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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.20.2010 MINUTES DEPARTMENT HEAD MEETING APRIL 20, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Rick Musson Bill Sheridan Kurt Markegard Derek Yeager Sam Painter Nancy Schmidt Council Agenda — April 20, 2010 Scheduled Matters: • Update on the Bus Transit System There was no discussion. • 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. Second reading. Mayor Olson stated that Ordinance No. 010 -02 would be removed from the agenda for further discussion regarding insurance requirements at the next council workshop. • Resolution No. R10 -38: A resolution of the City Council authorizing the donation of millings to the Laurel School District for the completion of a handicap parking lot within Thomson Park. About 500 cubic yards of millings will be used for the project. • Resolution No. R10 -39: A resolution authorizing the Mayor to sign an Engagement Letter with Dorsey & Whitney, LLP, as bond counsel for the issuance of Special Improvement District bonds for the West Main Street Special Improvement District. The State of Montana will provide $64,000 for the curb, gutter, and sidewalk project, and the City of Laurel will provide less than $10,000. • Resolution No. R10 -40: A resolution accepting the bid and authorizing the Mayor to negotiate and execute a contract with Castlerock Excavating, Inc. for the West Main Street water line extension. Kurt received the permit from the State of Montana. • Resolution No. RI0 -41: A resolution accepting the bid and authorizing the Mayor to sign a contract with Kirkness Roofing, Inc. for roof replacement at the City of Laurel's Library. • Resolution No. R10 -42: A resolution of the city council authorizing the Mayor to sign a General Contract for Services and a HIPAA Business Associate Agreement with Healthcare Billing, Inc. for the city's ambulance billing services. • Resolution No. R10 -43: A resolution of the city council authorizing the Mayor to sign a contract with Covert Cleaning, Inc., for the city's janitorial services. • Resolution No. R10 -44: Budget amendment resolution to increase appropriations for Enhanced 9 -1 -1 equipment upgrade purchases. Draft Council Workshop Agenda — April 27, 2010 Department Head Meeting Minutes of April 20, 2010 General items: • Laurel Ambulance — Appointment of Elliot Grayson as an EMT Derek will present the appointment to the council. Public Works Department: • Jack Roma's request for easement on city property Jack recently wrote a letter to Bill. If the city allowed the road, it would need to be engineered and constructed according to Montana Public Works Standards. Jack claims that the County Commissioners said he does not need to pave the road, but the City of Laurel could make paving a requirement. • Water fill station Chad Hanson is working on the costs for the water fill station. • SID for rebuild of streets damaged during water line replacement There was discussion regarding the council's desire to go forward with the SID and the need to get bond counsel on board for the SID. Sam will review the statute. • Resolution — Agreement with MDT for street cleaning Kurt stated that the two -year agreement for $5,084.10 /year with MDT is for street cleaning on Main Street and South First Avenue. • Resolution — Change Order No. 2 (Reconciliation) for the 2009 Street Maintenance Project Kurt explained that Change Order No. 2 is for reconciliation of the 2009 project, which did not come up to the original price and needs to be done to close out the project. • Contract to clean sedimentation basins The council recently approved an agreement with Williston -Basin Pipeline to allow them to use city property in exchange for $6,000 to clean out the sedimentation basins. Kurt received three bids for $15,000, $6,200 and $4,999. Since the low bid from Donnes Inc. is under $5,000, Mayor Olson can sign a Small Service Contract. He will inform the council tonight. Planning Department: • Energy Grant James stated that the energy audit was completed last Friday and a contract should be received soon. • Extension of medical marijuana moratorium James stated that the moratorium needs to be extended to complete the process for the medical marijuana issue. Chief Administrative Officer: • Discussion — Professional Services Contract with Beartooth RC &D for the HOME Program The city currently has a contract with Housing Montana. There was discussion regarding the issue of returning the money to the HOME Program vs. having a bank manage the money, the termination clause in the current contract, and whether Housing Montana is a viable entity. James stated that the City of Laurel managed the money, and Housing Montana did the work for the HOME Program. James will look into the situation with Housing Montana and will contact Beartooth RC &D. Executive Review: 2 Department Head Meeting Minutes of April 20, 2010 • Ordinance No. 010 -02 — Discussion regarding bond requirement Further discussion is needed regarding the bond requirements in the ordinance. There was discussion regarding different requirements for small contractors vs. bigger contractors. • Resolution — Request for additional mill levy for Planning Department There was discussion regarding how to approach the County Commissioners regarding a mill increase for the planning department. Sam stated that a council resolution is needed, and then the Commissioners would take it to the voters. James suggested writing a letter to ask the Commissioners to increase as much as allowed by law. Mayor Olson mentioned that a 1976 agreement stipulated 2 mills as the cap for Laurel's planning. However, the document was only signed by the City of Laurel and the County has no record of this obligation. There was further discussion regarding the planning mill increases in recent years, which can be shown in the respective budgets. • Council Issues: o Public Works Committee — concem regarding sidewalk conditions on East Main from First Avenue to Montana Avenue (Mark Mace) There was discussion regarding the condition of the sidewalk at this location, the process of notification, the need for a citywide sidewalk replacement program, the safety issues throughout the city, and the need to clearly define who has the authority to address sidewalk issues. Hardin has a citywide sidewalk fund. James stated that CTEP and Safe Route to School funds could be used for sidewalk replacement. Bill, Kurt, James, Mayor Olson, Rick, Matt and Derek will meet on Monday, April 26 at 1:00 p.m. for further discussion on options, funding, and a proposal. o Update regarding Asphalt Supply (Emelie Eaton) Rick stated that a friend is working on this project. o Annexation of properties — ( Emelie Eaton) Mayor Olson asked James to provide information regarding the types of annexation for the council's review. Department Reports: Deputy Clerk Mayor Olson and Bill will work on the budget requests. He hopes to fill the clerk's position by June 1 Fire /Ambulance • Preparations for new fire station Derek is working on the agreement for the fire district consolidation to present to the Emergency Services Committee next Monday. Derek mentioned that 44 people have requested that the fire department burn for them, but the department does not have the resources to do so. Library • Roof replacement As soon as it is available, Nancy will fax the signed contract with Kirkness Roofing to MMIA and they will send a check to the city. • Status of City of Laurel's website 3 Department Head Meeting Minutes of April 20, 2010 Nancy is working on the website. Nancy needs to go through the hiring process again, as one library employee sold her house and will be moving. Geralyn will have surgery tomorrow and will be gone for six to eight weeks. Police Department Rick spoke regarding the next phase for 911, which will provide the longitude and latitude for cell phone calls. Mapping will also be done. Rick has two contracts for the 911 equipment, which need to be presented to the council. He explained the need for the contracts and the preference to have Industrial Communication & Electronics provide the services for the department. The two contracts will be added to the April 27 council workshop agenda. City Planner • Historic Register / Facade improvements James stated that the facade improvements will not be done until spring 2011, so the item could be removed from the department head agenda. A work plan is being prepared to identify the projects. James received a letter from the State of Montana regarding the historic district in Laurel. A public meeting is scheduled on May 21 He will ask the Laurel Outlook to publish an article. • Various grants There was discussion regarding the old city dump. Mayor Olson stated that there is not a need to move forward at this time. Public Works Department • Yellowstone County Road Department for millings Kurt has not heard from Tim Miller yet. • Construction of a storage building Kurt asked Chad Hanson to prepare the engineering for the storage building. • Status of Water Treatment Plant improvements Kurt stated that Phase 2 is almost completed. He will ask Chad Hanson to provide an update for the council. Kurt suggested scheduling a tour of the plants for the council in a month or so. June 22 " might be a possible date for the tour. The oxidation ditches would be the next phase of the project. The ventilation issues at the WTP are being addressed. Kurt would like to schedule a fire flow test with the Laurel Fire Department and CHS this summer. Derek agreed that the test should be done for ISO purposes. • Status of Main Street from 1 s to 8 Avenues o CTEP / billing property owners Kurt expects the project to be awarded to Riverside Sand & Gravel. He forwarded the cost information to Chad Hanson and Dorsey & Whitney, who will prepare the resolution for the SID. • SE 4 Street 4 Department Head Meeting Minutes of April 20, 2010 o Storm water o Leveling course o Center tum lane / parking o Street lights o Flat work o SID Kurt spoke regarding the cost estimates for the project. There was discussion regarding the center tum lane, which Kurt and Rick do not want because parking space is lost. Kurt needs to contact the lot owners regarding the sidewalk costs and deal with the needed storm water tie -ins. • Status of Wastewater Treatment Plant upgrade Kurt stated that the project is progressing. • Ditch mitigation ARRA grant project — 7 Street The siphon is in and the road should be open for traffic soon. The project will move to Washington Avenue for work on inlets and sidewalks. The contractor might wait until school is out and complete the project in June. Everyone, except George Fox, agrees that this project has provided improvements to the storm system. • Water fill station The water fill station will be presented and discussed at the council workshop on April 27 • Street improvements on Colorado Avenue Millings have been packed in on Colorado Avenue and the streets are being cleaned up. The city will try to locate a distributor truck to do additional work. Kurt stated that preparations need to be made for summer and summer staff needs to be hired for the pool, maintenance, and Riverside Park. An ad for the summer positions will be published next week. The School District submitted a request to paint their private driveway approaches. There is no ordinance to address this issue. There was discussion. Sam stated that the request could be approved by resolution allowing the school to paint and maintain their private driveways. Kurt spoke regarding the Rock the Block events, which will be held eight times this year. He expressed concern regarding the time necessary to provide and pick up the cones and barricades for the event. There was discussion and the suggestion for them to provide their own cones. James will present this suggestion to Laurel Alive. City Attorney Sam is working on the agreements for the bus transit system. Mayor Olson There was no discussion. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed There was no discussion. • Impact Fees 5 Department Head Meeting Minutes of April 20, 2010 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 James and Bill will attend the MDT Transit Conference in Bozeman on Thursday and Friday. Rough drafts of the agreements will be presented to MDT on Thursday. If the bus program is not in place by the end of June, MDT will give the buses to another community. Other The Arbor Day celebration is scheduled on Friday, April 30 at 1:30 p.m. in Thomson Park. Alley cleanup is scheduled for April 26 through 30 in conjunction with the citywide cleanup event on May 1 and 2 Kurt, Matt, and Tim will attend a webinar on pool regulations at Riverstone Health next week. Kurt would like Great West Engineering to host pavement management system training, as there are no training sessions available in Montana. Public Works will post and award the street sweeping position soon. The meeting adjourned at 4:30 p.m. Respectfully submitted, Cindy Allen Council Secretary 6