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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.19.2010MINUTES DEPARTMENT HEAD MEETING JANUARY 19, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Bill Sheridan Sam Painter Mary Embleton Kurt Markegard Nancy Schmidt Rick Musson Derek Yeager James Caniglia Council Azenda - January 19, 2010 Scheduled Matters: • Confirmation of Appointments: o Laurel Ambulance Service: Jesse Kloberdanz and Josh Gibbs • Elect Council President • Elect Council Vice-President • Letter of Support for the Energy Efficiency Block Grant James stated that no match is required for the grant, but the city will have to pay Johnson Controls for the energy audit. The costs should be available tomorrow. • Resolution No. R10-11: A resolution authorizing the Mayor to accept a proposal from CHS Refinery to extend utility services to and from the new CHS Maintenance Complex. Kurt stated that Ken Billingsley, CHS, will provide documentation regarding replacement of the water meters and the additional manhole cover prior to the council meeting tonight. • Resolution No. R10-12: Resolution authorizing the collection of the annual service fee for all water users pursuant to the Public Water Supply Program. • Resolution No. R10-13: A resolution of the City Council authorizing the Mayor to sign an agreement with NorthWestern Energy to install, operate and maintain facilities and to provide services for the Elm Street Lift Station. Rick mentioned that it is the Elm Avenue Lift Station, not the Elm Street Lift Station. The resolution will be corrected. Draft Council Workshov Agenda -- January 26, 2010 General items Clerk/Treasurer: • Mid-Year Budget Review Public Works D artment: • Resolution - Right-of-way easement for West Main Street project Kurt stated that the right-of-way easement is from James Horton. Bill will contact Tim Casey next week. • Resolution - Request from Jack Roma to purchase right-of-way from the City of Laurel Department Head Meeting Minutes of January 19, 2010 Kurt and James have previously met with Jack Roma regarding this request. They did not indicate whether the city would be for or against his request, but informed him that he could submit it to the city council. Kurt stated the city should not approve the request, as the request is for right-of-way for a private road on City of Laurel property. Since there is a water line under this property, granting an easement would not be a good idea. Jack Roma signed a Waiver of Protest and Consent to Annexation and Waiver of Protest and Consent to Special Improvement Districts in 1991. There was discussion regarding sewer services to the property and the access the landowner already has through his own property. James will inform Jack that the item will be on next Tuesday's council workshop agenda. • Water Improvement Project update Kurt will present an update regarding the project. Chief Administrative Officer: • Resolution -Great West Engineering, Task Order No. 15 for the library roof Bill stated that an architect is preparing a document for the roof replacement project. Funding will come from the CIP ($31,200) and from MMIA, and additional funding will be needed. Executive Review: • Proposed joint meeting with the City of Billings Mayor Olson stated that there will be council discussion. Other: The Bus Transit Program will be added to the council workshop agenda for further discussion. Bill, James and Mary will participate in a telephone conference call with a transit representative from Helena on Wednesday. A wastewater project update will be added to the council workshop agenda. Department Reports: Clerk/Treasurer Mary stated that 1099's are being prepared. Mary is setting up a STIP escrow account to transfer $1 million for the 8t' Avenue project. Mary forwarded the MMIA property insurance farms to department heads. She would like to meet with department heads individually next week to determine and declare values. Mary will complete the reimbursement request for the COPS Grant and the reporting for the HOME Grant. She will meet with Ken Weaver and officials from MMIA and the Local Government Center regarding a Municipal Handbook on Thursday. Fire /Ambulance • Preparations for new fire station • Location for fire station Derek stated that the agreement with CTA Architects will be completed soon. CTA submitted written costs for several options, including renovation and remodel of the current facility, a new building, a sub- station, and tilt-up concrete. 2 Department Head Meeting Minutes of January 19, 2010 Derek will visit with the Fire Company on Wednesday regarding the lot next to the FAP building, as the Firefighters' Memorial is basically stagnant at this time. Derek continues to explore available options for the new fire hall. Library Roof replacement There was no further discussion. • Status of City of Laurel's website Nancy is working on the city calendar and plans to post it by the end of January. She looked at the notices section on the FWP website. Department heads need to send her information to post on the city's website. Police Department Rick stated that the department is in the market for a new vehicle. He explained the challenge that one size does not fit all, as the taller officers have back issues after sitting in the Impalas. The Crown Victoria will leave the police market in 2012. Rick talked with Steve Solberg regarding a Ford Explorer with 12,000 miles that could be purchased for under $25,000. Rick has been involved in E-911 discussions since 1997. Monica has done the addressing necessary to verify street addresses. In order for Laurel to go to E-911, the city had to be at 95 percent when Qwest tested the system. The city passed the first test at 95.2 percent. Rick stated that a conference call is scheduled with Qwest on Thursday to discuss the next step in the process. He hopes the Laurel's E-911 system will be in service next month. City Planner • Various grants James stated that Johnson Controls and the window representative have been working on the project. Since there have been a low number of applicants, the City of Laurel could receive the maximum grant of $200,000. The grant requires that the savings are repaid in 8 to 15 years. A report will be added to the January 26th council workshop agenda. A small services contract with Johnson Controls is needed. Public Works Department Construction of a storage building Kurt stated that Matt is getting estimates for a 40x60 foot shop. • Status of water project The masonry walls are up for the generator in Murray Park and the block matches the building. The generator will be installed and a fence will be built around it. Kurt stated that there will be periodic shut downs when ACE Electric changes out the pumps at the plant. ACE will hardwire the plant in case of a fire in the city or at CHS. • Status of Main Street from 1 s'to 8th Avenues (need 2 property owners' approval) Kurt stated that the easement from James Horton is on the January 26th council workshop agenda. He sent and faxed the agreements to MDT last week. The Main Street, 1St to 8th Avenues, project will be let on April 16th. The plans are being review by MDT now. If there is no resolve from Tim Casey, MDT will exclude the property from the project. Kurt suggested using CTEP funds for curb, gutter, and sidewalk in this project. Mayor Olson stated that it should be done like the East 1St Street and South 1St Avenue projects. Great West is reviewing the list of materials. 3 Department Head Meeting Minutes of January 19, 2010 a SE 4`h Street Kurt will send a letter to the property owners this week. A meeting will be scheduled before February 19`h and Mayor Olson would like to attend. a Report on progress with South Laurel Business SID Mary stated that MDT sent another bill for the curb, gutter and sidewalk project. She stated that the quantities are not in line with the original bid. Kurt stated that Jackie Kuhl measured the project again. a Status of Wastewater Plant upgrade Kurt stated that we are waiting for submittals. ESI submitted lift station documents that were different from those submitted in their original bid. Stephanie Seymanski informed ESI that the submittals would not be accepted. a Ditch mitigation ARRA grant project - 7m Street Kurt stated that Bill Straugh asked the city to send CHS a letter to provide information about the improvements in the project. The city will go out for bids on the project soon. An update will be presented at the council workshop on February 9t'. a Water fill station Kurt is working on prices for a water fill station and a decision is needed regarding location. Kurt stated that there is a water leak in the public works department where the roof settled. He stated that the roof could be repaired with a bucket of tar and a torch! Go for it! There was discussion regarding the MDT Billings' bypass and the West Laurel interchange. City Attorney Municipal Code Corporation has started the review of the city's codes. They will review the codes and the city's charter to see if there are conflicts. The Public Works Standards and Rules and Regulations need to be reviewed; however, they will not be reviewed by MuniCode as they are adopted and changed by resolution, not ordinance. Mayor Olson Mayor Olson stated that a retreat has been tentatively scheduled on Saturday, January 30`h, for the council and departments. Breakfast and lunch will be provided. Mayor Olson and Bill will meet on Monday for further preparation. Mayor Olson will discuss this with the council tonight. Chief Administrative Officer a Schedule of Fees and Charges Mary stated that the garbage fees need to be incorporated into the schedule, and the commercial fees are not easy to incorporate into the schedule. The Cemetery Commission recommended increases in cemetery fees. There was discussion regarding the Planning fees, the need to present the fees to the County Commissioners, and the option to have different city and county planning fees. The schedule of fees and charges will be added to the January 20h council workshop agenda. a Impact Fees Bill is working on impact fees. 4 Department Head Meeting Minutes of January 19, 2010 • City's lease of railroad property on Main Street for various uses There will be discussion regarding railroad leases at the retreat on January 301h • Bus Transit System A conference call with a Helena MDT representative is scheduled on Wednesday. Other Kurt stated that public works is working to formulate a plan for the CIP projects. Mary asked when the next budget review should start. Mayor Olson, Bill, Kurt and Mary will meet on Thursday to discuss street maintenance funding. Mayor Olson, Bill, and Mary will meet to discuss the budget calendar following the first meeting. The meeting adjourned at 4:11 p.m. Respectfully submitted, " a, f ?&? Cindy Allen Council Secretary 5