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HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.08.2009MINUTES DEPARTMENT HEAD MEETING SEPTEMBER 8, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson Bill Sheridan Derek Yeager Jan Faught Sam Painter Nancy Schmidt James Caniglia (3:47 p.m.) Bill stated that Kurt was on vacation and James was attending the County Commissioner's meeting. Council Workshop Agenda - Se tember 8 2009 Ambulance Service: • Appointments - Nick Obritschkewitsch and Jessica Obritschkewitsch Jan stated that Nick and Jessica will attend the council meeting on September 15`'. Planner • Bus Transit Program Bill stated that the consultant's investigation has been completed and the final document should be available within thirty days. The city will be ready to pursue the purchase of two transit vehicles. • Resolution - Annexation request by SID Corporation (Sid's Bar and Grill located at 1701 East Main Street) Bill stated that annexation of the property is needed to provide water and sewer services. Clerk/Treasurer: • Resolution - Montana Recovery Act Contract with Department of Commerce for 70, Street ditch mitigation project Mary received the document today. After the Department of Commerce receives the signed contract, they will send 90 percent of the funds to the City of Laurel. The bidding process and completion of the work will then begin. Chief Administrative Officer: • Resolution - Task Order No. 3 with Morrison-Maierle for Construction Administration and Observation Services Bill spoke regarding the timeline for the wastewater project. The project will go to bid soon, bid opening will be scheduled late in September or early October, and the bid should be awarded with council approval in October. Construction, which is scheduled to begin in November, will include the sewer lift stations, the waterline from the WWTP to the WTP, and the head works. The construction period is 165 days, with the allowed two-month delay due to winter weather. The project should be completed by June 2010. Executive Review: • Joint Meeting with Yellowstone County Commissioners -- September 16th at 5:30 p.m. Mayor Olson mentioned some of the items on the joint meeting agenda. Other agenda items should be submitted as soon as possible. There was discussion regarding the City-County Planning Board Interlocal Agreement, especially the funding appropriation and the quorum requirements. Further discussion is needed at the joint meeting. Derek, Mary, Bill and Sam will attend the joint meeting. Department Head Meeting Minutes of September 8, 2009 • Board Training - October 28 h or 29 h Mayor Olson asked that the Board/Commission/Committee chairmen be reminded of the meeting. • City-County Planning Board Interlocal Agreement Mayor Olson stated that this issue would be discussed at tonight's council workshop. • Council Issues: o Schedule visit to see the sprinkler system at the Rockvale Cemetery (Chuck Dickerson) Bill stated that this might not be possible. Other items Rick asked if the documents regarding the Billings' crime scene van could be presented tonight. There was a lengthy discussion regarding the condition of the van, the process to accept the vehicle, the documents received from the City of Billings, the supplies needed to stock the vehicle, and storage of the van. The Billings City Council is scheduled to declare the item as surplus at its meeting on September 28`h. The item will be added to the September 29`" council workshop agenda. Rick will contact Deputy Chief O'Connell regarding some of the questions. De artment Re orts• Ambulance Service There was no discussion. Clerk/Treasurer • Budget Mary has completed the preliminary budget, but some funds need further review. The General Fund is $250,000 in deficit, and the Building Code Enforcement and Sweeping Funds will be broke by the end of the year. Mary stated that there are six additional funds. Additional mills will need to be moved from the General Fund to the PERS Fund. A revised Planning mill levy, which was $20,000 less than originally expected, was received from the Department of Revenue on Friday. Mary will print the preliminary budgets for department heads to review. Mary, Bill, and Mayor Olson will review the summary sheets today after this meeting. Mary asked the status of two requests to use city property. One request was for this year's homecoming activities and the second was for the YMCA flag football program. Rick will see if the documents are in his office. Fire Department • Preparations for new fire station • Status of Fire Department grants Derek continues to review plans for the future fire station. awards at this time. Derek explained that the grant was required. Library • Status of City of Laurel's website No word has been received about the grant written so no city match or contribution is 2 Department Head Meeting Minutes of September 8, 2009 Nancy is still working on the city's website. Sharon Krug, from the Laurel Outlook, wrote an article about the website for this week's paper. Nancy needs information from department heads for the website. Nancy stated that the substitute library clerk resigned recently. Advertisements have been run and six applications have been received. Police Department Rick stated that there is nothing new to report. City Planner • Various grants for "Laurel Dump Cleanup" Bill stated that James is contacting people regarding available grants. Public Works D artment • Construction of a storage building Bill stated that work is being done. • Status of water distribution upgrade Bill stated that the project is going forward. • Alder Avenue Bill stated that some work should be done on Alder Avenue yet this fall. • Status of Main Street from I 't to 8`s Avenues Bill stated that work is being done on the water and sewer lines and other improvements for this project. * 1" Avenue South and SE 0' Street Bill will ask Great West to contact the contractor regarding the status of the project on I" Avenue South, as concrete still needs to be poured before the mill and overlay is completed. • Report on progress with South Laurel Business SID Bill stated that work is being done on the project. • Status of Wastewater Plant upgrade Bill reviewed this project earlier in the meeting. • Solid waste truck purchase The specs for the truck are being reviewed. • Ditch mitigation ARRA grant project - 7' Street Bill stated that the city received a grant for the project. City Attorney Sam will distribute a draft of the park permitting document. Mayor Olson • Park Maintenance Districts 3 Department Head Meeting Minutes of September 8, 2009 Mayor Olson stated that the fire station is the primary concern at this time. A council retreat will be scheduled for further discussion regarding options and the need to identify and prioritize issues. Mayor Olson asked that the Park Maintenance District be moved to future discussion on the department head agenda. • Approval forms Mayor Olson asked for input about the draft approval form. • Surplus auction Mary has not received any lists of surplus items from department heads. Mayor Olson stated that the surplus auction would be listed on two more department head agendas and then removed if there is no response. Chief Administrative Officer • Schedule of Fees and Charges Bill will work on this soon. • Moratorium on water resale rates and other water rates Bill stated that city staff met with Harry Whalen recently. At that time, Harry gave direction regarding the need to address the fees charged to the city's largest customer, Cenex Refinery. More work is being done and the appropriate rates should be finalized soon. • Impact Fees Bill is working on impact fees. Derek stated that the majority of the impact to the city's emergency services comes from out of the city limits. There will be further discussion at the joint meeting on September 16''. James arrived at the council meeting at this time. • City's lease of railroad property on Main Street for various uses Bill stated that a meeting with MRL, the LURA, and the Chamber of Commerce is scheduled on Thursday at 10:00 a.m. Mayor Olson asked regarding the use of TSEP funds for non-city projects. Mary stated that city CTEP funds paid for the rejuvenation of the Chamber's log cabin, which is located on land leased from the railroad. The Chamber leases the log cabin, which is owned by the city. There was further discussion. James will look into this prior to Thursday's meeting. • Water service to MRL property on the south side of Main Street Bill stated that the waterline on East Main will be installed soon. • Bus Transit System James stated that the figures LSC presented recently were incorrect. The City of Laurel received a $60,000 MDT grant for one year, but the city will only receive $30,000 for half a year. James explained the impact of the cost to the city and the need to keep costs at 54 percent. This could require services to be scaled back for the first six months. 4 Department Head Meeting Minutes of September 8, 2009 Mary stated that the budget includes the funds to complete the study, but the proposed bus system has not been included in the budget. James stated that the buses are scheduled to be delivered the beginning of January. If the buses arrive later than that, the city would not be obligated to provide services. There was discussion regarding hiring bus drivers and dispatchers. Mary stated that the city has to provide the funding, which would then be reimbursed. She stated the need to budget for the highest cost and the lowest revenue. Other There was no discussion. The meeting adjourned at 4:02 p.m. Respectfully submitted, Cindy Allen Council Secretary 5