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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.22.2010 MINUTES DEPARTMENT HEAD MEETING JUNE 22, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Shirley Ewan Bill Sheridan Brooke Baracker Kurt Markegard Nancy Schmidt Brent Peters — 3:17 Council Workshop Agenda — June 22, 2010 Tour WTP and WWTP at 6:00 p.m. Meet at City Hall to carpool to tour. WTP should last about 10 minutes and WWTP timeline is unknown. Planning: • Resolution — Operating Contract with MDT for transportation service • Resolution — Transit Coordination Plan between the City of Laurel and the Council on Aging • Resolution — Accept buses from MDT Resolution for the Operating Contract and Transportation Coordination Plan are ready for Council approval but the resolution to accept the buses needs to have the Mayor's signature before final approval. James will be at tonight's workshop to answer any questions council members may have about the Bus Transit. The Yellowstone County Council on Aging will coordinate with the City of Laurel for bus service around town that will be available to all city residents not just seniors. The COA will reimburse the City at a later date for its share of the transit system. Council Workshop Agenda — June 29, 1010 General Items: Planning: • Medical Marijuana • Request by Tractor Supply to vacate Italian Ditch easement and create new easement for the Italian Ditch • Energy Grant Report — added to agenda The Planning Board has established regulations for Medical Marijuana distribution within the City of Laurel. Distribution will be prohibited within 1000 feet of any school, park, church, daycare, etc. and growing will not be allowed inside City limits even if they sell the product. A business license will be required by anyone interested in selling medical marijuana within the City. James stated that the application is quite lengthy at 8 -10 pages. Zoning for Medical Marijuana will prohibit businesses from being established along most of Main Street. The request by Tractor Supply to vacate the Italian Ditch easement has been brought before the Council at an earlier date. After discussion it was decided that this item should be pulled from the agenda. Public Works Department: • Water fill station • Water resale regulations Kurt has asked for Council recommendation on the water fill station. At this time Kurt does not recommend that the City proceed with installation of a water fill station. He felt that these monies are best used for repairing existing lines rather than build new ones. Kurt would like to know if the council will vote to continue with the water fill station or vote to discontinue plans at this time. There was discussion about developing regulations to allow others to resale water as a developer. The discussion also included site improvements, fees, drainage, zoning and approval by Planning Board. It was decided to pull this item from the City Council Workshop at this time. Executive Review: • 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. • Resolution — Contract with Elk River Law Office for legal services • Resolution — Contract with Chief Administrative Officer • Discussion — Priorities for urban funding • Proposal from Yellowstone Bank • Council Issues: o Elena Subdivision — construction of a wall The contract with Elk River Law and Resolution R10 -77 will be ready for Council approval next week. Mayor Olson needs to meet with Bill about the Chief Administrative Officer contract. Discussion of urban funding priorities concerns Railroad Street. This will be pulled from the agenda and considered at a later date. The proposal from Yellowstone Bank will be considered since the parcel of land could be used for City vehicle access to Foundation Avenue. Kurt will look at the parcel to determine how much footage is usable by any property owner. There was some discussion about the sound wall in Elena Subdivision. It was suggested that we take one of two courses: build the wall and place liens against the developers remaining property or don't build the wall and let the home owners take action. Discussion of pot holes needs to be added to the July 13, 2010 Workshop. Announcements: Kurt distributed information from Brian Weis concerning the 4 of July dance he has scheduled. There are already 3 bands booked as a fund raiser for the High School weight room. Mayor Olson suggested that verification be received that there are agreements in place for barricades, fencing, cleaning, Yellowstone County Sheriff officers, signage from GST, etc. before the City will allow this dance to proceed. Department Reports: Clerk/Treasurer: Shirley stated that she needed to set appointments with Department Heads to finish budgets. Shirley also stated that it is "nice being here ". Fire /Ambulance: Brent stated that there had been a couple calls to vehicle accidents. Fire crews needed to do extractions at these calls. The July 4th preparations are well underway at this time. Fire crews from Columbus, Bureau of Land Management, and Molt will be available to assist with fire calls on the 4` Library: Nancy reported that she received a call from Linda at Kirkness Roofing about starting roof repairs. The crew is scheduled to start tomorrow. Don Seyfarth had been advised of this last week. Progress on the city website has been slow. Nancy needs to make sure that all committee lists are updated since there have been some additions in the last month. City Planner: James reported that the Energy Efficiency Block Grant will total $133,000 with $8,000 coming from the general fund as a match. This amount is well above what had been expected to be awarded. This grant will provide replacement of all windows, a small heater in west bathroom, building a trench from the boiler to west part of City Hall, computer temperature controls for the complete building, 4" of insulation in the ceiling, and disconnection of the old boiler. The City should see a savings of $6,000 per year. The Historic Register application is in process at this time. We are currently waiting on a 90 -day review by the State. Discussion has already taken place about the Medical Marijuana and Bus Transit System. City Attorney: Brooke stated that she has 5 items to discuss with Sam when he returns. City Mayor: Mayor Olson stated that there is a conference call scheduled on June 24, 2010 at 10:00 a.m. with Joe Gentry concerning the use of railroad property on Main Street. Chief Administrative Officer: A letter concerning an SID from Great West Engineering should be ready to send to residents that have recently had new water lines replaced. There may need to be an RFP for resurfacing of these streets. The cost of delivering garbage to Billings had increased in the last couple of years. Bill suggested that the City may want to start looking at recycling to help defray those costs. He is meeting with a Billings resident about the cost of recycling versus taking garbage to the dump. Public Works Department: The construction of a storage building will be postponed until September and added to the CIP. Chad Hanson from Great West Engineering is waiting for COP Construction to give a bid on the Water Treatment Plant improvements. The reconstruction of Main Street from 1 Avenue to 8 Avenue is on track except for the misidentification of one property owner and one property owner had the wrong tax ID # on their records. Bill and Kurt met with business owners on SE 4 Street to discuss SID costs. The Elm Lift Station for the Water Treatment Plant has a broken part that is in the process of being fixed. The status of the water fill station is on the Council agenda. The replacement or repair of the water line across the bridge to Riverside Park needs to go to bid before any decisions can be made. There is a meeting on Thursday, June 24, 2010 with the Cemetery Commission. There has been a proposal to have a plumber make changes to any water meters that need to be replaced. PW needs to have notification cards made to hang on residents' doors so they may notify the City of their availability. Bill had wanted to know how much cast iron pipe is left to be replaced within the City. Should we think of this as our next major improvement? It has been decided that we need to look at our projected revenues /rates before we take on a project like this. Other: Add street closures to Future Discussions. The meeting adjourned at 4:50 p.m. Respectfully submitted, e/1'an9e 1 4c/iinidt Nancy L Schmidt Library Director