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HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.01.2009MINUTES DEPARTMENT HEAD MEETING SEPTEMBER 1, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Bill Sheridan Mary Embleton Rick Musson Brooke Baracker James Caniglia Jan Faught Nancy Schmidt Derek Yeager CouncV Agenda - Se tember 1 2009 Scheduled Matters: • Confirmation of Appointments: • Ordinance No. 009-10: 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. First reading. James stated that the zone change request is for two small parcels of land owned by CHS Refinery. Since the properties are contiguous to Light Industrial and Heavy Industrial zoning, there would be no basis for denial of the zone change request. Mary stated that LMC requires the Zoning Commission, which is the Planning Board, to make a recommendation to the council. Since there was not a quorum at the Planning Board meeting, no recommendation was made and the council cannot go forward until a recommendation is made. She stated that there could be future procedural issues if this goes forward at this time. James stated that the Planning Board recommended that the zone change go to the council, even though the Board could not vote on the issue. Mary stated that the Planning Board's recommendation for the zone change request needs to be advertised twice prior to the council's public hearing, but there was no recommendation. James stated that the Planning Board recommended that the issue go to the council. James had talked to Sam about the issue prior to the Planning Board meeting. The issue is different because there is no basis for denial of this zone change request, as the public was well aware of it since it was the third public hearing. There was discussion regarding the process for the first zone change request from Cenex. The Planning Board's vote was split 5-2 that the zone change go forward for the council's consideration. Since the process for the first zone change had already started, Cenex could not add the two additional parcels in the request. There was not a quorum for the first advertised public hearing, and a second public hearing had to be advertised and scheduled in order to get the Planning Board's recommendation. Mary expected to see the second zone change request on the Planning Board's September 3d agenda, but it was not listed. James stated that the Planning Board was ready to have the item go forward to the council. With the first zone change request, there were legitimate reasons for denial, so the public hearing had to be rescheduled. He stated that there is no basis for denial of the second zone change request. Mary stated her concerns regarding not following procedures. Department Head Meeting Minutes of September 1, 2009 Brooke stated that Sam addressed the issue, but she will contact him prior to tonight's council meeting, which Sam should attend. Resolution No. R09-93: A resolution authorizing the Mayor to sign an amendment to the Montana Department of Commerce Treasure State Endowment Program (TSEP) Grant for the City of Laurel Wastewater Improvement Project. Draft Couneil Workshop Agenda - September 8, 2009 Planning: • Bus Transit Program Bill stated that James would provide updated information. Chief Administrative Officer: • Resolution - Task Order No. 3 with Morrison-Maierle for Construction Administration and Observation Services The resolution will be on the September 8th council workshop agenda. Executive Review: Joint Meeting with Yellowstone County Commissioners - September 16th at 5:30 p.m. Bill stated that department heads may be asked to participate. • Board Training - October 28th or 29th De artment Re orts• Ambulance Service Jan stated that two appointments should be added to the September 8th council workshop agenda. Clerk/Treasurer Budget Mary received the certified taxable values today. She has a conference call with the Department of Revenue today. Mary stated that it would probably be necessary to trim the budget. Fire Department • Preparations for new fire station Derek has been looking for new sites for the fire station, as the site on First Avenue might not be available. MRL leased property on West Main would require indemnifying a third party, which might not be ideal. He is working to identify second and third choice lots for the proposed station and to find new construction ideas. The fire station will cost between $1.8 and $2.2 million. • Status of Fire Department grants Derek stated that information regarding the grant awards should be available in mid-September or early October. Lfbrary • Status of City of Laurel's website 2 Department Head Meeting Minutes of September 1, 2009 Nancy is adding the board, committee, and commission information to the website. She asked department heads to submit information for their part of the site. The library needs to hire a new substitute library clerk, and an ad will run in Wednesday's newspaper. The Library Board wants to hire two people to job share one position. Police Department Rick asked if the COPS Grant document was mailed, and he was informed that it had been mailed. City Planner • Various grants for "Laurel Dump Cleanup" James stated that Great West Engineering will be in Laurel next week to do some of the work. James will coordinate Great West's use of the city's machinery with Kurt. James added the annexation of SID's Corporation property to the September 8th council workshop agenda. Public Works D artment e Construction of a storage building Bill stated that the building is an ongoing project. • Status of water distribution upgrade Bill stated that the project is ongoing. • Alder Avenue Bill stated that the project is on hold until next spring, as the County does not want to participate until then. • Status of Main Street from 1St to 8th Avenues Bill stated that the project needs to go forward. 1" Avenue South and SE 4th Street Bill stated that the project is going forward. • Report on progress with South Laurel Business SID Bill stated that this is not going too well now, but work will continue next spring. • Status of Wastewater Plant upgrade Bill stated that the improvements will begin soon. • Solid waste truck purchase Bill stated that the truck purchase should go forward soon. • Ditch mitigation ARRA grant project -- 7th Street Mary stated that the city submitted a budget and timelines to the Montana Department of Commerce and should receive a contract from them soon. She suggested adding the item to the September 8th council workshop agenda in case the contract arrives by then. Mary stated that the grant will provide 90 3 Department Head Meeting Minutes of September 1, 2009 percent of the $116,000 needed for the ditch mitigation project as soon as they receive the signed contract. City Attorney There was no discussion. Mayor Olson • Park Maintenance Districts There was no discussion. • Approval forms Mary stated that the approval form would provide a process for all parties to agree to accept an asset prior to the city making final payment. • Surplus auction There was no discussion. Chief Administrative Officer • Schedule of Fees and Charges Bill is working on this. • Moratorium on water resale rates and other water rates Bill stated that a gentleman will be in Laurel on Wednesday to provide assistance and the rates should be finalized within a couple months. • Impact Fees Bill is working on impact fees. • City's lease of railroad property on Main Street for various uses Bill will talk with MRL soon regarding leasing property on the south side of Main Street. • Water service to MRL property on the south side of Main Street Bill gave approval to go out for bid for this water and sewer project. • Bus Transit System Bill stated that the contractor's work is almost completed, and the city should start implementing it next spring. Other There was none. The meeting adjourned at 3:25 p.m. Respectfully submitted, Cindy Allen Council Secretary 4