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Home My WebLink AboutDepartment Head Meetings Minutes 09.29.2009MINUTES DEPARTMENT HEAD MEETING SEPTEMBER 29, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson Bill Sheridan Nancy Schmidt Derek Yeager Sam Painter Coun it Workshop Agenda - September 29, 2009 General items: • Recognition for civic service - New Life Church Kurt will introduce the representatives from New Life Church. • Fire Department Appointments: Mark Cloud, Dave Jones and Mike Hernandez • Ambulance Service Appointments: Joe Kuhl and Bill Lorenz. Derek will introduce the appointees. Public Works D artment: • Resolution -Storm water agreement with MDT for the $t'' Avenue Project Kurt will introduce the issue. Street Maintenance Funds of $279,000 will be used for the project, which will not be designed for future growth. • Resolution -Award bid for Phase 2A1 of wastewater project Kurt will present the bid tab from the four bidders and a preliminary recommendation from Morrison- Maierl$. The final recommendation from Morrison-Maierle and city staff will be available by Thursday. • 'Resolution - Permanent waterline easement with CHS Inc. CHS has signed the easement. When the city approves, signs and files the easement, Sam will prepare the siwtitle opinion for the project. Fire / Ambulance: • Resolution - Expand the membership of the fire department Derek stated that the resolution will set the membership for the combined fire/ambulance department. The fire department (35 members) and ambulance currently have 63 members, so he is asking for 100 members. • Resolution - Declaring a thermal imager as surplus for sale to the Molt Fire Department Molt could use the old imager, as the fire department no longer uses it. The resolution will declare the imager as surplus so it can be sold to Molt for $3,000 or $4,000 to go towards a new one. Cemet Commission: • 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 Bill stated that Great West will do the work pro-bono for now, so no task order is needed now. If it becomes more work, a task order will be presented. Department Head Meeting Minutes of September 29, 2009 Police lD artment: • Resolution - Accept crime scene van from the City of Billings Rick tolked to Tim O'Connell and the Billings City Council approved the van as surplus. The vehicle will be{ here tonight for the council to see. He would like to do a formal acceptance next week, but Rick will not be here. Cler reasurer: • Resolution - Reimbursement resolution for the water project Mary Otated that Dorsey & Whitney has not sent a reimbursement yet and it may not be needed. A loan bond resolution for $820,000 will be presented in two weeks, and more funding may be needed. The project budget includes $350,000 in reserves. • Tax resolutions The tax resolutions are ready for tonight's meeting. City Pl 1ger: • Resolution - Accept Transit Coordination Plan James may be back for tonight's meeting. The plan is ready and the council needs to decide if and how to start) the transit bus service. Chief Administrative Officer: • Resolution -Deed for property by container site for future water tank Verlin (Hale wants to deed land to the city for a water reservoir. This was part of the road easement north of the container site. Execut ve Review: • Discussion of policy for extension of utility services Mayor (Olson, Sam, Kurt, Bill, Derek, and Mary will meet following this meeting to discuss the policy for extension of utility services. • Appointments: (Letters of interest due September 25, 2009) Mayor (Olson will present the appointments tonight. • Preliminary Budget Presentation Mary Will give the presentation. • Letter from A Haus of Realty Mayor Olson has an appointment with A Haus of Realty regarding some property in which the city may be interested. `" and • Public Hearings: 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; PH -10/06/2009) 2 Department Head Meeting Minutes of September 29, 2009 0 2009-2010 Preliminary Budget (PH- Special Council Meeting on 10/13/2009) o Additional Mills Levied for Permissive Medical Levy Fund Budget for Fiscal Year 2009- 2010 (PH - Special Council Meeting on 10/13/2009) Atten ance at council meetings • October 6, 2009 council meeting • October 13, 2009 special council meeting • October 15, 2009 special council meeting De ai tment Reports: Clerk/Treasurer • Budget The Preliminary Budget will be presented tonight. Next year's process will be different. A special meeting for the public hearing is scheduled on October 13`h at 6:00 p.m. A special meeting to adopt the Final Budget is scheduled on October 15'h at 5:30 p.m. Mary stated that there were some challenges with the budget. Fire /Ambulance • Preparations for new fire station • Status of Fire Department grants No word has been received regarding the grants. Derek is still working on the lot on West Main. The Emergency Services Committee and the Laurel Urban Renewal Agency like the location. LURA also voted to support the effort and suggested that the Rotary Club, Lions Club, and Jaycees support it. The TIFD can pay for infrastructure improvements and they support this. Lib r • Status of City of Laurel's website Nancy is making progress on the website and still needs to meet with department heads. It is possible to do links to the Rotary Club, etc. and provide information on phone numbers, the post office, Chamber of Commerce, and the pool. Police Poartment • Status of hiring process The Police Department sent out 61 letters to all those that passed the test. Applicants have until the end of October to submit applications. City Planner • Various grants for "Laurel Dump Cleanup" James was not at the meeting. Great West Engineering is working on the study and will pursue more grants f cleanup is needed. Public Works Department • Construction of a storage building Matt is working on this. Status of water distribution upgrade 3 Departglent Head Meeting Minutes of September 29, 2009 Water lines are working near the stadium and the surrounding neighborhood. Damage to the streets needs to be addressed later. • Alder Avenue The patch with millings on Alder Avenue will be worked on this winter. • Status of Main Street from 1 s` to 8th Avenues There was nothing to report. • 15` Avenue South and SE 0 Street Work will be done next spring. • Report on progress with South Laurel Business SID An SIP is needed. • Status of Wastewater Plant upgrade Bids were opened today and a recommendation will be made to the council tonight. • Solid waste truck purchase The specs are ready. Matt will view Hardin's new truck tomorrow. • 'Ditch mitigation ARRA grant project - 7`h Street Great Vest Engineering is working on the design for the project. Public Works is working on screening job applications. A fire hydrant on the south side of East Main is 10" but maps showed 12". Other parts needed to be overni$hted so it can be done by the end of the week. East Main Street will be milled on Thursday and then paved. Kurt had them to extra concrete. An old fuel tank was found in front of Mabel's. The contractor replaced storm pipe for CHS's irrigation ditches and will also replace the irrigation ditch crossing south of the underpass. City Attorney Sam sx working on the agreement for the Yellowstone County Veterans' Cemetery. Sam distributed a draft outline. They will meet soon. Mayor lson • Surplus auction The firef department will send a list and public works (Matt) sent a list. After review of the lists, it will be determined if there are enough items to have an auction. Chief Administrative Officer • Schedule of Fees and Charges Bill needs to work on this. • Moratorium on water resale rates and other water rates There Was nothing new to report. 4 Departn*ent Head Meeting Minutes of September 29, 2009 • Impact Fees There was nothing new to report. • City's lease of railroad property on Main Street for various uses The city is finding good ideas for uses of property south of Main Street on railroad property (3-4 blocks west and 8 blocks east). • I Water service to MRL property on the south side of Main Street Work is being done and should be completed in a few days. • Bus Transit System Bill is looking forward to developing a bus service with the two new vehicles the city was given. Other An engineering firm has submitted plans for the water line service and fire hydrant for SID's. This needs to go through DEQ. There are no system development fees for water (existing) but will be charged for sewer. A meeting is scheduled at 4:30 p.m. Mayor Olson will have back surgery on November 17th and be off from work at CHS for three to six month. Within six weeks or less, he should be able to come to city hall. The meeting adjourned at 3:45 p.m. Respeqtfully submitted, Mary K. rnbleton Clerk/Treasurer 5