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HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.03.2010MINUTES DEPARTMENT HEAD MEETING AUGUST 3, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Bill Sheridan Sam Painter Shirley Ewan Council Agenda — August 3, 2010 James Caniglia Kurt Markegard (3:42 p.m.) Nancy Schmidt Rick Musson Brent Peters Jan Faught (3:12 p.m.) Scheduled Matters: • Confirmation of Appointments: o Laurel Fire Department: Jason Shovar and Dan Achten Brent will introduce Dan Achten at tonight's meeting, but Jason Shovar cannot attend. • Set an additional water rate increase public hearing on September 21, 2010. Sam stated that the Montana Consumer Counsel's expert disagrees with the city, as stated in an e-mail to the council and the attorney. The MCC charges that Cindy and Darrell Fox have been treated differently than everyone else. Harry Whalen informed the city that he will try to attend the public hearing. • Set a public hearing on September 7, 2010, for an extension of a temporary moratorium on the opening, operation, and licensing of any establishments that grow, sell, or distribute medical marijuana. Rick explained the case regarding a grow operation on 121' Street. An incident occurred last weekend when the neighbors called the cops, and it was a bad situation. There was discussion regarding this incident, which demonstrates another reason to say no to medical marijuana within the city, the chemicals that go into the water system and the Yellowstone River when medical marijuana is allowed, the fact that Montana law does not define a plant, Federal law defines the plant by the root system, an additional operation on Valley Drive, the security issues, and what charges can be filed in this case. At this point, there is an illegal home occupation, so the city will write a letter giving the person 30 days to cease and desist the operation. The State of Montana did not consider these issues and now the legislature has to react. • Resolution No. R10-87: A resolution of the City Council accepting an Energy Efficiency Community Block Grant from the State of Montana Department of Environmental Quality (DEQ). James explained that the grant is for upgrades to city hall. If the council approves, the project will go out to bid tomorrow. There was discussion regarding complying with state procurement laws, preparation of the specs and advertisement for bids, and bidding everything as one project. Sam stated that the city has a sample bid package for James to use. • Resolution No. R10-88: Notice of intent to vacate a certain alley in the City of Laurel. The resolution of intent is to abandon the alley on the west side of the Tender Nest property. Draft Council Workshoa Agenda — Auaust 10, 2010 Department Head Meeting Minutes of August 3, 2010 General items There was no discussion. Bresnan Communications: Franchise agreement Sam has some questions for Shirley. Sam stated that Bresnan will be bought out by another company soon, and that provision needs to be included in the franchise agreement. Planninp-: • Resolution — Vacate alley between Laurmac Subdivision Lot 1 and Ward Subdivision Lot 13 There was no further discussion. • Laurel Urban Renewal Agency recommendations: o $4,000 to Laurel Town Square Mural Project for public improvements o $4,000 for match reimbursement to Planning for work title search and surveying of proposed Historic District Sam will prepare a legal opinion regarding both recommendations. Public Works Department: • Resolution — Engagement Letter with Dorsey & Whitney Dorsey & Whitney will prepare the Engagement Letter. • Resolution — Intent to create SID for SE 0 Street Dan Semmens and Chad Hanson are working on the SID for SE 4d' Street. Shirley needs figures to budget for the SID. The figures should be included in the resolution that Dorsey & Whitney prepares. Executive Review: • Discussion regarding fireworks David Herman recently contacted the Attorney General's office. Sam stated that the city cannot regulate fireworks more than prohibit them Funding is needed in order to enforce the ordinance. Chuck Rodgers mentioned that two big concerns are that the fireworks are being set off past midnight and the size of the shells has increased. Sam suggested that Rick prepare the budget needed for two days of intense patrol for fireworks. Since the police reserves are already involved during the 4`h of July events, no additional manpower is available. The concerns are that there are not enough personnel available to enforce the ordinance and that the $25 fine needs to be increased. Rick stated that only 50 fireworks complaints were received from June 25th to July 22nd. Laurel has the largest fireworks display in the State of Montana, and the fireworks are a major event in this city. • Council Issues: o Murray Park (Chuck Dickerson) Kurt stated that the issue in Murray Park is being corrected. o Park Maintenance District in Elena Subdivision (Chuck Dickerson) According to the SIA, the Park Maintenance District was supposed to be created prior to final plat approval, but that was not done. A meeting needs to be scheduled with the property owners in order to get input and begin the process to create the district. James will get a list of the property owners. 4 Department Head Meeting Minutes of August 3, 2010 o Hole in the road on South First Avenue (Chuck Dickerson) Kurt stated that the State fixed the hole. Bill recently wrote a letter to MDT regarding Chuck Rodgers' concerns about pedestrians crossing Main Street. Department Reports: Clerk/Treasurer Shirley is working on the budget and also needs to close the books. She distributed budgets to each department head for review and asked them to contact her if changes are needed. Cathy recently distributed one copy of "Well With Blue impact news" to each department head. Shirley asked department heads to have their employees read the information and inform them that it is available on the Blue Cross Blue Shield website. Shirley received the certified mill value yesterday. The mill value went up $38 and the city will have 11 additional mills with the floating mill value. Shirley would like Norm Klein to review the budget and the mill values. There was discussion regarding OSHA's recent inspection at the City of Laurel and possible requirements that need to be added to the budget. OSHA's report should be available this week. Shirley stated that the budgets are padded and could be changed quickly. The council and Mayor Olson need to make decisions regarding the capital outlay for the Capital Projects Fund. Ambulance The ambulance service transported several people from the YB&GR today, as there was an incident with over-the-counter medications there. The OSHA reps told Jan that the department needs a garbage can with a lid for disposal of bio -waste. Jan spoke regarding immunizations for the crew, as they need an annual TB test done. Jan will schedule dates for HIPAA training soon. Jan will be on vacation from Thursday through Sunday. Library • Status of City of Laurel's website Nancy has made progress on the city's website. Library patrons still cannot access the parking lot from 8th Avenue but only by going through the alley. Nancy will contact the project manager, Ted Thronson, regarding issues with the 86h Avenue project. The OSHA reps had issues with the design of the downspout by the employee entrance and the condition of the carpeting in the library. Nancy already contacted the architect about the downspout. Department Head Meeting Minutes of August 3, 2010 The CIP includes $21,000 for replacement of the carpet. The hot water heater has already been replaced. Police Department Rick stated that the hiring process is ongoing. Applications were received from 34 people, 15 applicants will complete the B -Pad testing, and then interviews will be scheduled. City Planner • Various grants James submitted an $8,000 grant last week for an awning for the mural project. • Historic Register Information should be available soon. • Medical marijuana issue There was no further discussion. The bus transit vehicles will be parked in front of city hall tonight for the council to see. Public Works Department • Construction of a storage building The lot has been cleared. • Status of Main Street from 1 't to 8t' Avenues (Dorsey & Whitney) o CTEP / billing property owners Kurt stated that Chad Hanson will contact Dorsey & Whitney to find out if this will be an intercap loan. • SE 40' Street SID Chad and Dorsey & Whitney are working on the SID. • Status of Wastewater Treatment Plant upgrade The project is complete, except for the smells at the Elm lift station. • Water line across the bridge Kurt asked for direction from the city. Bill asked that Chad provide cost estimates for the project. • Cemetery update The benches have been ordered. Since the County does not have a mower, Kurt mentioned that the city could lease a mower to the County. Bill stated that he does not want the city to be involved with that. • Neptune water meters There was no discussion. • Cast iron pipe Great West estimates a cost of $275,000 to replace the cast iron pipe in the four -block area. If the city goes out for bid for this project, replacement of the water line across the bridge could be included. 4 Department Head Meeting Minutes of August 3, 2010 The Army Corps of Engineers will be in Laurel on Friday at 10:30 a.m. to view the old dump site. NorthWestern Energy has not metered the Wal-Mart lift station for the past three years, but they will send a bill to the city for the last six months. There was discussion regarding the traffic issues on 50' Avenue and Main Street while MDT closed the underpass earlier this week. Kurt suggested that a four-way stop is needed, but the State would have to approve it. The school district has also requested crosswalks at this intersection. The County is doing the milling project on Alder, Fir and East 81' this week. The screen to the cemetery pump had to be replaced. Kurt stated that sliding screens would be a long- term solution. Kurt spoke with the DNRC regarding the water rate issue today. City Attorney There was no discussion. Mayor Olson • City's lease of railroad property on Main Street for various uses There was no discussion. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed There was no discussion. • Recycling program There was no discussion. Fire Brent will be on vacation from Wednesday to Wednesday. Gary Colley or Terry Ruff will attend next Tuesday's council workshop to address the ordinance on bonfires. The fire department now has 38 members. Brent received two bids for the FAP security system Other There was no discussion. The meeting adjourned at 4:32 p.m Respectfully submitted, Z� 0_11_0_t� Cindy Allen Council Secretary 5