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HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.23.2010MINUTES DEPARTMENT HEAD MEETING MARCH 23, 2010 2:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Bill Sheridan Kurt Markegard Christina Kracher Nancy Schmidt Draft Council Workshop Agenda - March 30, 2010 General items Rick Musson James Caniglia Derek Yeager (2:45 p.m ) Public Works Department: • Resolution - Randy Swenson's request to abandon sewer easement Kurt explained that Randy Swenson wants to build across an existing sewer line. The line is located in a dirt space between the properties, not in an alley. NorthWestern Energy and MDU have already agreed to Randy's request. Kurt has the paperwork and will verify when Randy can attend a council workshop. • Solar panels at the Water Treatment Plant Kurt referred a man to Bill and/or Mayor Olson yesterday. The man, who acted on the city's behalf to ask NorthWestern Energy for a grant to install solar panels at the water plant, did not have the authority to do so. Kurt informed him that only the council can grant permission. • Resolution - Urban Forestry Arbor Day Grant Agreement The resolution will accept the $1,000 Arbor Day Grant, which requires a 35 percent match. • Resolution - Change order /Davis-Bacon wages The State ruled that COP Construction and its subcontractors need to pay Davis-Bacon wages for the water project. • Resolution - Support for cleanup event in the City of Laurel The cleanup event is scheduled on May 1 St and 2" a, and the container site will be open both days. Mayor Olson asked that Vi Hills attend the council workshop. Chris and Gary have been working on this event. City Planner: • Letter of Support for Community Transportation Safety Plan Assistance Program James stated that the State of Montana has offered assistance for cities to address safety issues. He stated that the safety issues that need to be addressed in Laurel include pedestrian issues on South First Avenue from SE 4th Street to Main Street and the intersection of Railroad Street and South First Avenue. A letter of support is needed from the council to put Laurel on a priority list for future funding for the 100 percent grant. James is gathering information, including accident reports, to submit with the application. Clerk/Treasurer: • Resolution - Return First-Time Homebuyer's money to the State of Montana Mary has not received any information, so this item might be removed from the agenda. Department Head Meeting Minutes of March 23, 2010 Executive Review: • Resolution- Intent to create SID No. 112 Mayor Olson stated that funding is needed for the property owners to pay for the flat work on the West Main project. There has been discussion regarding the options of creating an SID or having agreements with property owners. Mayor Olson emphasized the need to create an SID. Great West Engineering, Kurt, and Mary will provide explanations at the council workshop. • Resolution - regarding the West Laurel interchange Mayor Olson stated that the letters will be part of a packet, which will provide more credence for the council's position. Other items There were none. 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) Sam and/or Kurt will present the issue at the public hearing. • Ceremonial Calendar: Employer Support of the Guard and Reserves presentation Mayor Olson stated that the presentation would acknowledge the service of Alex Wilkins and Jason Ness in the National Guard or Army Reserves. Mayor Olson added the energy savings grant to the council workshop agenda. James has not received a formal letter yet, but it could arrive this week. Mary stated that the council needs to formally accept the grant. Department Reports: Clerk/Treasurer There was no discussion. Fire /Ambulance • Preparations for new fire station There was no discussion. Library • Roof replacement Nancy stated that Mary received the papers from Don Seyfarth. Bids will be advertised on March 24th and 31', and bid opening is scheduled on April 12th. • Status of City of Laurel's website Nancy stated that the website is moving forward. Police Department There was no discussion. 2 Department Head Meeting Minutes of March 23, 2010 City Planner • Various grants There was no further discussion regarding grants. • Historic Register / Facade improvements James stated that the final product of the historic survey was sent to the State last week. There was discussion regarding the historic district, plaques for the downtown historic buildings, tax breaks for certain renovations, and the funding restrictions encountered by the individuals attempting to form an independent Historic Preservation Board in Laurel. James stated that the foundation will be poured for the caboose next week. There was discussion regarding moving the caboose. Public Works Department Kurt has been working on next year's budget. • Yellowstone County Road Department for millings Kurt received an e-mail from Tim Miller. A meeting needs to be scheduled for discussion with the County. • Construction of a storage building There was no discussion. • Status of Water Treatment Plant improvements Kurt stated that the pumps are in and are creating heat in the buildings. A change order will be needed to address this concern. • Status of Main Street from I 't to 8th Avenues o CTEP / billing property owners Kurt stated that this issue will be coming forward. • SE 40' Street o Storm water o Leveling course Kurt received a cost estimate for the leveling course and will forward it to Mayor Olson and Bill. o Center turn lane / parking o Street lights o Flat work o SID • Status of Wastewater Treatment Plant upgrade Kurt stated that there is a conflict with an Exxon pipeline regarding depth issues and a change order might be necessary. • Ditch mitigation ARRA grant project - 7' Street Stillwater Excavating was awarded the bid. The notice to proceed is needed to start the contract time for the project. 3 Department Head Meeting Minutes of March 23, 2010 • Water fill station Kurt stated that a proposal was received today. Great West is working on the project costs. Kurt stated that work is being done in the city parks and at the gathering area in the cemetery. Street maintenance work and pothole patching are also being done. Kurt asked if the change order could be added to the council workshop agenda if it is received this week, and Mayor Olson agreed. Kurt will be giving a deposition tomorrow from 10:45 a.m. to 1:00 p.m. City Attorney There was no discussion. Mayor Olson Mayor Olson asked Mary regarding today's TSEP meeting. Mary explained that it was a TSEP monitoring visit to check the files, and everything is in order. Chief Administrative Officer • Discussion - SID process for streets where new water lines were installed Bill stated that the attorney and engineers need to meet regarding the SID process for streets. Bill sent a letter to COP Construction requesting a cheap way to fix the streets where the water line project was completed last year. Mayor Olson asked if the citizen that attended last week's council meeting was receptive to an SID. Bill stated that he was not, but the resident wants the street fixed. There was discussion regarding the SID process, the restoration of streets to the pre-construction condition, trench restoration, heavy equipment that causes additional harm to streets, a city street that was fully restored after a waterline break and the street flooded, and the need to have an SID for street restoration in place prior to waterline projects. Kurt stated that the city could request a change order from COP Construction for replacement of the asphalt, but the original project was a water project, not a street reconstruction project. Kurt stated that there is no base in Colorado Avenue, which would need to be addressed. The list Pat Murtagh created for the creation of an SID is written on the white board in the council conference room. • Impact Fees Bill is working on impact fees. Derek arrived at 2:45 p.m. • City's lease of railroad property on Main Street for various uses Bill prepared a document for MRL. • Bus Transit System / Council on Aging There was discussion regarding the transit system, the need for an agreement with the Yellowstone Council on Aging, the reality that MDT does not have similar contracts, and the need to continue working with MDT. 4 Department Head Meeting Minutes of March 23, 2010 Derek stated that the Emergency Services Committee discussed the consolidated fire district at last night's meeting. Derek is working on job descriptions and next year's budget. Other At today's Rotary Club meeting, Judge Mary Jane Knisely presented information on drug court, DUI court, and mental health court. Officer Mark Long will give a presentation on medical marijuana tonight at the high school auditorium at 7:00 p.m. Copies of the information recently distributed to the council will be provided to the public. Mayor Olson asked Christina how the city gets out of the perception that it is against medical marijuana. Christina stated that someone with the opposite viewpoint should be invited to present their opinion. As the process goes forward, the planning board and the city council will hold public hearings on the medical marijuana issue. The meeting adjourned at 3:00 p.m. Respectfully submitted, C Cindy C u ? ti Allen Council Secretary 5