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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.08.2010 MINUTES DEPARTMENT HEAD MEETING JUNE 8, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Norm Klein Rick Musson Bill Sheridan Kurt Markegard Derek Yeager Sam Painter Nancy Schmidt Council Agenda — June 8, 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 financing 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. Dorsey & Whitney is finalizing the resolution for tonight's meeting. • 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 Water Treatment Facility for the purpose of reducing the City's electric costs for operating the 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 Project and authorizing the Mayor to execute the attached Change Order No. 3 on the City's behalf. Department Head Meeting Minutes of June 8, 2010 Council Workshop Agenda — June 8, 2010 General items: • Appointments: o Board of Appeals: Robert Western, Miles Walton, and Marvin Carter 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 Russell to fill term ending June 30, 2013 o Tree Board: Pat Hart and Chuck Rodgers to terms ending June 30, 2013 o Planning Board: Greg Nelson, David Schreder, Dan Koch to terms ending June 30, 2012 The appointments will be on the June 15 council agenda. Public Works Department: • MDT — Update on the 8 Avenue project Ted Thronson, the project manager, will give an update on the 8 Avenue project. • Resolution — Jack Roma's request for a right -of -way easement across city property The resolution, map and recommendations from Bill and James will be distributed to the council again tonight. Kurt stated that Montana Public Works Standards need to be followed and engineered for the road even if the council allows millings. Kurt will explain this tonight. • Resolution — Utilities Helping Utilities Agreement — WARN Since the legal issues have not been addressed, the resolution will be removed from the council workshop agenda. • Resolution — Change Order No. 1 for the 7 Street Drainage Improvements Project The change order is for a seven -day weather extension. The project went beyond the seven -day extension, so the city could be eligible for liquidated damages for Great West's additional time. • Resolution — Amendment No. 2 to Task Order No. 10 with Great West for 2010 Street Maintenance Project The resolution is for this summer's street maintenance project. • Resolution — Change Order for HVAC modification at the Water Treatment Plant COP Construction has not submitted documents, so the resolution will be removed from the council workshop agenda until further notice. • Resolution — Landfill agreement with the City of Billings The charges increased from $13.75 to $16.80 per ton. The increased charges were not allocated and the budget and available reserves need to be reviewed. Planning: • Preliminary budget for the Bus Transit Service • Resolution — Approving the Operating Contract with MDT for transportation service • Resolution — Approving the Transit Coordination Plan between the City of Laurel and the Council on Aging 2 Department Head Meeting Minutes of June 8, 2010 There was discussion regarding the bus transit system, the preliminary budget, the local match, the funds allocated to the planner, drivers, mechanic for services, the funding from the Council on Aging, the local share, the need for further discussion with James, and the possibility of scheduling a special meeting on June 22 for approval of the contracts. Fire Department: • Resolution — Airport Authority fire service agreement • Resolution — Yellowstone Boys and Girls Ranch fire service agreement Derek stated that the contract amounts are the same as last year. Police Department: • Speed limits /signage on East/West Railroad Streets Rick and Kurt decided the locations for additional signage on East Railroad Street. The council would need to direct the city to have a traffic study done to determine if the speed limit should be changed. Rick recommends that the speed limit remain at 25 mph. No further information has been received from Del Henman. Executive Review: • Resolution — Contract with Elk River Law Office for legal services The resolution and contract will be removed from tonight's council workshop agenda. • Resolution — Contract with Chief Administrative Officer The resolution and contract will be removed from tonight's council workshop agenda. • Proposal from Yellowstone Bank There was discussion regarding Yellowstone Bank's offer to sell the land to the City of Laurel, the liability exposure if the bank fenced the property and the garbage trucks could not drive through, the current easements for the storm water pond and the fire access road, the lack of easements for water, sewer, and storm, and the possibility of selling part of the property as a commercial lot. • Council Issues: o Elena Subdivision — development of a park area and construction of wall (Chuck Dickerson) There was discussion regarding the Subdivision Improvements Agreement, the creation of a park maintenance district in Elena and/or citywide to improve the parks, and the issues with construction of a wall and recovering the costs from Dave Bequette. Other items Bill stated that help is needed to move the caboose to its final location. Derek Yeager will be leaving his position with the City of Laurel on Wednesday. Mayor Olson will present resolutions and job descriptions for two new positions at tonight's council workshop. The positions are Chief - Emergency Medical Services and Environmental Health and Safety Officer. Kurt will inform the council about the recent waterline breaks tonight. 3 Department Head Meeting Minutes of June 8, 2010 Department Reports: Clerk/Treasurer Mayor Olson stated that Norm Klein will assist the city during the transition, and a former clerk/treasurer might be hired for the interim. The clerk/treasurer position has been advertised again. Work is being done to indicate what areas each department needs to address for the budget. MSU- Billings is offering a two -day safety class during June. Mayor Olson stated that expenditures would be scrutinized during the budget process. Rick will be at a conference from June 21s to 25 and requested that his budget review be scheduled next week. Norm Klein explained that governmental accounting revenue streams remain static and the State controls the growth of taxes. He spoke regarding HB124, which provides state entitlement share payments through 2011. The legislature could change that during the upcoming session. The city controls the revenues that are generated locally and the council is the legislative body that determines those revenues. Because his firm does the city's audit, Norm will not make any decisions regarding the budget. The preliminary budget should be ready in July or early August and must be adopted within 45 days after the certified taxable value is received. Norm stated that revenues generated by a specific department do not necessarily belong to that department, unless it is an enterprise fund. Fire /Ambulance Derek has been meeting with Brent Peters, who will be the interim fire chief. Library • Roof replacement The roofers are waiting for five consecutive days without rain to start the project. • Status of City of Laurel's website The website is progressing. Police Department The 4 of July Committee will meet on Thursday, June 10 at 6:00 p.m. at the Chamber. City Planner • Various grants • Historic Register • Bus Transit System / Council on Aging • Medical marijuana issue Sam requested comments regarding the draft ordinance distributed last week. The options need to be presented to the council. Public Works Department • Construction of a storage building The RFP needs to be prepared. 4 Department Head Meeting Minutes of June 8, 2010 • Status of Water Treatment Plant improvements If COP Construction does not submit a price soon, the project will be closed and the city will go to bid for the HVAC modification. • Status of Main Street from 1 to 8 Avenues (Dorsey & Whitney) o CTEP / billing property owners Dorsey & Whitney will e-mail the final resolution today. • 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 A meeting will be scheduled with the property owners next week. • Status of Wastewater Treatment Plant upgrade The water line is done and the Village Lift Station is online and pumping. Work is being done on the Elm Street Lift Station. An auto - dialer will be programmed to contact the police department in the case of an emergency. • Water fill station Copies of Great West's cost analysis for a potential bulk water fill station have been distributed to the council, mayor, and CAO. Since Fox Water did not close its fill station, Kurt does not recommend that the city go forward with the fill station. The city is receiving the $6.80/1,000 gallons that was part of the rate increase. Kurt stated the more pressing need is to replace four blocks of water line in order to serve the citizens of Laurel rather than install a water fill station for residents outside the city. The rules and regulations for water fill stations need to be fmalized in order to enforce issues relating to pesticides, etc. • Water line across the bridge ESI did not submit a cost estimate yet. • Cemetery update A flag pole will be reinstalled at the cemetery, and sod or grass seed are needed. • Neptune water meters Northwest Pipe Fittings agreed to have a plumber replace defective meters. The timeframe for the warranty period needs to be determined, and the dates of contact and discussions with Neptune need to be documented. Kurt explained recent stream bank erosion issues at Riverside Park. NorthWestern Energy installed a new power pole and transformer and power should be restored soon. The Army Corps of Engineers was contacted regarding funding to address the erosion issues, Jim Kraft was contacted regarding sand bags, and the appropriate utility companies were contacted to help with the issues. Kurt spoke regarding the recent waterline break and the need to replace two blocks of waterline. 5 Department Head Meeting Minutes of June 8, 2010 The swimming pool will open next Monday. Rain passes will not be given this year. The steps in the pool have been painted, but the coating on the bottom is gone. About $10,000 needs to be budgeted to repaint the pool next year. Summer help has been hired and Riverside Park is open. The new garbage truck will be here for the council to see tonight. City Attorney There was no discussion. Mayor Olson • City's lease of railroad property on Main Street for various uses Mayor Olson will contact Joe Gentri. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed Chad Hanson prepared a letter that will be sent to the property owners in the district. If 51 percent of the property owners protest, other ways to address the streets will have to be reviewed. Other Bill stated that the city's health insurance will change to Blue Cross Blue Shield on July 1St Department heads should inform Bill or Cathy regarding dates and times for Dave Allen to answer questions. Mayor Olson gave an update regarding his back and the need for an epidural and additional surgery. The meeting adjourned at 4:40 p.m. Respectfully submitted, Cindy Allen Council Secretary 6