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HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.09.2010MINUTES DEPARTMENT HEAD MEETING MARCH 9, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Rick Musson James Caniglia Bill Sheridan Derek Yeager Nancy Schmidt Sam Painter Council Workshop Agenda - March 9. 2010 General items: There were none. Public Works Department: • Resolution- Award 2010 Seventh Street Drainage Improvements Project bid The bid opening is scheduled on Monday, March 15th, and the resolution will be on the March 16th council agenda. • Resolution - Amendment No. 1 to Task Order No. 16 - Wastewater System Improvements The amendment is for Great West to prepare the construction plans. Bill stated that he is concerned about the length of time. • Ordinance - Contractor bonding requirements for obtaining Business Licenses Sam is preparing the ordinance, which will remove the $5,000 bond requirement as part of the licensing process. Sam questioned what the city has to do with a private agreement that does nothing for the city. Proof of license and liability insurance will be required. City Planning Department: • Ordinance - Zoning Clarification provisions Sam stated that the proposed ordinance change needs to go to the zoning commission and the planning board needs to schedule a public hearing before it is presented to the council. Chief Administrative Officer: • Resolution - Schedule of Fees and Charges The resolution and schedule of fees will be on the March 16th council agenda. Executive Review: • LURA recommendation - $30,000 for water line improvements to old $1 store for movie theatre renovation LURA recommended that up to $30,000 of TIF funds be spent for the water and sewer line improvements. Sam will prepare a resolution authorizing funds for the improvements. The improvements will address fire flow issues and upsize to 4-inch water and sewer lines. • Ordinance - Interim zoning for medical marijuana businesses The public hearing is scheduled on March 16th. If the council wants to adopt the resolution at that meeting, the council would need to vote unanimously to consider the item. Sam stated that the interim zoning is the moratorium There was discussion regarding the City of Hamilton, the presentation Department Head Meeting Minutes of March 9, 2010 scheduled on March 23rd, and the public's right to know. Judge Niseley will present information on drug courts at the Rotary meeting on March 23rd. Sam, Bill, Rick, and Mayor Olson will attend. Rick stated that Mr. Long's 1'h hour presentation could turn into a debate session if questions and answers are allowed. Sam stated that it should be a presentation rather than a debate. There will be opportunity for public input at the planning board and city council public hearings. • Presentation on medical marijuana issue - March 23rd at 7:00 pm at LHS Auditorium There was no further discussion. Other items • CTEP Agreement for the West Main Street Project James stated that CTEP wants the council to approve the agreement. The project will be let the end of this week, so next Tuesday could be too late for approval. James explained another issue. Great West Engineering's charges of $21,000 for the SID formation were not in the agreement and the charges do not qualify. There was a lengthy discussion regarding the proposed costs, who determined that the engineer's charges could not be included, the need for a public hearing on the formation of the SID, and the need to meet with Stefan Streeter and MDT tomorrow. James stated that, if over half of the property owners do not agree to the SID, the city would be dissolved from the contract. Bill will schedule a meeting with Stefan Streeter for Wednesday. Department Reports: Clerk/Treasurer Bill stated that Mary was working on payroll. Fire /Ambulance • Preparations for new fire station Derek is working on the fire districts, the financials, and the expected differences in costs after consolidation of the districts, a business plan, and the next fiscal year's budget. Derek explained an issue regarding dry hydrants in county subdivisions. In the Pheasant Brook Subdivision Improvements Agreement, the City of Laurel is responsible to fill, maintain, inspect, etc., the dry hydrants. Derek is researching to determine if this is included in other Subdivision Improvement Agreements. He hopes that the issue was resolved when the fire code inspector position was created. Sam stated that the city is not party to those subdivisions. The city provides fire protection through the district contracts. Currently, the fire inspector would establish conditions of approval regarding fire protection for subdivisions. Library • Roof replacement Nancy and Bill will contact the contractor again this week. • Status of City of Laurel's website Nancy will add the notice of the public educational presentation to the city's website. Police Department Rick explained that the E-911 testing was not successful last Thursday as there were some trunking issues. The system will be tested again on March 18th at 5:00 a.m. 2 Department Head Meeting Minutes of March 9, 2010 City Planner • Various grants There was no discussion. • Historic Register / Facade improvements LURA has prepared a draft document of a work plan for the fagade improvement program. LURA will review the document and make a recommendation to the city council. Business owners could apply for $3,000 for facade improvements and $3,000 for a new sign. Public Works Department • Meeting with Yellowstone County Road Department for millings Bill stated that the county informed the city what it would do. Millings will be used on Fir and Alder Avenues, some parking lots, at East 8 h and Alder where the 12-inch pipe was installed, and on Eleanor Roosevelt to East 86' and Alder. Next year, the county plans to chip seal some areas. James stated that Randy Swenson plans to do the utility work at TenderNest this spring. Council approval will be needed to change the easement on his property. Two landowners are interested in annexation, which would require the city to provide water and sewer services. • Construction of a storage building Bill stated that work is being done on this. • Status of Water Treatment Plant improvements Bill stated that the project is going forward. Status of Main Street from I" to 80' Avenues (need 2 property owners' approval) o SE 4' Street o Storm water o Leveling course o Center turn lane / parking o Street lights o Flat work o SID Bill stated that the property owners must be pushed to connect to the storm water system before the project proceeds as street openings will not be allowed for several years after the project is completed. The SID is needed to create the final layer of asphalt on SE 4'h Street. • Status of Wastewater Treatment Plant upgrade Bill stated that the engineers are preparing the documents for the project. • Ditch mitigation ARRA grant project - 7't' Street Bill stated that six or seven contractors received the information for the project. The bids will be opened soon. • Water fill station Bill stated that the engineers will provide the cost estimate soon. City Attorney 3 Department Head Meeting Minutes of March 9, 2010 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 prepared a draft letter asking COP Construction to do some improvements where the new water lines were recently installed. An SID will eventually be created. • Schedule of Fees and Charges There was no further discussion. • Impact Fees Bill is working on impact fees. • City's lease of railroad property on Main Street for various uses Bill stated that MRL will be contacted soon. • Bus Transit System / Meeting with Council on Aging James and Bill recently met with the Council on Aging. Both entities look forward to helping each other. The Council on Aging could benefit as it receives no grant funds. James mentioned that Randy Swenson might be interested in participating in the bus service. Currently, his service runs once a week in Laurel. Other There was no discussion. The meeting adjourned at 4:05 p.m. Respectfully submitted, Cindy Allen Council Secretary 4