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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.05.2010MINUTES DEPARTMENT HEAD MEETING JANUARY 5, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson (3:06 p.m) Bill Sheridan Kurt Markegard James Caniglia Sam Painter Nancy Schmidt Council Agenda - January S 2010 Swearin in of Ma or Council Members and City Judge Ceremonial Calendar: • 2010 Arbor Day Proclamation Scheduled Matters: • Confirmation of Appointments: o Laurel Police Reserves: Ashley Kennah, Clinton Mainwaring, Emily Mainwaring, and Bruce McGee • 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 on December 1, 2009 to January 5, 2010) There was discussion regarding this issue. After this meeting, staff will review the letter of explanation that was received from Morrison-Maierle yesterday. The Budget/Finance Committee will also review the letter prior to the council meeting. • Resolution No. R10-01: A resolution adopting and approving a wage increase for the City Judge for the City of Laurel. • Resolution No. R10-02: A resolution adopting and approving a wage increase for the elected Council Members of the City of Laurel. • Resolution No. R10-03: Resolution authorizing the Mayor to execute an agreement with Beartooth RC&D Economic Development District. • Resolution No. R10-04: A resolution transferring certain insurance funds of the City of Laurel, Montana. • Resolution No. R10-05: A resolution of the City Council authorizing the Mayor to sign an Escrow Agreement with the Montana Department of Transportation for funding of the 8`h Avenue Project. . • Resolution No. R10-06: A resolution approving Change Order No. 3 for Phase II of the Laurel Water System Improvements Project for the installation of a 460V hoist motor at the Water Treatment Plant and authorizing the Mayor to execute the attached Change Order No. 3 on the City's behalf. • Resolution No. R10-07: A resolution approving Change Order No. 4 for Phase II of the Laurel Water System Improvements Project for the replacement of a cap located on the 4" water main on Wyoming Avenue and authorizing the Mayor to execute the attached Change Order No. 4 on the City's behalf. • Resolution No. R10-08: A resolution approving Change Order No. 1 with Engineered Structures, Inc. for lowering the water service line to the Wastewater Treatment Plant as part of Department Head Meeting Minutes of January 5, 2010 Phase 2A1 of the Laurel Water System Improvements Project and authorizing the Mayor to execute the attached Change Order No. 1 on the City's behalf. • Resolution No. R10-09: A resolution authorizing the Health Insurance Committee to seek competitive bids pursuant to the City's Purchase and Procurement Policy for the City's Employee Benefits Program. • Resolution No. R10-10: A resolution of the City Council selecting the City of Laurel Transit Service proposal from Rimrock Stages, Inc. and authorizing the Mayor and staff to attempt to negotiate a contract for bus transit services. Bill stated that it might be proper and necessary to delay the resolution, as there have been questions regarding financing the bus service. A representative from MDT will attend the January 12t council workshop to explain the funding for the bus service. James stated that the resolution on tonight's agenda states that the city wants to work with Rimrock Stages. There was discussion regarding how long the bids are valid and that the successful bidder has not yet been determined. James has requested that MDT have its budget specialist attend the council workshop to explain the budgeting for the program. Draft Council Workshop Agenda - January 12, 2010 General items There was no discussion. Planning: • Bus Transit Service There was no further discussion. • Energy Efficiency Block Grant James stated that a letter of council support is needed for the grant application for energy efficiency improvements in public buildings. Stimulus funding money is available for new windows, solar panels, windmills, etc. James has talked with Johnson Controls regarding an estimate of energy savings for the next eight years. There was further discussion. Energy bills are over $1,000 per month for the city hall building. Bill spoke regarding a grant that is due on January 15th. James asked if Housing Montana could prepare most of the grant. There was discussion regarding the need for council authorization to submit the grant. Mary stated that the CDBG Grant is for home improvements or acquisition. Mary forwarded the information to Diana at Housing Montana. Mayor Olson stated that the information could be presented to the council on January 12th, and a special council meeting could be scheduled if council action is needed. Mary stated that grant applications do not usually need council approval, but council action is needed to accept the grant. Chief Administrative Officer: • Resolution -- Consulting Agreement for insurance benefits Bill has contacted Mick DiFronzo, who is working on the costs to provide consulting services to review insurance plans. The information will be presented to the Health Insurance Committee and to the council. Executive Review: • Proposed Joint Meeting with the City of Billings 2 Department Head Meeting Minutes of January 5, 2010 Mayor Olson spoke regarding the need for a joint meeting with the City of Billings. There was discussion regarding the recent scare at the water treatment plant in Billings, the fact that Billings did not contact the City of Laurel, the opportunity for discussion regarding public works, emergency services, and library issues, the city's exposure at the plants, available Homeland Security funding for a buffer zone, the need to install a gate and fencing at the water plant, and the proposed use of key cards at the water plant. Council Issues: • Update on the Asphalt Plant (Emelie Eaton) Kurt is waiting for a response from Joe Gentri. • Costs for a standpipe (Chuck Dickerson) Kurt stated that the costs depend on the location. Mayor Olson stated that the council approved a six-month moratorium on the rate increase for bulk water users. He does not think the city has an obligation to have a standpipe in place by June 15` in order to address the issues of the non-rate payer. There was discussion regarding the timeframe for Darrell and Cindy Fox to file a legal challenge, the city's past history of having a standpipe and removing it nine years ago, and the possible lost revenues for 3 million gallons of water. Mayor Olson stated concern.for future generations regarding the need for a water reservoir to provide additional services and address inadequate fire flows. He stated that the ratepayers should be the city's priority, not the out-of-town bulk water users. Kurt stated that fire flow issues are being addressed by the fire chief and the public works department. Mayor Olson, Sam, Kurt, Mary, and Bill need to meet to address grants. • Dips in First Avenue South (Chuck Dickerson) Kurt will contact MDT regarding the dips in First Avenue South. • Motor home located in the 100 block of 8t' Avenue (Mark Mace) Rick said that the Police Department is working on it and will get the issue remedied. Other items There was no discussion. Department Reports: Clerk/Treasurer Mary finished the Annual Financial Report. The semi-annual report is due the end of the month. Mary stated that the CIP needs to be updated. Mayor Olson, Bill and Mary will meet this week to review the CIP. Fire /Ambulance • Preparations for new fire station Bill stated the need to go forward and present the issue to the voters. Library + Roof replacement Departinent Head Meeting Minutes of January 5, 2010 Don Seyfarth looked at the library roof yesterday and will give a recommendation soon. Nancy has not received a response from MMIA yet. * Status of City of Laurel's website Nancy stated that the minutes are current and a calendar is being developed. Police Department Rick mentioned that New Year's Eve was chaotic, as there were bar fights, etc. Twenty calls were received between 3:00 p.m. and 3:00 a.m. DUI Task Force monies were used for the DUI officer. He will probably have more officers on duty next year. City Planner * Various grants There was no further discussion. Public Works D artment * Construction of a storage building Kurt stated that work is progressing on the storage building. * Status of water distribution upgrade Great West has scheduled a meeting on Monday, January 11th, at 10:00 am. at the water plant. ACE Electric and COP Construction will attend. * Status of Main Street from 1St to 8th Avenues Kurt stated that a letter was sent to Tim Casey regarding the easement and the documents need to be prepared for Terry Fink. * SE 4th Street Kurt prepared a draft letter for Sam and Bill to review. The letter to the property owners on SE 4th Street explains the proposed leveling course, the 2-inch overlay, and the chip seal project. It also explains that the newly-installed storm water pipe was funded through TIFD monies. Property owners will be informed that they need to connect to the storm system as no street cuts will be allowed for several years. An SID is needed for this project. Kurt will contact Dean Rankin and Steve Solberg about scheduling a meeting with the business owners to discuss the proposal, what has been done, the utility storm tie-ins, and the SID. Kurt has recommended to MDT that the County repair East Railroad Street next year. * Report on progress with South Laurel Business SID The city received an invoice for $1,100 for gravel under the sidewalks and for extra sidewalk. Mary is concerned about working with the State on the 8th Avenue project. * Status of Wastewater Plant upgrade Kurt stated that parts are being ordered, and the contractor will return when the weather is more favorable. * Ditch mitigation ARRA grant project - 7`h Street Kurt has asked CHS to put their concerns in writing so the city can address the issues. 4 Department Head Meeting Minutes of January 5, 2010 • Water fill station Kurt stated that the Public Works Committee will discuss the water fill station at the meeting on January 11 th. The city would need to go to bid on the construction of a fill station. Kurt is willing to discuss the issues/modifications with Fox Water Service. Tim Casey has not yet asked the council's permission to install a standpipe. City Attorney There was no discussion. Mayor Olson There was no discussion. Chief Administrative Officer • Schedule of Fees and Charges Bill asked the department heads to finalize the fees and charges. • Impact Fees There was no discussion. • City's lease of railroad property on Main Street for various uses Bill stated that the city is working on leases for the fire station. • Bus Transit System Bill stated that there are concerns regarding finances and MDT will provide an explanation. Other Kurt mentioned the New Year's Day waterline break on Wyoming Avenue. As it took several hours of overtime for the crew to dig through three feet of frost, Kurt would recommend hiring Rob Schessler to do the work if it happens again. Kurt explained that a small hole in a pipe at the WWTP has gotten much larger and the issue needs to be addressed. A tree trimmer needs to cut the logs out of the old intake. The BBW Canal is responsible to replace the pipe, but the city is responsible for the engineering. Mary stated that Cenex sent a letter regarding its proposed expansion plan. This item will be on the January 12th council workshop agenda. Mayor Olson will be in physical therapy from tomorrow through February 8th. Cenex granted him permission to attend meetings and be available at city hall, as per doctor's recommendations. Meetings with Mayor Olson should be scheduled through Cindy. The meeting adjourned at 4:15 p.m. Respectfully submitted, Cindy Allen Council Secretary 5