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HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.23.2010MINUTES DEPARTMENT HEAD MEETING FEBRUARY 23, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson (3:45 p.m.) Mary Embleton (3:47 p.m.) Rick Musson Bill Sheridan Kurt Markegard Derek Yeager Nancy Rohde Nancy Schmidt Special Council Agenda - February 23, 2010 • Approve/Disapprove of Health Insurance Committee Recommendation Bill stated that a special council meeting is scheduled tonight. The city received an extension from MMIA. Council Workshop Agenda - February 23, 2010 General items None. Public Works Department: • Jack Roma's request for easement on city property Kurt stated that the Public Works Department is not in favor of a road that is not built to Public Works Standards. Jack Roma has other options to provide access to his property. • Resolution - Right-of-way easement from Tim Casey - West Main Street Project Tim and Terrie Casey signed the right-of-way easement and the city will pay them $5,000. • Resolution - Change Order No. 5 for additional valves and wiring at the WTP Kurt stated that a recently failed valve was replaced with the valve originally purchased for the project, so another valve is needed. Wiring needs to be upsized for the larger high service pumps. • Resolution - Task Order No. 17 - Bulk Water Station The task order will authorize Great West to evaluate potential sites and configurations for a bulk water station and to develop a cost estimate for construction. Kurt explained water right issues that were discussed at the recent Montana Rural Water Conference. The 1973 Montana Water Act specified that water rights are not solely exclusive if there is a change in water usage. Water rights are to serve a jurisdictional area, and a water fill station would serve homes outside the city limits. There was a lengthy discussion regarding the DEQ and the DNRC, junior water rights, and the need for further information. Fire Department: • Discussion of intent to create a single fire district Derek stated that the Emergency Services Committee met with representatives of the fire districts last night. The committee wants to move forward with the single fire district. At 3:22 p.m., Mayor Olson delayed the department head meeting until the Insurance Committee meeting was finished. The department head meeting continued at 3:45 p.m. Department Head Meeting Minutes of February 23, 2010 Derek stated that the next step is to prepare the proper documents, which include sample agreements, a consolidation plan, and a draft resolution. A hearing will be scheduled to inform the public. The Emergency Services Committee will meet again in March. The process would take about a year, and funding from taxes would not be received until January 2012. Chief Administrative Officer: • Ordinance - Moratorium on medical marijuana - business inspections Mayor Olson talked to Dr. Richardson recently. Bill will contact Detective Mark Long to schedule his presentation at a special council workshop on March 23d. • Report on Health Insurance Committee's progress Bill stated that the committee is working toward a determination for the health insurance. Executive Review: • Yellowstone County Veterans' Cemetery - County Commissioners' request Mayor Olson stated that the County Commissioners want reimbursement for the land that was not included in the final purchase of the cemetery land. • Discussion regarding Gay Easton walk bridge Mayor Olson will ask the council to consider a funding source to complete the landscaping work at the walk bridge. • Letter to MDT regarding West Laurel Interchange Mayor Olson stated that the first phase of the project does not include a road over the railroad to provide access to the south side of Laurel. The letter states the city's position regarding this issue. A letter has been drafted to Pat Kimmet at CHS Refinery asking him to consider sending a letter to MDT. Other items There were none. 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 A planning fee has been added to the schedule of fees and charges. Mary asked if planning fees need approval by the city and the county. Mayor Olson stated that further review is needed with James. • Statement of Support for Employer Support of the Guard and Reserves (ESGR) Derek stated that Jason Ness will probably be at guard training next week. Bill will ask Mick DiFronzo to attend tonight's special council meeting to address concerns. Department Reports: Clerk/Treasurer Mary distributed copies of a `Purchasing Cheat Sheet' she prepared at the mayor's request. Purchase requisitions and claims will be returned to department heads if policy is not followed. 2 Department Head Meeting Minutes of February 23, 2010 Mary stated that the property schedule is due Thursday morning. If department heads do not respond, she will return it to MMIA with no changes. Kurt stated that Matt reviewed the values and he will get the information to Mary. Fire /Ambulance • Preparations for new fire station Derek stated that he is working on the fire district. Library • Roof replacement Nancy would like to meet with the architect and Bill regarding the roof. • Status of City of Laurel's website Nancy saw an E-Gov link demo online last week. Nancy saw several good products, but she thinks they are pricey and she might be able to find an open source instead. Police Department Rick submitted a grant for four car computers through the State of Montana. The 12% match for the computers can be paid through 911 funds and the monthly service fees could be paid through 911 funding. Mary asked Rick to give her a full copy of the grant paperwork for the files. City Planner • Various grants • Historic Register / Facade improvements There was no discussion. Public Works Department • Construction of a storage building Kurt stated that plans and specs are needed to RFP for the 40x60 building. There was discussion regarding the building and having an architect draw up the plans. • Status of Water Treatment Plant improvements Kurt stated that the change order for the valve is on tonight's workshop agenda. MDU increased the pressure from 4 psi to 8 psi to run the backup generator in Murray Park. MDU will send a receipt of acknowledgement form for the mayor's signature soon. • Status of Main Street from 1't to 8 h Avenues (need 2 property owners' approval) Kurt plans to meet with Terry Fink soon. Kurt met with Chad regarding creation of the SID, method of assessment, and sidewalk replacement. • SE 4"' Street o Storm water Kurt is working on a storm water hookup with Steve Solberg. o Leveling course Chad revised the estimate for the milling from $250,000 to $200,000 and the city's contribution will be $50,000. Assessments will be done by linear footage off the front of the business. Wal-Mart's assessment will be 20 percent and Steve Solberg's will be 11 percent. 3 Department Head Meeting Minutes of February 23, 2010 o Center turn lane / parking o Street lights NorthWestern Energy will be contacted regarding the street lights. o Flat work o SID There was further discussion regarding connections to the storm water system and the need for a moratorium on asphalt cuts after the leveling course is completed. • Status of Wastewater Treatment Plant upgrade Kurt is working on the submittals for the lift stations. Century Construction will begin work on the water line to the sewer plant on March 8th • Ditch mitigation ARRA grant project - 7th Street Kurt stated that the project is ready to go to bid. Mary worked with Chad Hansen to get the RFP ad in the Laurel Outlook and The Billings Times. Chad also forwarded the information to the Builder's Exchange. The award for the ditch project will be on the March 9th council workshop agenda. Bids will be opened on March 15th at 1:00 p.m. and a recommendation will be presented to the council for approval on March 16th. Mayor Olson asked Kurt to give a report on the ARRA ditch mitigation project at tonight's council workshop. • Water fill station The task order is on tonight's council workshop agenda. Kurt spoke regarding water rights information he received at the Montana Rural Water Conference. Further discussion is needed. Townsend has scheduled a Tree Board Retreat Program on March 20th. Scholarships of $150 are available. Kurt explained a movement in Montana to get mutual aid agreements between utilities in case of an emergency or natural disaster. The Public Works Committee will discuss this on March 8th. City Attorney There was no discussion. Mayor Olson There was no discussion. Chief Administrative Officer • Discussion - SID process for streets where new water lines were installed Bill stated that Pat Murtagh provided the step-by-step process needed for the creation of an SID. • Schedule of Fees and Charges There was no further discussion. • Impact Fees Bill is working on impact fees. 4 Department Head Meeting Minutes of February 23, 2010 • City's lease of railroad property on Main Street for various uses Mayor Olson and Bill will meet to determine a lease value. Mayor Olson recently posed the idea of developing the property along the railroad to the Chamber of Commerce and will present the idea to the Laurel Urban Renewal Agency soon. He wants to have people on board before going to the railroad with a lease agreement. • Bus Transit System / Meeting with Council on Aging There was no discussion. Other Rick stated that the school district requested diagonal parking on Colorado Avenue by the administration building. Rick does not recommend changing to diagonal parking. Kurt recently spoke with the person who wrote the DEQ permit for the City of Laurel. Mary spoke with Michelle Marsh regarding the timeline for the Phase 2A2 project. They are reevaluating the priority of the approved projects, and Michelle said there would be an advantage if the project was delayed to January 2011. Mayor Olson asked that a conference call be scheduled. The meeting adjourned at 4:47 p.m. Respectfully submitted, Cindy Allen Council Secretary 5 PURCHASING CHEAT SHEET IF construction or equipment more than $50,000 Staff must obtain at least 2 written, signed quotes from reputable contractors to determine if more, or less, than $50,000. THEN must use formal bidding procedure.* IF construction or equipment less than $50,000, but more than $5,000 THEN Purchase Requisition approval by Budget/Finance required prior to placing the order. Two or more quotes or documented attempts for quotes must be attached to PR. After approval, then purchase order number issued at time of order not AFTER the invoice is received. Two signatures are required. Written contract prepared by city attorney may be deemed necessary, especially for professional services.* IF construction less than $5,000 THEN written contract prepared by city attorney, executed by the mayor, is required prior to work being performed.* IF goods or services less than $5,000 THEN a purchase order number must be issued at the time of the order, not AFTER the invoice is received. Two signatures are required.* *Reference City of Laurel Purchase and Procurement Policy, revised via Resolution No. R08- 128.