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HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.29.2009MINUTES DEPARTMENT HEAD MEETING DECEMBER 29, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson Bill Sheridan Kurt Markegard Derek Yeager Sam Painter Nancy Schmidt James Caniglia Special Council Agenda - December 29, 2009 • Resolution No. R09-138: A resolution of the Laurel City Council approving the proposed increase in the rates and charges for the users of the Municipal Water System to be effective on January 10, 2010. Mary asked regarding the council's options for the resolution. The council can adopt, disapprove, modify, or postpone the resolution. Sam stated that the council has 30 days (December 22nd to January 21 s) from the public hearing to render a decision. Mayor Olson stated that the public comment period is not an opportunity to rehash the public hearing, which was closed. Sam stated that new testimony should not be taken. A list of the options will be prepared for the council. There was further discussion regarding the resolution, the procedure for tonight's vote, the billing cycle from the 10th to the 10"' of each month, and the process for filing an appeal within ten days of a decision. Council Workshop Agenda - December 29, 2009 General items: • Appointments - Laurel Police Reserves Rick will introduce the four appointees at tonight's council workshop. Clerk/Treasurer: • Resolutions -Wage increases for city judge and elected officials • Resolution - Memorandum of Understanding with Beartooth RC&D • Resolution - Insurance transfers • Resolution - 8th Avenue Project Escrow Agreement with MDT Mary stated that the money will be put in a STIP account and the city will earn the interest. Public Works Department: • Resolution - Change Order No. 3 with COP Construction Kurt explained the need to replace the 220V hoist with a 460V hoist. Resolution - Change Order No. 4 with COP Construction Kurt stated that extra time was needed to isolate a valve. 0 Resolution - Change order for lowering the water service line to the WWTP Department Head Meeting Minutes of December 29, 2009 Kurt explained the conflict with the lines during installation of the water line to the WWTP. The original change order was for $7,700, but the work did not take as long as anticipated. So Kurt requested and received a reduction in the cost, which is now $5,956.41. City Planner: • Resolution --- Transit Service Contract James stated that Rimrock Stages, the recommended contractor, has prepared three alternatives for service. There was discussion regarding presenting a recommendation to the council, awarding a contract, the options available, and what should be discussed at tonight's council workshop. James stated that Rimrock Stages is based in Billings and has grant writing experience. James had invited the owner of Rimrock Stages to present information at tonight's meeting, but James will tell him not to come. The recommendation for the contractor needs council approval first. A resolution will be presented at the January 12th council workshop. Fire D artment: • Discussion regarding proposed Laurel Fire-EMS Authority Derek stated that the Emergency Services discussed the proposal recently and recommended presenting it to the council for further discussion. 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 contacted Carl Anderson today regarding the requested information, which has not yet been submitted by Morrison-Maierle. Since the resolution was tabled to January 5th, it will remain on the council agenda for action. • Resolution - RFP for health insurance benefits Bill stated that the Insurance Committee recommends going out to bid for health insurance benefits. The specific dates and deadlines are listed in the notice. Executive Review: • Council Issues: o Laurel Historic Preservation Society (Emehe Eaton) There was no discussion. o Update regarding intersection of Main Street and First Avenue (Mark Mace) Copies of an e-mail Kurt received from the project manager will be distributed to the council. Other items Kurt asked if the Arbor Day Proclamation could be added to the agenda, since a proclamation is needed for the Arbor Day grant application. The proclamation will be on the January 5th council agenda for Arbor Day on Friday, April 30th Department Reports: Clerk/Treasurer Mary is working on the annual financial report, which is due on December 31St. 2 Department Head Meeting Minutes of December 29, 2009 Fire /Ambulance • Preparations for new fire station Derek visited with the people that are leasing the property on West Main. They just need a 10xl0 lot to erect a tower. Derek stated that codes would not allow them to do so in city limits, so he expects they will want to use the elevator. Derek will look into using the Firefighter Memorial lot. Derek stated that it is probably time to look seriously at the East Main sites. He received the paperwork from BNSF and the process is the same. Library • Roof replacement Nancy has not heard from Mark at MMIA. There was discussion regarding having Don Seyfarth review the library's roof situation. • Status of City of Laurel's website No progress has been made lately. Police Department Rick stated that Joel Sauter is out for back surgery, and another officer could be out for surgery soon. Tony will attend the Police Academy from January 3'' to March 26`x. City Planner • Various grants James is working on the application for an Energy Efficiency Block Grant. Johnson Controls will inform him tomorrow if it can be part of the performance contract. The grant is due in a month and no match is required. There was discussion regarding needs in the council chambers and the building, including air conditioning and window issues. This item will be on the January 12"' council workshop agenda. Public Works Department • Construction of a storage building No work has been done. Status of water distribution upgrade A meeting with COP Construction and ACE Electric is scheduled soon regarding installation of the pump. • Status of Main Street from I 't 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, and Kurt will contact him. • Status of Wastewater Plant upgrade 3 Department Head Meeting Minutes of December 29, 2009 Kurt explained the conflict issue during installation of the waterline. The waterline will be completed soon. A meeting regarding activated sludge is scheduled with Morrison-Maierle next Thursday at 1:00 p.m. e Ditch mitigation ARRA grant project - 7th Street Kurt will ask CHS to list their concerns about having storm and irrigation water in the same canal. The project is scheduled for spring 2010. The pre-employment screenings are done, and the new mechanic will start on Monday, January 4th. Kurt requested a meeting with Mary and Bill to discuss financing and street projects for next year. Mayor Olson wants to attend the meeting, too. Kurt and Matt will attend an asphalt workshop in Helena on Wednesday, February 10th. Cold millings and recycled asphalt will be discussed. Kurt stated the need to reevaluate and update the pavement indexing program for the city's streets. There was discussion regarding hiring an intern or someone to do the work and the funding sources available. James stated that the Federal government would provide some funding. Mayor Olson asked about the status of businesses tieing into the storm water system on SE 4th Street. Kurt will draft a letter to the business owners and Bill and Sam will review it. There was a brief discussion regarding the SID. City Attorney There was no discussion. Mayor Olson There was no discussion. Chief Administrative Officer • Schedule of Fees and Charges James will present the Planning Board fees and charges at the Planning Board meeting on January 7th • Impact Fees There was no discussion. • City's lease of railroad property on Main Street for various uses There was no further discussion. • Bus Transit System There was no further discussion. Other Rick received the Jaycees' request for street closures for the street dance in July 2010. Bill has received a request to have a concert at Riverside Park. 4 Department Head Meeting Minutes of December 29, 2009 Kurt mentioned that a solar panel company has asked to install solar panels on the Water Treatment Plant. He will have Tim check the NorthWestern Energy website to review the program and find out the maintenance costs. Copies of the draft Personnel Implementation & Instruction Guide were distributed to the department heads for final review. The Guide and the revised Policy Manual need to be adopted at the same time. The meeting adjourned at 4:15 p.m. Respectfully submitted, Cindy Allen Council Secretary 5