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HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.10.2009MINUTES DEPARTMENT HEAD MEETING NOVEMBER 10, 2009 3:09P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson Sam Painter Nancy Schmidt Derek Yeager James Caniglia Council Workshy Agenda - November 10, 2009 General items There were none. Clerk/Treasurer: • Resolution - Agreement with Municipal Code Corporation Mary stated that the agreement is for legal review of the city's codes. • Resolution - CTEP Project Agreement Amendment Mary stated that the amendment will reduce the agreement from $67,000 to $37,000 for the South 15t Avenue sidewalk project. • Ordinance - Setting the Judge's salary by resolution Mary stated that adoption of the ordinance will allow the judge's salary to be set by resolution. Sam prepared a resolution to increase the judge's salary and would be effective on the effective date of the ordinance. There was discussion. The resolution will be presented to the council on a future workshop agenda that will coincide with the effective date of the ordinance. Mary stated that the council approved a 2 percent raise in the budget, and that also needs to go forward. Chief Administrative Officer: • Resolution - Lease Agreement with the Laurel Jaycees Bill left a message asking the Laurel Jaycees to sign the lease agreement by Thursday. Executive Review: • Intake lids There was no discussion. Department Reports: Clerk/Treasurer Mary is working on year end and needs to schedule Norm Klein to help her. The annual report is due the end of December. Mary asked regarding the contract with Olness & Associates. The audit is scheduled in February and Mary will ask them for another copy of the contract. Mary stated that the October books have been closed and the financial reports were distributed today. Department Head Meeting Minutes of November 10, 2009 Mary continues to work on the city's grants. Fire /Ambulance • Preparations for new fire station Derek will meet with MRL on Wednesday and with CTA on Thursday. There was discussion regarding the sale of BN to Warren Buffet, their new "user friendly railroad" motto, the junk buildings on the corner of West Main Street, and MRL's willingness to donate equipment, people and a train to haul the junk away. CTA will prepare six options for a fire station. There was discussion regarding the grain elevator, which some people would not want demolished. 0 Status of Fire Department grants Derek met with Jim Kraft today. The County has about $400,000 in grants for updating the Emergency Plan and there is a possibility that $20,000 to $25,000 could be freed up for the city to use for hazard mitigation. Library Nancy stated that shingles blew off the library roof last Friday. A MMIA representative will look at the roof next Tuesday. There was discussion regarding the scheduled replacement of the roof versus the insurance claim caused by the wind damage. Five estimates are expected and a metal roof has been suggested. • Status of City of Laurel's website Nancy is working on the website. She has returned the contract to Sam and requested a couple changes. Mayor Olson stated that LURA might want to put some information on the website. Municipal Code Corporation contacted Nancy regarding the link to post the city's codes. Police Department • Status of hiring process Rick stated that B-Pad testing is scheduled on November 13 and 14'h and will be scored the following week. Interviews will be held early in December, and the new officer should be hired by the first of the year. Rick reserved a place at the Academy in April. City Planner • Various grants for "Laurel Dump Cleanup" James stated that the Laurel dump cleanup is scheduled to be done next spring. The RFP for transit services has been advertised and two requests were received today. James has been working on grants and on issues with developers. There was discussion regarding some issues in Elena Subdivision. Public Works Department • Construction of a storage building There was no discussion. Status of water distribution upgrade 2 Department Head Meeting Minutes of November 10, 2009 There was no discussion. • Alder Avenue There was no discussion. Status of Main Street from 1" to 8"' Avenues Mayor Olson stated that the city needs to go forward with the easements, as the project is going into MDT's red book. There was discussion regarding the remaining issues. • SE 0' Street There was no discussion. • Report on progress with South Laurel Business SID There was no discussion. • Status of Wastewater Plant upgrade There was no discussion. • Ditch mitigation ARRA grant project - 7"' Street Mary stated that Great West should submit the plans soon. Even though the ARRA funds do not have to be spent until September 2010, the project needs to be completed before the ditch opens in the spring. City Attorney Sam stated that final review of the Personnel Implementation & Instruction Guide needs to be scheduled. Sam and Mary will review some items today, and department heads will meet at 2:00 p.m. next Tuesday for the final review. Mayor Olson Mayor Olson is scheduled for back surgery next Tuesday. He will be off work for several months and out of city hall for three to four weeks. Chief Administrative Officer • Schedule of Fees and Charges There was no discussion. • Moratorium on water resale rates and other water rates Mayor Olson stated that this is an important issue that needs further discussion soon so it can be placed on a council workshop agenda. There was discussion regarding the possible need to create a new class of users and the proposed fees of $1.80 per 1,000 gallons with a $30 base rate and $5.0011,000 gallons for bulk water sales. • Impact Fees Mayor Olson stated that impact fees are needed before more planning development occurs. Mary stated that impact fees only affect new development within the city limits, and she suggested that the city enter into an agreement with Tischler-Bise. Tischler-Bise previously recommended impact fees for fire, ambulance, and parks. Sam spoke regarding the statutory process required to adopt impact fees. Derek stated that the methodology is the hard part. Impact fees have been implemented and challenged in Belgrade and Gallatin County. 3 Department Head Meeting Minutes of November 10, 2009 • City's lease of railroad property on Main Street for various uses Derek is having preliminary conversations with the railroad regarding leasing the property. • Bus Transit System James stated that the RFP is out and the city plans to outsource the service. December 1" is the deadline to submit an RFP. Other There was no discussion. The meeting adjourned at 3:43 p.m. Respectfully submitted, Cindy Allen Council Secretary 4