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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.12.2010MINUTES DEPARTMENT HEAD MEETING JANUARY 12, 2010 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 Council Workshon_AQenda - January 12, 2010 General items: Two ambulance attendant appointments will be added under the general items. Planning: • Bus Transit Service James stated that representatives from MDT and Rimrock Stages will attend tonight's council workshop. The MDT rep will answer questions regarding finances. • Energy Efficiency Block Grant James stated that a rep from the Bozeman office of Johnson Controls did an energy inventory last week and found that the boiler is asbestos lined. There was discussion. James should receive a cost estimate from Johnson Controls this week. No grant match is required for the grant, which is $30,000 per small city. Kurt stated that building funds are budgeted for replacement of windows. • CDBG Housing Grant James stated that the grant is due on Friday. There was discussion regarding Laurel's LMI, which is not low enough to qualify for CDBG grants. Laurel is included with Yellowstone County to determine the LMI unless Laurel does a separate survey. Mary stated that CDBG funds were previously received for replacement of sewer lines in the city. There is another CDBG Grant deadline in the fall. The planning grants are due April 15"' Public Works Department: • Resolution ---- Request for Utilities Extension to new CHS Maintenance Complex Kurt stated that CHS sent a letter of request for utilities extension to the new maintenance complex. The city had proposed getting an easement, but the location of an existing pipeline will not allow that. There was discussion regarding alternative locations for an easement, the need for an engineer's opinion, minimum fire flow requirements, annexation, the installation of a sewer meter, and the need for a manhole cover for the city's accessibility to the lines. At tonight's council workshop, the applicant will make a presentation. Kurt will address public works' issues and Derek will address fire flow issues. Clerk/Treasurer: • Resolution - Annual $2.00 service fee for all water users Mary stated that the State of Montana requires the annual $2.00 service fee, which the city collects and sends to the State. Chief Administrative Officer: • Resolution - Consulting agreement for review of insurance benefits Department Head Meeting Minutes of January 12, 2010 Bill stated that the consultant will review the proposals received from the city's RFP for insurance benefits. Sam stated that a resolution is not needed, as the contract is under $5,000. A short termination notice was included in the contract in case no proposals are submitted. Mary has received a request from one serious bidder. She stated that the dental and vision claims history was not included in the RFP, but she has requested the information and will add it to the RFP. Executive Review: Mayor Olson stated that two ambulance attendant appointments would be added to tonight's council workshop agenda. General items will continue to be listed on the council workshop agenda for similar items. • Proposed joint meeting with the City of Billings Mayor Olson will ask what the council thinks about a proposed joint meeting. • Council Issues: o Update on the Asphalt Plant (Emelie Eaton) Kurt received an email from Joe Gentri today regarding the product that is in the tanks at the plant. o Costs for a standpipe (Chuck Dickerson) Kurt stated that the costs depend on the location of the standpipe. The controls and valve would be $10,700 per pipe. The Public Works Committee recommends putting the standpipe at the city shop. When Lockwood installed a standpipe, it cost between $50,000 and $60,000. There was discussion regarding funding options and the need for a task order for engineering for the site and standpipe. o Dips in First Avenue South (Chuck Dickerson) Stefan Streeter informed Kurt that the State will level and chip seal South First Avenue this spring. o Motor home located in the 100 block of 8 h Avenue (Mark Mace) Rick stated that the motor home is no longer there. o List of questions regarding Public Works actions late December 2009 (Emelie Eaton) Kurt will address the list of questions tonight. Other items A resolution and contract with NorthWestern Energy will be added to tonight's council workshop agenda. NWE has agreed to waive the pre-payment requirement and the installation deadline of February 26th, which are both included in the contract. The electrical work needs to be "timed with construction" and coordinated with the engineers and contractors. Kurt will ask NWE to change the verbiage in the contract so a final draft is available by Tuesday, January 19th. Department Reports: Clerk/Treasurer Mary stated that MMIA has scheduled a training session in Lewistown on February 0 Mary has closed the December books and report s will be distributed tomorrow. Mary will prepare the Mid-Year Budget Review for the January 26 council workshop. Fire /Ambulance 2 Department Head Meeting Minutes of January 12, 2010 Preparations for new fire station Location for fire station Derek contacted Joe Gentri regarding leasing MRL property on East Main Street. There had been rumors that MRL planned to develop the land from the underpass east to Alder Avenue, but Mr. Gentri responded that the information is not true. Next Tuesday, Derek will meet with the Fire Company's Memorial Committee to discuss the feasibility of using the empty lot. Libr • Roof replacement Mark Gauthier, of MMIA, contacted Nancy regarding the library roof. MMIA will pay $26,000 for roof replacement, and the money will be available when a contract has been signed. Information will be available on Wednesday during a meeting with Great West. Mary questioned whether the contract with Don Seyfarth had to go through Great West, since the city has previously done work with him. • Status of City of Laurel's website Nancy updated the committee list on the various pages of the website. There was discussion regarding posting public notices on the site. Police Department Rick stated that the police department has issues getting on various websites, as SummitNet blocks many sites. There was discussion regarding alternatives, including local cable internet connections, access at the library, dealing with CHIN issues, and that the systems at the police department and city hall are linked. City Planner • Various grants James received a memo and contract for the new bus from MDT. Sam will review the contract. The signature line is for the Laurel Transit Authority. James stated that Beartooth RC&D has agreed to prepare a work plan for the Laurel Urban Renewal Agency. Public Works D artment a Construction of a storage building There was no discussion. . • Status of water distribution upgrade Great West and ACE Electric met at the water plant on Monday. The pumps should be delivered soon. Kurt stated that a temporary shutdown of the pumps would be scheduled during installation of the new pumps. The timing will be coordinated with the refinery and fire chief. ACE Electric will remain on site during the installation. The water reservoir will be full while the pumps are down. • Status of Main Street from 1't to 8th Avenues (need 2 property owners' approval) Kurt stated that the letter regarding the easement was mailed on January 5th, but the property owner has not yet responded. • SE 4u' Street 3 Department Head Meeting Minutes of January 12, 2010 Dean Rankin and Steve Solberg agreed to host a meeting for the SE 4'h Street property owners. The meeting will be scheduled soon. • Report on progress with South Laurel Business SID Kurt stated that the SID is getting more complicated as the State overbilled the city. There was discussion regarding work done that was not included in the city's agreement. Status of Wastewater Plant upgrade Kurt stated that the contractor is not working due to the weather conditions, but submittals are being done. • Ditch mitigation ARRA grant project -- 7'h Street Kurt talked to Bill Straugh regarding this project. • Water fill station Kurt stated that sites are being considered, but the council has not given any direction as to whether it wants to enter the water fill station business. Kurt and Matt will attend the Asphalt Institute in Helena on February 10th. Recycled cold millings will be discussed. Kurt, Matt, and two shop employees will attend the Montana Rural Water conference on February 16'h through 19th. Kurt answered questions regarding streets for some 6th through St' graders yesterday. Big Sky EDA sent invitations for an Open House. City Attorney Sam stated that the Park Board asked him to work on the special events permits. He is working on rules and regulations for water resellers and will meet with Mary regarding property transaction issues. Mayor Olson There was no discussion. Chief Administrative Officer Schedule of Fees and Charges Mary stated that the solid waste fees need to be included in the schedule of fees and charges. • Impact Fees Bill is working on impact fees. • 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. 4 Department Head Meeting Minutes of January 12, 2010 Other Kurt stated that the roof is leaking by the code enforcement office and the roof at the WTP is leaking in two places. A contractor will be contacted to repair the leaks. Mayor Olson mentioned the list of budgeted capital expenditures on the white board in the conference room and encouraged department heads to go forward with these items. The meeting adjourned at 4:28 p.m. Respectfully submitted, Cindy Allen Council Secretary 5