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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.11.2010 MINUTES DEPARTMENT HEAD MEETING MAY 11, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Derek Yeager Bill Sheridan Kurt Markegard Sam Painter Nancy Schmidt Council Workshop Agenda — May 11, 2010 General items Public Works Department: • Presentation — Solar PV for the Water Treatment Plant Bill will contact the representative to see if he will attend tonight's meeting. • Great West Engineering — Update on water fill station Chad Hanson is working on the water fill station and will give an update tonight. • Resolution — Roma's request for a right -of -way easement across certain City property Bill recently spoke with Jack Roma regarding his request. Bill's letter will be attached to the resolution for the council's review tonight. Kurt stated that Jack might want to withdraw his request after he reviews the proposed requirements. There was discussion regarding the proposed requirements, the city's current month -to -month lease with Bob Volmer, public works standards required for construction of the street, storm water retention in the barrow ditches versus curb and gutter, the $600 annual payment for the easement, and the extension of an existing water service line to another home. • Resolution — Change Order No. 7, Wage Rate Modifications for the 2009 Water System Improvements Project Change Order No. 7 with COP Construction for $7,880.00 is for Davis -Bacon wages for the contractor because SRF received ARRA funding for the project. • Resolution — Change Order No. 8, Reconciliation for the 2009 Water System Improvements Project Change Order No. 8 with COP Construction for $33,924.00 is for the reconciliation of the charges in the amount of materials and labor utilized for the project. • Resolution — Change order with Engineered Structures for grit removal Change Order No. 2 with Engineered Structures for $23,243.64 is for several additions to the project, including utility crossings, oil in the water, and bypass pumping. The grit removal is not included in this change order and should come forward soon. Stephanie Seymanski, Morrison - Maierle, will attend tonight's council workshop to provide an explanation of the change order requests. Kurt stated that the City of Laurel is working with the DEQ and CHS Refinery on the oil issue. • Resolution — HVAC modification for the Water Treatment Plant Kurt stated that the HVAC modification is not ready for tonight's council workshop. Department Head Meeting Minutes of May 11, 2010 • Resolution — Agreement for millings with Yellowstone County Kurt asked if the agreement should include an expiration date, such as a ten -year timeframe, so the city does not accept the responsibility for maintenance for all future councils if the properties are not annexed into the city. Kurt will mention this to the council tonight. • Resolution — Service Agreement with North American Digester Cleaning Services Kurt explained that the contract needs to be signed now in order to schedule the services in October 2010. The $17,995 charges will be budgeted in the next fiscal budget. Planning: • Resolution — Amendment A to the Preserve America Grant James stated that the grant was scheduled to close on March 31s but the State has asked for an extension to May 31 Decisions regarding historic districts will be presented at the meetings on May 21 and 22 • Update on the Bus Transit System James stated that the Laurel Senior Center will provide drivers for the program. In order to meet the requirements of the grant, a public meeting will be scheduled for further comment, the council needs to formally accept the coordination plan with the Council on Aging, a contract is needed with the State, and a proposed budget is needed. Chief Administrative Officer: • Resolution — Agreement with Blue Cross Blue Shield for employee health insurance Bill stated that employees will be asked to choose between the 80/20 and 70/30 BCBS plans. Executive Review: • Council Issues: o Letter from DEQ regarding oil at the Wastewater Treatment Plant (Emelie Eaton) Mayor Olson will announce that the city and Cenex are partnering to address the issue. o Resolution — Laurel Lions Club planting 7 to 10 evergreen trees at South Pond (DNRC Grant) (Emelie Eaton) Kurt will talk to Roger Perkins, and the resolution should go forward as a recommendation from the Tree Board. o Update regarding electrical repairs in the council chambers (Emelie Eaton) Kurt stated that ACE Electric will submit a cost proposal to update the electrical services into the building. Other items Mayor Olson will review the three options for Ordinance 010 -02, the contractor's license and insurance requirements. The ordinance passed on first reading has $1 million insurance requirements. Option A has $500,000 / $300,000 requirements for general liability and automobile liability insurance. Option B requires proof of general liability and automobile liability insurance. All three options require proof of worker's compensation insurance or an exemption certificate. Department Reports: Clerk/Treasurer 2 Department Head Meeting Minutes of May 11, 2010 There was no discussion. Fire /Ambulance • Consolidated Fire District Derek is almost done with the preliminary document for the fire districts to review. He explained that 4,080 signatures from city residents would be needed to petition into the consolidated fire district. A list of the pros and cons has been prepared, and the Emergency Services Committee has discussed the issues. May l6` to 22 is EMS week. Derek asked Mayor Olson to make a proclamation at the council meeting next week. There was discussion regarding fire calls and the costs. Residents in the area north of Molt on Buffalo Trail Road have started the paperwork to start a new fire service area for structure fire response. Sixty signatures are needed. The Molt fire department would respond to grass land fires. Derek stated that the ComCenter would have to address the changes required. Insurance agents are banding together regarding properties in the 72 Street corridor. Derek will attend the Yellowstone County Fire Council meeting tonight. Library • Roof replacement Nancy received a Sworn Statement in Proof of Loss from MMIA. Insurance will pay $28,500 minus $2,500 for the deductible, for a total of $26,000. Sam will prepare a resolution authorizing the mayor to sign the document for tonight's council workshop. • Status of City of Laurel's website There was no discussion. Police Department There was no discussion. City Planner • Various grants James stated that the grant would probably replace windows on the south side of the building. The energy audit stated that it would take sixty years for payback of the energy costs. Insulation will be added above the ceiling, and a line will be run from the current boiler for the building. James should hear from the State soon. James stated that the Planning Board is ready to have a public hearing regarding the land issues for the medical marijuana issue. There was discussion regarding: the buffer zone required from churches, parks, schools, and day care facilities; a proposed limit of three medical marijuana businesses; possible areas for business locations versus growing locations; business license aspects requiring safes, video cameras, and background checks; and special permits that require an inspection process. Sam and James will prepare the proposal for the city code. • Historic Register There was no further discussion. 3 Department Head Meeting Minutes of May 11, 2010 • Bus Transit System / Council on Aging There was no further discussion. Public Works Department Since the Laurel Outlook had an article about the water fill station, there will probably be people at tonight's council workshop. • Yellowstone County Road Department for millings Since the agreement is on tonight's council workshop agenda, this item could be removed from the department head agenda. • Construction of a storage building Public works is working on the storage building. • Status of Water Treatment Plant improvements COP Construction has not yet submitted the costs for the HVAC modifications. Tonight's agenda includes the change order and resolution for the Davis -Bacon wages. • Status of Main Street from 1 to 8 Avenues o CTEP / billing property owners Dorsey & Whitney was contacted recently and will proceed with the SID documents. • 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. A meeting will be scheduled with the property owners on May 24 or 25` • Status of Wastewater Treatment Plant upgrade Kurt stated that the grit removal needs to be rebuilt. • Ditch mitigation ARRA grant project — 7 Street The contractors need to pour concrete and patch the street and the project is almost completed. Great West Engineering submitted Amendment No. 1 to Task Order No. 12 for additional services provided during the design of the Seventh Street Ditch project, and it will be on the May 25 council workshop agenda. • Water fill station Chad Hanson will give an update tonight. • Street improvements on Colorado Avenue Kurt stated that the improvements have been completed. 4 Department Head Meeting Minutes of May 11, 2010 Kurt stated that the Public Works Department employees will meet on Fridays to discuss projects and issues and keep the white board updated. Kurt will provide minutes of the meetings. Kurt stated that Mark Mace, Public Works Committee chairman, will probably mention Utilities Helping Utilities, an emergency response plan, at tonight's council workshop. Charges for the agreement would be determined by the city's schedule of fees and charges. A formal agreement should be available for the May 25 council workshop agenda. Kurt has received questions regarding the base rate charges for irrigation meters from commercial accounts, including the school district. There was discussion. Further investigation is needed. Kurt mentioned that some property owners on 8th Avenue want concrete instead of grass and trees in the boulevards. He had a lengthy conversation with one lady recently and tried to explain that property owners are responsible beyond the property line. The grassy areas in the boulevards are needed to provide storm water retention. Concrete will be installed at a few areas on 8 Avenue where there is not access to water. The tree contractor will contact the property owners along 8 Avenue regarding the type of trees they want planted in the boulevard. The Arbor Day trees will be planted in Thomson Park on Thursday. City Attorney • Housing Montana agreement Mayor Olson and James will meet with Diana Spint of Beartooth RC &D on Wednesday at 3:00 p.m. The city has thirty days to declare its intention to become a qualified entity in the program. Diana has agreed to prepare the paperwork. • MDT Transit agreement Sam stated that the agreement should come from the State. Mayor Olson At tonight's council workshop, Mayor Olson will mention the revisions to Ordinance No. 010 -02 and inform the council that the SRO agreements, the CAO contract, and the attorney's contract will be addressed soon. Bill and Kurt will meet with Joanne Flynn tomorrow morning to discuss the issue of business license exemptions for non - profits. There was discussion. Mayor Olson stated that the Public Works Committee should address this issue. An ordinance change would be required, and there is not enough time to do so before the 4 of July event. Mayor Olson asked about department heads speaking to the press. Kurt stated that the Personnel Policy Manual states that employees should refer the press to the department head. There was discussion. Mayor Olson and Bill should be informed if department heads have contact with the press. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed The SID could go forward by the end of the summer. • Impact Fees There was no discussion. 5 Department Head Meeting Minutes of May 11, 2010 • City's lease of railroad property on Main Street for various uses There was no discussion. Other Bill will be gone for a week. Mayor Olson stated that the selection committee is moving forward with background checks for the clerk/treasurer position. The meeting adjourned at 4:45 p.m. Respectfully submitted, Cindy Allen Council Secretary 6