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HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.21.2010 MINUTES DEPARTMENT HEAD MEETING SEPTEMBER 21, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Mark Guy Jesse Kloberdanz Kurt Markegard Brent Peters Sam Painter Shirley Ewan Nancy Schmidt Council Agenda — September 21, 2010 Public Hearing: • Water rate increase — additional public hearing. Mayor Olson stated that a hearings official will preside over the public hearing. Scheduled Matters: • Confirmation of Appointments: o Laurel Ambulance Service: Jackie Yamanaka - Williams • Ordinance No. 010 -03: An ordinance amending two sections of the Laurel Municipal Code titled "Bonfire prohibited" and "Smoking in hotel beds prohibited" located at Chapter 8 of the Laurel Municipal Code. Second reading. Mayor Olson stated that the city will not provide oversight of fire pits by the fire department or building official. Brent will be gone and is not sure if Terry Ruff will attend the council meeting. After the ordinance is adopted, Brent will put some information in the newspaper. • Resolution No. R10 -109: A resolution authorizing the Mayor to sign the final change order closing Phase 2A1 of the Laurel Wastewater Treatment Plant Improvements Project. Kurt has reviewed the change order. Mayor Olson stated that Stephanie Seymanski did not need to attend tonight's council meeting. • Resolution No. R10 -110: A resolution of the City Council authorizing City officials to proceed with the purchase of a parcel of property located within the Solid Foundations Subdivision. The final terms will need to be decided if the council authorizes the purchase. Mayor Olson stated the need to determine what is best for the City of Laurel. Draft Council Workshop Agenda — September 28, 2010 General items: • Appointments: o Park Board — Hazel Storck to fill a term ending December 31, 2010 o Laurel Volunteer Fire Department: Ali Guenthner, Don Ebright, Cole Perrigo, Zack Winchell Zach will not be able to attend the council meeting. CHS Refinery: • Request for abandonment of sewer line and replacement of sewer line Kurt recommends going forward with this request. Clerk/Treasurer: Department Head Meeting Minutes of September 21, 2010 • Bond Resolution for SID No. 112 Shirley stated that the assessments need to be submitted to the county by October 8th or they will not be assessed until next year. Public Works Department: • Resolution — Engagement Letter with Dorsey & Whitney • Resolution — Intent to create SID for SE 4th Street Dean Rankin recently talked to Jim Harr regarding the square footage assessment. Kurt will get the final figures to Dean Rankin tomorrow. Dorsey & Whitney wants the four property owners to sign an agreement so they will not object to the assessments. Chad Hanson will write an agreement. • Resolution — Award bid for water line project The bid opening is scheduled on Friday, October 1S at 2:00 p.m., and Chad will submit the recommendation that day. The resolution awarding the bid will be on the October 5 council agenda. • Report regarding bank erosion in Riverside Park • Security fencing and closing access past the Water Treatment Plant Kurt will prepare presentations for the council workshop. City Planner: • Update on Bus Transit Program James stated that the Downtown Billings organization is advertising the van pool and it will be on the city's website soon. The demand response program is working well. James asked that a resolution for an agreement with Blair Unlimited, Inc., for signage on buses be added to the council workshop agenda. The city would receive about $400 /month for advertising on the three buses and one -third would go to the Senior Center. There was discussion regarding requirements for the benches, ASTM standards, and restricting wheelchair and pedestrian traffic on sidewalks. Executive Review: • Council vacancy Lisa Scribner was the only applicant for the council vacancy. • Appointment of Safety Officer Mayor Olson and Kurt will meet with Chris on Friday morning. • Council Issues: o Guidelines for Hearing of Individuals and Delegations at Meetings (Norm Stamper) Mayor Olson stated that the current council format works well. Department Reports: Clerk/Treasurer Shirley spoke regarding her concerns with two resolutions that Alec Hansen and the Montana League of Cities and Towns are taking to the Legislature. There was discussion about the two resolutions for stricter seatbelt laws and recycling sewer water into drinking water. 2 Department Head Meeting Minutes of September 21, 2010 Mayor Olson mentioned the issue regarding TIF Districts and the proposal to reduce the amount of TIFD funds to cities. New legislation would not affect the city's current TIF District but would impact any future TIF Districts. The issue regarding public defenders was also discussed. Shirley stated that the State has taken this on and the League supports keeping it that way. Fire Brent stated that four new firefighters have been hired, including the first female firefighter for the City of Laurel. The department will start a provisionary firefighter program, which will have standards for the firefighters to accomplish over the next year and require testing at the end of the year. Brent spoke regarding Fire Prevention Week. An event is scheduled at the FAP on Saturday, October 9 from 10:00 a.m. to 4:00 p.m. The fire, ambulance and police departments will be involved, as well as AMR, HELP Flight, MDT, MHP, Police Reserves, Hanser's and the State fire training trailer. Brent asked for permission to close West 1 Street, from 2" to 3` for the event. Kurt will schedule street sweeping of the street prior to the event. Terry Ruff will be in charge while Brent is gone from October 1s through 7th. Ambulance The ambulance service will participate in fire prevention week. Library Nancy stated that the library sprinklers are in and the boulevard sprinklers will be installed next spring. Nancy will be gone for a few days starting on Thursday. Police Department Mark stated that eight interviews are scheduled on September 27 The recommendation could be presented at the council workshop on October 12 City Planner • Historic Register James is still waiting to hear from the State. There was discussion regarding having the Riverside Park buildings in the Historic Register. James will e-mail the latest draft of LURA's Technical Assistance Program to Sam and Mayor Olson. Public Works Department • SE 4 Street SID There was no further discussion. • Water line across the bridge Chad will request a change order from COP Construction for the water line across the bridge. The $180,000 remaining from the water project can be used for this water line project. There was discussion regarding the fencing around the water treatment plant. The cost estimate is $117,000 to install the fence. Kurt explained the need to contact CHS about extending the area past the 3 Department Head Meeting Minutes of September 21, 2010 sed basin so trucks have a way to turn around when chlorine is delivered. Electronic keypads would be installed at the gates. There was further discussion regarding security cameras, preventing cars and rubbish in the river, and the loss of access to the bridge. Sam will review the statutes regarding the bridge issue. • Neptune water meters Kurt stated that there are no water meters in stock so the failed meters cannot be replaced. Brooke Baracker took notes during last week's meeting with the Neptune reps. There was discussion regarding warranties, the $60 fee, the 75 bills that Kelly has to estimate for failed meters, and the need for a revised agreement for Northwest Pipe. Sam will prepare a revised agreement, and a meeting will be scheduled to include the Neptune factory rep. • Cast iron pipe Kurt stated that the project for replacement of water lines on 3' Avenue is going forward. The pre -bid meeting is scheduled on Thursday, and the bid opening is scheduled on Friday, October 1 A conference call is set for October 4 ARRA forgiveness funds will be used for the project. Kurt stated that it will cost $4,000 to repair the engine on the garbage truck that is down. Matt got Schessler to transport the truck to Billings for $200 today. Kurt will attend the Montana League of Cities and Towns in Butte on October 6 to 8 Kurt stated that street sweeping will end on October 1 The park bathrooms will remain open while the weather is nice. The crew is blowing out the sprinklers in the parks. Work at the cemetery includes filling graves and replacing some flower pots. Shirley asked regarding paying bills for the County. Kurt explained that the city has installed some headstones that were ordered prior to July 1 City Attorney There was no discussion. Mayor Olson There was no discussion. Chief Administrative Officer • Recycling program There was no discussion. Other There was no discussion. The meeting adjourned at 4:00 p.m. Respectfully submitted, Cindy Allen Council Secretary 4