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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.06.2010 MINUTES DEPARTMENT HEAD MEETING APRIL 6, 2010 3:00 P.M. COUNCIL CONFERENCE ROOM PRESENT: Bill Sheridan Mary Embleton Rick Musson Sam Painter Kurt Markegard Derek Yeager Nancy Schmidt James Caniglia Council A2enda - 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 (ESGR) Scheduled Matters: • Confirmation of Appointments: o Laurel Volunteer Ambulance Service: Sean McCleary Derek will attend tonight's council meeting, but Sean McCleary will not be able to attend. • Resolution No. R10 -33: Resolution authorizing the Mayor to execute a grant agreement with the Department of Natural Resources and Conservation for funding of the April 30, 2010 Arbor Day Celebration. • Resolution No. R10 -34: Resolution of support for the May 1 -2, 2010 City of Laurel Clean-up Day. • Resolution No. R10 -35: A resolution of the City Council authorizing the Mayor to sign an agreement with Williston Basin Interstate Pipeline Company. • Resolution No. R10 -36: A resolution approving Change Order No. 6 for Phase II of the Laurel Water System Improvements Project for electrical work at the Water Treatment Plant and authorizing the Mayor to execute the attached Change Order No. 6 on the City's behalf. • Resolution No. R10 -37: A resolution of the City Council requesting the Montana Department of Transportation (MDT) reconsider its West Laurel Interchange Project in regard to the timing of the south extension of the interstate over the railroad tracks. • Letter of Support for Community Transportation Safety Plan Assistance Program. Draft Council Workshop A2enda - April 13, 2010 Millings for the School District: CMG Construction is the contractor for parking lots for School District No. 7. Kurt will meet with them tomorrow. Sam will prepare a Memorandum of Understanding. The city is still Department Head Meeting Minutes of April 6, 2010 waiting for figures from Yellowstone County, and Sam will prepare a separate MOU for the County. Solar PV for the Water Treatment Plant Kurt wants no maintenance and no cost. More research is needed. 2009 Energy Code update The city needs to adopt an ordinance for the 2009 Energy Code. Discussion — Energy Grant An energy audit should be done within the next couple weeks, and then a contract will be presented to the council. Resolution — Accept bid for reroofing the Laurel Public Library The bid opening for the library roof is scheduled on Monday, April 12 Nancy questioned some of the specs. Several inquiries have been received. Resolution — Contract for Ambulance Billings Services The ambulance billing services contract is ready to go. Update regarding project in Murray Park Murray Park — Public Works did not consider a roof cover to keep the soccer balls, etc., out of the area. Kurt will address his concerns. Department Reports: Clerk/Treasurer Mary stated that the city attorney, public works, and fire departments still need to turn in their budgets. Mary stated that the contract with Covert Cleaning expires on May 5 Prevailing wage increased from $12.22 to $16.48. The contract can only be extended for one year. Fire /Ambulance • Preparations for new fire station Derek is still waiting for a draft agreement to present to the fire districts. He needs numbers from the Department of Revenue for the implementation plan. The steps include consolidation of the districts, annexation into the city, and converting the fire service areas into a district. The Emergency Services Committee will meet again on April 26 If it looks good, the draft agreement will go to the council in May, but no action is needed by the city until after the district consolidates. The districts could come to the city for annexation in July. The County Commissioners need to sign oil Derek stated that mutual aid training is being done this weekend. Library 2 Department Head Meeting Minutes of April 6, 2010 • Roof replacement Nancy will attend the bid opening on Monday and Cathy will conduct the bid opening. • Status of City of Laurel's website Nancy will update the website after the end of the week and remove Mary as the clerk/treasurer. The library's Easter egg hunt was well attended. Police Department Rick stated that School District No. 7 submitted a letter regarding bus parking requests for upcoming events. City Planner • Historic Register / Facade improvements James stated that LURA will not do the facade improvements for another year. • Various grants James will not pursue a planning grant at this time and will update the Growth Policy later. The $1.5 million DNRC grant for a wall to cover the old dump will cost $2.33 /month/user to correct. A report will be given to the council. James stated that FEMA came out with new flood plain maps. Informational meetings are scheduled on April 15 and 16 James asked the County Commissioners for a fee increase and they were not happy about it. He wants to be the same as Billings. The airport will adopt new regulations in a year or so. Public Works Department • Yellowstone County Road Department for millings There was no discussion. • Construction of a storage building No further work has been done. • Status of Water Treatment Plant improvements Kurt stated that the last change order for the water project may include ventilation work. • Status of Main Street from 1 to 8 Avenues o CTEP / billing property owners Kurt stated that the West Main Street project is going forward. • SE 4 Street o Storm water 3 Department Head Meeting Minutes of April 6, 2010 o Leveling course o Center turn lane / parking o Street lights o Flat work o SID Kurt stated that meetings need to be scheduled with the property owners soon. Another engagement letter will be needed from Dorsey & Whitney. • Status of Wastewater Treatment Plant upgrade The contractors ran into contaminated ground water and soil with the waterline between the WTP and the WWTP. CHS, Conoco, Exxon, Williston Basin and the DEQ have been notified. • Ditch mitigation ARRA grant project — 7 Street The project will begin on Wednesday, April 7 The contracts are signed. Kurt will notify of any street closures. • Water fill station Great West Engineering is preparing the specs. Kurt gathered rates from other cities on the Yellowstone River, and Laurel has the lowest rates. Kurt asked when to bring up the rules and regulations. This should be done at the same time as the bulk water station approval. Kurt stated that there was a sewer line back up from Elm to Village Subdivision. Kurt is working on information regarding flag poles for the cemetery meeting on Thursday. Kurt stated that more cans need to be ordered and he will present a purchase requisition to the Budget/Finance Committee. Kurt is organizing the Arbor Day event on April 30 The Public Works Department is working on preparation for the cleanup event on May 1 and 2 "a . Kurt met with Neptune recently. The city has had to replace over 100 meters and Kurt needs advice from legal and the administration. This was part of the Johnson Controls project. Kurt will prepare a written complaint. Kurt will ask for permission to dispose of the tree trim debris. City Attorney Sam has the district consolidation typed up in electronic form. Sam is working on code review. 4 Department Head Meeting Minutes of April 6, 2010 Mayor Olson There was no discussion. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed Great West is determining the boundaries for an SID. • Impact Fees There was no discussion. • City's lease of railroad property on Main Street for various uses There was no discussion. • Bus Transit System / Council on Aging Bill and James will meet with the Council on Aging. Other Sam requested a copy of the lease with the American Legion. The meeting adjourned at 4:30 p.m. Respectfully submitted, / C2' L Cindy Allen Council Secretary 5