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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.13.2010MINUTES DEPARTMENT HEAD MEETING JULY 13, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Jason Wells Bill Sheridan Kurt Markegard Brent Peters Sam Painter Nancy Schmidt Jan Faught Shirley Ewan Council Workshop Aaenda — July 13, 2010 General items: • Appointments: o Laurel Library Board: Dixie Feller to fill a term ending June 30, 2013 o Laurel Ambulance Service: Dee Miller and Ted Rose Jan asked that the ambulance appointments be removed from the agenda. Public Works: • Discussion regarding potholes Kurt explained that the 2010 street maintenance project will continue from last year's project. The street maintenance fund receives about $500,000 each year, and the proposal is to use $400,000 this year. Chad Hanson prepared the documents and the streets and quantities need to be determined. The project will be presented at the July 27h council workshop and should go out to bid soon. Mayor asked regarding the joint projects with the County. The last information Kurt received was that the projects were scheduled for the end of July. • Update on proposed SID for SE 4"' Street Bill and Kurt met with the property owners on July 8t'. One property owner needs to complete water and sewer tie-ins on his partial lot, and the locations have been identified. Sam stated that the updated information needs to be sent to Dorsey & Whitney. Chad Hanson is waiting for the County to update the ownership information. The Engagement Letter with Dorsey & Whitney and the resolution of intent will be on the July 27th council workshop agenda. There was a brief discussion regarding the method of assessment for the SID. Shirley stated that a budget needs to be set up for the SID. Cemetery Commission: • Cemetery sprinkler system — Roger Perkins Kurt explained that a quote was received for $67,000 for the sprinkler system and $5,000 for design and specs for the sprinkler system. Installation of a sprinkler system hinges on whether 3-phase power will be installed and available at the cemetery, and the FAA is reviewing some issues regarding the airport. The Cemetery Commission requested $90,000 in the next budget for the sprinkler system. The $81,000 in last year's CIP budget will be reallocated to the new budget. There was discussion about reallocating CIP funds for Kiwanis Park to the cemetery. Planning: Department Head Meeting Minutes of July 13, 2010 • Energy Efficiency Block Grant James has not received the contract. • Medical marijuana — business license ordinance James will present the draft ordinance for council discussion. • Discussion — Drug/Alcohol Policy for transit bus drivers James prepared the policy today and a resolution is needed. There was discussion regarding the possibility of conflicts with the policy in the Implementation Guide. The Drug and Alcohol Policy applies to anyone involved with safety for the bus transit program. St. Vincent's does FTA and DOT testing and could be used for this random testing. • Resolution — Conveyance of quit claim deed of cemetery land to Yellowstone County The city agreed to give an acre of cemetery land to the County in exchange for land the city received. The County wants this completed by the end of July. Sam will prepare the documents. Executive Review: • Discussion — Water rates/failure to provide notice to MCC The options will be presented to the council tonight. The options are to wait to see what happens or to schedule another rate hearing. Sam received a request for documents from the MCC. • Discussion — Proposal from Yellowstone Bank The city asked Yellowstone Bank to reconsider their proposal. No response has been received from the bank as of today. • Discussion — Resolution No. RI 0-77: Job description for Chief -Emergency Medical Services The Emergency Services Committee recommended changing the title and taking out the requirement for a paramedic. • Council issues: o Asphalt Supply (Chuck Dickerson) Mayor Olson and Bill spoke to MRL two weeks ago regarding leasing property across from the Owl Cafe. At that time, they also discussed the status of the asphalt plant and the concerns with the toxic substances in the tanks. MRL indicated that they are working on it. Other items There was no discussion. Department Reports: Clerk/Treasurer Shirley asked the department heads to schedule meetings to review their budgets. Fire Brent asked Sam if he had received the draft ordinance regarding open burning. Brent stated that the ordinance needs to be changed or the current "no open burning" ordinance needs to be enforced. Ambulance Department Head Meeting Minutes of July 13, 2010 Jan questioned why a crew member that has been on military LOA needs to be reinstated to payroll. There was discussion. Jan will fill out the paperwork as requested by payroll. Jan stated that MMIA is waiting for the police report regarding the damage to Care 3. She has not gotten an estimate for repairs yet. Jan asked regarding her vacation requests. She sent Bill an e-mail about covering the positions. Jan and Bill will meet at 9:00 a.m. on Wednesday to discuss doctors for the medical director position. Library • Status of City of Laurel's website Nancy thanked Kurt for fixing the sprinklers at the library. There was discussion regarding posting minutes and agendas on the website. Agendas are posted before and removed after the date of meetings. Police Department Jason stated that the resignation of Tony Contreraz created an opening, which was posted internally until 5:00 p.m. on Monday. The police department sent 119 letters to people listed on the testing consortium. Applicants have until 5:00 p.m. on July 30th to return an application. Jason briefly explained the interview, testing and hiring process. There was discussion regarding POST certification. City Planner • Various grants James submitted the final reimbursement of $3,000 for the Historic Preservation Grant. This fund can be closed out. James applied for a Transportation Safety Plan Assistance Grant from the State of Montana a few months ago for redesign and engineering work on South First Avenue. The State did not accept his proposal, but wants to do a new transportation plan for the City of Laurel. The last transportation plan was done in 1978. James stated that the grant has a 50/50 match and it would be difficult to estimate the costs. The city could request additional match funds from the County. There was discussion. Mayor Olson asked if MDT would be willing to give a presentation to before the council considers this. MDT will be contacted about giving the presentation to Mayor Olson, James, and Bill. • Historic Register There was no discussion. • Medical marijuana issue There was no further discussion. Public Works Department • Construction of a storage building The site has been cleared and Kurt is waiting for budget approval. • Status of Main Street from 1 st to 8th Avenues (Dorsey & Whitney) o CTEP / billing property owners Construction has started and invoices should start coming in a month. Department Head Meeting Minutes of July 13, 2010 • SE 4`h Street — Meeting with property owners on July 8th o Storm water o Leveling course o Center turn lane / parking o Street lights o Flat work o SID The meeting with the property owners was held on July 8`h. The $208,000 project will include a leveling course and mill and overlay after the utility connections have been done. • Status of Wastewater Treatment Plant upgrade Kurt stated that the lift stations would be shut down at 8:00 p.m. tonight to clear the sewer lines. Mayor Olson, Kurt, Bill, and Chad Hanson will meet regarding the wastewater rate proposal. Kurt stated that the punch list needs to be completed for the head works. Kurt stated that the dispatchers need some training, as the lift stations will be on auto -dialers now. The auto -dialers will call the police department first, the water treatment plant second, and Kurt's house if there was no response from the first two. The lift stations should be online by Wednesday morning. • Water line across the bridge Kurt stated that a well cannot be drilled according to DEQ regulations. There was discussion regarding this water line, replacement of the lines on Third Avenue, the remaining SRF funding from the WTP project, and the possibility of adding these projects into the next phase of the major project. • Cemetery update A Cemetery Commission meeting is scheduled on Monday, July 19`h, for discussion regarding benches. Sod was laid and a new flag pole was installed at the cemetery today. • Neptune water meters Sam and Kurt will meet to prepare an agreement with Northwest Pipe. • Cast iron pipe Kurt stated that this is ready for bid. Kurt stated the need for fencing at the water treatment plant, as there was a vehicle in the irrigation canal last Saturday. There was $280,000 in the CIP for a security system at the water plant. The bank is eroding at Riverside Park and the Army Corps of Engineers will be here during the second week of August. Kurt explained the grant for a feasibility study, the city's match, and the need to get other entities involved to protect their interests. The Montana League of Cities and Towns Conference is scheduled on October 6`h through 8`h in Butte. Hotel reservations need to be made for those that plan to attend. City Attorney There was no discussion. 4 Department Head Meeting Minutes of July 13, 2010 Mayor Olson • City's lease of railroad property on Main Street for various uses There was no further discussion. Since he cannot attend the council workshop in August, Mayor Olson will comment regarding fireworks at tonight's council meeting. He stated that the fireworks issue needs to be discussed because of the escalation of the type of fireworks being used. Sam stated that Officer Guy gave him a list of calls regarding fireworks over the 4t' of July. There was discussion regarding the number of people in Laurel during the 0, the number of officers on duty, and the man hours required for certain calls. Sam requested a list of all fireworks complaints, and Jason will ask Susan to provide that information prior to the August I Wh council workshop. Brent gave Sam a copy of the fireworks policy in the City of Billings. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed The letter will be sent out to the property owners. • Recycling program Bill stated that a recycling program is needed. Other Kurt mentioned that Big Sky State Games requested use of the parking lane on First Avenue from East 6t' Street north out of town. No barricades or street closures were requested. Shirley asked if Yellowstone County could be asked to spray at Riverside Park, but the County does not spray for mosquitoes. The meeting adjourned at 4:32 p.m. Respectfully submitted, Cindy Allen Council Secretary