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HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.27.2010MINUTES DEPARTMENT BEAD MEETING JULY 27, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Bill Sheridan Kurt Markegard Rick Musson Shirley Ewan Nancy Schmidt Brent Peters Sam Painter Jan Faught Council Workshop Agenda — July 27, 2010 General items Two fire department appointments will be added to the agenda. Bresnan Communications: Franchise agreement Sam explained that Bresnan is negotiating to buy Cable Montana. The franchise agreement Bresnan submitted has a few new items that need to be reviewed. The 5% franchise fee on the gross proceeds would go into the city's General Fund. Planniniz: • Resolution — Energy Efficiency Block Grant James stated that the city's $8,000 grant match would come out of the Building Department. • Resolution — Alley abandonment (20' alley between Laurmac Subdivision Lot 1 and Ward Subdivision Lot 13 — Tender Nest) James stated that the alley was annexed about a year ago, and Randy Swenson plans to build across the location. The notice of intent will be published in the newspaper. • Laurel Urban Renewal Agency recommendations: o Up to $30,000 in water line upgrades for the new movie theatre Shirley included the $30,000 in the budget. o $4,000 to Laurel Town Square Mural Project for public improvements James is working on a grant for an awning to cover the mural and LURA recommends investing $4,000 in the project. o $4,000 for match reimbursement to Planning for work title search and surveying of proposed Historic District Shirley has budgeted for the items and stated that there is still over $100,000 in the TIFD Fund. • Discussion — Medical Marijuana James stated that the Planning Board recommended that the council extend the moratorium another six months. The dates need to be reviewed to schedule another public hearing. Executive Review: • Discussion — Proposal from Yellowstone Bank Yellowstone Bank originally asked for $80,000 for the property in Solid Foundations. The city asked the bank to reconsider the price and the bank is now asking for $65,000. There was a brief discussion. Department Head Meeting Minutes of July 27, 2010 Council Issues: • Procedure for recommendations from boards, commissions, committees (Emelie Eaton) Kurt stated that the Tree Board and other committees want to know how to present recommendations to the council. There was a lengthy discussion regarding the issue. Sam suggested that the items could be presented under Reports of Boards and Commissions. Public Works Department: • Resolution— 2010 Street Maintenance Project A resolution is not needed at this time. After the city goes out to bid, the recommended bid will be presented to the council for approval. The $400,000 street maintenance project is planned for September and October. • Resolution — Engagement Letter with Dorsey & Whitney • Resolution — Intent to create SID for SE 4h Street These two items will be removed and rescheduled on the August 106' council workshop agenda. Dorsey & Whitney are working on the documents. Street maintenance funds will provide $50,000 for the leveling course on SE 4 Street and an SID is needed for the remaining $200,000 for the project. Kurt proposed setting a November Is' deadline for property owners to get the utility tie-ins done, going out to bid for the SID in February, starting construction on the project in April 2011, and setting five-year moratorium on cutting the street. Department Reports: Clerk/Treasurer Shirley has met with all department heads regarding budgets and is close to being done with the budget. The CIP Fund is at $744,000 and needs to be reviewed for cuts. Mayor Olson will need to provide input. The budget will be presented to the Budget/Finance Committee on August 17th. Fire Brent stated that two previous firemen, Jason Shovar and Dan Achten, are returning to the department. The appointments will be presented tonight and will be on the August 3'd council agenda. Brent will be on vacation from August 4th to August 10th or 11th. Assistant Chief Terry Ruff will be available while he is gone. Sam has reviewed the burning policy Brent gave him recently and will send the proposed ordinance to Brent. Ambulance Jan had nothing new to report. Library • Status of City of Laurel's website Nancy is updating the website. Nancy stated that the gutters have been installed. She will ask the architect to redesign the gutter above the walking path, as there could be issues with ice in the winter. 2 Department Head Meeting Minutes of July 27, 2010 There was discussion regarding the 8h Avenue project and the need to finish the sprinklers and the entrance to the parking lot at the library. Police Department Rick will be gone next week when his first grandbaby is born! Applications for the vacant police officer position (COPS Grant) are due by Friday at 5:00 p.m. Interviews should be scheduled by the end of August and Rick stated that the position should be filled in September. City Planner • Various grants James did not attend the meeting, as he was working on a grant today. • Historic Register • Medical marijuana issue Public Works Department Kurt stated that OSHA reps have been in the city all day. There was discussion regarding their comments, the Montana Safety Culture Act, the city's Safety Committee, the need to approve the Personnel Implementation and Instruction Guide, and the recently adopted job description for the Environmental Health and Safety Officer. • Construction of a storage building Kurt stated that the storage building is in the budget. • Status of Main Street from I" to 8t' Avenues (Dorsey & Whitney) o CTEP / billing property owners There was discussion regarding the SID. Shirley will contact Dorsey & Whitney to follow through with SID No. 112. • SE 4t` Street SID There was no further discussion. • Status of Wastewater Treatment Plant upgrade Kurt stated that the project is almost finalized. There has been a residual smell at the Elm lift station when the fan kicks on and pulls the H2S out of the lift station. • Water line across the bridge The water line has been included in the budget, but the administration needs to decide whether to go forward. • Cemetery update The Cemetery Commission will meet on Thursday. Bill and Kurt will discuss the funding for the sprinkler system with Chuck Rodgers. • Neptune water meters 3 Department Head Meeting Minutes of July 27, 2010 The agreement needs to be finalized. • Cast iron pipe Shirley included replacement of the cast iron pipe in the budget. Kurt stated that the bid specs are in and it is ready to go to bid. Kurt, Chad Hanson, Shirley and Jackie Kuhl need to meet to review the financials and the budget. City Attorney Sam will research the procedure to increase the assessments for the light districts. Mayor Olson • City's lease of railroad property on Main Street for various uses Bill is working on this. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed Kurt stated that Chad Hanson has prepared the letter, but the city needs to know if property owners are interested before the SID process goes forward. • Recycling program Bill stated the need for a recycling program in order to reduce the amount of garbage because the City of Billings has increased the rates. There was discussion. Other There was no discussion. The meeting adjourned at 4:10 p.m. Respectfully submitted, Cindy Allen Council Secretary 4