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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.20.2010MINUTES DEPARTMENT HEAD MEETING JULY 20, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Bill Sheridan Kurt Markegard Brooke Baracker Nancy Schmidt Shirley Ewan Chuck Rodgers Council Agenda — July 20, 2010 Rick Musson Brent Peters Jan Faught Scheduled Matters: • Confirmation of Appointments: o Laurel Library Board: Dixie Feller to fill a term ending June 30, 2013 • Resolution No. R10-77: 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 No. R10-85: Resolution of the City Council approving the conveyance of a parcel of city -owned property by Quitclaim Deed to Yellowstone County to be part of the Yellowstone County Veterans' Cemetery and authorizing the Mayor to execute a Quitclaim Deed on the City's behalf. • Resolution No. R10-86: A resolution of the City Council adopting a Substance Abuse Policy for safety -sensitive Laurel Transit employees. • Reconsider the bulk water resale rate and set a date for an additional water resale rate hearing at the next regular council meeting. There was discussion regarding the verbiage of this agenda item, which will be changed to "reconsider the water rate increase and to set a date for an additional water rate increase hearing at the next regular council meeting." Regarding Resolution No. R10-77, a motion might be made to amend the resolution and job description. If that motion is approved, the council needs to vote on the resolution and job description as amended. Since no one attended last night's Cemetery Commission meeting, Chuck Rodgers rescheduled it on Thursday, July 29`h, at 5:30 p.m. Rick asked regarding Heritage Days on July 201h and 21 ". Emelie Eaton recently put the event on the dates to remember on the council agenda. Draft Council Workshop Agenda — July 27, 2010 General items Bresnan Communications: Franchise agreement Mayor Olson provided background information regarding attempts to get a franchise agreement with Cable Montana and the franchise agreement the council approved with LightNex. Bresnan is planning to purchase Cable Montana and needs a franchise agreement with the City of Laurel. Public Works Department: Department Head Meeting Minutes of July 20, 2010 • Resolution— 2010 Street Maintenance Project Chad is working on the information, which will be presented at the council workshop. • Resolution — Engagement Letter with Dorsey & Whitney The Engagement Letter is the agreement for Dorsey & Whitney to set up the SID for SE 4th Street. • Resolution — Intent to create SID for SE 4th Street Dorsey & Whitney will prepare the resolution of intent to create the SID. Bill stated that two property owners do not want the SID assessed on front footage but want it assessed on square footage. There was discussion regarding the windmill property owner, the mini mall, Wal- Mart, and Fox Lumber. Kurt stated that, if Fox Lumber and Wal-Mart protested the square footage assessment, the SID would not go forward. Plannine: • Resolution — Energy Efficiency Block Grant James received the grant documents for the building improvements on Monday. • Resolution — Alley abandonment (20' alley between Laurmac Subdivision Lot 1 and Ward Subdivision Lot 13) The Public Works Committee reviewed Randy Swenson's request for alley abandonment and recommended that the council approve the request. Randy plans to extend a building at Tender Nest that would completely cover the existing alley. James will check to see if there are other utilities in the alley. Executive Review: • Discussion — Proposal from Yellowstone Bank Bill will meet with Yellowstone Bank at 9:00 a.m. on Wednesday. Department Reports: Clerk/Treasurer Budget meetings are scheduled with James on Wednesday morning and with Kurt on Wednesday afternoon. Norm Klein will attend the meetings. Fire Brent is getting bids on a security system at the FAP and expects the bids to range from $16,000 to $26,000. There is no funding for a security system at this time. Brent stated that Engine 1 is out of service and the parts to repair it were recently delivered. Since the city is short on pumpers, there is an agreement with the Molt Fire Department to provide backup for Laurel if needed. Brent mentioned that two firefighters, Jason Shovar and Dan Achten, will return to the department, and applications are being received for other positions. 2 Department Head Meeting Minutes of July 20, 2010 Brent stated that a lawsuit is pending for silo incident at the airport in December. Four firefighters received trial notices regarding the September court date for the Demaris incident on Valley Drive. Butch Ripley will meet with Shirley on July 27`x' at 4:00 p.m. to discuss the Relief Association. There was discussion regarding the CIP and the need for discussion of which items the department heads want moved forward. Kurt will consider using the CIP funding for Kiwanis Park to complete the sprinkler system at the cemetery. Shirley wants the budget ready for the Budget/Finance Committee meeting on August 3'a. She will distribute the revised budgets to the department heads soon. Ambulance Jan will schedule a HIPAA class for the emergency responders. She stated that city hall employees no longer have contact with patient information. Library • Status of City of Laurel's website Nancy is separating the fire and ambulance departments on the website. The library roof is completed, but the gutters have not been installed. Police Department Rick stated that 119 letters were sent out for the officer vacancy, and the department has been in contact with 130 people. After applications close on July 30`x', the B -Pad and interviews will be scheduled. Rick hopes the position will be filled by the end of August. Brent stated that Gary Colley is working on a solution to the fireworks issue. There was a lengthy discussion regarding legalizing fireworks on July Yd and 4'', the size of the fireworks being sold and set oil the information that 13 officers in Billings only wrote 63 tickets over the 4h, and the need for the police department and the court to work together regarding fireworks violations. Ken Bray, ATF, will be contacted regarding the fireworks issue. City Planner • Various grants James applied for a grant for an awning for the mural on the downtown building. • Historic Register The Historic District grant is still in the 90 -day review period. • Medical marijuana issue Dr. Richardson wants to encourage the council to extend the moratorium for another six months. Discussion will be added to the July 27th council workshop agenda. Public Works Department • Construction of a storage building Kurt stated that the building needs to be budgeted. 0 Status of Main Street from 1" to 8`h Avenues (Dorsey & Whitney) Department Head Meeting Minutes of July 20, 2010 o CTEP / billing property owners The curb and gutter is being installed and some drainage issues have been addressed. • SE 40' Street SID There was no further discussion. • Status of Wastewater Treatment Plant upgrade Kurt stated that the project is substantially complete except for the punch list. The one-year walk through period will begin soon. • Water line across the bridge Kurt stated that the budget needs to be reviewed for the water line. • Cemetery update Kurt asked regarding an extension to the agreement with the County for the city to provide maintenance at the County Veterans' Cemetery. The Commissioners need to be contacted since there is no extension agreement. The Alder Avenue project is scheduled to begin on Monday, July 26`h. • Neptune water meters The city will change out the meters before 3:00 p.m. and a plumber will be hired after 3:00 p.m. • Cast iron pipe The budget needs to be reviewed for this project. CHS Refinery plans to build new buildings and a parking lot east of Yellowstone behind the coker in September. Discussion is needed with the emergency services. Kurt stated that someone broke into the container site recently. The pool was closed on Sunday because there was not enough chlorine available. An old refrigerator was found at the old city dump site. Kurt stated that security improvements are needed. There was discussion regarding closing the road on the north side by the water plant, shutting down access to fishing access, the need to work with FWP, and the security plan done several years ago. Kurt has been assisting with clarifications needed for sewer, main line, and storm water issues on the 801 Avenue project. Kurt attended the Bright n' Beautiful luncheon today. Kurt spoke regarding the procedure for recommendations from committees, boards, and commissions to go forward to the city council, the need for the council to annually approve a list of qualified contractors (electricians, plumbers, tree trimmers, etc.) for the city to use, and the need for committees to research their issues because he does not have time to do it for them. City Attorney There was no discussion. 4 Department Head Meeting Minutes of July 20, 2010 Mayor Olson • City's lease of railroad property on Main Street for various uses Bill stated that the city has not decided what to offer MRL. Shirley asked if the leases should be budgeted. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed There was no discussion. • Recycling program Kurt mentioned the www.recycleamerica.org website. The City of Billings offers curbside recycling for grass through an outside contractor. Kurt stated that the Bright n' Beautiful organization is considering a name change. He encouraged them to keep Laurel included since 80 percent of Laurel's workforce goes to Billings every day. One name suggestion was "Keep Yellowstone County Beautiful". Other There was no other discussion. The meeting adjourned at 4:18 p.m. Respectfully submitted, Cindy Allen Council Secretary 5