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HomeMy WebLinkAboutDepartment Head Meetings Minutes 05.25.2010 MINUTES DEPARTMENT HEAD MEETING MAY 25, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Rick Musson Sam Painter Kurt Markegard Derek Yeager Nancy Schmidt Council Workshop Agenda — Mav 25, 2010 General items: • Appointment to the Laurel Urban Renewal Agency: o Aletta Zimmerman as Advisory Member for term ending December 31, 2013 Public Works Department: • MDT — Update on the 8 Avenue project Kurt will call Mike Taylor to see if he will attend tonight's meeting. • Resolution — Release and Reconveyance of Easement and Sewer Pipeline Easement Agreement (Randy Swenson, Tender Nest) Randy Swenson got signatures from the other utilities, and two resolutions will be presented tonight. • Resolution — Agreement for Solar PV for the Water Treatment Plant Sam stated that more explanation is needed regarding the cost to the city, how the grant was obtained for the city, and the contract needed. • Resolution — Jack Roma's request for a right -of -way easement across city property Jack Roma will attend tonight's council workshop. If Jack decides to go forward and the council denies the request, he cannot present the same request to the council. A council person on the prevailing side could bring the issue forward again, or Jack could submit a different request. • Resolution — Solid waste services for SID's Bar and Grill This item will be removed from the council workshop agenda. • Resolution — Amendment No. 1 to Task Order No. 12, Seventh Street Ditch Improvements Great West Engineering has requested $10,000 for additional engineering for the ditch project. Chad Hanson spent considerable time on the storm water flow calculations. The project was under budget, and will still have $3,000 left after these additional funds are used. • Resolution — HVAC modification for the Water Treatment Plant This item will be removed from the council workshop agenda. • Resolution — Utilities Helping Utilities agreement (Water & Wastewater Agency Response Network — WARN) Sam does not like verbiage in the contract regarding arbitration, even though it is a mutual aid agreement and the city would not be obligated to respond. The resolution will be removed from Department Head Meeting Minutes of May 25, 2010 tonight's agenda and presented at the June 8 council workshop. Sam will e-mail the proposed verbiage to Kurt. • Resolution — Asphalt replacement at the WWTP This item will be removed from the council workshop agenda. Kurt stated that the price was too high to replace the asphalt and then have it torn up during the future Phase 2A2 project. Millings could be used to temporarily repair the road. • Resolution — Intent to create SID on West Main, l to 8 Kurt will contact Dan Semmens at Dorsey & Whitney to get the resolution of intent for tonight's meeting. • Discussion — 2010 street maintenance project Chad Hanson has prepared the quantities, plans and specs and the street maintenance project is ready to go to bid. Prior to construction, the council will be informed regarding which streets will be included in the project. Kurt stated that PCI indexing will be done through the Pavement Management System to determine the condition of the streets. Police Department: • Resolutions — SRO Agreements The SRO agreements and resolutions are ready for tonight's meeting. Josh Middleton recently told Rick that the school budgeted for the SRO programs again this year. • Speed limit signage on East Railroad Street o Speed limits on West Railroad Street (Emelie Eaton) Rick stated that four new posts and five new signs are needed on East Railroad. There was discussion regarding the current 25 mph speed limit, the request to raise the speed limit to 35 mph, the need for a traffic study before raising the speed limit, and the speed limit signs on East Main Street. Chief Administrative Officer: • Presentation by Neptune Technology Group — Brad Dreyer This item will be removed from tonight's agenda. Executive Review: • Council Issues: o Viability of a sidewalk replacement program (Mark Mace) Stefan Streeter has agreed to replace some sidewalk on East Main Street as part of the State project. A citywide sidewalk replacement program is needed. There was discussion regarding Hardin's sidewalk replacement program, state statute, and selling bonds for a program. Sidewalks are already addressed in MCA and LMC, but the city needs to create a program and adopt standards for implementation. Mayor Olson stated that the council needs more information regarding the two funding options. o Update on the asphalt plant (Doug Poehls) Mayor Olson stated that Ryan Wood wants to open a metal fabrication shop at this location. The railroad and Ryan are negotiating a contract for removal of the product in the tanks. There was discussion. Sam stated that a letter could be written asking MRL to deal with the asphalt plant. When Ryan met with Mayor Olson last week, he asked how to include the property in the TIF District. James will give Ryan contact information for BSEDA and Beartooth RC &D. 2 Department Head Meeting Minutes of May 25, 2010 Other items Kurt asked if a change order for $5,800 to repaint the head works could be added to tonight's council workshop agenda. This was not in the scope of the Phase 2A1 project. The item will be presented tonight. Department Reports: Clerk/Treasurer Mayor Olson stated that the applicant agreed to respond by Friday. He expects work to go forward on the budget next week. Fire /Ambulance Derek is researching ideas for the consolidated fire district. Conversations are needed with each of the fire districts. Mayor Olson stated that a council member in Belgrade wants to explain the pros and cons of an agreement in a conference call soon. Mayor Olson and Derek will meet at 1:00 p.m. on Wednesday for further discussion. Library • Roof replacement Nancy stated that the roof has not been leaking during the rain, but she will continue to monitor it. • Status of City of Laurel's website Nancy continues to make changes to the website. Police Department • SRO Agreements The SRO agreements are on tonight's council workshop agenda. • Weeds at FAP Rick stated that the crew took care of the weeds at the FAP last week. • Parking / signage during sports events The state track meet is scheduled this week, and the buses will park in the high school parking lot. Further discussion is needed with the school district and the American Legion. Rick mentioned that the Sheriff's Office is dealing with a lady that has been burying objects by a grave at the cemetery. There was discussion. City Planner • Various grants There was no discussion. • Historic Register James gave a presentation to the State Review Board for Historic Places last Friday and the 90 -day review period has begun. Recommended changes need to be made by May 31 and James will work on those. 3 Department Head Meeting Minutes of May 25, 2010 • Bus Transit System / Council on Aging James explained that the transit budget could be more favorable than expected. • Medical marijuana issue The Planning Board will hold a public hearing on June 3 Sam is working on the language for the municipal code and the zoning. There was discussion regarding Helena, as the city's ordinances state that business licenses cannot violate state or federal law. After another public hearing, Laurel's temporary medical marijuana zoning ordinance could be extended another six months Public Works Department Kurt stated that the department is working to hire summer help, painting the swimming pool, opening the park bathrooms, and cleaning up the cemetery. The Riverside Park manager has been hired and the park will open on Friday. Swimming lessons will be advertised soon. Hiring letters will be ready for the mayor's signature soon. Lifeguards are working on certifications now. • Construction of a storage building The RFP is being prepared. • Status of Water Treatment Plant improvements The HVAC modification should come forward soon. • Status of Main Street from 1 st to 8 Avenues (Dorsey & Whitney) o CTEP / billing property owners Dorsey & Whitney is preparing the resolution of intent. The city needs to replace 20 feet of damaged sidewalk by the Dragon Palace. • SE 4 Street — Set up meeting with property owners o Storm water o Leveling course o Center turn lane / parking o Street lights o Flat work o SID Janice Lehman contacted Kurt regarding a meeting with the property owners. The storm water hookups need to be done before the city proceeds with the leveling course. Street lights would be very expensive, and easements would be needed from every property owner. • Status of Wastewater Treatment Plant upgrade The council will tour the facilities on June 22 A change order is needed for the grit chamber. One lift station has been installed and the Elm Street lift station will be excavated and installed soon. • Water fill station Chad Hanson is working on the water fill station. • Water line across the bridge The cost for the water line should be available soon. • Cemetery update 4 Department Head Meeting Minutes of May 25, 2010 Kurt gave the flags to the American Legion to raise during the Memorial Day celebration. Work is being done at the cemetery prior to the holiday. Since the contract for the Yellowstone County Veterans' Cemetery was never revoked, the city will continue to maintain it until June 30 • Temporary summer help The Riverside Park caretaker has been hired, and four other people will be hired for summer help. Kurt will be on vacation next week. He will receive e-mail via his phone and will respond as needed. The city hit the conduit that housed a fiber optic line yesterday. An incident report has been completed and MMIA will be notified. City Attorney • MDT Transit agreement MDT sent James more information today. Sam is working on the medical marijuana issue. Sam reviewed the lease agreement with the American Legion, but it is not a valid agreement. There was discussion. The American Legion and the city have operated under the same terms of the agreement since the last agreement expired. The agreement required the Legion to have insurance. Mayor Olson • Letter regarding speed limits on Cottonwood Avenue Mayor Olson stated the need to respond regarding the city's desire to have safe streets and the issues encountered when two jurisdictions cross. Rick had already scheduled a meeting with the lady on Thursday at 2:00 p.m. at the FAP. Mayor Olson will try to attend. • City's lease of railroad property on Main Street for various uses MRL might add additional railroad tracks across from the Owl Cafe. There was discussion. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed There was no discussion. Other There was discussion regarding the parade route for the 4 of July. The meeting adjourned at 4:50 p.m. Respectfully submitted, LLrL, i LcC�c CJ Cindy Allen Council Secretary 5