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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.13.2010 MINUTES DEPARTMENT HEAD MEETING APRIL 13, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Rick Musson Derek Yeager Bill Sheridan Kurt Markegard James Caniglia Brooke Baracker Nancy Schmidt Council Workshop Agenda — April 13, 2010 General item • Great West Engineering presentation on SID for rebuild of streets damaged during water line replacement Bill stated that Great West submitted cost estimates of $3,140,449 to rebuild the damaged streets. The annual assessment for each property owner would be very high. If 51 percent of property owners protest the SID, it would not go forward. There was discussion regarding how to address the streets without an SID, the need to replace infrastructure, replacement fees for new subdivisions, bus traffic on these streets, and the suggestion to form a citywide SID for street replacement. Kurt stated that the crew could blade these streets, put down gravel, lay some millings, and pave them later this year. Kurt will ask Chad Hanson to make the presentation at tonight's council workshop. Bill stated that another possibility would be to borrow $20 million at 1 percent or less interest for street projects, as SID's cost a lot of additional expense. He stated that the low interest rates will not be seen again, and some communities are borrowing money at this time. Mayor Olson stated that a financial person would be needed to prepare a plan and direction for the repayment of the monies. City Court: • DUI Court presentation - Judge Jean Kerr, Judge Mary Jane Knisely, Jeff Kushner of Montana Supreme Court Administration Bill stated that the presentation will last an hour. Public Works Department: • Randy Swenson's request to abandon sewer easement Kurt stated that the documents are still in draft form and final documents are needed. Sam wants Qwest and other utilities to sign off before the council considers this request. Kurt will present an update at tonight's council workshop, and the issue will be on a future agenda. • Resolution — Millings for School District Scott Reiter e- mailed a written request for millings. • Presentation — Solar PV for the Water Treatment Plant Mayor Olson and Bill met with the representative that works with NorthWestern Energy to provide solar panels to communities and non - profit organizations. A contract will be provided in the near future. Bill will contact the water treatment plant in Helena, which has already had solar panels installed. A presentation will be scheduled on the May 11 council workshop agenda. • Resolution — Engagement letter with Dorsey & Whitney- bond counsel for W. Main SID Department Head Meeting Minutes of April 13, 2010 The resolution is on tonight's council workshop agenda. • Resolution — Award bid for W. Main water line extension Kurt will ask Chad Hanson to present the information tonight. • Ordinance — 2009 Energy Code update Ordinance No. 005 -15 grants the Mayor the authority to order and amend the City of Laurel Building Code via an Administrative Order. Administrative Order No. AO10 -01, which will be distributed for the council's information tonight, will update the city's code to the International Energy Conservation Code, 2009 edition as amended by ARM 24.301.161. Kurt stated that Jack Roma's request might come up for discussion tonight. There was discussion regarding Jack Roma's letter, the requirement for a road to be built to Public Works Standards, and the need for the city to give him some direction. This item will be on the April 27 council workshop agenda for council consideration on May 4th City Planner: • Discussion — Energy Grant James stated that the energy audit has not been completed yet, so a contract has not been received. • Report on Old Laurel Dump Site Copies of Great West Engineering's Old Laurel Dump Site Remediation document will be distributed to the council tonight. The alternative proposed would cost $1,134,000. This would require an additional $30 per year for each garbage user for the next 20 years. Chief Administrative Officer: • Resolution — Accept bid for reroofing the Laurel Public Library Bill stated that the bids were opened on Monday, and Kirkness Roofing Company was the low bidder for the metal and asphalt roof bids. The recommendation is to go with the asphalt roof at this time. Don Seyfarth, the architect, will monitor the reroofing project. • Resolution — Contract for Ambulance Billing Services Derek explained the billing process and stated that the cost will be 8 percent of the total billing per year for the services. The contract would be effective on May 1 and the city would continue to maintain its current accounts. The contractor would collect the funds and send the appropriate funds to the city. • Resolution — Contract extension with Covert Cleaning for janitorial services There was discussion regarding the increase because of the mandate on prevailing wages. The resolution and contract will be on the April 20 council agenda. • Resolution — Budget amendment to increase appropriations for Enhanced 9 -1 -1 equipment upgrade purchases Rick stated that the E -911 costs were not budgeted but the 911 funds are available. Rick will present the resolution at tonight's council workshop. Executive Review: • Council Issues: o Update regarding project in Murray Park (Chuck Dickerson) 2 Department Head Meeting Minutes of April 13, 2010 Kurt stated that the project is ongoing. Chuck Dickerson is concerned about the condition of the street and the need for a covering over the generator. o Update on the underpass project Mayor Olson suggested putting up caution tape to keep pedestrians out of the construction area. Bill has tried to contact Stefan Streeter regarding this issue. Other items Mayor Olson mentioned that the City of Billings approved a resolution requesting an additional mill from the County Commissioners for their Planning Department. Laurel's consideration to request a mill increase for the Planning Department will be on the April 27 council workshop agenda. Kurt asked if he should give an update tonight on the oil found in the trenches or wait until the change order is presented. Mayor Olson stated that he should present the information. Review of draft council agenda for April 20, 2010 • 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; PH — 04/06/2010; Second reading — 04/20/2010) Department Reports: Deputy Clerk There was no discussion. Fire /Ambulance • Preparations for new fire station Derek is working on the fire districts. Sam sent him an electronic copy of the interlocal agreement, which will be presented to the Emergency Services Committee and the Fire District Boards of Directors on April 26 Library • Roof replacement There was no further discussion. • Status of City of Laurel's website Nancy removed Mary's name and information from the city's website and listed the position as vacant. Mayor Olson asked how the construction is affecting the library. There was discussion regarding the alley being used as the street, the suggestion to block it off, the need for additional signage, and the possibility of putting an announcement in the Laurel Outlook Kurt will have some "library access" signs made and installed. Ongoing issues with the construction project need to be addressed through MDT. Police Department Rick stated that some E -911 issues are being worked out. The second phase, which will cost about $2,000, will provide the longitude and latitude of cell phone callers and will be paid through 911 Funds. Rick started working on this project in 1997. 3 Department Head Meeting Minutes of April 13, 2010 Rick stated that the department should get the Tahoe soon and the equipment has been ordered. He is getting quotes for Harley motorcycles. City Planner • Various grants There was no discussion. • Historic Register / Facade improvements There was no discussion. James has received the new FEMA maps. He will attend a meeting in Billings tomorrow with officials from Colorado, as well as evening public outreach meetings on Wednesday and Thursday. James will not be in the office tomorrow. James, Rick, Kurt and Sam need to meet to discuss the rough draft of the medical marijuana ordinance. There was discussion regarding the location of growing operations, selling operations, and the regulations requiring a safe and security cameras. The City of Billings will not make a recommendation until the end of this year. Bill and James will attend a bus transit conference in Bozeman on April 22 and 23 They will meet with the Council on Aging on Thursday, April l5 Public Works Department • Yellowstone County Road Department for millings Kurt is waiting for a response from Tim Miller. • Construction of a storage building This project is ongoing. • Status of Water Treatment Plant improvements Work will continue in Murray Park. Kurt explained some issues with the ventilation system at the water plant and the plan to vent cold air from the basement. • Status of Main Street from 1 to 8 Avenues o CTEP / billing property owners The Engagement Letter with Dorsey & Whitney is on tonight's council workshop agenda. Dorsey & Whitney will prepare the SID resolution and Great West will provide information. • SE 4 Street The city has been patching the streets. Because of the rain, COP Construction cancelled today's meeting regarding the storm water. Kurt has contacted several property owners regarding tieing into the storm drain system, installing sidewalks, and installing a fire service line and sewer connection. Three property owners still need to connect to the storm system. Kurt will set up a meeting with the property owners within two weeks for further discussion. Some property owners want a center turn lane and others are opposed to it. • Status of Wastewater Treatment Plant upgrade 4 Department Head Meeting Minutes of April 13, 2010 Kurt stated that the contractor struck oil recently and explained that there will be cleanup and remediation issues. • Ditch mitigation ARRA grant project — 7 Street Stillwater Excavating opened up Alder Avenue on Monday, and the project is moving forward. • Water fill station Kurt has received phone calls regarding the water fill station. A presentation will be on the April 27 council workshop agenda. Kurt will be gone for an hour to attend a funeral on Thursday. Work is being done in the parks and the bathrooms. Some rotten trees at Riverside Park were cleaned up and moved to the container site. The work to cut up the wood and haul it off can be used as in kind services for grants. Kurt would like to sell the wood to the public. The Public Works Department is reviewing what was done right and wrong to address water breaks. He explained the issues with a recent water break and the need for a $400 booster pump at the plant. City Attorney There was no discussion. Mayor Olson Mayor Olson will present the need for an additional mill to fund the Planning Department. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed 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 Mayor Olson and Bill will discuss this further after the bus transit meeting in Bozeman next week. • Bus Transit System / Council on Aging There was no further discussion. Other Mayor Olson asked Kurt to find out the status of Asphalt Supply. The meeting adjourned at 4:25 p.m. Respectfully submitted, eu, a C� Cindy Allen Council Secretary 5