Loading...
HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.24.2009MINUTES DEPARTMENT HEAD MEETING NOVEMBER 24, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Bill Sheridan Mary Embleton Mark Guy Sam Painter Kurt Markegard Derek Yeager Nancy Schmidt James Caniglia Council Workshop Agenda - November 24, 2009 General items There were none. Clerk/Treasurer: • Resolution - Engagement Letter with Dorsey & Whitney for Sewer System Revenue Bonds Mary stated that Dorsey & Whitney's fee will be $10,000 for this service. • Resolution- Sewer Project Phase 2A1 bond resolution Mary stated that Dorsey & Whitney will provide the resolution today. Public Works D artment: • Proposal for bulk water sales rate and usage Mary stated that it makes sense to present a complete water rate resolution, as per statute, instead of only bulk water rates. The base rate for residents will increase from $24 to $30/month and the $1.80/1,000 gallons will remain the same. The EDU system will be implemented. The new class of water resalers is an addition to the rate structure. Raw water will increase from 35 cents/1,000 gallons to 40 cents/1,000 gallons. There was discussion regarding the process required, including a resolution of intent to establish rates and charges on December 1st, publishing the a public hearing ad on December 2°d, 9th, and 16th, and adopting the rates and charges at a special meeting on December 22nd. The period of January 10th through February 10 th would be the first month of the new rates. The impact on the average resident would be less than $75 per year if usage remained the same. The larger meters will see the biggest impact. The 6-inch meter will increase about $1,300/month and the 10-inch meter will increase about $3,800/month. Kurt stated that the Rules & Regulations need to be amended for water haulers. Chief Administrative Officer: • Resolution - Lease Agreement with the Laurel Jaycees The Jaycees signed the lease and the resolution has been prepared. • Resolution - Contract for roof replacement at the Laurel Library Bill has received two quotes, one for $30,000 and one for $60,000. He stated the need to have an engineer evaluate the situation and determine what is needed. Mary asked how this should be coordinated with the insurance company. The insurance company would replace the roof with shingles, but the city wants a steel roof There is $31,000 in the CIP for the roof replacement. • Resolution - Amendment No. 1 to Task Order No. 12 with Morrison-Maierle, Inc. for Water & Wastewater Rate Studies Bill stated that Morrison-Maierle was preparing water and wastewater rate studies, but the city asked them to stop. The amendment requests additional payment by Morrison-Maierle. Department Head Meeting Minutes of November 24, 2009 Executive Review: Appointments: o BSEDA Nominating Committee --- Chuck Rodgers The appointment will be on the December 1St council agenda. * Council Issues: o Generator in Murray Park (Chuck Dickerson) Kurt stated that the generator is part of the ongoing project. The color of the block building was matched for the bricks for the wall, and the bricks should be delivered soon. Other items Mary explained that the city charter requires council approval for the mayor's absence for more than ten days. There was discussion. Sam will prepare the resolution for tonight's council workshop agenda. Review of draft council a enda for December 1 2009 * Public Hearing: o Ordinance No. 009-11: Ordinance amending Section 2.68. 100 of the Laurel Municipal Code, amending the procedure to modify the City Judge's salary. The public hearing of Ordinance No. 009-11 will be on the December 1St council agenda. Resolutions for the wage increases for the council and judge will be brought forward at the appropriate time. De artment Reports: Clerk/Treasurer Mary is working on year-end business. Mary stated that the meetings for the wellness program were held last week. The sign-up for the health screening goes through November 30th and can be done online or by calling the 877 number. Fire /Ambulance * Status of Fire Department grants Derek is working on grants. • Preparations for new fire station Derek met with Hazel Klein last week. He stated that someone purchased the lease on the corner lots and the old buildings. He will meet with the individuals for discussion about working with the city at that location. Li_Lirare * Roof replacement Nancy sent photos to Mark at MMIA and is waiting for a response. • Status of City of Laurel's website Nancy is making corrections on the website and working on the planner's page. The council minutes will be posted to the website soon. Nancy stated that she signed the contract. Police D artment * Status of hiring process 2 Department Head Meeting Minutes of November 24, 2009 Mark stated that the Police Commission and police chief will interview applicants on November 30th from 6:30 to 8:30 p.m. Rick will submit a name for the position the next day. City Planner * Various grants for "Laurel Dump Cleanup" James stated that a Safe Route to School grant became available online recently and applications are due the end of December. He stated that the city needs to be prepared before the grants are available because the timeframe is short and engineers need to be consulted. There was discussion regarding: match requirements; replacement of sidewalks, curbs, crosswalks, etc.; the two-mile radius from schools; the Safe to School route and stop signs on 6th Street; and the possibility that the school would participate. Kurt stated that it would cost $80,000 per intersection to eliminate the elevation changes in the streets due to the storm water culverts. There was discussion regarding the need for sidewalks to the schools from Village and Elena Subdivisions. Public Works Department Kurt recently completed updating the pavement condition index for the State. An overlay is scheduled for East Railroad Street next summer using maintenance funds. West Railroad Street needs a total redesign. Kurt spoke regarding the RSID in High Point Subdivision. Since this road is an urban route, there should not be an SID. Kurt will talk to the County Commissioners regarding this issue. * Construction of a storage building Kurt stated that the city will request bids in January or February so construction can begin in March. * Status of water distribution upgrade Kurt stated that the water lines are in and the fire hydrants have been flushed. Kurt and Chad did the walk through last week. The streets are in bad shape, as the asphalt was laid on top of dirt. * Alder Avenue Some millings were placed on Alder Avenue last week. The Alder Avenue chip seal project is scheduled for next spring. * Status of Main Street from I 't to 8th Avenues Kurt stated that Chad drafted a letter to address Tim Casey's demands. Sam will review the letter. + SE 4th Street Utility patches are being done by Tractor Supply today. Other business owners, including Steve Solberg, want to tie into the city's storm drain system. Kurt stated that a storm water district is needed. * Report on progress with South Laurel Business SID Kurt recently met with Roger Aldinger, who then signed the agreement for sidewalk, curb, gutter, and approaches on South First Avenue. Bills have been sent out and the city will need to pay $186 of the costs. There was discussion regarding Lot C. Sam stated that the city has no reason to keep the lot. Mary stated that the city should quit claim deed Lot C back to the original owners, who will be responsible for the process of filing. * Status of Wastewater Plant upgrade Kurt stated that the documents are ready for signatures. The Notice to Proceed will be given to Engineered Structures, who will start the project on Monday. The waterline project is scheduled to be installed first, and the project should take four to five months. Department Head Meeting Minutes of November 24, 2009 • Ditch mitigation ARRA grant project - 7t' Street Kurt received two copies of the draft document from Great West Engineering. He showed the document to a representative at CHS, who agreed that the design was perfect. Kurt stated the need to require a bond for excavations in order to protect the city's streets. Excavation requirements are still in ordinance, not in the Rules & Regulations. Bill, Sam, Mary, and Kurt will meet following this meeting for discussion regarding a union issue. City Attorney There was no discussion. Mayor Olson There was no discussion. Chief Administrative Officer • Schedule of Fees and Charges Bill stated that none of the drafts have been returned to him. The water rates and charges will be approved by resolution, but will remain in the schedule for reference. James stated that the Planning Board and the County Commissioners need to review the proposed planning fees, but he recommends a 10 percent increase. Kurt stated that the Cemetery Commission will review the proposed fees at the next meeting. Requests and proposals should be submitted to Bill by December 15'n. • Moratorium on water resale rates and other water rates There was no further discussion. • Impact Fees There was no discussion. • City's lease of railroad property on Main Street for various uses Mary asked regarding the lease proposal near the newly-installed fire hydrant on the east side of Main Street. Bill stated that work is being done on that parcel. • Bus Transit System Bill stated that a contractor is interested in the bus system. James mentioned that three contractors have shown interest, but no formal RFP's have been received. Other There was nothing. The meeting adjourned at 3:57 p.m. Respectfully submitted, 61?3 Cindy Allen Council Secretary 4