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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.15.2010 MINUTES DEPARTMENT HEAD MEETING JUNE 15, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Rick Musson Bill Sheridan Kurt Markegard Brent Peters Sam Painter Nancy Schmidt Jan Faught Council Agenda — June 15, 2010 Scheduled Matters: • Confirmation of Appointments: o Board of Appeals: Robert Western, Miles Walton, Marvin Carter to terms ending June 30, 2012 o Cemetery Commission: Chuck Rodgers, Wallace Hall, LuAnne Engh to terms ending June 30, 2012 o Library Board: Bruce McCullough — term ending June 30, 2015; Lisa M. Russell — 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 (Member -at- Large), David Schreder (Mayor appointment), Dan Koch (Council appointment) to terms ending June 30, 2012 o Fire Chief: Brent Peters • 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. • Resolution No. R10 -69: A resolution approving Change Order No. 1 with Four Beers, Inc., DBA Stillwater Excavating, to allow an additional seven days for substantial completion of the Seventh Street Drainage Project due to adverse weather conditions and authorizing the Mayor to execute the attached Change Order No. 1 on the City's behalf. • Resolution No. R10 -70: A resolution approving Amendment No. 2 to the previously adopted Task Order No. 10, approving an increase in the design, bidding and construction phases of the 2009 Street Maintenance Project. • Resolution No. R10 -71: A resolution approving an agreement between the City of Laurel and the City of Billings relating to solid waste disposal. • Resolution No. R10 -72: A resolution of the City Council authorizing the Mayor to sign an Operating Contract with the State of Montana, Department of Transportation for the Laurel Transportation System Coordination Plan. • Resolution No. R10 -73: A resolution of the City Council authorizing the Mayor to sign a Transportation Coordination Plan with the Yellowstone Council on Aging for the Laurel Transportation System Coordination Plan. There was discussion regarding the two resolutions and the preliminary budget for the bus transit program. Mayor Olson stated that the resolutions might not be ready to go forward. He suggested that James could answer questions at a special council workshop meeting on June 22n and a special council meeting could be scheduled on June 29 for council approval to meet the July 1 st deadline. • Resolution No. R10 -74: A resolution approving an agreement between the City of Laurel and the Laurel Airport Authority, relating to fire protection. Department Head Meeting Minutes of June 15, 2010 • Resolution No. R10 -75: A resolution approving an agreement between the City of Laurel and Yellowstone Boys and Girls Ranch, said agreement relating to fire protection. • Resolution No. R10 -76: Resolution of the City Council to create a position called the Environmental Health and Safety Officer and to adopt a job description for such position. • Resolution No. R10 -77: Resolution of the City Council to create a position called the Chief - Emergency Medical Services and to adopt a job description for such position. Draft Council Workshop Agenda — June 29, 2010 General items Executive Review: • Resolution — Contract with Elk River Law Office for legal services • Resolution — Contract with Chief Administrative Officer • Proposal from Yellowstone Bank • Council Issues: o Elena Subdivision - construction of a wall Review of draft council agenda for July 6, 2010 • Public Hearing: Intent to create SID No. 112 There was no discussion. Department Reports: Clerk/Treasurer A former clerk/treasurer in Livingston might fill the position on a temporary basis. Fire /Ambulance Brent spoke with Bryan Weis regarding his request for a street dance on July 3` Brent told Bryan that portable gates and signage would be required at each entrance. Rick contacted the sheriff's office regarding the need for officers at the event. If the sheriff approves the duty, then the opportunity will be posted to see if there is response. Rick got no response when he posted the event at the police department. Kurt mentioned that a resident requested a street closure permit on July 4 from 2:00 p.m. to 1:00 a.m. in the 900 block of 7 Avenue between 9 Street and West Maryland. There was a lengthy discussion regarding, barricades, congestion, alcohol consumption on city property, the need for a traffic control plan, and insurance and liability concerns. Sam recommended that the request would not be a good use of city right -of -way. Kurt stated that Public Works would require a traffic control plan and that the streets must be cleaned after the event. Rick stated many concerns and would not approve the request. Jan asked Mayor Olson to sign an enrollment application from Medicare. Library • Roof replacement Nancy had nothing new to report. 2 Department Head Meeting Minutes of June 15, 2010 • Status of City of Laurel's website There was no discussion. Police Department Rick and Joanne Flynn were the only ones at the 4th of July meeting last Thursday. There was discussion regarding the parade route for the 4th of July. City Planner • Various grants • Historic Register • Bus Transit System / Council on Aging • Medical marijuana issue The Planning Board recommended approval of the zoning ordinance as written. Growing of medical marijuana would be allowed in industrial areas, and retail sales in commercial zones would have to be 1,000 feet apart and 1,000 feet from churches, schools, day care centers, etc. Sam is drafting an ordinance to amend the business license section of LMC. If the council adopted the zoning ordinance, the section of the Laurel Municipal Code that states that the council will adopt no ordinance contrary to state and federal law would need to be changed. The council could choose to extend the moratorium after holding another public hearing, approve the proposed ordinance, or decide not to change the current code. Discussion regarding the medical marijuana issue will be added to the June 29 council workshop agenda. Public Works Department • Construction of a storage building Kurt stated that the capital needs to be reappropriated in the next budget for the storage building. There was discussion regarding the status of this year's capital projects. Projects that were not completed need to be resubmitted for the next budget. • Status of Water Treatment Plant improvements COP Construction has not submitted a bid for the HVAC yet. If COP does not do so this week, the city will go to bid for the HVAC project. • Status of Main Street from 1 to 8 Avenues (Dorsey & Whitney) o CTEP / billing property owners The resolution of intention for the SID was approved on June 8 two ads will be published in the newspaper, and the notices will be mailed to the property owners on Wednesday. • 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 3 Department Head Meeting Minutes of June 15, 2010 Kurt will send a letter to the property owners this week. A discussion meeting will be held with the property owners on June 28 at 2:00 p.m. The city will go forward with the storm water connections, the leveling course and the overlay. The other projects will not be done due to various issues. • Status of Wastewater Treatment Plant upgrade The Village lift station is online, and the Elm lift station is being installed and should be online next week. Power issues with NorthWestern Energy could cause a delay. The council will tour the facilities on Tuesday, June 22 at 6:00 or 6:30 p.m. The grit washer should be delivered on Thursday and installed on the 21 and 22n Brent asked if the fire department could tour the WWTP sometime. • Water fill station The Preliminary Engineering Report was distributed to Mayor Olson, Bill Sheridan and the council last week. Kurt stated that report was done partly because Darrell and Cindy Fox threatened to close their water fill station, but that did not happen. Great West determined that the payback charge needs to be $8.25/1,000 gallons, and Fox Water Service charges $10.00 /1,000 gallons. Discussion regarding the water fill station will be added to the June 29 council workshop agenda. • Water line across the bridge Kurt stated that SRF funding is available for this, as the city did not use $200,000 of the funds for the water project. The water line across the bridge was not part of the scope of the original project, but permission to do the water line replacement could be requested from SRF. • Cemetery update Sprinklers will be turned on at the cemetery and seed and sod will be installed. • Neptune water meters Sam will review a letter of response received from Neptune. • Cast iron pipe Kurt stated that Chad Hanson will prepare a design plan to replace the line. Kurt was invited to attend a Town Hall meeting on Monday, June 21 at 7:00 p.m. regarding water rates outside the city limits. Arbor Day grants are due today. The Tree Board met today and discussed how to deal with the trees at Lions Park. James received a letter and bill for $10,000 from Great West Engineering in Helena for grant work for the old city dump site. There was further discussion. City Attorney The water resale regulations will be added to the June 29 council workshop agenda. Mayor Olson 4 Department Head Meeting Minutes of June 15, 2010 • City's lease of railroad property on Main Street for various uses Mayor Olson contacted Joe Gentri regarding the city's lease of railroad property across from the Owl Cafe. A meeting will be scheduled soon. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed Kurt explained that Chad Hanson prepared a letter to send to the property owners requesting feedback regarding the proposed SID. • Recycling program Bill asked for ideas regarding a recycling program since the City of Billings' landfill fees are going to increase. Other Rick will attend the Chiefs Conference in Helena on June 21 through 25 The meeting adjourned at 4:00 p.m. Respectfully submitted, Cindy Allen Council Secretary 5