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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.18.2010 MINUTES DEPARTMENT HEAD MEETING MAY 18, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Kurt Markegard Rick Musson Sam Painter Nancy Schmidt Derek Yeager Council Agenda — May 18, 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; PH — 04/06/2010) Ceremonial Calendar: • Proclamation — EMS Week, May 16` to 22n • Proclamation — Poppy Day, May 31S Scheduled Matters: • Resolution No. R10 -50: A resolution of the City Council conditionally approving Jack and Paulette 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 their property. Mayor Olson will remove this resolution for further discussion at the council workshop on May 25 • Resolution No. R10 -52: A resolution approving Change Order No. 7 for Phase II of the Laurel Water System Improvements Project for wage rate modifications pursuant to Davis -Bacon guidelines and authorizing the Mayor to execute the attached Change Order No. 7 on the City's behalf • Resolution No. R10 -53: A resolution approving Change Order No. 8 with COP Construction LLC for the final contract reconciliation for the 2009 Water System Improvements Project. • Resolution No. R10 -54: A resolution approving Change Order No. 2 with Engineered Structures, Inc. as part of Phase 2A1 of the Laurel Wastewater Treatment Plant Improvements Project and authorizing the Mayor to execute the attached Change Order No. 2 on the City's behalf. • Resolution No. R10 -55: A resolution of the City Council authorizing the Mayor to sign a Memorandum of Understanding (MOU) with Yellowstone County for a joint milling project. • Resolution No. R10 -56: A resolution of the City Council authorizing the Mayor to sign a contract with North American Digester Cleaning Services, Inc. for cleaning of the City's digester located at the Wastewater Treatment Plant. • Resolution No. R10 -57: A resolution by the City Council authorizing the Mayor to sign an amendment to the agreement with the State of Montana Historical Society for the Preserve America Grant. • Resolution No. R10 -58: A resolution of the City Council authorizing the Mayor to sign an agreement with BlueCross BlueShield of Montana for the provision of an Employee Health Insurance Program. • Resolution No. R10 -59: A resolution of the City Council accepting the donation of evergreen trees from the Laurel Lions Club to include in the planting of trees at the Laurel Lions Family Department Head Meeting Minutes of May 18, 2010 Park, as part of a grant provided by the Montana Department of Natural Resources and Conservation (DNRC). • Resolution No. R10 -60: A resolution of the City Council authorizing the Mayor to sign a Proof of Loss Statement for submission to the Montana Municipal Interlocal Authority regarding wind damage to the City Library's roof and accepting a $26,000 payment towards replacement of the Library roof. Draft Council Workshop Agenda — May 25, 2010 General items Public Works Department: • MDT — Update on the 8 Avenue project Kurt will check to see if Mike Taylor will attend the meeting. • Resolution — Release and Reconveyance of Easement and Sewer Pipeline Easement Agreement (Randy Swenson, Tender Nest) Randy will submit the documents after they are signed by Qwest. • Resolution — Agreement for Solar PV for the Water Treatment Plant The representative is schedule to attend the meeting. • Resolution — Jack Roma's request for a right -of -way easement across city property Jack Roma wants to speak to the council regarding the paving requirement. Mayor Olson asked the department heads to reiterate their concerns to the council. • SID's Bar and Grill — solid waste services Since SID's was recently annexed, the city intends to provide garbage services to the property. MCA requires the city to give five years' notice to the current provider, Allied Waste, or buy out their equipment. Within ten days of the council's decision, written notice needs to be provided to the property owner and Allied Waste. • Resolution — Amendment No. 1 to Task Order No. 12, Seventh Street Ditch Improvements The amendment is for additional engineering services for the project. • Resolution — HVAC modification for the Water Treatment Plant COP has submitted a price for the HVAC modifications needed to circulate the air inside the building. • Resolution — Utilities Helping Utilities agreement (Water and Wastewater Agency Response Network — WARN) Kurt has the information. Police Department: • Resolutions — SRO Agreements Rick stated that the SRO agreements have been budgeted in the school's 2010 -2011 budget. Josh Middleton is concerned that Stan has been on sick leave, but Rick does not have enough officers to replace Stan. Jay Hatton has been working on the school issues. 2 Department Head Meeting Minutes of May 18, 2010 Chief Administrative Officer: • Presentation by Neptune Technology Group — Brad Dreyer Executive Review: • Appointment to the Laurel Urban Renewal Agency: o Aletta Zimmerman as an Advisory Member for term ending December 31, 2013 • Council Issues: o Viability of a sidewalk replacement program (Mark Mace) The Public Works Committee has discussed the need to start a program for sidewalk replacement. Kurt mentioned that Stefan Streeter agreed to replace some sidewalk with the turn lane project. Kurt and Stefan will meet in a couple weeks. Other items There were none presented. Department Reports: Clerk/Treasurer Mayor Olson stated that the clerk from Miles City would be interviewed for the position again on Friday. Fire /Ambulance • Consolidated Fire District Derek will schedule meetings with the fire districts. Library • Roof replacement Nancy mentioned that Don Seyffarth invoiced Great West on April 1 but has not received payment yet. • Status of City of Laurel's website The website is coming along. Police Department • SRO Agreements There was no further discussion. Rick spoke regarding the speed limit issue on East Railroad and the need for additional signage. There was discussion. Rick mentioned that the sweeping signs were not reinstalled on East First Street by the church after the project was completed a few years ago. City Planner • Various grants • Historic Register • Bus Transit System / Council on Aging Mayor Olson stated that James and Bill are working on this program. 3 Department Head Meeting Minutes of May 18, 2010 Public Works Department • Yellowstone County Road Department for millings The MOU is on tonight's council agenda. • Construction of a storage building The RFP for the storage building is being prepared. • Status of Water Treatment Plant improvements The HVAC issue will be on the May 25 council workshop agenda. There was no update on DEQ's request regarding the oil in the soil. • Status of Main Street from 1 to 8 Avenues o CTEP / billing property owners A preconstruction conference for the project is scheduled on Friday, May 21 at 1:00 p.m. in the MDT conference room. Chad Hanson will respond to Dorsey & Whitney's request for a map of only property owners that will be assessed in the SID. • SE 4 Street — Meeting with property owners o Storm water o Leveling course o Center turn lane / parking o Street lights o Flat work o SID Kurt will schedule the meeting after Bill returns from vacation. • Status of Wastewater Treatment Plant upgrade Change Order No. 2 is on tonight's agenda. Kurt explained issues with the hot water piping in the building and the asphalt outside the building. Information will be presented to the council soon. • Ditch mitigation ARRA grant project — 7 Street Since the concrete did not meet the recommended air content, Great West recommended not accepting it and requiring the contractor to remove and replace it. • Water fill station There was discussion regarding recent statements made by the owner of the current station, which she said would remain open. The current water fill station is up 26,000 gallons from a year ago, and over 800,000 gallons were sold last month. Mayor Olson stated the need to review the statements made at the May 11 council workshop. There was discussion regarding the need to pay back the infrastructure costs to install a water fill station, the city's water rights, and the city's responsibility to sell water to its customers. 4 Department Head Meeting Minutes of May 18, 2010 Kurt has encouraged concerned residents that want a city water fill station to write a letter to the council. The Arbor Day trees have been planted in Thomson Park and the flag poles were installed at the cemetery. The pool manager has been hired, and Kurt has a list of names for Mayor Olson's consideration. He is requesting four seasonal employees, one in the cemetery, two in the parks, and one in the streets. A recommendation for the street project will be presented to the council soon. Discussion regarding which streets and how much funding is available will be on the May 25 council workshop agenda. The cemetery can be sprayed for weeds now since the shepherd's hooks have been removed. Kurt will contact the Department of Agriculture to see if he can get his license back. A small service contract will be prepared for the weed sprayer applicator from Town & Country. Kurt spoke regarding the waterline across the bridge and the development of a well. Public Works is having weekly meetings on Friday afternoons. The white board in the conference room will be updated every Friday. City Attorney • MDT Transit agreement Sam stated that the State will form an agreement after public input has been received and the proposal has been accepted. There was a lengthy discussion regarding the medical marijuana issue. Sam is working on the draft regulations. Sam read a letter he received from Alliance for the People. The temporary zoning ordinance is in effect for six months and could be extended for an additional six months. Yellowstone County has done nothing about the medical marijuana issue. The attorney representing the child that got hit in the head inside the batting cage has requested the lease between the city and the American Legion Baseball. Kurt stated that the agreement should be in the vault. Mayor Olson There was no discussion. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed • Impact Fees • City's lease of railroad property on Main Street for various uses Rick and Derek will meet with railroad representatives on Wednesday at 10:30 a.m. Mayor Olson asked them to mention that an update is needed on Asphalt Supply Plant and a meeting needs to be scheduled to discuss lease properties. Other Rick mentioned that the state track meet will be held in Laurel on Friday and Saturday this week. There was discussion regarding cars parking in the gravel on the north side of the football field. Kurt said the 5 Department Head Meeting Minutes of May 18, 2010 area was being cleaned up today, barricades will be set up for the weekend, and the signage will be replaced. The south side of 8 Street will be designated for bus parking during the track meet. Rick will talk to Herb Townsend tomorrow. Rick asked Kurt to have the city crew weed eat at the FAP building. The Rock the Block alley closure request is ready for Linda Frickel to pick up. No more information has been submitted for the Palace's request for July 3' Mayor Olson will inform the council that he signed small service contracts with Noble Trees, DR Plumbing, and P &H Concrete. He stated that the contracts need to be signed before the work is done. Kurt asked Mayor Olson to issue a memo that could be distributed to the staff. The meeting adjourned at 4:10 p.m. Respectfully submitted, • Cindy Allen Council Secretary 6