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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.04.2010 MINUTES DEPARTMENT HEAD MEETING MAY 4, 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 — May 4, 2010 Scheduled Matters: • Confirmation of Appointments: o Laurel Ambulance Service — Elliott Grayson o Park Board — Norm Stamper as Chairman o Cemetery Commission — Chuck Rodgers as Chairman • Resolution No. R10 -45: A resolution authorizing the Mayor to sign an agreement with the Montana Department of Transportation (MDT) for street sweeping. • Resolution No. R10 -46: A resolution approving Change Order No. 2 to Task Order No. 10 for the final contract reconciliation for the 2009 Street Maintenance Project. • Resolution No. R10 -47: A resolution approving the attached Task Order No. 18 authorizing Great West Engineering to form a Special Improvement District (SID) to reconstruct Montana, Colorado, Pennsylvania and Wyoming Avenues from First Street to Sixth Street. • Resolution No. R10 -48: A resolution of the City Council authorizing the Mayor to sign an agreement with Industrial Communications and Electronics for support renewal. • Resolution No. RI0 -49: A resolution of the City Council authorizing the Mayor to sign an agreement with Industrial Communications and Electronics for replacement workstations. • Resolution No. R10 -50: A resolution of the City Council conditionally approving Jack Roma's request for a right -of -way easement across certain City property to construct and maintain a private road for the purpose of ingress and egress access to his property. Mayor Olson will remove this item from tonight's council agenda, as some information was presented after last week's council workshop. Mayor Olson stated that all information needs to be presented at the council workshops so the council has an opportunity for questions prior to the council meeting. Bill, Kurt, James and Mayor Olson will meet with Jack Roma soon to discuss the issues. • Resolution No. R10 -51: A resolution of the City Council requesting the Yellowstone County Commissioners allocate the City of Laurel Planning Department the maximum number of mills allowed by Montana Law and carry forward the difference between the actual number of mills imposed and the maximum number of mills authorized to be imposed in the previous tax year. • Motion to schedule an additional public hearing on May 18, 2010, to gather public input prior to the Council's final consideration and adoption of Ordinance No. 010 -02. • Motion to approve the Mayor's Letter of Request for Assistance under Section 14 for the Old Laurel Dump Site. The letter requests assistance through the Army Corps of Engineers for the $1+ million project. The grant would provide 65 percent of the funding, and the city would need to provide 35 percent. James will explain the letter from the Montana Historical Society at tonight's council meeting. Department Head Meeting Minutes of May 4, 2010 Draft Council Workshop Agenda — May 11, 2010 Public Works Department: • Presentation — Solar PV for the Water Treatment Plant The presentation is a proposal to install solar PV at the water plant. If the City of Laurel is not interested, the representative has contacted Lockwood. There was a brief discussion. • Great West Engineering — Update on water fill station Chad Hanson is preparing cost estimates. Kurt recently heard that Fox Water Service will start charging $20 per 1,000 gallons. Mayor Olson spoke about the practice of selling water to non -city residents, as the water allocation from the river should be for the community it serves and not the surrounding community. Mayor Olson stated his support for the bulk water resale station at the city shop. Kurt stated that the drought mitigation plan requires that the city shut off any water taps located outside the city. • Resolution — Jack and Paulette Roma's request for a right -of -way easement across certain City property There was no further discussion. • Resolution — Change Order No. 7, Wage Rate Modifications for the 2009 Water System Improvements Phase 2 The resolution addresses the issue with Federal Davis -Bacon wages. • Resolution — Change Order No. 8, Reconciliation for the 2009 Water System Improvements Phase 2 The resolution will be on the May 11 council workshop agenda. Kurt stated that a change order for grit removal at the wastewater treatment plant should be added to the next workshop agenda. Kurt explained that the head works need to be coated at a cost of $6,000 instead of replaced for $50,000 to $60,000. Planning: • Resolution — Amendment A to the Preserve America Grant from the Montana Historical Society James explained that the Preserve America contract expired on March 1, 2010, but the State is extending the contracts to May 31 Final decisions will be made at the State Historic Preservation Review Board meeting on May 21 and 22 Chief Administrative Officer: • Resolution — Agreement with Blue Cross Blue Shield for employee health insurance Bill stated that the health insurance will change from MMIA to Blue Cross on July 1 Employees have been contacted about the plans. Cathy Gabrian has been very helpful with the insurance transition. Executive Review: • Council Issues: o Letter from DEQ regarding oil at the Wastewater Treatment Plant (Emelie Eaton) 2 Department Head Meeting Minutes of May 4, 2010 Mayor Olson talked to Ron at Cenex today regarding the DEQ letter to the City of Laurel and CHS Refinery. The city and the refinery will work together in a joint effort to address and resolve the issue. Kurt will give a brief explanation at the council workshop. o Resolution — Laurel Lions Club planting 7 to 10 evergreen trees at South Pond (DNRC Grant) (Emelie Eaton) The Tree Board recommended approval of the Lions Club's request to plant the trees at South Pond. Department Reports: Deputy Clerk Mayor Olson stated that the budget is not being addressed as quickly without the clerk/treasurer. He asked department heads to inform him if something needs to be addressed. He does not anticipate any increases in O &M and caps are being reviewed. One interview has been done and four more are scheduled this week for the clerk/treasurer position. The final applicant will be determined, offered the job, and should be on board within two to three weeks. Fire /Ambulance • Consolidated Fire District There was no discussion as Derek left the meeting for a fire call. Library • Roof replacement Nancy stated that the paint colors for the shingles and the downspouts /gutters need to be determined soon. If the shingles are in stock, roofing could begin soon. If the shingles need to be ordered, it will take a month to get them. • Status of City of Laurel' s website Nancy is working on the website. Police Department Rick spoke regarding the speed limit on East Railroad. There was discussion regarding increasing the speed limit from 25 to 35, the probable incremental increase in speeds, the split county /city street, and who is responsible to install signage. Rick mentioned that the roof is coming up on the west side of the old state shop as a result of the heavy winds this week. City Planner • Various grants There was no discussion. • Historic Register There was no further discussion. • Bus Transit System / Council on Aging 3 Department Head Meeting Minutes of May 4, 2010 Sam is reviewing the draft operating contract, which will be presented with the coordination plan at the June 8 council workshop for a council decision on June 15 Another public meeting is needed for input and comments from the public. The coordination plan will be between the City of Laurel and the Council on Aging. Mayor Olson asked James to present an update to the council at the workshop on May • l th , and a preliminary budget will be presented to the council on June 8 MDT requires the city to have a contract by June 30 Public Works Department • Yellowstone County Road Department for millings Sam is reviewing a MOU from the County regarding use of the millings. The resolution will be on the May 11 council workshop agenda. There was discussion regarding the agreement with the county for the city's maintenance of county streets after the milling projects are completed, the need to limit the type of maintenance projects on county streets, annexation of the county streets, and the use of street maintenance funds and/or gas tax monies outside of the district, and patching the roads at the cemetery. • Construction of a storage building Chad Hanson recently suggested that the city advertise for design and construction of the storage building. Kurt will work with Sam to prepare the advertisement. • Status of Water Treatment Plant improvements The HVAC system was inspected yesterday and COP Construction is preparing the price for the modification. This will be added to the May 11 council workshop agenda. • Status of Main Street from l s to 8 Avenues o CTEP / billing property owners Kurt will contact Dorsey & Whitney regarding the SID. • SE 4 Street o Storm water o Leveling course o Center turn lane / parking o Street lights o Flat work o SID There was discussion regarding the following issues: the storm water issues at IGA and businesses that have not yet connected into the system; the center turn lane and parking lane issues; the lack of sufficient right -of -way for installation of sidewalks; the need for another meeting with the property owners; the formation of the SID; over 51 percent support for the SID by Wal -Mart, Steve Solberg, Dean Rankin, Steve Diefenderfer; the $50,000 mill and fill, overlay, and chip seal project proposed by the City of Laurel; and the proposal for street lighting. • Status of Wastewater Treatment Plant upgrade Kurt stated that the waterline is in and the fire hydrants are pressurized. • Ditch mitigation ARRA grant project — 7 Street The ditch project is almost finished. • Water fill station 4 Department Head Meeting Minutes of May 4, 2010 Work is being done on the water fill station. • Street improvements on Colorado Avenue Kurt stated that COP Construction will be asked to hold back on the current contract to pay for the cleaning of Colorado Avenue. The shepherd's hooks have been removed from the cemetery and are available at the impound lot at the city shop from 7:30 a.m. to 3:30 p.m. on Monday through Friday. About 75 tons of garbage were hauled to the container site last weekend during the citywide cleanup event. A power outage caused the wastewater treatment plant to go down last night. Since no one responded to the call out, Tim went to the plant and got it back online. Kurt questioned if the Cove Ditch had been turned on yet. Kurt had a purchase requisition for $18,000 to clean out the digesters sometime after July 1 This needs to be put in the next budget. City Attorney • Housing Montana agreement Sam stated that a letter was written to Housing Montana last week. If the State requires the money to be returned, the contract with Housing Montana will be void. • MDT Transit agreement Sam is working on the agreement. There was a lengthy discussion regarding the medical marijuana issue, including business licenses, regulations, enforcement, zoning, fire hazards, safety and security issues. County GIS made an initial map of the city. Growing would only be allowed in Light or Heavy Industrial zones. The Planning Board is scheduled to review the issue again at the June 3'' meeting. Mayor Olson There was no discussion. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed Chad Hanson is preparing a letter to the property owners regarding the SID. • Impact Fees Bill is working on impact fees. • City's lease of railroad property on Main Street for various uses There was no discussion. Other There was no discussion. 5 Department Head Meeting Minutes of May 4, 2010 The meeting adjourned at 4:40 p.m. Respectfully submitted, Cindy Allen Council Secretary 6