HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.16.2010MINUTES
DEPARTMENT HEAD MEETING
MARCH 16, 2010 3:00 P.M.
COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson Mary Embleton Rick Musson
Bill Sheridan Kurt Markegard James Caniglia
Sam Painter Nancy Schmidt
Council Agenda -March 16, 2010
Public Hearing.
• 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.
James will present the issue at the public hearing.
Scheduled Matters:
• Confirmation of Appointments: None.
• Resolution No. R10-28: A resolution accepting the bid and authorizing the Mayor to sign a
contract with Four Beers, Inc., DBA Stillwater Excavating, for the City of Laurel's Seventh
Street Drainage Project.
Great West recommended the bid of $88,660 from Four Beers, Inc. for the Seventh Street Drainage
Project.
• Resolution No. R10-29: A resolution approving Amendment No. 1 to the previously adopted
Task Order No. 16 of the Agreement for Professional Services dated June 5, 2007 between the
City of Laurel and Great West Engineering, Inc., approving an increase in the study and report
phase and the preliminary and final design phases of the Wastewater System Improvements
Project.
Approval of the resolution will again start Phase 2A2 of the wastewater project.
• Resolution No. R10-30: A resolution to adopt an official Schedule of Fees and Charges for the
City of Laurel, repealing all previous resolutions that set fees or charges that conflict with the
schedule attached hereto upon its effective date.
• Resolution No. R10-31: A resolution of the City Council approving the request by the Laurel
Urban Renewal Agency to utilize a portion of Tax Increment Funds to pay for upgrading water
and sewer services to the planned movie theater project located within the Tax Increment
District.
• Resolution No. R10-32: A resolution approving the attached CTEP Construction Agreement
Amendment for the Main Street 3`d to 8" Project within the City of Laurel.
• Resolution No. R10-33: Resolution relating to Special Improvement District No. 112; Declaring
it to be the intention of the City Council to create the District for the purpose of undertaking
Department Head Meeting Minutes of March 16, 2010
certain local improvements and financing the costs thereof and incidental thereto through the
issuance of Special Improvement District Bonds secured by the City's Special Improvement
District Revolving Fund.
Kurt received the dollar amounts from Chad Hansen today, and the figures need to be inserted into the
resolution. There was discussion regarding the SID, the funding mechanism for the city's 15 percent of
the project, and how to assure the property owners pay if the SID is not created.
Sam asked if the difference in expense of an SID versus the property owner agreement made it worth
the creation of the SID. There was discussion regarding four costs involved.
Mary stated that the SID cannot be created without bond counsel, which would cost approximately
$5,000. She explained that an SID is an issuance of debt against the City of Laurel. If 16 of the 31
property owners protest the SID, it would not go forward. In the project contract, the City of Laurel
agreed to pay for the flat work project with an SID. CTEP funds, which can be used for eligible
projects, will be used to fund the SID to pay for 85 percent of the total project in order to alleviate the
burden on the property owners. This was also done on the East First Street sidewalk project. The
difference is that the city controlled the East First Street project, and the State of Montana will control
the West Main Street project. The State will send an invoice to the city for the flat work project.
There was further discussion regarding the cost to create an SID. Mayor Olson stated that the resolution
would be removed from tonight's council agenda.
• Ordinance No. 010-02: An ordinance amending Section 5.08.040 of the Laurel Municipal Code
titled "Contractor's License and Bond Requirements" located at Chapter 5 of the Laurel
Municipal Code. First reading.
Sam spoke regarding Ordinance No. 010-01, which provides a temporary moratorium for medical
marijuana establishments. The public hearing is on tonight's council agenda. Following the public
hearing, the council can vote to unanimously place the ordinance on tonight's agenda for consideration.
If not, the ordinance will be on the March 30th council workshop agenda for council discussion.
Draft Council Workshop Agenda - March 30, 2010
General items
Public Works Department:
• Resolution - Urban Forestry Arbor Day Grant Agreement
A resolution accepting the $1,000 Arbor Day Grant will be added to the March 30, 2010 council
workshop agenda.
Executive Review:
• Council support for letters to MDT regarding the West Laurel interchange
Mayor Olson stated that some council members have indicated they would like to write letters. Sam
stated that, if the council wants to support it as a council, it should be done via resolution. A resolution
will be on the March 30th council workshop agenda.
Other items
There were none.
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Department Head Meeting Minutes of March 16, 2010
Review of draft council agenda for April 6. 2010
• Public Hearing: Ordinance No. 010-02: An ordinance amending Section 5.08.040 of the Laurel
Municipal Code titled "Contractor's License and Bond Requirements" located at Chapter 5 of
the Laurel Municipal Code. (First reading - 03/16/2010)
• Ceremonial Calendar: Employer Support of the Guard and Reserves presentation
The presentation will be on the April 6th council agenda.
Department Reports:
Clerk/Treasurer
Mary mentioned that department heads need to turn in their budget by Friday.
Fire /Ambulance
• Preparations for new fire station
There was no discussion.
Library
• Roof replacement
Bill and Nancy met with the architect recently. The specs should be ready by the end of next week.
Nancy stated that specs will be provided for a metal roof and for 40-50 year shingles. Mary e-mailed
the bid document to Don Seyfarth this week. The contract has to be awarded via council approval.
• Status of City of Laurel's website
Nancy is working on the calendar on the city's website.
Police Department
Rick is working on the budget.
City Planner
• Various grants
• Historic Register / Facade improvements
James stated that the National Register nomination was submitted recently, and he will speak to the
National Register Board in May. If the city receives the award, the Historic District signs and plaques
for the downtown buildings should be received in June. There was discussion regarding the three
classifications: non-contributing; contributing; and individually contributing.
Mary asked James regarding reimbursement. James will submit a final payment request soon.
James spoke regarding the Community Transportation Safety Plan Assistance Program, which can be
used for dangerous intersections and streets. James talked to Pam Langve-Davis about the program, and
she was familiar with Laurel. Public input is needed on how to approach safety issues on South I"
Avenue and to receive all viable options. The State of Montana would provide the engineering. There
was discussion regarding the underpass, the unsafe intersection at Railroad Street, and the need for a
letter of support from the council. This item will be on the March 30`h council workshop agenda.
James asked Rick regarding compiling a list of car accidents between Main Street and SE 4`h Street.
Rick stated that it would be difficult but could be done.
Department Head Meeting Minutes of March 16, 2010
James has spent considerable time addressing a county land use issue where the certificate of survey did
not actually dissolve the property lines. There was discussion regarding government lots versus
government patents.
Public Works Department
• Yellowstone County Road Department for millings
Kurt is waiting for an e-mail from the county.
• Construction of a storage building
Work is being done.
• Status of Water Treatment Plant improvements
The large service pumps will be tested on Wednesday and MDU is working on the generator at Murray
Park.
Mary asked how to pursue a change order for Davis-Bacon wages for the project. A change order will
be on the March 30th council workshop agenda.
• Status of Main Street from 1St to 8th Avenues
o CTEP / billing property owners
Kurt faxed Tim Casey's information to the State. Mary will file the documents at the County on
Wednesday.
• SE 4th Street
o Storm water
o Leveling course
o Center turn lane / parking
o Street lights
o Flat work
o SID
Chad Hanson gave Kurt the probable cost for the milling and overlay on SE 4th Street. Letters regarding
the need to hookup to the storm water system and the five-year moratorium for street cuts need to be
sent to property owners soon. NorthWestern Energy should be contacted regarding the street lights.
The sidewalks could be added to the proposed SID.
• Status of Wastewater Treatment Plant upgrade
Stephanie Seymanski informed Kurt that ESI has not received pay application #1, but they received #2
and #3.
Kurt explained the circumstance when an original fuse blew at the WWTP last Saturday. Submittals for
the lift stations are being redone.
• Ditch mitigation ARRA grant project - 7th Street
The resolution is on tonight's council agenda, and the Notice to Proceed will be completed soon.
• Water fill station
Chad Hansen will start working on this soon.
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Department Head Meeting Minutes of March 16, 2010
Kurt stated that the Building Fund received $9,000 for a project on Milliron's property by Russell Park.
Randy Swenson, TenderNest, has requested abandonment of the sewer easement. There was discussion
regarding the 12th Street property owners that want to annex, how to address the water and street issues
on 12th Street, and the possibility of creating an SID.
Northern Rockies Glass is in construction by Mabel's.
City Attorney
There was no discussion.
Mayor Olson
Mayor Olson reviewed the status of the items on the CIP list with the department heads.
Chief Administrative Officer
• Discussion - SID process for streets where new water lines were installed
Bill stated that the engineers will work on an SID to address streets on Montana, Colorado, Wyoming,
Pennsylvania, and Washington Avenues.
• Impact Fees
There was no discussion.
• City's lease of railroad property on Main Street for various uses
Bill has prepared a lease.
• Bus Transit System / Council on Aging
The city is working with the Council on Aging. Mayor Olson will contact other mayors regarding the
bus transit systems in other Montana cities.
Mary asked regarding the contract with the bus company. James stated that the person that won the bid
is being audited at this time.
Other
Kurt requested the council's support for the spring cleanup event on May 1' and 2"d and to allow
extended Sunday hours at the container site.
Mary received notification that the State of Montana is changing the HUD rules for first time
homebuyers. A resolution will be needed to return the money back to the state. Mary has spent a lot of
time on administration of the project. More information is coming.
The meeting adjourned at 4:17 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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