HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.14.2010MINUTES
DEPARTMENT HEAD MEETING
SEPTEMBER 14, 2010 3:00 P.M.
COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson Brooke Baracker (3:30 p.m.) Jan Faught
Kurt Markegard Brent Peters Chuck Rodgers
Shirley Ewan Nancy Schmidt
Special Council Agenda — September 14, 2010
Adoption of the 2010-2011 Final Budget:
• Resolution No. R10-97: A resolution approving and adopting the Final Budget for the City of
Laurel for the fiscal year 2010-2011.
• Resolution No. R10-98: A resolution levying taxes for general and specific purposes for the
City of Laurel, Montana, for the fiscal year beginning July 1, 2010.
• Resolution No. R10-99: A resolution levying and assessing all of the property embraced within
Special Improvement Lighting District No. 2 of the City of Laurel, Montana, for the entire cost
of maintenance and electrical current for the fiscal year 2010-2011.
• Resolution No. R10-100: A resolution levying and assessing all of the property embraced
within Special Improvement Lighting District No. 3 of the City of Laurel, Montana, for the
entire cost of maintenance and electrical current for the fiscal year 2010-2011.
• Resolution No. R10-101: A resolution levying and assessing the cost of street paving, curb and
gutter, and storm drain facilities for Special Improvement District No. 110 within the City of
Laurel, Montana, for fiscal year 2010-2011.
• Resolution No. R10-102: A resolution levying and assessing the cost of sidewalk improvements
for Special Improvement District No. 111 within the City of Laurel, Montana, for fiscal year
2010-2011.
• Resolution No. R10-103: A resolution levying and assessing the cost of sidewalk improvements
for Special Improvement District No. 112 within the City of Laurel, Montana, for fiscal year
2010-2011.
• Resolution No. R10-104: A resolution levying and assessing the cost of street maintenance
and/or improvements for Street Maintenance District No. 1 that constitutes all streets and alleys
embraced within the City of Laurel, Montana, for fiscal year 2010-2011.
• Resolution No. R10-105: Being a resolution levying and assessing all of the property embraced
within Street Sweeping District No. 1 of the City of Laurel, Montana, for the purpose of the
sweeping of streets in the downtown or business district for the fiscal year 2010-2011.
• Resolution No. R10-106: A resolution levying and assessing a special tax against certain
property in the City of Laurel for delinquent water charges.
• Resolution No. R10-107: A resolution levying and assessing a special tax against certain
property in the City of Laurel for delinquent sewer charges.
• Resolution No. R10-108: A resolution levying and assessing a special tax against certain
property designated as garbage districts in the City of Laurel, Montana, for the removal of
garbage and refuse.
Council Workshop Agenda — September 14, 2010
General items
• Appointment:
Department Head Meeting Minutes of September 14, 2010
o Laurel Ambulance Service — Jackie Yamanaka -Williams
Jan will speak regarding the appointment at tonight's council workshop.
Public Works Department:
• Resolution — Engagement Letter with Dorsey & Whitney
• Resolution — Intent to create SID for SE 4h Street
The resolutions are not ready for tonight and will be on the September 28h council workshop agenda.
Kurt explained that Jim Harr's assessment would increase $3,000 and Dan Semmens wants Jim to sign
an agreement before the SID goes forward. Kurt will e-mail the documents to Jim, who told Kurt he
would have the agreement signed by the end of the week. Kurt also talked to Jim Harr about the storm
water tie-ins.
• Resolution — Change order for Wastewater Improvements Project
Kurt explained the reconciliation change order and his concern regarding the $3,000 for bypass
pumping over the Memorial Day weekend. ESI contends that the lift station was ready to go, but the
phone service and electricity were not yet adequate for the auto dialer to contact dispatch or the public
works personnel in case of an emergency. The $3,000 portion of the change order might not go forward
at this time.
Shirley asked if the reconciliation change order closed out the project so the certificate of completion
could be signed and returned to the contractor. There are still issues with the Elm Lift Station, and legal
counsel is reviewing the contract.
Executive Review:
• Land purchase from Yellowstone Bank
Mayor Olson stated that the proposed agreement for a buy/sell is $20,000 down with a 3.75 percent loan
on the remaining $45,000 for ten years. The council needs to decide how to proceed. At the previous
council workshop, Kate Hart requested that Kurt speak regarding the purchase of the land at tonight's
meeting.
• Council Issues:
o Animal ordinance (Norm Stamper)
Legal counsel has the animal ordinances from Kalispell and Bozeman.
o Guidelines for Hearing of Individuals and Delegations at meetings (Norm Stamper)
Norm Stamper received the guidelines when he attended a school board meeting recently. Mayor Olson
stated that legal counsel said the guidelines might not apply to municipalities.
o Davis Ditch (Norm Stamper)
Kurt stated that the Davis Ditch is not the city's problem. He mentioned that the groundwater from the
Yellowstone River has been a problem.
o Motion sequences
Mayor Olson stated that the issue is whether or not a council member can make a motion to approve an
item and then vote against the item He explained that a member that makes the motion to approve can
vote against it, but cannot speak against the item. The council member could make a motion to discuss
the item, and then another council member could make the formal motion later.
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Department Head Meeting Minutes of September 14, 2010
Review of draft council agenda for September 21 2010
• Public Hearing: Additional water rate increase public hearing
Mayor Olson will not chair the water rate public hearing next Tuesday. Legal counsel has advised that
it would be best if an impartial judge chairs the public hearing. The contract for the individual to review
the documents prior to the meeting and then chair the hearing will probably be $250/hour. Kurt stated
that the $1,500 expense would be a wise investment to make sure that the water rates remain in place.
Mayor Olson stated that only new information will be allowed during the public hearing.
• Ordinance No. 010-03: An ordinance amending two sections of the LMC titled "Bonfire
prohibited" and "Smoking in hotel beds prohibited" located at Chapter 8 of the LMC. (First
reading 08/17/2010; PH 09/07/2010; Second reading 09/21/2010)
Brent spoke regarding the requirements for fire pits, liability issues for the city and the property owner,
and barrels that are sometimes used for fire pits.
Deuartment ReDorts:
Clerk/Treasurer
Shirley completed the Intercap loan for SID No. 112. Since the city had bond counsel for the SID, the
city must assume a debt for it. Louise at Intercap will review the application and thought it would be
approved soon.
Fire
Brent asked for the appointments of several new firemen on the next workshop agenda.
Brent spoke regarding the payments for the fire department's services at the DNRC fires in Columbus
and Clappers Flats. There was discussion regarding use of the funds. Shirley will check with the
auditors regarding the legalities.
Brent will not be at the council workshop tonight. He plans to attend the Yellowstone Fire Council
meeting, where there will be discussion regarding grant funds.
Brent stated that the fire department's new hires will have a probation period with certain requirements.
There was discussion.
The fire department's open house is scheduled on Saturday, October 9th and will involve the fire,
ambulance and police departments. Several other entities will be involved, include the MHP and the
HELP Flight. Advertisements for the event will start next week.
Brent mentioned that the ladder truck that was sold to Riley Cooke still has the City of Laurel's plates
on it. He will try to get the plates back.
There was discussion regarding the OSHA findings and how the city will address the issues. Kurt stated
that the city has been in violation of the order since last Friday, and the city needs to send OSHA a letter
requesting an extension. Kurt will draft a letter for Mayor Olson's signature. Joe Wolfe is willing to
assist the city with safety training and policies.
Mayor Olson stated that Chris Rosenberg will become the safety officer for the City of Laurel after the
budget is approved. Kurt stated that the two job descriptions need to be merged for the position.
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Department Head Meeting Minutes of September 14, 2010
Mayor Olson asked the department heads to provide updated statuses for Kurt to include in the letter.
Ambulance
Jan will be gone on Friday and all next week. Jesse Kloberdanz will be in the ambulance office during
the day and Kara Hergenrider will also be available.
Jan has prepared a presentation on revamping the ambulance organization and would like to present it
soon. There was discussion regarding having attendants on payroll, requiring a training period, and
changing the wage resolution and the by-laws.
Care 3 has been moved to the east side of the building. The vehicle needs to be plugged in, but there is
no outlet available there. Brent suggested running an extension cord from the south side of the building
through the bay doors.
Jan asked regarding the purchase of a building for the ambulance service. There was discussion
regarding a low interest loan from Rural Development and a loan from United Bank, the need for an
agreement with Mike Penne by the end of the month, the Safer Grant available through Senator Tester's
office, adjustment of ambulance rates to accommodate increased debt, questions regarding use of TIFD
funds, benefits of possibly leasing the building, having volunteers do improvements on city buildings,
workers' comp issues, possible ground contamination since this property was a gas station, and the need
to get a soil sample before the city considers the purchase. All issues need to be considered and a final
proposal needs to be presented to the council.
Mayor Olson and Jan will meet on Wednesday for further discussion.
Library
• Status of City of Laurel's website
Nancy will attend five meetings during the next six weeks.
The audio-visual conference center has been completed and is available for use in the library.
Nancy contacted Ted Thronson, MDT, regarding the missing sprinklers.
Police Department
There was no discussion.
City Planner
• Historic Register
• Medical marijuana issue
There was no discussion.
Public Works Department
• Status of Main Street from 1 " to 8th Avenues (Dorsey & Whitney)
o CTEP / billing property owners
The Intercap loan application has been submitted.
• SE 4th Street SID
Kurt contacted Jim Harr regarding the assessment.
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Department Head Meeting Minutes of September 14, 2010
• Status of Wastewater Treatment Plant upgrade (98% complete)
There was no further discussion.
• Water line across the bridge
Chad is working on this as a change order for the water project.
• Neptune water meters
A meeting is scheduled on Wednesday.
• Cast iron pipe
Kurt stated that the project is going out to bid and ARRA forgiveness funds will be used. There was
discussion regarding the culverts and the valley gutters.
Kurt will forward the street maintenance and waterline replacement calendars to Shirley, Cindy and
Sam
Kurt stated that public works is blowing out the sprinklers in the parks. Riverside Park was closed for
camping yesterday, as there was not enough revenue to warrant paying the power costs.
Kurt stated that replacement of the water line across the bridge could be done this fall.
City Attorney
There was no discussion.
Mayor Olson
• City's lease of railroad property on Main Street for various uses
Mayor Olson is working on this.
Mayor Olson plans to start meeting with Public Works at 9:00 am. on Mondays and with other
department heads, too.
Chief Administrative Officer
• Recycling program
There was no discussion.
Other
Jan mentioned that AMR will participate in a Safe Kids Coalition event on October 22nd at West High
gym -
The meeting adjourned at 4:30 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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