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HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.30.2010MINUTES DEPARTMENT HEAD MEETING MARCH 30, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson Bill Sheridan Kurt Markegard Derek Yeager Sam Painter Nancy Schmidt James Caniglia Council Workshop Agenda - March 30, 2010 General items: • Laurel Volunteer Ambulance Service: Appointment of Sean McCleary Derek will submit the letter requesting the ambulance appointment. Public Works Department: • Resolution - Randy Swenson's request to abandon sewer easement This item will be delayed until Randy Swenson can attend the council workshop. Randy has requested that the city abandon the sewer easement so he can build over it, and he will provide a new sewer easement to the west. • Resolution - Urban Forestry Arbor Day Grant Agreement Kurt stated that the resolution will accept the $1,000 Arbor Day Grant. • Resolution - Change order/Davis-Bacon wages Kurt stated that information is needed from COP Construction, so the resolution will be delayed. The letter received from DEQ will be distributed to the council tonight. • Resolution - Support for cleanup event in the City of Laurel Kurt stated that the resolution supports the activities of the cleanup event. He tried to contact Vi Hills today to ask her to attend tonight's council workshop. • Resolution - Agreement with Williston Basin Interstate Pipeline Company Kurt stated that the resolution is needed for the agreement to postpone the 2009 fall cleaning of the holding cell until spring 2010. • Resolution - Change Order No. 6 for the Water System Improvements Project Kurt stated that the resolution will be added to tonight's council workshop agenda. The change order is for additional wiring at the WTP and for signal isolators on each VFD to send a signal to the computer system City Planner: • Letter of Support for Community Transportation Safety Plan Assistance Program James stated that the State requested a letter of support for the Community Transportation Safety Plan Assistance Program Rick and Jan are compiling information regarding car/pedestrian accidents on South 1" Avenue. • Resolution - Energy Grant Department Head Meeting Minutes of March 30, 2010 James received a letter of award this week, but contract documents are not yet available. The State will do an audit in the next few weeks to make sure a contract will be given. James will inform the council at tonight's workshop. Clerk/Treasurer: • Resolution - Return First-Time Homebuyer's money to the State of Montana Mary has not received any further information, so this item will not go forward. Mary will provide an explanation to the council tonight. Executive Review: • Resolution - Intent to create SID No. 112 Kurt stated that the information has been compiled and now bond counsel needs to prepare the resolution. Costs will be available on April 8`h. Mary called Dorsey & Whitney but did not receive a response. The resolution is not ready to go forward. • Resolution - Regarding the West Laurel interchange Mayor Olson stated that he wrote a letter and some council members indicated they would write letters. However, no letters have been received. Stefan Streeter told Mayor Olson that it is important for the city to document its concerns. Sam stated that a resolution has been prepared. Other items There was no discussion. 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) Kurt will present the issue at the public hearing on April 61h • Ceremonial Calendar: Employer Support of the Guard and Reserves presentation Mayor Olson stated that the presentation will be on the agenda if Alex Wilkins will be at the council meeting. Derek will inform Jason Ness of the date and time. Deaartment Reuorts: Clerk/Treasurer Mary asked department heads to turn in their budgets. Mary is working on a transition plan, as April 9`h will be her last day with the City of Laurel. Fire /Ambulance • Preparations for new fire station Derek is working on consolidation of the fire districts. The Emergency Services Committee will discuss this again at the April 26`h meeting. Library • Roof replacement 2 Department Head Meeting Minutes of March 30, 2010 Nancy stated that bid opening is scheduled on April 12`h. There was discussion regarding filing a property claim form. • Status of City of Laurel's website Nancy is updating the schedule of fees and charges on the city's website. Nancy will attend a library conference in Bozeman next week. An Easter egg hunt is scheduled at the library tomorrow. Police Department Rick stated that an all-state track meet is scheduled in Laurel on May 215` and 22nd. Parking closures will be needed on 8`h Street and the north side of 6`h Street for 100 buses that are expected to be in town. Rick will send the paperwork to the department heads. Mayor Olson asked if the handicapped parking would be installed before that event. Kurt thinks it should be possible to do so. City Planner • Various grants There was no further discussion regarding grants. • Historic Register / Fagade improvements James stated that more information regarding facade improvements should be available at the LURA meeting on April 5`h Mary questioned how LURA was involved with facade issues. James stated that it is a blight issue that can be addressed through grants. Mary stated that facade improvements should be the responsibility of the property owners and should be addressed through a low-interest loan program, not a grant. James stated that cities have to give grants to get the work done. The grant cap is $3,000 and the amount depends on the size of the building and what is wrong with the building. Public Works Department • Yellowstone County Road Department for millings The available millings were measured yesterday, and Kurt stated that there are approximately 10,000 cubic yards. Millings will be used for the handicapped parking, Mogan Field, Alder and Fir Avenues, and on East 8`h Street. The County will do some calculations for the millings, which will be used up quickly. Mary stated the need for agreements with the school and the County for the value of the millings. A resolution will be on the April 13`h council workshop agenda. • Construction of a storage building There was no discussion. 3 Department Head Meeting Minutes of March 30, 2010 • Status of Water Treatment Plant improvements Kurt stated that a change order is on tonight's agenda. He explained heat issues and the need for the engineers to do a heat audit of the room. The pumps are in and have been tested. The old pumps were saved and could be sold to another small community after being declared as surplus by the council. • Status of Main Street from I" to 8t' Avenues o CTEP / billing property owners Kurt stated that construction will start in the middle of May. • SE 4t' Street o Storm water o Leveling course o Center turn lane / parking o Street lights o Flat work o SID Kurt spoke regarding business owners that have connected or still need to connect to the storm water system There was discussion regarding the gravel parking lot behind City Brew and the need for it to be paved. • Status of Wastewater Treatment Plant upgrade Kurt stated that the project is progressing. The materials for the head works have been delivered, and there is an issue with some equipment that the operators do not use. The waterline installation is being done, and the road to the sewer plant will be paved soon. • Ditch mitigation ARRA grant project - 7 h Street A pre-construction meeting is scheduled on Wednesday at 10:00 a.m. Irrigating is scheduled to begin on April 150'. There was discussion regarding the 10 percent funding that the city has not yet received. • Water fill station Chad Hanson is working on cost estimates for construction and design of a water fill station. Kurt spoke regarding issues with shepherd's crooks in the cemetery. He will ask the Cemetery Commission to review this issue. Kurt explained that the Main Street sewer service line was videoed today. There was discussion regarding the water and sewer line crossings. The city crew is scheduled to video the manhole/sewer line on Second Avenue behind KC Interiors on Wednesday. City Attorney Sam is working on the fire district agreements. Mayor Olson Mayor Olson asked regarding the status of storm sewer connections on the north side of SE 4t' Street. Kurt stated that the business owners need to make a formal complaint to DEQ regarding Fox Lumber's storm water drainage issues. The formation of a storm water maintenance district would address storm water issues. Chief Administrative Officer 4 Department Head Meeting Minutes of March 30, 2010 • Discussion - SID process for streets where new water lines were installed Bill contacted COP Construction regarding the streets where new water lines were installed last fall. COP is willing to submit costs for street repairs. • Impact Fees Bill is working on impact fees. • City's lease of railroad property on Main Street for various uses The glass shop is moving to a new location by the Railside Diner, and Alpha-Omega will move into the glass shop's current building. • Bus Transit System / Council on Aging James and Bill will meet with MDT officials and the Council on Aging representatives soon. Other Kurt mentioned that some building permit revenues have been received recently. Kurt stated that Gary received notice from the State Code Bureau that the city has ninety days to adopt the 2009 Energy Code. An ordinance change is needed and will be on the April 130' council workshop agenda. The contractor hired to trim trees in Riverside Park will give a presentation on Thursday afternoon. Tree trimming will be done on Thursday and Friday. Kurt thinks Emelie Eaton will give an update on the project at tonight's council workshop. Kurt stated that there was a major fish kill at South Pond recently. Public Works will notify Fish and Game and ask them to restock the pond. Kurt stated that the flag pole at the cemetery needs to be returned to the American Legion. This will be presented at the next Cemetery Commission meeting. The meeting adjourned at 4:00 p.m. Respectfully submitted, L Cindy Allen Council Secretary