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Home My WebLink AboutDepartment Head Meetings Minutes 09.28.2010 MINUTES DEPARTMENT HEAD MEETING SEPTEMBER 28, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Rick Musson Shirley Ewan Kurt Markegard Gary Colley Christina Karacher Nancy Schmidt Jan Faught Special Council Meeting — September 28, 2010 • Award bid for 2010 Street Maintenance Project for pothole repair, crack sealing and chip sealing. Blacktop, Inc. was the second lowest bidder, as the lowest bidder did not complete everything correctly. They can start the project on October 11 th . Mayor Olson asked Kurt to encourage them to start earlier. Council Workshop Agenda — September 28, 2010 General items: • Appointments: o Park Board — Hazel Storck to fill a term ending December 31, 2010 o Laurel Fire Department: Ali Guenthner, Don Ebright, Cole Perrigo, Zack Winchell Terry Ruff will attend the council meeting next week. CHS Refinery: • Request for abandonment of sewer line and replacement of sewer line Brandon Gauthier, from CHS, will explain the request at tonight's council workshop. Kurt stated that the request is reasonable, as the city's concerns will be alleviated by moving the line. There will be a one -year warranty on the project in case the pipe settles. The issue will be presented tonight, but there might be further discussion at the next council workshop. City Planner: • Laurel Urban Renewal Agency o Technical Assistance Grant James explained that the Technical Assistance Grant would assist with feasibility studies, etc. He would like to use the grant for a preliminary architectural review of the Hurztler Hotel. There was discussion regarding some modifications needed to the document. James will meet with Shirley McDermott and Dirk Frickel on Wednesday or Thursday. o Facade Improvement Grant As per Sam, the facades must conform to the city's sign code. o LURA Work Plan The document is an explanation of LURA's work plan and funding priority list for this fiscal year. • Update on Bus Transit Program James is working on the van pool program and has contacted the Downtown Billings Association. He has also contacted First Interstate Bank, Wells Fargo, and the Billings Clinic regarding participation in Department Head Meeting Minutes of September 28, 2010 the program. The demand response program is running. James plans to start service to Red Lodge during the ski season at a cost of $6.00 per person for twelve riders. • Resolution — Agreement with Blair Unlimited, Inc. for signage on buses The agreement is for advertising on the buses and benches. The city would receive 25 percent of the revenues from the advertising on the buses and 10 percent from the benches. There was discussion regarding how the benches would be placed in the public right -of -way, possible locations for the benches, and ADA accessibility requirements. Clerk/Treasurer: • Bond Resolution for SID No. 112 Shirley explained that the resolution needs to be approved on October 5 in order to get the assessments to Yellowstone County by October 8` The 10 -year SID includes 23 property owners for $37,189. The city will send letters to the property owners so they can pay off the remainder of the assessment if they would rather. There was discussion regarding the final invoice from MDT, the variable interest rate for the INTERCAP loan, and the CTEP funds used for the project. Public Works Department: • Resolution — Engagement Letter with Dorsey & Whitney • Resolution — Intent to create SID for SE 4 Street The resolutions are not ready for tonight's council workshop. • Resolution — Award bid for water line project Kurt will report on the pre -bid meeting. After the bid opening on Friday, Kurt will e-mail Great West's recommendation to the council. Kurt mentioned that street maintenance funds should be used for trench restoration for 3 feet of asphalt on 7 Street where the water line is 10 feet from the curb. This could cost an additional $50,000 to $60,000 but needs to be done. • Report regarding bank erosion in Riverside Park Kurt explained that Fish and Game contacted him after Monday's article in the Billings Gazette. Fish and Game is interested in helping with the bank erosion and boat ramp issues. The Army Corps of Engineers, Cenex, Exxon, and Williston -Basin will also be involved. Kurt will inform the council of the issues and give some history regarding Riverside Park. • Security fencing and closing access past the Water Treatment Plant There was discussion regarding the city's need and intent to protect the infrastructure by fencing the road and closing access. The fencing project was budgeted this year. Since the estimate is $117,000, the project will go out for bids. Executive Review: • Council vacancy A letter of interest was received from Lisa Scribner. • Safety Officer Mayor Olson stated that Chris Rosenberg will be the safety officer, and he will continue his duties as code enforcement officer. One job description might be formulated in the future. • Council Issues: 2 Department Head Meeting Minutes of September 28, 2010 o Guidelines for Hearing of Individuals and Delegations at Meetings (Norm Stamper) Mayor Olson stated that the current format works well. Other items Kurt stated that a resolution and a contract with Rain Proof Roofing have been added to the agenda. The contract is for roof repair at the water and wastewater plants. Department Reports: Clerk/Treasurer Shirley stated that there is a broken window in one of the buildings at Riverside Park. Kurt will get it fixed tomorrow. Shirley stated that the budget will be mailed to the State before the October 1 st deadline. Fire There was no discussion. Ambulance • Space considerations Jan found the bids and information for the work that was done on the issues in the past. The information includes plans that were drawn up for a building on the east side of the FAP building. There was a lengthy discussion. Library Nancy stated that library traffic was down in July and August due to the construction on 8 Avenue. She mentioned that the library would be a nice place for a bus stop. Police Department • Hiring process Rick stated that Mayor Olson signed a conditional letter of employment today. The background check is in process and the officer could be appointed in October. Laurel Ford provided a car for the SRO again, and the new owner is excited about continuing the program. Rick received a letter from Pete Lawrenson, the Chief Security Officers for MRL, regarding a fence project by Wal -Mart to keep trespassers away from the railroad property. City Planner James is working on the Hurtzler Hotel project. Public Works Department • SE 4 Street SID There was no further discussion. • Water line across the bridge There was no discussion. 3 Department Head Meeting Minutes of September 28, 2010 • Neptune water meters The issues need to be worked out. • Cast iron pipe There was no discussion. Ice slicer was delivered today and the winter equipment is in the shop for maintenance. There was discussion regarding the State auction that includes snowplows in Helena this weekend, the need to purchase a snowplow, the need for a policy to authorize equipment purchases from future State auctions, and snow plowing routes in the city. City Attorney There was no discussion. Mayor Olson Mayor Olson distributed a memo regarding notification of vacation days and scheduled events when department heads will be out of the office. Mayor Olson, the CAO, and the council secretary should be notified. Chief Administrative Officer Bill distributed copies of a performance appraisal to the department heads and he will schedule dates for the reviews. He stated that the personnel handbook has not been adopted yet. Rick will participate on the interview panel for the DES Coordinator on Friday. Other There was none. The meeting adjourned at 4:16 p.m. Respectfully submitted, CUu�� tie� Cindy Allen Council Secretary 4