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HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.16.2010MINUTES DEPARTMENT HEAD MEETING FEBRUARY 16, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Bill Sheridan Sam Painter Mary Embleton Kurt Markegard James Caniglia Rick Musson Derek Yeager Nancy Schmidt (4:07 p.m.) Council Agenda - February 16, 2010 Scheduled Matters: • Confirmation of Appointments: o Laurel Fire and Ambulance Service: Mark Solberg and Alyssa Francis o Board of Health: Peggy Murch to a three-year term ending December 31, 2012 • Resolution No. R10-18: A resolution authorizing the Mayor to sign an Engagement Letter with Dorsey & Whitney, LLP as bond counsel for the issuance of Water System Revenue Bonds for participation in the State of Montana's Drinking Water State Revolving Loan Program. • Resolution No. R10-19: Resolution relating to $518,500 Water System Revenue Refunding Bond (DNRC Drinking Water Revolving Loan Program), Series 2010A; authorizing the issuance and fixing the terms and conditions thereof. • Resolution No. R10-20: A resolution approving the attached Task Order No. 16 authorizing Great West Engineering to provide a cost estimate for completing the engineering design and construction for Phase 2A2 of the Laurel Wastewater System Upgrade Project. There was a brief discussion regarding the information and final invoice of $46,000 received from Carl Anderson, MMI. • Resolution No. R10-21: A resolution of the City Council accepting a Program Development Grant from the Department of Natural Resources and Conservation (DNRC). The grant funds will be used for tree planting at South Pond and for tree trimming at Riverside Park. Mayor Olson, Bill, James, Emelie Eaton, and Shirley McDermott need to meet on February 23' or 24' to discuss facades. • Resolution No. R10-22: A resolution of the City Council accepting a 1990 AMG Cargo Truck from the Montana Department of Natural Resources and Conservation (DNRC) for the Laurel Volunteer Fire Department. The truck was delivered about a year ago but has not been presented for acceptance by the council. Kurt stated that public works will put a water tank and a spray bar on the truck and use it to water down streets. • Resolution No. R10-23: Resolution of the City Council transferring, by quitclaim deed, a parcel of property owned by the City of Laurel to Pioneer Plaza Condominium Association and Samuel and Lorna Stokke and authorizing the Mayor to execute the transfer on the City's behalf. Sam used the descriptions on the plat to prepare the quitclaim deeds, which the owners have reviewed. Draft Council Workshop Agenda - February 23, 2010 Department Head Meeting Minutes of February 16, 2010 General items Executive Review: • Ordinance - Moratorium on medical marijuana - business licenses There was a lengthy discussion regarding: the date for Officer Mark Long's presentation (March 23'd); Dr. Richardson's involvement in the issue; the zoning and business issues; the need for the City of Laurel to go forward with a moratorium to allow time for further review and discussion; moratoriums on the issue in other Montana cities; referring to business licenses as business inspections; the intent of the legislation vs. the current implications; the fact that the State of Montana allows medical marijuana, which is still against Federal law; the possibility of employment issues with employees that are approved for a medical marijuana card; and concerns regarding legitimate locations for marijuana businesses. Rick stated that the sale of medical marijuana always brings in crime. • Resolution of intent to create a single fire district There was discussion regarding the process to create a single fire district, which does not require a resolution of intent. The Emergency Services Committee will meet on Monday, February 22nd for further discussion. Mayor Olson stated that the council workshop agenda should be changed to "Discussion of intent to create a single fire district." • Yellowstone County Veterans' Cemetery - Request from the County Commissioners There was a lengthy explanation and discussion regarding the city's purchase of the land from the Rosselot estate, the County's request for land for a building at the front of the cemetery, and the Cemetery Commission's recommendation to give the County one acre of land in the northwest corner of Laurel's existing cemetery for their building, cistern, and septic system. Mary received a request for information from Steve Krogstad recently. There was further discussion regarding the easement for the road, ownership and responsibility for maintenance of the road, the amended tract filed by the County, and the final documents that show what was actually done. • Letter to MDT regarding West Laurel Interchange Mayor Olson will present a letter he wrote regarding MDT's plans for the interchange. He has asked Pat Kimmet to consider writing a similar letter of support. Other items Kurt explained the need for a change order for failed valves at the Water Treatment Plant. The WWTP was without water for four hours today. The change order will be on the February 23`d council workshop agenda. Mary asked when the change order for Davis-Bacon wages for the project would be on the agenda. Review of draft council agenda for March 2, 2010 • Public Hearing - Intent to adopt an official Schedule of Fees and Charges for the City of Laurel • Statement of Support for Employer Support of the Guard and Reserves (ESGR) Mayor Olson stated that Jason Ness has not yet responded to phone calls, so he is sending a letter to him. Department Reports: 2 Department Head Meeting Minutes of February 16, 2010 Clerk/Treasurer Mary stated that the auditors were here last week. The audit findings included the need for donated infrastructure costs for Iron Horse, Elena, Solid Foundations, Wal-Mart, and the Laurel Middle School. Other findings included purchasing, Davis-Bacon wages, collection of payments in the Public Works Department, and the need for a planning interlocal agreement with the County. There was discussion regarding the city's 4%2 mile planning jurisdiction and the original agreement with the County to levy 2 mills for planning. Nancy Schmidt arrived at 4:07 p.m. Mary asked for the proper signature on the subscription renewal for the sonic wall at the police department that was submitted by Technical Edge. Mary explained the issues with the CJIN at the police department and the new printers recently installed in the County Motor Vehicle Department. Since Robert spent time on this issue, Mary told him to submit the bill to the State of Montana. Fire /Ambulance • Preparations for new fire station Derek stated that preparations for the new fire station are on hold until after the fire district is completed. Library • Roof replacement Nancy was late to this meeting because she was on a conference call with the State Library regarding ARRA funding. She asked that Great West set up a meeting with the architect. • Status of City of Laurel's website Nancy is working on the website. Police Department Rick stated that a tabletop exercise is scheduled tomorrow at 9:30 am. at the Laurel school administration building. The disaster event is scheduled in May at the CHS Refinery. Rick mentioned that E-911 should be online within a week. City Planner • Various grants James has not heard any news regarding the Energy Efficiency Grant. • Historic Register / Facade improvements James stated that a draft document was sent for everyone's review. Bill stated that he, Mayor Olson, James, Emelie Eaton, and Shirley McDermott need to meet on February 23'd or 24`h. LURA wants a design professional to review the plans. James stated that, on County GIS, Canyon Creek Subdivision is shown as Light Industrial, which means that the hotel and McDonald's do not have the proper zoning. Dean Rankin recently told him that he applied for a zone change from Light Industrial to Highway Commercial. Mary stated that the zone change should be in LMC if it was approved. More research is needed. 3 Department Head Meeting Minutes of February 16, 2010 Public Works Department Kurt mentioned that Gary Colley is in ICU and a card has been prepared to send to him. • Construction of a storage building Kurt stated that the specs are being finalized for a 40x60 foot building that would be located behind the shop. A steel building is cheaper than a pole barn now. • Status of Water Treatment Plant improvements Kurt stated that pump replacement is being done and the valves had to be replaced. • Status of Main Street from l t to 8 h Avenues (need 2 property owners' approval) Bill gave Tim Casey the easement agreement, and Mr. Casey has indicated that he will sign it. There was discussion regarding the size and location of the easement, the payment and funding for the easement, and possible handicapped issues if this easement were excluded from the project. Terry Fink would like to own the city's property on South 7t', but the city does not want to sell it. Kurt mentioned that the pump went out at Village Subdivision last weekend. It will be repaired until the pump is replaced. A meeting regardl Phase 2A2 is scheduled with Great West Engineering and Black & Veatch on Friday, February 26 . • SE 4t' Street o Storm water o Leveling course o Center turn lane / parking o Street lights o Flat work o SID Kurt stated that the business owners are in favor of forming an SID. Chad Hanson is preparing Task Order No. 13 to address the issues and prepare the scope of work. A contract with NorthWestern Energy would be needed to expand the commercial light district for additional street lights. • Status of Wastewater Treatment Plant upgrade Kurt stated that the project is progressing. • Ditch mitigation ARRA grant project - 7t' Street Kurt stated that Chad sent the contract documents to Sam for review. • Water fill station Chad Hanson is preparing a task order for the water fill station. Kurt will attend the Montana Rural Water Conference on Wednesday. The DNRC will give a presentation on water rights. MDU did not find the gas leak in the alley by city hall last week and will come back again this week. 4 Department Head Meeting Minutes of February 16, 2010 Kurt stated that the WTP and WWTP roofs are leaking and temporary patches are needed. Chris Rosenberg will be on leave for a couple weeks after their baby is born. Since Gary is not available, Kurt asked Chris to be in the office two hours a day. There was discussion. Sam suggested that Chris be on call instead. Kurt stated that Tractor Supply has requested an occupancy permit by Friday, but the electrical, plumbing, and fire sprinkling work has not been completed yet. There was discussion regarding how and who could do the fire sprinkling inspection this week. Kurt stated that the Public Works Department is working to be a better department. Standard operating procedures are being reviewed, and he asked Sam to assist with the review. Kurt and Matt attended a meeting in Helena last week and they learned useful information regarding millings. Kurt stated that Laurel will probably never receive millings from the State again. Kurt asked if the regulations for resale of city water should be on the council workshop agenda. He stated that fill stations should be required to have a roof over them as is required for a car wash. Mayor Olson, Bill, Sam, and Kurt will meet to discuss the regulations before they are presented at a council workshop. City Attorney Sam stated that review is needed of the city's requirement for a $5,000 bond from contractors and payable to the City of Laurel. Contractors should be required to provide insurance and bonding information, but there is no need to require the bond to be payable to the city. Kurt asked regarding an easement for a private water line on South Yellowstone. The city has notified CHS Refinery about this issue. Mary asked Sam about the Movie Gallery's bankruptcy documents. The city will issue a formal response to the auditor's findings. Mayor Olson Mayor Olson asked if any department head had information about a phone call regarding the Laurel Development Corporation. There was a brief discussion. Mayor Olson will contact Judy Goldsby to get copies of the LDC minutes. Mayor Olson asked for a larger calendar in the conference room. Chief Administrative Officer • Discussion - SID process for streets where new water lines were installed Pat Murtagh recently wrote a memo explaining the SID process. There was discussion. • Schedule of Fees and Charges One additional planning fee needs to be added to the schedule of fees and charges. • Impact Fees Bill is working on impact fees. 5 Department Head Meeting Minutes of February 16, 2010 • City's lease of railroad property on Main Street for various uses Bill is working on this. • Bus Transit System / Meeting with Council on Aging James will schedule a meeting with Pat Vandell of the Council on Aging for Friday, February 19t1i. Other There was none. The meeting adjourned at 5:07 p.m. Respectfully submitted, Cindy Allen Council Secretary 6