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HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.22.2009MINUTES DEPARTMENT HEAD MEETING DECEMBER 22, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Bill Sheridan Mary Embleton Sam Painter Kurt Markegard Derek Yeager Nancy Schmidt Special Council Agenda - December 22, 2009 Public Hearin: • Intention to increase the City of Laurel's water rates and charges to become effective on January 10, 2010. Mary stated that Cenex requested a delay of implementation. Kurt stated that Fox Water might also ask for a delay since their machine might not be able to record the increase in quarters. There was discussion regarding whether staff should respond to questions at the public hearing. Sam stated that the public hearing provides the opportunity to hear the public's comments and the council is the hearing body. Draft Council Worksho . Agenda - December 29, 2009 General items: • Appointments - Laurel Police Reserves The police reserve appointments will be on the December 29th workshop agenda. Clerk/Treasurer: • Resolutions -Wage increases for city judge and elected officials The resolution for the judge's wage increase is ready and Sam will prepare the resolution for the elected officials. • Resolution - Memorandum of Understanding with Beartooth RC&D Mary has not yet received the MOU from Beartooth RC&D. • Resolution - Insurance transfers Mary stated that this is a housekeeping item. • Resolution - 8th Avenue Project Escrow Agreement with MDT Mary stated that Sam reviewed the agreement and a STIP account will be set up for this. Public Works Department: • Resolution - Change Order No. 3 with COP Construction Kurt explained that the change order is to replace the designed 220V motor to a 480V. • Resolution - Change Order No. 4 with COP Construction Kurt stated that the change order is for extra work related to an existing valve not shutting down properly. Department Head Meeting Minutes of December 22, 2009 City Planner: • Resolution - Transit Service Contract Bill stated that two contracts were received. The contractors were asked to modify the contracts, which included three daily trips to Billings on Monday through Friday, and two trips on Saturdays. The changes would lower the price for the contracts. Sam will review the contracts. Chief Administrative Officer: • Resolution No. R09-132: A resolution approving Amendment Number One (1) to Task Order 12 to provide a final payment for water and wastewater rate studies performed by Morrison- Maierle, Inc. (Tabled 12/01/2009) Bill wrote a letter to Morrison-Maierle, but no response has been received yet. • Resolution - RFP for health insurance benefits Bill stated that a meeting is scheduled later tonight. Executive Review: • Council Issues: o Laurel Historic Preservation Society (Emelie Eaton) o Update regarding intersection of Main Street and First Avenue (Mark Mace) Kurt mentioned that the stop lights are scheduled to be back in service on January 0. There was discussion regarding the delays in the project. Derek asked if the results of the Emergency Services Committee meeting should be added to the workshop agenda, as the committee recommended presenting the proposal for a Fire-EMS Authority to the council. The item will be added for council discussion. Department Reports: Clerk/Treasurer Mary is working on the annual report, which is due by December 31st. Norm Klein helped with the report yesterday. Fire /Ambulance • Preparations for new fire station Derek recently visited with the owners of the "junk" buildings. They are only interested in the towers on top of the elevators and are open to having the three structures removed. Derek stated that there might not be adequate space at this location, as Ken Miller is not agreeable to it. Between 45,000 and 55,000 square feet are needed for the fire facility and parking lot. The arrangement of this lot is not very useable. Derek has the paperwork for leases on East Main Street, which would provide a bigger area with the same railroad lease program. Library • Roof replacement Nancy sent the bids to Mark at MM1A and is waiting for a response. • Status of City of Laurel's website Nancy posted the schedule of fees and charges on the website. Agendas have also been posted. 2 Department Head Meeting Minutes of December 22, 2009 Police D artment There was no discussion. City Planner • Various grants Bill stated that James is working on grants. Derek asked if the airport plans to expand to the north as someone doing an environmental impact study called him recently. There was discussion. Public Works D artment 0 Construction of a storage building Work is being done on the building. • Status of water distribution upgrade Kurt stated that a change order should come forward. The pumps are scheduled for installation in January. • Status of Main Street from 1 S` to 8`" Avenues There was no discussion. • SE 4`h Street There was no discussion. • Report on progress with South Laurel Business SID Sam Stokke has not yet paid. He told Mary that he is using this as leverage to get Kurt to hook up water to a lot on his property. • Status of Wastewater Plant upgrade Kurt stated that the project shut down for the holidays. A change order should come forward for the conflict. • Ditch mitigation ARRA grant project - 7`h Street Kurt and Sam need to meet for discussion regarding contract language to address CHS' concerns. There was discussion regarding the storm water issues, the future need to separate irrigation and storm water, and the Nutting Drain. Kurt is working on the Tree City USA grant that is due on December 31". The $1,000 grant is available because the city spent $2.00 per capita on trees. Emelie Eaton is working on the $11,000 DNRC Grant. Kurt stated that a background check will be done on the new mechanic and his starting date is January 4th Riverside Repair repaired the transmission in the garbage truck and it is back in service. The crew is doing tree maintenance work in the alleys now. The container for the Christmas tree recycling program was delivered today. 3 Department Head Meeting Minutes of December 22, 2009 Cif Attorney There was discussion regarding Community Hope. Kurt recently told the new director that they cannot charge at the container site any more and their past due account needed to be paid. Mary stated that Community Hope cannot request not to have City of Laurel garbage service. Mayor Olson There was no discussion. Chief Administrative Officer a Schedule of Fees and Charges The planning fees need to be reviewed by the Planning Board and the County Commissioners and the cemetery fees need to be reviewed by the Cemetery Commission. Derek stated that there could be modifications to the fees and charges in a couple months. • Impact Fees There was no discussion. • City's lease of railroad property on Main Street for various uses There was no further discussion. a Bus Transit System There was no further discussion. Other There was no discussion. The meeting adjourned at 3:47 p.m. Respectfully submitted, Cindy Allen Council Secretary 4