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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.27.2009MINUTES DEPARTMENT HEAD MEETING OCTOBER 27, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton James Caniglia (3:10 p.m) Bill Sheridan Kurt Markegard Mark Guy Sam Painter (3:12 p.m.) Nancy Schmidt Council Worksho Agenda - October 27, 2009 General items: • Recognition of First Title Montana At James' request, a certificate of recognition will be presented in appreciation for pro Bono work done by First Title Montana for the Historic Preservation project. • Fred Bicha: Presentation regarding Laurel Tree Board and its recent hosting of the Eastern Montana Forestry Conference and DNRC Grants Johnson Controls • Annual Report of Energy Saving Improvements for the City of Laurel Scott Harvey will give a PowerPoint presentation of the annual report and a preview of the Vt quarter report. Fire / Ambulance: • Resolution - Declaring Engine 3 as surplus for sale to the Molt Fire Department Bill stated that Derek could not attend the department head meeting. Public Works Department: • Resolution - NorthWestern Energy Customer Agreement for Elm Street Lift Station Kurt explained that the new pumps at the lift station will require new energy demands. A customer agreement with NorthWestern Energy is needed. If the work is not completed prior to January I", the price will increase 15 percent and will cost an additional $3,000. The lift station should be completed in February or March. Kurt will contact Stephanie Seymanski after the department head meeting and then determine if the resolution and agreement should be removed from tonight's agenda. • Resolution - Change Order No. 2 for the 2009 Water System Improvements - Phase 2 project Kurt stated that the change order is for the fabric that was laid underneath the base in 8th Street adjacent to the stadium. The street should be paved soon. • Resolution - Accept bid for garbage truck There was a lengthy discussion regarding the bids for the garbage truck, the recommendation of the Public Works Department, the differences in the available garbage trucks, and issues with proposed upgrades/options that were not part of the bid package. Kurt asked that Matt Wheeler and Dave Saylor attend the council workshop. Sam, Kurt, and Matt will review this further after the department head meeting. If necessary, the resolution will be removed from tonight's council workshop agenda and scheduled for the next agenda. Department Head Meeting Minutes of October 27, 2009 Clerk/Treasurer: • Resolutions - Budget amendments and budget transfers Mary stated that the budget amendments and transfers are for the 2009 budget. Budget amendments will be done on the fund level and the bare minimum will be done for budget transfers. • Resolution - Refinance of the 1997 Water Revenue Bond Mary stated that the resolution is for the water revenue bonds 2009 Series C & D. The refinance of the 1997 Water Revenue Bond will be done in the near future. Some revisions to the resolution will be done prior to council consideration next Tuesday. The engineers will provide input on the certificate of parity. After approval of the resolution, the city will be able to draw down funds. Chief Executive Officer: • Resolution- Lease agreement with Laurel Jaycees Bill stated that further discussion is needed regarding water service. This resolution will be removed from tonight's agenda. • Resolution - Non-union pay raises Bill stated that the non-union pay raises will be 4 percent. Executive Review: • Board Training - Wednesday, October 28th, 6:00 to 8:00 p.m., Council Chambers Paul Lachapelle will provide the board training on Wednesday for a cost of $225. Mary stated that Paul will speak regarding the constitution, open meeting laws, minutes and agendas, and parliamentary procedure, and there should be time for questions from the participants. Other items Mary stated that Dorsey & Whitney sent the Engagement Letter for their work on the revenue bonds. The resolution will be added to tonight's council workshop agenda. De artment Re orts• Clerk/Treasurer Budget Mary will complete the State budget document by the end of the week. Fire /Ambulance • Preparations for new fire station Bill stated that Derek is working on leasing railroad property on the south side of Main Street going west. • Status of Fire Department grants Bill stated that larger cities received the grants for their fire departments. Library • Status of City of Laurel's website Nancy stated that progress has been made on the website. Department heads and council members should e-mail ideas and information to her. She will schedule meetings with department heads. 2 Department Head Meeting Minutes of October 27, 2009 Mayor Olson will inform the council regarding the website and need for bios and other information at tonight's council workshop. Mary stated that the city does not have a website policy. There was discussion regarding the appropriateness of links on the site. Mary will broadcast to the clerks' list serv to request website policies of other cities. Bill stated that the city's website should provide basic information and city contact information. Police Department • Status of hiring process Mark stated that applications close on October 31", and six applications have been received so far. The next steps include B-Pad testing and interviews. City Planner • Various grants for "Laurel Dump Cleanup" James attended a transit management workshop today and will also attend tomorrow, when he will have opportunity to ask in-depth questions. An individual who wants to start a windmill business by Big Dawg Daddy's has contacted James. There are no regulations regarding windmills in the LMC. He proposed a 30-foot windmill with one or two roof mounted windmills on top of it. James has reviewed the specs, and the sound would be 27 decibels, which is not too loud. James stated that the windmills would have to be allowed in the Light Industrial zoning unless a moratorium is imposed by the council. Public Works Department • Construction of a storage building There was no discussion. • Status of water distribution upgrade Kurt stated that the contractors hit a 4-inch line in Wyoming today. The valve failed and an emergency shutdown was required to repair it. An eight-hour shutdown is scheduled tomorrow to do the tie-in and replace the valve. The contractors did some cleanup work on the projects last Friday. • Alder Avenue Kurt stated that the waterline has been installed and millings should be spread on Alder next week. Millings have been stockpiled at Ponderosa Park for Alder and Fir Avenues. • Status of Main Street from 15t to 8th Avenues Kurt stated that the plans have not been finalized and the project will not let in December. Since no stimulus funds will be used, MDT will rewrite the red book. MDT has scheduled a meeting on November 10th. • SE 4th Street Kurt stated that Tractor Supply is doing the fire tie-in. The city needs to make sure that businesses tie in to the storm lines prior to work being done on SE 4th Street next spring. • Report on progress with South Laurel Business SID There was nothing to report. 3 Department Head Meeting Minutes of October 27, 2009 • Status of Wastewater Plant upgrade Kurt mentioned that the waterline is scheduled to be installed from the water plant to the wastewater plant on November 9'h. • Solid waste truck purchase The resolution will be removed from the agenda if needed. • Ditch mitigation ARRA grant project - 7t' Street Chad Hanson will complete the preliminary design by the end of the week. The project needs to be completed before April 2010. Kurt stated that the fall cleanup is scheduled for November 9, 10, 12, and 13. Mayor Olson asked him to inform the council tonight. The department is working to hire new employees. City Attorney Sam stated that he calendared the wrong day for the meeting with Cenex. The meeting is next Tuesday, November P. at 1:30 p.m. Sam stated that review of the Personnel Implementation Guide needs to get back on track. Associated Employers completed its review, and department heads need to do so before it is presented to the council. A meeting will be scheduled. Mayor Olson There was no discussion. Chief Administrative Officer • Schedule of Fees and Charges Bill distributed a draft of the schedule of fees and charges to the department heads last Friday. Another meeting is scheduled on Friday at 1.30 p.am for further discussion. • Moratorium on water resale rates and other water rates Bill stated that Harry Whalen, Pat Murtagh, and Mary have been working on the water rates. a Impact Fees Work needs to be done on impact fees. • City's lease of railroad property on Main Street for various uses Bill stated that Derek has contacted MRL and BN/SF, which owns the rail area. Discussion is ongoing. • Bus Transit System Bill stated that James is working on the bus transit program. Vehicles should be available in January, and services will be limited in the beginning of the program Other Mayor Olson asked James to inform the council about the proposed windmill business tonight. 4 Department Head Meeting Minutes of October 27, 2009 Mayor Olson asked Kurt to update the council regarding streets and projects tonight. Mary stated that MDT wants the city to pay $740,000 for the 8th Avenue project. She thinks the pre-pay requirement is the result of an audit write-up and is an issue that the League should address for cities and towns. MDT would allow the city to use an installment schedule. A decision must be made by Friday, as that is the deadline MDT gave her and she must set up the installment schedule or write the check. Bill stated that he recent !Z wrote a draft letter to MDT. Kurt stated that the bid for the project will be awarded on November 18 or 19th. The meeting adjourned at 3:53 p.m. Respectfully submitted, Cindy Allen Council Secretary 5