Loading...
HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.01.2010 MINUTES DEPARTMENT HEAD MEETING JUNE 1, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Rick Musson Bill Sheridan Matt Wheeler Derek Yeager Sam Painter Nancy Schmidt Tim Reiter Council Agenda — June 1, 2010 Scheduled Matters: • Confirmation of Appointments: o Laurel Urban Renewal Agency — Aletta Zimmerman as an Advisory Member for a term ending December 31, 2013 • 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. • Resolution No. R10 -61: A resolution of the City Council authorizing the Mayor to execute a Reconveyance and Release of a Utility Easement to RK Development LLC. • Resolution No. R10 -62: A resolution of the City Council accepting a Sewer Pipeline Easement from RK Development LLC for the purpose of constructing, operating, maintaining, replacing and repairing sewer lines across said easement. • Resolution No. R10-63: A resolution approving Amendment No. 1 to the previously adopted Task Order No. 12, approving an increase in the engineering fee for the Seventh Street Ditch Improvements Project. • Resolution No. R10 -64: Resolution relating to Special Improvement District No. 112; Declaring it to be the intention of the City Council to create the District for the purpose of undertaking certain local improvements and fmancing the costs thereof and incidental thereto through the issuance of Special Improvement District bonds secured by the City's Special Improvement District Revolving Fund. The resolution of intent is for the SID for the West Main Street project. The public will be notified and will have fifteen days to protest the formation of the SID. • Resolution No. R10 -65: A resolution to authorize the Mayor to sign an agreement with Laurel Public Schools, District 7 and 7 -70, continuing the School Resource Officer (SRO) Program for the Laurel Middle School. • Resolution No. R10 -66: A resolution to authorize the Mayor to sign an agreement with Laurel Public Schools, District 7 and 7 -70, continuing the School Resource Officer (SRO) Program for the Laurel High School. • Resolution No. R10 -67: A resolution authorizing Sundance Solar Systems to install a Solar Photovoltaic (PV) System on the City's Wastewater Treatment Facility for the purpose of reducing the City's electric costs for operating the plant. The agreement is for installation of a solar system at the Water Treatment Plant, not the Wastewater Treatment Plant. • Resolution No. R10 -68: A resolution approving Change Order No. 3 with Engineered Structures, Inc. as part of Phase 2A1 of the Laurel Wastewater Treatment Plant Improvements Department Head Meeting Minutes of June 1, 2010 Project and authorizing the Mayor to execute the attached Change Order No. 3 on the City's behalf. Draft Council Workshop Agenda — June 8, 2010 General items: • Appointments: o Public Works Committee: o Airport Authority: to term ending June 30, 2015 o Board of Appeals: Robert Western, Miles Walton, and to terms ending June 30, 2012 o Cemetery Commission: Chuck Rodgers, Wallace Hall and LuAnne Engh to terms ending June 30, 2012 o Library Board: Bruce McCullough to term ending June 30, 2015; Lisa M. Russell to fill term ending June 30, 2013 o Park Board: to term ending December 31, 2010 o Tree Board: and Chuck Rodgers to terms ending June 30, 2013 o Planning Board: Greg Nelson, David Schreder, Dan Koch, Deborah Horning to terms ending June 30, 2012 Public Works Department: • MDT — Update on the 8 Avenue project Matt or Tim will contact Mike Taylor to see if he can attend the council workshop on June 8 • Resolution — Jack Roma's request for a right -of -way easement across city property Mayor Olson stated the need to require the same conditions for all right -of -way easements on city property. The standards required for a road under millings need to be determined. • Resolution — Utilities Helping Utilities Agreement — WARN This item was on the May 25 council workshop agenda. Sam stated that the arbitration provision in the document needs to be revised, so it will be presented again. • Resolution — Change Order No. 1 for the 7 Street Drainage Improvements Project The change order will be on the June 8 council workshop agenda. • Resolution — Amendment No. 2 to Task Order No. 10 with Great West for 2010 Street Maintenance Project The amendment is for the 2010 street maintenance project. • Resolution — Change Order No. _ for HVAC modification for the Water Treatment Plant Tim explained the need for an air circulation system to keep the electronics cool at the water plant. The proposed system will draw air from the basement and circulate it around the electronics. COP Construction is expected to submit a cost estimate soon. • Resolution — Landfill agreement with the City of Billings The annual agreement will be presented at the June 8 council workshop. Planning: 2 Department Head Meeting Minutes of June 1, 2010 • Preliminary budget for the Bus Transit Service James worked with the State to figure out a preliminary budget, which could actually show a profit. The city's contract with the State must be finalized by June 30 but the bus service does not have to be in operation at that time. • Resolution — Approving the Operating Contract with MDT for transportation service The resolution and contract will be on the June 8 council workshop agenda. • Resolution — Approving the Transit Coordination Plan between the City of Laurel and the Council on Aging The contract will identify the responsibilities of the City of Laurel and the Council on Aging. Fire Department: • Resolution — Airport Authority fire service agreement • Resolution — Yellowstone Treatment Centers fire service agreement Derek stated that these are the annual fire service agreements. Police Department: • Speed limits /signage on East/West Railroad Streets Rick's recommendation is to keep the 25 mph speed limit and install additional signage. If the council wants to consider changing the speed limit, a traffic study would need to be done. Great West Engineering does traffic studies. The Police Department put the speed trailer on East Railroad last weekend. The County needs to be contacted regarding the speed limit issues on West Railroad. The issues include lack of signage from Shay Road to the city limits, only one sign from the city limits to Shay Road, and the abrupt speed limit change from 60 mph to 25 mph at the city limits. Mayor Olson stated that the council might need to consider a resolution regarding this issue for the County to review. Rick mentioned that Kurt recently talked to Del Henman about these issues. Executive Review: • Contract with Elk River Law Office for legal services • Contract with Chief Administrative Officer • Proposal from Yellowstone Bank Yellowstone Bank recently proposed that the City of Laurel purchase some real estate on West Main Street in Solid Foundation Subdivision to provide city access. The land was appraised at $120,000 and the bank has offered it for $85,000 at a 4% interest rate for up to 15 years. • Council Issues: o Elena Subdivision — development of a park area and construction of wall (Chuck Dickerson) There was discussion regarding the park area, the construction of a wall, possible legal action against the developer, the need to create a park maintenance district, and the zoning for condominiums. Dave Bequette has sold most of the lots and his house is for sale. Other items There were none presented. 3 Department Head Meeting Minutes of June 1, 2010 Department Reports: Clerk/Treasurer Bill stated that the position has not been filled. Norm Klein has agreed to assist with the budget. Fire /Ambulance Derek continues to work on the fire districts. Library • Roof replacement The city received the check for roof replacement from MMIA. Nancy will contact Don Seyffarth later this week if she does not hear anything soon. • Status of City of Laurel's website Nancy is in the process of rewriting codes for the website. Police Department • Parking / signage during sports events Rick stated that the issues were resolved and there were no issues during the state track meet last weekend. There was discussion regarding the 4 of July parade, the location of the vendors, and the street closures. Bill will schedule a meeting with the Jaycees, the Chamber, the police, fire and ambulance departments, and the public works department. Rick did not receive an application from Bryan Weis for an event on July 3rd City Planner • Medical marijuana issue The Planning Board will hold a public hearing on medical marijuana on Thursday, June 3r Larry Tanglen will publish an article in Wednesday's Outlook. Sam sent the one applicant a copy of the Planning Board's agenda and the proposed ordinance. There was discussion regarding cities that have said no to medical marijuana and how that would relate to the City of Laurel, security requirements in the proposed ordinance, the $1,000 annual inspection fee, and the possible six -month extension of the zoning ordinance. • Historic Register James completed the recommendations and corrections and submitted the final document. The National Park Service has a 90 -day review period for the documents. • Various grants There was no discussion. • Bus Transit System / Council on Aging There was no further discussion. Public Works Department • Construction of a storage building There was no discussion. 4 Department Head Meeting Minutes of June 1, 2010 • Status of Water Treatment Plant improvements COP Construction should submit the cost for the HVAC system soon. • Status of Main Street from 1s to 8 Avenues (Dorsey & Whitney) o CTEP / billing property owners The West Main project is scheduled to begin in late June or early July. There was discussion regarding the SID, the cost, and the possibility of 51% protest. CTEP funds of $69,000 will be used and the twelve property owners would be assessed $37,000 over a ten -year period for the project. • 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 Bill stated that the property owners need to connect to the storm sewer system before the city goes forward with the leveling course. The other items need to be addressed by the property owners. • Status of Wastewater Treatment Plant upgrade Tim stated that the water line is active and the new fine screen is working well. The headworks is being painted and the grit washer should be delivered by June 24 • Water fill station Recent information in the Billings Gazette about the city's water system is not true. • Water line across the bridge Engineered Structures and COP Construction will submit cost estimates to replace the water line with a heated line that could be used year round. There is currently water at Riverside Park since a new line was inserted into the old line, but it cannot be used all year. Tim mentioned the possibility of using an abandoned line under the river as a casing to install a new line to the park. • Cemetery update Matt stated that the planters were filled today. People were impressed with the cemetery during the Memorial Day weekend. • Temporary summer help All summer positions have been filled. • Neptune water meters There was discussion regarding the issues with the Neptune water meters. Northwest Pipe has agreed to hire a plumber to replace the meters as needed, and the plumber would schedule appointments at the homeowner's convenience. Questions need to be asked regarding how long the plumber will be available and if the warranty starts over after a meter is replaced. Sam stated that the city needs something in writing from the manufacturer regarding their warranty. City Attorney 5 Department Head Meeting Minutes of June 1, 2010 • MDT Transit agreement There was no further discussion. Mayor Olson • Letter regarding speed limits on Cottonwood Avenue Rick recently met with the lady and explained the cost factors and that signs cannot be posted everywhere. The lady will try to get a petition together for more signage. • City's lease of railroad property on Main Street for various uses Mayor Olson mentioned that the railroad might install additional tracks from Alder to the detail shop. He will contact the railroad regarding use of the white building for the city's bus transit program. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed There was discussion regarding the temporary millings on Colorado Avenue and COP Construction's bid to rebuild the street. Kurt and Chad Hanson need to talk to the property owners. Other Mayor Olson stated that, due to lack of a quorum, there might not be a council meeting tonight. The meeting will be rescheduled for Tuesday, June 8 at 6:00 p.m., and the Budget/Finance Committee will meet at 5:30 p.m. Mayor Olson received a complaint from Donna Wagner regarding overgrown weeds and dangling branches in a vacant lot east of the clinic by the apartment buildings. Public works /code enforcement will check on this. Department heads will be scheduled to present a workable budget to Bill, Norm Klein, and Mayor Olson during the next couple weeks. The meeting adjourned at 4:22 p.m. Respectfully submitted, Cindy Allen Council Secretary 6