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HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.15.2009MINUTES DEPARTMENT HEAD MEETING SEPTEMBER 15, 2009 3:00 P.M. COUNCIL CHAMBERS Mayor Ken Olson Mary Embleton Rick Musson Jean Kerr Kurt Markegard Jan Faught Sam Painter Nancy Schmidt Derek Yeager James Caniglia • Confirmation of Appointments: o Laurel Volunteer Ambulance Service: Jessica Obritschkewitsch and Nick Obritschkewitsch • Resolution No. R09-94: Resolution of annexation of .84 acres of property located at 1701 East Main Street, Laurel, Yellowstone County, Montana. • Resolution No. R09-95: A resolution of the City Council to authorize the Mayor to sign a contract with the Montana Department of Commerce Local Government Infrastructure Grant Program for the Seventh Street Ditch Mitigation Project. • Resolution No. R09-96: A resolution approving the attached Task Order No. 3 authorizing Morrison Maierle, Inc. for Construction Administration and Observation Services for the V Iastewater Treatment Plant Upgrade Phase 2AL There was no discussion. 2009 • Recognition of New Life Foursquare Church for installation of playground equipment in Nutting Park A certificate of recognition will be presented to the representatives of the church for their work at Nutting Park. •' Resolution - Task Order to Great West Engineering in the amount of $2,000 for preliminary engineering for the gathering area in the Veterans' section Mayor Olson stated that this item would be listed under the Cemetery Commission on the September 29th council workshop agenda. • Resolution -Accept crime scene van from the City of Billings Rick talked to Sergeant O'Connell regarding the condition of the van. The City of Billings' mechanic does notj see any problems with the van. Rick stated that Sgt. O'Connell would not offer it to Laurel if it was a piece of junk. Sam will review the documents. Rick will return the original documents to the clerk's office. •I Resolution - Reimbursement resolution for the water project Head Meeting Minutes of September 15, 2009 Mary explained that the project is moving forward quickly and there may be costs before any revenue bonds are sold. Dan Semmens, of Dorsey-Whitney, will prepare the reimbursement resolution. •I Appointments: (Letters of interest due September 25, 2009) Mayor Olson asked department heads to have interested individuals apply for the positions. James added a resolution to accept the Transit Coordination Plan to the September 29t' council workshop agenda. Kurt stat'ied that the city received a storm water agreement from the State for the 8`h Avenue Project. The project v ill be let in October and the agreement states that the city's portion of the project is about $280,000, The agreement needs council action. There was discussion regarding unanswered questions about the project. Mary stated that the project received $3.5 million of stimulus funds and she questioned where that money is being used. She stated that a meeting is needed with someone from Helena for further discussion. Sam, Bill, Mayor Olson and Mary will review the Storm Water Agreement, which will be added to the September 290' council workshop agenda. The Preliminary Budget will be added to the September 29`h council workshop agenda under Executive Review. Kurt stated that there have been issues with two blocks of water line on West 7'h Street, and the water has been shut off for eight months. Chad Hanson surveyed this and DEQ signed off on the plans on September 7`h. Kurt asked regarding a change order with COP Construction for this project. Chad should submit cost estimates today. Review of draft council agenda for October 6- 2009 • Public Hearing: o 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 - 09/01/2009) Ambulance Service Jan stated that Jessica and Nick Obritschkewitsch will attend tonight's council meeting. Clerk/Treasurer -- • Budget Mary will distribute copies to department heads today. Department heads should review their budget and let Mary know if there are questions. Bill, Kurt, and Mary need to meet to review the Public Works Depart mont budgets. Mary received a request to have a bonfire from the Laurel Booster Club, but they do not have insurance. There was discussion. The fire department will be on standby during the bonfire. Fire ations for new fire station of Fire Department grants 2 Department Head Meeting Minutes of September 15, 2009 Derek hal s not received notification regarding the grants yet. copies ofthe railroad lease agreement for Sam to review. Lim • Status of City of Laurel's website He is working on the available lot and has Nancy asked that council members and department heads provide bios for the city's website. She is cleaningup the bad links on the website and will upload the list of board, committee, and commission vacancies tonight. Nancy stated that the new library substitute clerk will start on Thursday. Geralyn will have foot surgery next week and will be gone for a couple weeks. Mary asked if FMLA paperwork had been filled out. Nancy will do this on Thursday. Rick spoke regarding the hiring process. Testing was done last week, and letters will be sent out as soon as the results are available. Fred Gregory will complete his field training on Wednesday and can then work on his own. • Various grants for "Laurel Dump Cleanup" James stated that the engineer from Great West worked on the old city dump project last week and twenty-five test holes were dug out. Great West will submit its recommendation to DEQ to install new rip rap on the river. Great West still has some work to do on the project. James stated that the city now needs to look for a grant to fix the problem. Public %rks Department •C,?onstruction of a storage building Kurt stated that the Maintenance Superintendent is working on this issue. • Status of water distribution upgrade Kurt stated that the contractor has started digging the lines. Two crews are working on East 8d' Street and Montana Avenue. Temporary water will be used during the water line replacement project. Mary asked regarding the meeting scheduled on Monday to discuss temporary water, as the meeting did not occur and needs to be rescheduled. Kurt stated that the temporary water issues need to be addressed internally. There was a lengthy discussion. Kurt stated that the residents would be charged the monthly base rate plus usage when they are metered. He stated that the cost ratio to do temporary water meters would be financially irresponsible. Mary stated that the water office needs to know the timcframe, specific areas, and schedule for temporary water for this project. Mayor Olson asked Kurt and Mary to meet later regarding, this issue. Alder Avenue Kurt stated that Alder Avenue is the detour for the Main Street project. There was discussion regarding millings, the school's request for millings at the parking lot and Mogan Field, and the storage of the millings. A thin mill will be laid on Alder Avenue yet this fall. • Stratus of Main Street from 1" to 8d' Avenues 3 I Department Head Meeting Minutes of September 15, 2009 Kurt stated that the DOT did not receive stimulus funding for the Main Street project from I" to 8`" Avenues. The project will let in December and is scheduled for next spring. Some easement agreements need to be signed. • 1St Avenue South and SE 4`h Street Kurt stated that the curb, gutter, and sidewalk project has been completed. The city has not received the bill from the State. The strip mall has not yet returned the agreement. Tames will meet with all the owners next Thursday. • Report on progress with South Laurel Business SID Kurt stated that the SID needs to be created prior to a leveling course and mill and fill project. Tractor Supply applied for a permit last week. They will cut into the street to install storm and hook up to water and sewer. Kurt stated that a storm water SID is needed and would allow the city to collect tie-in fees. Mayor Olson stated that council discussion is needed regarding the creation of a storm water district. • Status of Wastewater Plant upgrade Kurt stated that a pre-bid meeting is scheduled on Monday, September 215, and the bid opening is scheduled for Tuesday, September 29 h. • Solid waste truck purchase Matt Wheeler is working on the truck specifications and should be done in the next week. • Ditch mitigation ARR.A grant project - 7t Street Kurt reviewed the final design with Great West recently and the specs should be available soon. Kurt stated that Riverside Park remained open last week. When revenues fall below the wages of the park caretaker, the park will be closed. Kurt stated that public works is working at the cemeteries and parks and will be winterizing the swimming pool an j bathrooms. Sam is working on the park permit system. The city has shelters at South Pond and Thomson Park. • Approval forms Mayor Olson has received no input regarding the approval forms. • Surplus auction There was discussion regarding the surplus auction. The Public Works and Fire Departments are compiling lists and will submit them to Mary soon. Mayor Olson stated that Bill is gone on personal leave. • Schedule of Fees and Charges There w,as no discussion. • Moratorium on water resale rates and other water rates 4 Department Head Meeting Minutes of September 15, 2009 Harry Wrhalen, of Montana Rural Water, will be in Laurel on October 12a'. Kurt stated that the Public Works Committee discussed water resale at its meeting last night. The committee recommends that the city adopt rules and regulations and also have its own water standpipe. • Impact Fees Derek wall present information regarding impact fees at the joint meeting with the County Commissioners on Wednesdav. • City's lease of railroad property on Main Street for various uses Mayor Olson stated that a recent Chamber of Commerce meeting with Joe Gentri and Linda Frost was positive. At that meeting, Bill presented the city's intentions for use of the property and showed the proposed streetscape ideas for the area. • VIater service to MRL property on the south side of Main Street Mayor Olson explained the need for council direction for installation of the water lines to the south side of Main Street since the Main Street project is progressing quickly. Great West Engineering is preparing a change order. A special council meeting might be needed. Bus Transit System James will schedule a meeting with the Senior Center for discussion of contract services. If that does not work out, the city will RFP for services and look for ways to provide the service for less cost. Other Jean Kerr asked about the letter from MMIA regarding flu vaccinations, as the protocol is not clear. Mary stated that individuals need to make the appointment, get the shot and get reimbursed. Jean stated that the MMIA online link was inaccessible. Mary will contact MMIA. Mayor Olson, Sam, Derek, Kurt and Mary will attend the joint city-county meeting on Wednesday. Mayor Olson reviewed the agenda for the joint meeting. Bill Sheridan prepared a draft agreement for the Veterans' Cemetery, but department heads have not yet reviewed it. Mayor Olson will talk to Bill Kennedy about postponing this item. There was discussion regarding improvements and annexation of properties on West 12a' Street and 0 Avenue and the 12d' Street walking bridge. Mary will find out if the council approved a formal agreement to accept the walking bridge. There was discussion regarding millings,) requests for millings, curb, gutter, and sidewalk issues on Alder Avenue, and the need for a crosswalk on Alder for students crossing the street for P.E. classes. There was discussion regarding Nutting Drain issues. Discussion regarding the City-County Planning Board Interlocal Agreement included the need to assess the maximum mill levy and the proposal for a nine-member board. Sam will prepare the language that agrees to assess the maximum allowable mill levy. Regarding the speed limits on Buffalo Trail, it was suggested that the speed limit signs should be moved to the Saddle Club to provide better safety at the container site. The meeting adjourned at 4:12 p.m actfl4lly submitted, Cindy A Council 5