be provided under the Public Works Department and Frequently Asked Questions (FAQ). Mayor Olson suggested contacting Larry Tanglen to see if information regarding the city's updated website could be published in the newspaper. Police Department • Status of Chief's recovery Rick stated that his recovery has been slow, but he is back to work on light duty. 2 Department Head Meeting Minutes of August 25, 2009 Rick stated that Billings' Deputy Chief O'Connell contacted him regarding their old crime scene van, which they want to give to the Laurel Police Department. There was further discussion regarding the crime scene van. Mary asked regarding the hiring process for the COPS Grant. Rick explained that Consortium testing is scheduled for September 8th, 9th , and 10th. Over 200 people have signed up for the testing, and letters will be sent to them regarding the opening in Laurel. Rick stated that the testing list is current for 18 months, after which the individuals would retest if they had not yet been hired. For Mary's budgeting purposes, Rick stated that he hopes to hire an officer by Christmas. Cif Planner • Various grants for "Laurel Dump Cleanup" James stated that Great West Engineering in Helena will start working on the project next month. Public Works Department • Construction of a storage building Matt is working on this. • Status of street project with Hardrives Construction Kurt stated that, as of Friday, Hardrives had filled all of the potholes in the city. Nancy stated that there are still potholes on 3'd Street West in front of the library. Kurt explained that there is still money left in the contract. A change order would allow reallocation of the money to be used for more crack sealing instead of chip sealing. Bill stated that he is in favor of doing so. • Alder Avenue Kurt stated that Alder Avenue is being used as a detour for the MDT project. The millings project has been backed up because of conflicts with the sewer and storm lines at Fir Avenue. Because MDT has to reroute some of the sewer lines, the project is now three weeks behind. The city will receive the millings sometime after Labor Day. • Status of Main Street from 1st to 8th Avenues Kurt will contact Rod Nelson to finalize the easements for the project. • 1st Avenue South and SE 4th Street Kurt stated that the curb, gutter, and sidewalk project is being completed on 1st Avenue South. The agreements are coming in, and business owners have 14 days to pay after the state submits an invoice to the city. • Report on progress with South Laurel Business SID Kurt stated that Tractor Supply Company will apply for a building permit next week and will tie into the city's water, sewer, and storm water. Steve Solberg has indicated that Laurel Ford would also like to tie into the storm water system. Kurt stated that letters should be written to the business owners to explain the need to tie into the storm system prior to next spring's proposed leveling course and overlay on SE 4th Street. Mayor Olson stated that the leveling course should not be done if the business owners do not agree to the SID for the overlay. Kurt stated that there should be a five-year moratorium for cutting into the street after the leveling course and overlay project is completed. This would force the business owners to connect to the storm water system prior to the project. 3 Department Head Meeting Minutes of August 25, 2009 Status of Wastewater Plant upgrade Kurt stated that the project is progressing and stated that the water line will be upsized to a instead of 20 feet. work is being done on the easement with CHS. Kurt 12-inch line and the easement needs to be 30 feet wide, • Solid waste truck purchase Matt is working on the specs for the truck. • Ditch mitigation ARRA grant project - 7`}' Street Kurt stated that the final design should be done soon. Kurt is helping Matt get adjusted with his new position. Matt's e-mail address is mwheeler laurel.mt. ov. Kurt stated that the school district has asked that bus parking at Graff School change from Wyoming Avenue to the front of the school on 6t' Street. Scott Reiter will write a letter of request. • Status of water distribution upgrade Kurt stated that Wednesday's Outlook will publish information about the water line project and ask residents to move vehicles off the streets starting on September 86". Temporary water lines will be set up prior to the project, Emergency Services will receive maps of the temporary lines and the project, and two crews will work on the project. Kurt is concerned that the project is starting late in the season and there could be a limited pavement time. Public works has ordered ice slicer and sand mix in preparation for the winter. Eighth Street will be closed for the school's football games this weekend. City Attorney There was no discussion. Mayor Olson • Park Maintenance Districts Mayor Olson is working on this. Approval forms Mayor Olson distributed a draft of an approval form. He explained the need for a process to identify the standards to accept a capital asset. There was a brief discussion, and Mayor Olson asked for staff input. • Surplus auction Surplus lists should be submitted to Mary. Chief Administrative Officer • Schedule of Fees and Charges Bill has started working on the schedule of fees and charges. • Moratorium on water resale rates and other water rates Bill stated that the city has received assistance from Great West Engineering and Rural Water, and more work should be completed within two weeks. 4 Department Head Meeting Minutes of August 25, 2009 • Impact Fees Bill is reviewing impact fees for park improvements, fire, police, and ambulance. • City's lease of railroad property on Main Street for various uses Bill stated that the city will meet with MRL soon regarding a long-term lease for property on the south side of Main Street. • Water service to MRL property on the south side of Main Street Bill stated that TIFD funds have been allocated for installation of water and sewer lines to the south side of Main Street. • Bus Transit System Bill stated that the study for the transit system should be completed soon. There may be some expense to the city, but it should not be substantial. Kurt stated that the pool closed on Saturday, and work is being done to winterize the pool. Kurt asked that the city recognize Four Square Church, Pastor Steve Schreiner, and Greg Burke, for installing the playground equipment at Nutting Park. The recognition will be given at the council workshop on September 8th. Kurt stated that the church is willing to do other projects in Laurel to meet the needs of the citizens. Other Mary stated that, from a financial aspect, grants are a wonderful curse as the city has to spend the money first and then get reimbursed. There is a lot of paperwork involved and cash flow can be an issue. Mary stated that the bus transit grant is a huge concern. The meeting adjourned at 4:05 p.m. Respectfully submitted, C Cindy Allen Council Secretary 5