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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.29.2010 MINUTES DEPARTMENT HEAD MEETING JUNE 29, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Rick Musson Bill Sheridan Kurt Markegard Brent Peters (3:12 p.m.) Sam Painter Nancy Schmidt Jan Faught Council Workshop Agenda — June 29, 2010 General items Planning: • Medical marijuana James will report on the Planning Board's recommendation and review the maps. The zoning aspect is simple, but business licensing is more complicated. Sam asked for comments regarding the draft ordinance, which was distributed to the department heads a couple weeks ago. He stated that, if the council approves it, the license ordinance should be effective the day the moratorium ends. There was discussion about extending the moratorium, which would require advertising and holding another public hearing prior to September 23 Mayor Olson stated that review and input is needed from department heads before presenting the draft ordinance to the council. • Energy Grant Report James will give a report tonight even though he has not received the grant yet. Public Works Department: • Discussion — Right -of -way easement for YVEC Kurt explained that Yellowstone Valley Electric Cooperative requested an easement across city -owned property in the location where the council previously granted an easement to Riverside Sand & Gravel. An agreement will be drafted with Riverside stipulating that the road project must be completed by September 1, 2010. A representative for the Airport Authority will attend the council workshop to speak against allowing the easement to go forward. The FAA said that YVEC needs to apply for a permit, which would require a 60 -day review period. Two of three power poles are already in, but no lines have been installed. Kurt stated that the city would gain power for four acres of land by the cemetery. The council could approve the right - of -way easement subject to approval by the FAA. • Resolution — Agreement between Yellowstone County and the City of Laurel regarding processing of headstones for the Yellowstone County Veterans' Cemetery Kurt stated that the agreement does not specify the city's responsibilities, and he will contact the County to get more clarification in the agreement. The County pays $50 to the City of Laurel when Cheryll meets with families to do paperwork for the Veterans' Cemetery. Bill mentioned that a county attorney called regarding the swap of the city's acre in the northwest corner of the cemetery property. The County needs to submit a request and documentation. • Discussion — Water fill station Kurt would like council direction regarding whether or not to go forward with the water fill station. It is not high on the public works department's priority list now, since the other business did not shut down as they threatened to do. Department Head Meeting Minutes of June 29, 2010 The water issue will be presented under "Other" on tonight's workshop agenda. 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. At last night's Emergency Services Committee meeting, AMR was the focal point. Mayor Olson stated that the city has no intention to disband the ambulance service. • Resolution — Contract with Elk River Law Office for legal services The new contract includes a provision for increased compensation if the city decides to have a DUI court. • Resolution — Contract with Chief Administrative Officer Mayor Olson is working on the contract. • Proposal from Yellowstone Bank Mayor Olson and Bill will meet with Yellowstone Bank tomorrow at 10:00 a.m. There was discussion regarding the storm water pond, possibly straightening the road, setbacks, financial issues, and the frustration of the residents when the road was closed recently. • Council Issues: o Elena Subdivision — construction of a wall Sam stated that the council could change the SIA and remove the requirement for the wall. Other options are that the city could build the wall and sue the developer, or the city could sue the developer and then build the wall. If the city has to maintain the right -of -way, Kurt does not want the wall built. Mayor Olson stated that Henry Lich, who lives near Elena Subdivision, recently complained of low water pressure. Kurt stated that the water pressure in a house is pre - determined by the plumber in the building process. Other items Mayor Olson mentioned that concerns that the city did not follow statute during the process to raise water rates were stated at the recent town meeting. The city did not inform the Montana Consumer Council that it intended to raise the water rates. Sam prepared a written statement, which will be distributed to the council tonight. Kurt requested adding the resolution and change order for $47,000 for the HVAC at the water treatment plant to the council workshop agenda. Review of draft council agenda for July 6, 2010 • Public Hearing: Intent to create SID No. 112 Department Reports: Clerk/Treasurer Shirley contacted MMIA regarding insurance for the vans. MMIA wants the city to check driving records and choose drivers with good records. 2 Department Head Meeting Minutes of June 29, 2010 Mayor Olson, Bill, and Shirley will meet with Norm Klein on Wednesday regarding the budget. Shirley has completed the General Fund budget. The Department of Revenue is two to three weeks behind with the preliminary mill values. Shirley needs to meet with Kurt and Brent to discuss budgets and will give a copy of the ambulance budget to Jan for review. Fire Brent stated that someone cornered him today about the ambulance service in Laurel being replaced by AMR. Mayor Olson explained that the city contacted AMR in case there was an exit of the volunteers. The concern was that the city could provide ambulance service if there was a mass exodus of volunteers. Brent stated that, at last night's Emergency Services Committee meeting, Jan questioned who her supervisor is at this time. Brent stated that he has nothing to do with the ambulance and asked that Jan be told who is her supervisor. Brent stated that LMC does not allow bonfires in the city limits, but LMC 8.20 should be changed to allow burn pits. Brent stated that the city required Bryan Weis to provide documentation for every aspect of the requested event, but that is not required of all organizations. There was discussion. Mayor Olson stated the need for accountability for events within the city. Brent left for work at 4:10 p.m. Ambulance Jan asked to have agendas and minutes e- mailed to her again. Jan requested appointments of Dee Miller and Ted Rose on the July 13 council workshop. Jan asked for a copy of the proposed budget. She asked regarding the Medicare form and the needed signatures, and stated that nothing has been billed since May 1St Jan asked regarding the mass exit of ambulance volunteers as there were five volunteers when she started. Mayor Olson stated that, if there would be a change with the addition of a new person, some may not want to serve, so the city needed an auxiliary plan. Jan stated that the service has always had AMR respond when needed. Mayor Olson stated that the city needed to prepare in case of a mass exit if Jan was not the leader and the volunteers left. Sam stated that the AMR issue is old, not current. The previous fire chief had concerns and wanted a backup plan. Nothing was signed or approved by the city council. Library • Roof replacement 3 Department Head Meeting Minutes of June 29, 2010 Nancy stated that the wood had to be replaced in two spots on the north side of the roof, and the roof project should be done on Friday. The roof project will be in two fiscal years. • Status of City of Laurel's website Nancy stated that a previous city employee informed her that the council minutes are not up -to -date on the website. Committee lists also need to be updated. The recent appointment to the Library Board was not qualified since she lives in the county. The Library Board will not change the bylaws. Another person is interested in the position. Police Department Rick stated that two street dances are scheduled on July 3 1.d and 4 Rick attended a conference last week and will be gone from July 6 to July 15 Lease agreements will be signed for police reserves to use ATV's during the 4 of July events. City Planner • Various grants James will apply for an $8,000 grant for an awning for the mural and in -kind and donated materials will be needed. • Historic Register The 90 -day review period is in progress. • Bus Transit System / Council on Aging There was no discussion. • Medical marijuana issue There was no further discussion. Public Works Department • Construction of a storage building The building needs to go into the next budget. • Status of Water Treatment Plant improvements The HVAC change order will be presented tonight. The rest of the project is finished. • Status of Main Street from 1s to 8 Avenues (Dorsey & Whitney) o CTEP / billing property owners The parcels owned by Dean Fausnaugh and Tim Casey were swapped in the County GIS records. Dan Semmens, of Dorsey & Whitney, will figure out what needs to be done. • 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 4 Department Head Meeting Minutes of June 29, 2010 A meeting with the property owners is scheduled on July 8 • Status of Wastewater Treatment Plant upgrade Work is being done on the Elm Lift Station. • Water fill station The water fill station will be discussed tonight. • Water line across the bridge Kurt stated that the new line needs to be installed. • Cemetery update The proposed water irrigation system would cost $90,000. • Neptune water meters Neptune has agreed to pay the city to change out meters before 3:00 p.m. and will hire a plumber to do it after 3:00 p.m. • Cast iron pipe Chad Hanson is drawing up specs for the cast iron line. Public works is gearing up for the 4 of July. Garbage trucks will run on Monday, and the container site will be open on Monday. City Attorney There was no discussion. Mayor Olson • City's lease of railroad property on Main Street for various uses Joe Gentri has agreed to go forward with leasing railroad property to the city. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed Kurt has the letter Chad Hanson prepared. • Recycling program Bill is working on this. Other There was no discussion. The meeting adjourned at 4:35 p.m. Respectfully submitted, Cindy Allen Council Secretary 5