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HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.02.2010MINUTES DEPARTMENT HEAD MEETING FEBRUARY 2, 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 Council Agenda - February 2. 2010 Scheduled Matters: • Confirmation of Appointments: None. • Resolution No. R10-14: A resolution of the City Council accepting a Right-of-Way Easement from James Horton for the West Main Street Project. Kurt stated this is simply a correction for Lot 10A. • Resolution No. R10-15: A resolution approving the attached Task Order No. 15 authorizing Great West Engineering for the design and installation of a new metal roof on the Laurel Public Library. Bill will address this issue if council has any questions. • Resolution No. R10-16: A resolution of intent to adopt an official Schedule of Fees and Charges for the City of Laurel, repealing all previous resolutions that set fees or charges that conflict with the schedule attached hereto upon its effective date. The public hearing will be on March 2na Mayor Olson will announce at the beginning of the meeting, the need to add Resolution No. R10-17 to the agenda. This resolution is to terminate the contract with Morrison Maierle for Phase 2A2 of the Wastewater Project. Council will need to make a motion to add it to the agenda, which requires a unanimous vote. If so, it will become item "e" under Scheduled Matters. Draft Council Workshop Agenda - February 9. 2010 General items: Public Works Department: • Eighth Avenue Project update Kurt will inform the council that the city has submitted the required DEQ permits for this project. • Seventh Street Ditch Mitigation Project update Great West has prepared a bid packet which will be advertised soon. • Discussion - Request from Jack Roma to purchase right-of-way from the City of Laurel Kurt recommends that the city should not allow private roads on public property. He will contact MMIA for their comments. During discussion, it was stated that the city could sell land for a road to Mr. Roma, but this would set precedence. In 1993, a petition to abandon 5th Ave (on the southern border of Roma's property) was denied by the council, but council then allowed the adjoining Department Head Meeting Minutes of February 2, 2010 landowners to landscape the street right-of-way. Now, if this street is developed, the trees and other landscaping would have to be removed. • West Main Street easements Kurt reported that Tim Casey want $5,000 for his easement. Kurt will contact MDT to ask for information on values of easements. The city may also consider a "prescriptive" easement. Staff also needs to complete the paperwork on two other property owners: Phyllis Wasson and Pamela Coleman. Bill stated that there had been discussion regarding extending water and sewer to the south side of West Main Street. Great West has already designed this, and it may need to go to bid of over $50,000. Staff will get quotes and proceed from there. Clerk/Treasurer: • Resolution - Agreement with Dorsey & Whitney for bond counsel services An agreement is needed to issue the refunding bonds. • Resolution - Refunding 1997 Water Revenue Bonds These are the oldest bonds the city has and interest rates are 4.9 to 5.15%. By refinancing with SRF, the interest rate will drop to 2.75% for the remaining years resulting in a savings of over $89,000. Chief Administrative Officer: • Resolution - Employee Health Insurance The city received three responses to the RFP, but only one is being considered. Blue Cross/Blue Shield reps and MMIA reps will meet with the Insurance Committee this week, along with the consultant. • SE 4`h SID for Street Improvements Kurt set up a meeting with property owners this Friday at 9:00 a.m. at Laurel Ford. Executive Review: • Resolution - Accepting DNRC Tree Grant The city was awarded a $12,000 grant to trim 10 trees at Riverside Park and to plant 16 new trees at Laurel Lions Park (South Pond). The Laurel Lions Club will donate irrigation pipe and labor, and this can count as match. There should be enough donations to keep the contributions to a minimum in meeting the $12,000 required match. • Recognition of Guard and Reserves Mayor Olson asked department heads to submit names of staff to him as soon as possible. • Council Issues: o CPR training for staff (Chuck Dickerson) Derek will respond to this, and will try to schedule training sessions. Discussion followed regarding purchase of AED's and placing them in city buildings, and maybe in police cars. Department Reports: Clerk/Treasurer Mary reported that Cindy's new granddaughter arrived today. 2 Department Head Meeting Minutes of February 2, 2010 The audit is scheduled for next week, so Mary asked Department Heads to be available to meet with the auditors. Mary asked about the request to use Riverside Park for the Peaks to Prairie race in April. She asked about a possible Park Use Permit, and shared information she received from Kate, Mark, and Norm regarding Park Board statements on the issue. Lengthy discussion followed including revisions to the permit application form, and review of Ordinance #007-03. This may be discussed on Saturday at the council retreat. Fire /Ambulance • Preparations for new fire station • Location for fire station Derek will discuss a consolidated fire district at the council retreat on Saturday. Library • Roof replacement Nancy had no update on the roof replacement. • Status of City of Laurel's website Nancy has been working on the calendar and links, and she will be able to have all meetings on this calendar when completed. Police Department Rick reported that they have been looking at shooting simulators, and have demonstration scheduled for Thursday. He has been getting several quotes. Funding will come from CIP via the JAG grant, and from Police Training funds. Rick has also been gathering quotes for a new police vehicle, and will be presenting them to Bill by the end of the week. City Planner • Various grants James was not at this meeting, but will be back next week, and has set up a meeting Thursday with Beartooth RC&D to assist a new business owner. Public Works Department Kurt will not be able to attend next week's meeting as he will be in Helena attending an asphalt workshop. • Construction of a storage building Staff is still waiting for quotes for a building and covered walkway between the new and old buildings. • Status of water project New pumps at the water plant are scheduled to be installed this month, and the electrical is also being worked on at the plant. The generator building at Murray Park is finished. • Status of Main Street from 1St to 8th Avenues (need 2 property owners' approval) There was no further discussion. 3 Department Head Meeting Minutes of February 2, 2010 • SE 4d' Street As previously discussed, there is a meeting with property owners scheduled for this Friday. • Report on progress with South Laurel Business SID Great West has inspected the sidewalk project on the west side of 1" Ave. S. and found that it was constructed differently from the plans and specs. Approaches were widened and other additional work was done. The project was designed to MDT standards. A meeting will be held with MDT to determine who made the changes. No further payments will be made to MDT until this is resolved. • Status of Wastewater Plant upgrade ESI plans to resume work on February 22nd • Ditch mitigation ARRA grant project - 7d' Street Sam needs to review the bid packet prepared by Great West. • Water fill station Great West will review plans sent by Lockwood to determine cost estimates to build a new station. Kurt mentioned that Tim Reiter may need surgery which means he may be out on sick leave/FMLA. Public Works needs to draft an MOU with Yellowstone County for work to be done on Alder and Fir Avenues this construction season. City Attorney Sam has moved into the office on the northwest side of the council chambers. Sam asked for discussion regarding proposed new regulations for bulk water stations. Lengthy discussion followed, including the need for the city to build a new bulk water station vs. allowing only private businesses to build the stations and provide the service. Mayor Olson The new owners of the old JC Penney store on the corner of 1" Ave. and W. 1" St. would like to remodel the building into a movie theater. They would like to know if the city can assist them with water and/or sewer line improvements. Mayor Olson asked if there is a 4-inch line to this building. Kurt will research. Chief Administrative Officer • Schedule of Fees and Charges Bill stated that these are on tonight's agenda, and the process is going forward. • Impact Fees Bill is still working on this issue. • City's lease of railroad property on Main Street for various uses Bill and Mayor Olson need to meet with railroad officials to proceed with obtaining a lease. • Bus Transit System 4 Department Head Meeting Minutes of February 2, 2010 City star contacted folks in Helena, and more meetings are scheduled. Mayor Olson asked if other cities have been contacted yet. James will report on this when he returns. Other None. The meeting adjourned at 4:35 p.m. Respectfully submitted, Mary rK.mbleton City Clerk/Treasurer 5