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HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.02.2010MINUTES DEPARTMENT HEAD MEETING MARCH 2, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson Bill Sheridan Nancy Schmidt Derek Yeager Sam Painter Council Asenda - March 2. 2010 Unscheduled Matters: • Appointments: There are no appointments on tonight's agenda. • Resolution No. R10-24: A resolution of the City Council accepting a right-of-way easement from Timothy J. and Terrie A. Casey for the West Main Street Project. The resolution/easement agreement will finish the right-of-way for the West Main project. • Resolution No. R10-25: A resolution approving Change Order No. 5 for Phase II of the Laurel Water System Improvements Project for the replacement of wiring and valves at the Water Treatment Plant and authorizing the Mayor to execute the attached Change Order No. 5 on the City's behalf. Kurt will try to get pictures to show the council tonight. • Resolution No. R10-26: A resolution approving the attached Task Order No. 17 authorizing Great West Engineering to evaluate potential sites and configurations for a bulk water station and to develop a cost estimate for construction based upon the findings and recommendations of the evaluation. The council has been asking for this and it is finally getting done. • Ordinance No. 010-01: An ordinance of the City Council of the City of Laurel, Montana, imposing a temporary moratorium on the opening, operation, and licensing of any establishments that grow, sell, or distribute medical marijuana, and directing the study of new proposed ordinances to regulate such establishments. First reading. Sam will provide an explanation to the council. The public hearing must be held first, as this is different from the ordinary ordinance process. The public hearing will be set for March 16th, and a presentation by Officer Long will be scheduled on March 23`d. An interim zoning ordinance stops everything to provide time to promulgate information. There was discussion regarding the difference between the public hearing on March 16th and the public forum (symposium) on March 23`d. Bill will call the school district to reserve the auditorium on March 23`d. The city needs to hold all applications until the ordinance is passed. • Approve/Disapprove of Health Insurance Committee recommendation. There were no comments. Unscheduled Matters: • Resolution for tree trimming Department Head Meeting Minutes of March 4, 2010 The resolution will be item g. under scheduled matters. Draft Council Workshop Agenda - March 9. 2010 General items: There are none. Public Works Department: a Resolution- Award 2010 Seventh Street Drainage Improvements Project bid Bids will be opened on March 15th for the council's decision/award on March 16th. The project will be done with ARRA funding. a Resolution - Amendment No. 1 to Task Order No. 16 - Wastewater System Improvements Amendment No. 1 is for $20,000 for Great West Engineering to do the Preliminary and Final Design Phases for the Wastewater System Improvements project. Last week's meeting was very productive. Bill asked why it is taking so long. DEQ and SRF are pleased as they are having cash flow issues. Chief Administrative Officer: a Resolution - Schedule of Fees and Charges The fee process is continuing. Department Reports: Clerk/Treasurer Mayor Olson has been reviewing the auditor's draft comments and work needs to be done on this. Kurt is getting the asset values for Elena and Iron Horse Station Subdivisions from Sanderson Stewart. Fire /Ambulance a Preparations for new fire station Work is being done on the fire district consolidation plan. Derek has sample agreements from other communities. Bringing the five entities together will take six months or more. The Laurel Outlook will publish an article regarding this issue. Police Department The E-911 system will be tested on Thursday morning at 5:00 a.m. Rick asked for help if anyone wants to dial in. Phase 1, which is the current phase, determines which tower is being accessed by a cell phone. With Phase 2, it will be possible to incorporate the GIS and pinpoint the location of a cell phone. City Planner e Various grants Bill stated that James was not at the meeting as he was finishing up something that Bill told him to do. The results of the Energy Grant should be available after March 31 st a Historic Register / Facade improvements Emelie Eaton, Shirley McDermott, Bill and Mayor Olson met to discuss working together for the fagade improvements. 2 Department Head Meeting Minutes of March 4, 2010 Bill stated that the city is trying to find dispatch services and drivers for the bus transit service. They asked to work with the Laurel Senior Center and keep them informed, but they have no funding. Bill stated that the Laurel Urban Renewal Agency wants water and sewer across West Main. LURA has $30,000 to invest, which is not enough, so it may be cost prohibitive. The city needs to get a cost estimate from Great West. Derek talked to Ken and Peggy Miller, who were disappointed that LightNex took the lease. They wanted the old buildings gone. Riley Cook purchased the Only $1 Store building. LURA approved the $30,000 to go towards a new waterline to the property line. This will require council approval. There was more discussion regarding the Miller railroad lease. Public Works Department • Meeting with Yellowstone County Road Department for millings A meeting is scheduled in Billings on Wednesday at 10:30 a.m. regarding Alder, Fir, and East 8th Street. • Construction of a storage building If Kurt can find the plans from the old building, an architect might not be needed. • Status of Water Treatment Plant improvements The valve is in and is a great improvement as there is no more water hammer. Work is being done on the wiring. • Status of Main Street from 1 s' to 8th Avenues (need 2 property owners' approval) The project is going forward, and Kurt is still working on Mr. Fink. o SE 4th Street o Storm water o Leveling course o Center turn lane / parking o Street lights o Flat work o SID Chad Hanson is working on this and still needs to do the street lights. The city needs to meet with the property owners regarding assessment of lineal feet. There was discussion regarding Fox Lumber going out of business. The Public Works Department wants a five-year moratorium on excavating in the street once it has been fixed. An ordinance change would be required. • Status of Wastewater Treatment Plant upgrade The lift station submittals were made in Georgia and were not according to specifications. The contractor will resume the water line project on Monday, March 8th. ESI needs to fix a hole in the road to the sewer plant. • Ditch mitigation ARRA grant project - 7th Street The project has been advertised and bid opening is scheduled on March 15th. 3 Department Head Meeting Minutes of March 4, 2010 • Water fill station Task Order No. 17 is on tonight's council agenda. The timeline for the 8th Avenue project has been updated. The Public Works Committee will meet on Monday, March 8th. There will be discussion regarding mutual aid agreements. There was a water break on Locust where there used to be a fill station. Thirty feet of line that had been leaking all winter is being replaced. The Tree Board is getting ready to trim and plant trees. The Board recently discussed the Arbor Day celebration. Gary Colley is back in the hospital. Rick asked about the proposed center turn lane on SE 4th Street. He stated that SE 4th Street needs to be made part of the truck route. Two items were added to the March 9th council workshop agenda: Planning - Ordinance for zoning clarification provisions; Public Works - Business licenses/contractor bond. City Attorney There was no discussion. Mayor Olson The auditor's comments will be discussed on Wednesday, March 10th, at 1:30 p.m. Chief Administrative Officer • Discussion - SID process for streets where new water lines were installed Chad Hanson is working on this. • Schedule of Fees and Charges The public hearing is on tonight's council agenda. • Impact Fees There was no discussion. • City's lease of railroad property on Main Street for various uses Mayor Olson has presented this issue to the Rotary Club, the Chamber of Commerce, LURA and Laurel Alive to inform and gather support. • Bus Transit System / Meeting with Council on Aging The COA is not opposed, but they have what they want and would like the city's help. Their dispatch can help the city. Two vehicles will be coming from the state. Library • Roof replacement 4 Department Head Meeting Minutes of March 4, 2010 Nancy asked Bill if a meeting had been arranged with the architect and the engineer. • Status of City of Laurel's website Nancy is still working on the website. Other Bob Morrison wants to meet with Kurt, Bill, and Mayor Olson on March 15th regarding Morrison- Maierle. Kurt asked regarding annual vacation leave for non-union and union employees. The meeting adjourned at 4:20 p.m. Respectfully submitted, n Mary K, bleton Clerk/Treasurer