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HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.22.2009MINUTES DEPARTMENT HEAD MEETING SEPTEMBER 22, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson Sam Painter Kurt Markegard Derek Yeager James Caniglia Nancy Schmidt Draft Cpuncil Workshop Agenda - September 29, 2009 Public Works Department: M Recognition of New Life Foursquare Church for installation of playground equipment in Nutting Park rt Resolution - Storm Water Agreement with MDT for the 8th Avenue Project The agreement requires $279,000 of city funds for the storm water project on 8t' Avenue. Mary stated that the, funding has not been identified in the budget. Mayor Olson and Mary will review this on Wednesday. Stefan Streeter will be contacted to get the original agreement. o Resolution - Award bid for Phase 2AI of Wastewater Project Kurt stated that the bid opening is scheduled on September 290' and contractors have requested bid packets. 0 Resolution - Permanent waterline easement with CHS Inc. Greg BrIown informed Kurt that the easement is on Pat Kimmet's desk and the city should receive it soon. Fire D artment: 0 Appointments: Mark Cloud, Dave Jones and Mike Hernandez Derek stated that two ambulance appointments need to be added to the council workshop agenda. * Resolution - Expand the membership of the fire department Derek explained that the maximum membership for the fire department is set by resolution. Though the membership number will be expanded, he stated that the actual number on the roster will be based on the budget. 4? Resolution - Declaring a thermal imager as surplus for sale to the Molt Fire Department Derek skated that Molt has requested mutual aid agreements in the past, but the department does not have they needed equipment. This surplus piece of equipment would be made available to the Molt Fire Department. Derek stated that Molt will participate in cooperative training in the future. Cemetm Commission: o Resolution - Task Order to Great West Engineering in the amount of $2,000 for preliminary engineering for the gathering area in the Veterans' section of the Laurel Cemetery Mayor Olson will ask Norm Stamper to contact Sam regarding the resolution. Police Department: •j Resolution -Accept crime scene van from the City of Billings Department Head Meeting Minutes of September 22, 2009 Rick started that Sam is reviewing the language for the release document. Clerk/Tteasurer: ? Resolution - Reimbursement resolution for the water project Mary stated that Dorsey & Whitney will prepare the reimbursement resolution. The resolution is needed so costs can be reimbursed prior to completing the final funding for the water project. Some of the cityls old loans will be refinanced and a new SRF loan will be needed. The bond resolution should come forward in a couple weeks. There was discussion regarding the interest rates. + Tax Resolutions Mary stated that the tax resolutions include adopting the final budget, levying the taxes, and approving the assessments and delinquent water, sewer, and garbage charges. City Planer: 0 Resolution -- Accept Transit Coordination Plan James stated that the council needs to accept the Transit Plan. Chief A ministrative Officer: * Resolution - Right-of-way agreement by container site Sam stated that the right-of-way easement was previously finalized and the current issue is preparation of the document for the property owner to deed two acres of land to the City of Laurel. There was discussion regarding the property owner's request for a guarantee to hook up to city water and the annexation requirement. 0 Resolution - Lease Agreement at Riverside Park with Laurel Jaycees The La el Jaycees returned a signed agreement. There was discussion regarding whether the document was a raft agreement as the issue of water availability was not addressed in the signed document. Mayor Olson asked if this is a time sensitive matter, as it may not be ready for the council workshop. Kurt asked if the park Board had made a recommendation regarding the lease agreement. Mayor Olson stated that the item might need to be removed from the agenda next Tuesday. Executiye Review: 0 Discussion of policy for extension of utility services Mayor Olson stated that a discussion is needed regarding a policy for extension of utilities. Kurt stated the Rubs and Regulations Governing Utility Services and the Annexation Policy address extension of utility services. * Appointments: (Letters of interest due September 25, 2009) Mayor 91son stated that letters should be submitted prior to the council workshop. * Preliminary Budget Presentation Mayor Olson stated that he will introduce the person who will present the preliminary budget. Deyartfnent Resorts: Ambulance Service: Derek added two ambulance attendant appointments to the council workshop agenda. 2 Department Head Meeting Minutes of September 22, 2009 Derek sttated that a comprehensive assessment of EMS skills needs to be compiled. The ambulance service has received three to seven calls per week. Mary asked if the ambulance service bylaws state a minimum requirement for hours of service, as attendants sometimes remain on the payroll even when inactive. Derek stated that inactivity in memberf ship needs to be addressed. There has been consideration regarding instituting mandatory refresher courses known as Job Performance Reviews (JPR). Derek met with folks regarding the West Main lot and has the paperwork for Sam to review. The railroad I would require a long-term lease and the city would have to insure MRL's actions on the property. That requirement could be an issue for MMIA. Derek will contact three fire stations that lease M$tL property. Clerk/Tteasurer • budget Mary is I working on the budget and needs to visit with some department heads regarding their budgets. She stated that there are problems in some funds. The Preliminary Budget will be presented at next Tuesday's council workshop. Mary contacted Norm Klein regarding the county's request for mills. Norm informed her that the city should adopt the mills first and then transmit them to the county. Mary is busy with projects, conference calls, and the budget. She asked that department heads continue to submit claims weekly instead of at the end of the month. Fire D artment • Preparations for new fire station • Status of Fire Department grants There was no further discussion. Library • Status of City of Laurel's website Nancy has made changes to the website and wants to meet with department heads soon. Nancy sated that a substitute library clerk has been hired. Mary read a paragraph from the article in the Laurel Outlook about the city's website. The article said that Nancy had polled the department heads and received no response. Nancy stated that the statement was not quoted correctly. Nancy will provide a format for department heads to use to provide information for the website. Kurt stated that the Public Works Department is preparing information. James asked if non-city events could be posted on the site, and Nancy stated that they would be added as combunity links. Information regarding the waterline replacement project could be posted on the website? Police a artment Rick st ted that letters will be sent soon to individuals that passed the testing. Rick stated that 911 funds were used recently to purchase equipment to provide various electronic maps at the police department. 3 Department Head Meeting Minutes of September 22, 2009 City PIft • Various grants for "Laurel Dump Cleanup" James stated that the document for the Census Bureau information is ready for Mayor Olson's signature. The County's GIS Department has been providing the information for the Census. James stated that some members of the Laurel Alive organization are tree trimmers and are willing to trim trees in the downtown area next spring. James s =ot regarding Lot C in Pioneer Plaza, which was given to the city in the 1980's. He stated that the city do anything with this lot and should probably give it back to the owners of the strip mall. Mary questioned whether the city ever formally accepted the quit claim deed for this lot. Kurt stated that Cal Cumin wanted the lot for future road expansion. Public Works Department • Construction of a storage building Kurt stated that Matt will work on this. Matt has been working on the bid package for the solid waste truck, which should go to bid in October. • Status of water distribution upgrade Kurt stated that the contractor completed the water lines on East 84' Street and is working on Montana Avenue Inow. A total of 3,200 feet of water line will be replaced in this project. This includes sections of Wyo g, Pennsylvania, and East 8t' Street. The contractors wanted to shut off water to the old middle school on Wednesday, but Kurt told them that 48 hours notice was required as per the contract. Temporary water will be set up. Alder Avenue Kurt met with Great West Engineering on Friday regarding the ditch mitigation project. He stated that it will be better to repave Alder Avenue next spring after the ditch project is completed. • Status of Main Street from 1 s` to 8t' Avenues Kurt stated that this project is ongoing. The Department of Transportation did not include this project in the stimulus funding. The easement agreements need to be finalized. 1 " Avenue South and SE 4`t' Street Kurt stated that the curb, gutter, and sidewalk looks nice and he has received positive comments from resident. Kurt stated that James and Mary did a good job on the use of the CTEP funds for this project. Kurt wig give Mary the name of the person to contact regarding the bill. • Deport on progress with South Laurel Business SID Kurt stated that Tractor Supply is going in. Kurt will write a letter to business owners regarding the need to nnect to the storm water system prior to the street project. There was discussion regarding storm water issues at Fox Lumber and the need for a storm water maintenance district. James s ated that there are storm water issues on Curt Riemann's property. Kurt stated that the inlets are stubbed out underneath the sidewalks and Curt can tie into the system. 4 Department Head Meeting Minutes of September 22, 2009 Kurt spoke regarding the property that is in foreclosure in Solid Foundations Subdivision. There is a fire service road but the city needs a turnaround for the solid waste trucks, as there are safety concerns for the trucks to back up two blocks in that location. There was discussion. Sam stated that the city has a recorded easement, a storm water pond and a fire access road. The adjoining property owner is interested in purchasing the foreclosed property, which will go to a sheriffs sale soon. Kurt stated that a cul-dersac was shown in the future plans when the plat was originally approved, but that was not part of the approval process at that time. • Status of Wastewater Plant upgrade There was no discussion. • Solid waste truck purchase There Was no further discussion. • Pitch mitigation ARRA grant project - 7`t' Street There was no further discussion. Kurt stated that the Tree Conference is scheduled for Thursday and Friday, October 15t and 2"d. He stated appreciation for Mary's work on this event. Thirty-seven people have signed up for the conference and Matt Wheeler will attend. Cit A me Sam received the engineer's report regarding the water intake. Sam distributed copies of the letter to Mayor Olson and Mary. The engineer determined that there was a design problem. A meeting will be scheduled for further discussion. Ma or lson • Approval forms Copies Of the approval form were distributed to the department heads. Mayor Olson stated that the form would be added to the bid packet. The approval form will provide a documented signing to assure that the asset meets the standard of the bid document prior to payment. • $urplus auction Kurt stated that Matt is working on the surplus list for the public works department. Rick and Nancy are also ,working on lists. Chief Administrative Officer • Schedule of Fees and Charges • Moratorium on water resale rates and other water rates • Impact Fees • City's lease of railroad property on Main Street for various uses • Water service to MRL property on the south side of Main Street • Pus Transit System There was no discussion on these items. Other Kurt stated that a pipeline ruptured at CHS today and the city loaned CHS a 16-inch repair clamp. 5 Department Head Meeting Minutes of September 22, 2009 Kurt stated that a MRL fire hydrant broke today. City employees shut down the water and advised MRL on how to fix the hydrant. Mayor Qlson received a letter from A Haus of Realty regarding property west of the FAP that is for sale and could be used for a fire station. There are four legal descriptions for sale, which would be sold as one parcel. This item will be placed on the September 29th council workshop agenda. Special ICouncil Agendas - September 22, 2009 • gesolution No. R09-97: A resolution accepting Castlerock Excavating's bid and authorizing the Mayor to negotiate and execute a contract with Castlerock Excavating Inc. for the installation of 4 waterline and fire hydrant on East Main Street. Mayor Qlson stated that the bid from Castlerock Excavating is $29,980 and the resolution will be presented at tonight's special council meeting. • 'Yellowstone County's proposed bonding capacity through stimulus funding. Mayor Olson stated that the County's proposed bonding capacity will be discussed at the second special council meeting tonight. Mary has information from a workshop she attended last spring and she will provide la brief explanation tonight. The meeting adjourned at 4:12 p.m. Respectfully submitted, 7 Cindy Allen Council) Secretary 6