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HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.09.2010MINUTES DEPARTMENT HEAD MEETING FEBRUARY 9, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Rick Musson Sam Painter Bill Sheridan James Caniglia Nancy Schmidt Council Workshop Agenda - February 9. 2010 General items: • Presentation by Dr. Lee Richardson regarding medical marijuana issue Bill tried to contact Mark Long, who is the State of Montana's investigator, but he was unsuccessful in reaching him. Rick stated that Mr. Long gives a lengthy PowerPoint presentation regarding this issue. There was discussion regarding scheduling the presentation on March 23rd, which is the fourth Tuesday of a five- Tuesday month. Sam stated that the council has to realize that the issue cannot just be banned, but it needs to look at zoning regulations and review the problems that follow these businesses. Sam suggested a moratorium in order to allow time to gather evidence for the city to determine the appropriate zoning. Public Works Department: • Eighth Avenue Project update Bill stated that work on the storm water ponds is being done, and construction of the road should begin in March or April. • Seventh Street Ditch Mitigation Project update Great West is almost done with the final design and the bidding process should begin soon. • Discussion - Request from Jack Roma to purchase right-of-way from the City of Laurel The Public Works Department does not think the right-of-way would be in the best interests of the City of Laurel. If the property owner wants to build a home on the property, another access is available. James stated that the right-of-way would have to be paved, which would be additional expense. Sam stated that, even though MMIA would not tell the city what to do, MMIA would not favor a private right-of-way on public property. • West Main Street easements Bill stated that negotiations with Tim Casey should be done soon. Sam prepared the document for signatures. There was discussion regarding the $175,000 estimate for the flat work project on Main Street. Mayor Olson suggested finding out what MDT's estimate is for the Main Street sidewalk project. Clerk/Treasurer: • Resolution - Agreement with Dorsey & Whitney for bond counsel services Mary will present the resolution at tonight's council workshop. • Resolution - Refunding 1997 Water Revenue Bonds Mary will present the resolution at tonight's council workshop. Chief Administrative Officer: • Resolution - Employee Health Insurance Bill stated that negotiations and discussion are ongoing and should be completed in the near future. Department Head Meeting Minutes of February 9, 2010 • SE 4'h SID for Street Improvements Mayor Olson, Bill, Kurt, and Matt met with the SE 4'h Street business owners last week. The property owners were advised of the need to connect into the storm drain system prior to work being done on SE 4`h Street in order to ensure proper storm water drainage. Bill stated that a 2-inch lift will be laid this summer to improve the surface of the road. The formation of the SID is needed prior to further improvements of the road. There was discussion regarding the property owners' requests for no parking signs on SE 0 Street, a turn lane in the center of the street, and the installation of street lights. There was also discussion regarding CTEP funding for sidewalks. Mayor Olson stated that the CTEP "faucet" may have to be turned off soon and the funds need to be watched closely. James plans to apply for a $100,000 Safe Routes to School grant in December. By combining CTEP funds with the grant, the match would be lower. The Safe Routes to School grant could be used for crosswalks, sidewalk improvements, handicapped access, etc. • Resolution- Approval of Task Order #16 with Great West Engineering for final design and bidding of Phase 2A2 of Wastewater System Improvements project The resolution for Task Order No. 16 is on tonight's council workshop agenda. Executive Review: • Resolution - Accepting DNRC Tree Grant Mayor Olson stated that the grant will be used for trees at South Pond and in Riverside Park. • Recognition of Guard and Reserves - Presentation on February 166' Mayor Olson stated that the city's two current guard/reserves will be recognized during this presentation. • Resolution - Accepting 1990 AMG 21/2-ton 6X6 donated by DNRC The resolution will accept the vehicle for the Fire Department. • Resolution- Transferring Lot C, Block 29-37/31, East Yellowstone Sub. Amended to Pioneer Plaza Condominium Association James explained that the city does not need the land and Pioneer Plaza wants it back. Sam prepared quit claim deeds, and James will send them to the two property owners to make sure they are correct. James will check with Kurt regarding issues with the garbage trucks turning around in this location. • Council Issues: o CPR training for staff (Chuck Dickerson) Mayor Olson stated that CPR training was discussed at Saturday's retreat. The city is looking for a medical director at this time. City employees need to be trained in CPR and Derek is working on this. Other items Mayor Olson stated that a joint meeting with the County Commissioners will be scheduled on February 17`h or March 1 sc Mayor Olson spoke regarding Derek's presentation on a single fire district at last Saturday's retreat. He asked if a resolution of intent is needed to create a fire district. Sam will review this further. Department Reports: Clerk/Treasurer There was no discussion. 2 Department Head Meeting Minutes of February 9, 2010 Fire /Ambulance • Preparations for new fire station • Location for fire station Bill stated that the creation of a fire district is now the first priority, and the fire station will be the next priority. Library • Roof replacement There was discussion regarding whether to RFP for the project. Sam stated that, since the bids received were close to $50,000, it would be best to do so. Bill will ask the architect to prepare the specs for a bid package and then the RFP will be advertised. • Status of City of Laurel's website Nancy will view an online E-Gov Link Solutions demonstration soon. She continues to work on the city's website. Police Department There was no discussion. City Planner • Various grants James stated that a representative from the Big and High Ditch Companies contacted him regarding their need for easements in some of the newer subdivisions. The city's only concern is the ditch along the parks or roadways and is not involved in easements for private property owners. Bob Graham contacted James today regarding an SID to get city services to four subdivisions. There was discussion about creating a water district in Crystal Springs and Montana Meadows Subdivisions. James will call Mr. Graham to get more details. Public Works Department • Construction of a storage building Bill stated that the storage building is ongoing. • Status of water project There was no discussion. • Status of Main Street from I 't to 80' Avenues (need 2 property owners' approval) Bill stated that the city gave up on one property owner and the easement has been prepared for Tim Casey's signature. • SE 4t' Street There was no further discussion. • Report on progress with South Laurel Business SID Bill stated that the street will not be paved until next summer. • Status of Wastewater Plant upgrade Bill stated that work has shut down due to the cold weather. 3 Department Head Meeting Minutes of February 9, 2010 • Ditch mitigation ARRA grant project - 7th Street The city received the $117,000 grant to address the issues. The project should go out to bid soon. • Water fill station Bill stated that two locations are possible, but there has not been discussion recently. City Attorney There was no discussion. Mayor Olson Mayor Olson stated that, when department heads receive direction from council members or committees, they should respond that they will take the issue to Bill to see how he wants to handle it. Mayor Olson will speak to the council about this tonight. James asked regarding direction received from LURA. There was a brief discussion. Mayor Olson stated that LURA is required to get its final recommendation from the city council. Chief Administrative Officer • Schedule of Fees and Charges The public hearing is scheduled on March 2nd and the resolution to adopt is scheduled for March 16th. James asked if a zoning compliance permit fee could be added to the schedule. James will submit the request to Bill and the fee will be added. • Impact Fees Bill is working on impact fees. • City's lease of railroad property on Main Street for various uses Bill is preparing information for Mayor Olson and the council regarding the proposal to lease land on the south side of Main Street. • Bus Transit System James will set up a meeting with Pat Vandell on Friday, February 19th. Other There was none. The meeting adjourned at 4:13 p.m. Respectfully submitted, Cindy Allen Council Secretary 4