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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.13.2009MINUTES DEPARTMENT HEAD MEETING OCTOBER 13, 2009 3:00 P.M. COUNCIL CHAMBERS PRES9NT: Mayor Ken Olson Mary Embleton Rick Musson Bill Sheridan Nancy Schmidt Derek Yeager Sam Painter James Caniglia S ecia Council Agenda - October 13, 2009 Public hearings: • 2009-2010 Preliminary Budget for all City funds 0 Additional Mills Levied for Permissive Medical Levy Fund Budget for Fiscal Year 2009- 2010 Mary will provide the explanations at tonight's public hearings. Counc Workshop Agenda - October 13, 2009 General items City Planner: • Resolution - Accept Transit Coordination Plan James stated that the city council needs to accept the plan in order to receive money from the State. The plan de$cribes the best alternatives for a transit system for the City of Laurel. • Variance request - Scott Wilm, 602 West Maryland Lane - Relief of fence height on a corner lot LMC 17.48.050(A) James stated that the Planning Board voted 6-1 to approve the variance request to replace a vinyl fence in place, of an existing chain link fence. City codes regarding fencing are restrictive. Since this particular location is at a controlled intersection, the Planning Board approved the request. One member, who thought that the fence would be located too close to the neighbor's sidewalk and obstruct the view when backing out of the driveway, voted against the request. James stated that the Planning Board recommended a review of the fence codes, which James and Gary are doing. Public orks D artment: • Resolution - Agreement with St. Vincent Healthcare Occupational Health Services Mary stated that the agreement is for drug and alcohol testing services. Chief Administrative Officer: • Resolution - Lease Agreement at Riverside Park with Laurel Jaycees Bill staffed that the lease agreement has been in process for about four months. The issue of potable or drinking water still needs to be addressed. Mayor Olson asked that the Jaycees sign the agreement and return i? to city hall by Friday so it can be included in the council packets. • 10ids for 8t' Avenue - Main to 9"- Laurel Project Mary stated that Knife River submitted the lowest bid at $3.3 million. Mayor Olson asked if the bid included all work on 8d' Avenue, and Mary stated that she thought it did. DepartMent Head Meeting Minutes of October 13, 2009 Executive Review: Council Issues: o Weed issues at Helena Chemical (Doug Poehls) o Asphalt Supply update (Doug Poehls) Information will be distributed to the council tonight. The Asphalt Plant should be torn down within a few weeks. The plan is to shear and cut everything up and remove it on trucks for disposal. Eventually the property will be leveled and ready for future development. Other i ems There were none. Review' of draft council ggenda for October 20, 2009 • Ordinance No. 009-10: An 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. (l" reading - 09/01/2009; PH - 10/06/2009; 2"d reading - 10/20/2009) Special Council Agenda - October 152009 AdoptiOn of the 2009-2010 Final Bud et: • Resolution No. R09-105: A resolution approving and adopting the Final Budget for the City of Laurel for the fiscal year 2009-2010. • Resolution No. R09-106: A resolution levying taxes for general and specific purposes for the City of Laurel, Montana, for the fiscal year beginning July 1, 2009. • Resolution No. R09-107: A resolution levying and assessing all of the property embraced within Special Improvement Lighting District No. 2 of the City of Laurel, Montana, for the entire cost of maintenance and electrical current for the fiscal year 2009-2010. • Resolution No. R09-108: A resolution levying and assessing all of the property embraced within Special Improvement Lighting District No. 3 of the City of Laurel, Montana, for the entire cost of maintenance and electrical current for the fiscal year 2009-2010. 16 Resolution No. R09-109: A resolution levying and assessing the cost of street paving, curb and gutter, and storm drain facilities for Special Improvement District No. 110 within the City of Laurel, Montana, for fiscal year 2009-2010. • Resolution No. R09-110: A resolution levying and assessing the cost of sidewalk improvements for Special Improvement District No. 111 within the City of Laurel, Montana, for fiscal year 2009-2010. i• Resolution No. R09-111: A resolution levying and assessing the cost of street maintenance and/or improvements for Street Maintenance District No. 1 that constitutes all streets and alleys embraced within the City of Laurel, Montana, for fiscal year 2009-2010. • Resolution No. R09-112: Being a resolution levying and assessing all of the property embraced within Street Sweeping District No. 1 of the City of Laurel, Montana, for the purpose of the sweeping of streets in the downtown or business district for the fiscal year 2009-2010. • Resolution No. R09-113: A resolution levying and assessing a special tax against certain property in the City of Laurel for delinquent water charges. o Resolution No. R09-114: A resolution levying and assessing a special tax against certain property in the City of Laurel for delinquent sewer charges. 2 Department Head Meeting Minutes of October 13, 2009 • Resolution No. R09.115: A resolution levying and assessing a special tax against certain property designated as garbage districts in the City of Laurel, Montana, for the removal of garbage and refuse. Mary stated that a representative from the Yellowstone County Treasurer's Office will be at the special meetin? to pick up the tax resolutions. De ment Reports: Clerk/Treasurer • Budget Mary will be glad when the budget is done. She will then prepare the budget document for the State. Fire /Ambulance • Status of Fire Department grants Derek Mated that the city has not received an official letter, but he does not think the city received a grant. • Preparations for new fire station Derek lmd a conference call with Joe Gentri last Friday regarding the possible lease of railroad property, then to move some rail, and MRL's requirements for a lease. Another party is interested in purchasing the Coast to Coast facility, so the city needs to submit a proposal soon. Libr • Status of City of Laurel's website Nancy stated that progress has been made. The organizational chart has been redone and updated and will bel posted on the website soon. Nancy will e-mail department heads later this week to request proposals for the website. The software issues have been resolved. i The library was very busy this morning, and the new staff members are working out well. Geralyn will return to work after November 20th. Police 17epartment • Status of hiring process Rick st ted that the application deadline is October 30th. The applications will be reviewed and ten will be selZed to continue the process with B-Pad and interviews. City P er • arious grants for "Laurel Dump Cleanup" James Mated that the dump cleanup is coming along. He is working on some small projects. Public Works Department • onstruction of a storage building Bill hopes that the building will be built this year. • S Status of water distribution upgrade Bill staed that the upgrade is progressing in spite of the cold weather. 0 ?klder Avenue Department Head Meeting Minutes of October 13, 2009 There was no discussion. • Status of Main Street from 1St to 8th Avenues Bill sta?ed that the project is scheduled for next spring. • 11st Avenue South and SE 4th Street Bill stated that the 1st Avenue South project is completed. Work needs to be done on the SID for the SE 4a' proj et, which is scheduled for next summer. • ?taZeotthat on progress with South Laurel Business SID James the city has been invoiced for the project, except for the gravel charges. The money will be collected from the property owners soon. • (Status of Wastewater Plant upgrade Bill stated that the contractor will start the project soon. • Solid waste truck purchase Bill stated that the purchase of the garbage truck is moving along. • bitch mitigation ARRA grant project - 7th Street Bill staffed that this project is scheduled for next spring. Cit A orne Sam a ended the conference in Great Falls last week and received the updates for subdivision regulat' ns. James and Sam need to review the city's subdivision regulations and modify them to the State's regulations. Amending the city's subdivision regulations needs to be a priority. Sam is working on Cenex issues. Mayor Olson • urplus auction Mayor Olson asked regarding surplus items. Derek prepared a list but stated that other fire departments are interested in purchasing the equipment, which include Engine 3 and Brush 4. If the items were declared surplus and sold to other entities, the city would make more money than if they were sold at an auctiona Rick has not prepared a list yet, but the police department has 7-8 cars in impound. There was discussilon regarding the required process for the vehicles, including advertisement. Nancy stated that the library's surplus includes two metal desks. A local individual has offered $100 for each dck, but they cannot be sold outright. Rick s ggested delaying the surplus auction until next spring. This item will be moved to future discussion on the department head agenda. Mayor Olson stated that the council will consider the budget process at special council meetings tonight and Th rsday. He stated the importance for department heads to recognize the capital items in the budget and start the process to purchase those items or go forward with projects. 4 Departmlent Head Meeting Minutes of October 13, 2009 Chief Administrative Officer • Schedule of Fees and Charges There as no discussion. * (Moratorium on water resale rates and other water rates Bill stated that Harry Whalen, Montana Rural Water, will be in Laurel next Monday afternoon to provide information regarding this issue. • 'Impact Fees There ;as no discussion. * (City's lease of railroad property on Main Street for various uses Bill stated that some MRL property could be used for the proposed bus transit program. * (Water service to MRL property on the south side of Main Street This item is complete and will be removed from the agenda. • Bus Transit System Bill has prepared a draft budget for the bus transit program. He stated that the city would not need to provide funding at this time. James $tated that federal grants could provide 80 percent of the capital costs for maintenance and wages. Mary stated that there is a difference between capital and maintenance costs, and she is not sure what revenue stream will pay for these costs. Bill stated that the grants and fees charged need to cover the costs of the program. Other There were none. The meeting adjourned at 3:42 p.m. Respectfully submitted, Cindy Allen Council Secretary