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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.05.2010 MINUTES DEPARTMENT HEAD MEETING OCTOBER 5, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Rick Musson Bill Sheridan Kurt Markegard Gary Colley Sam Painter Nancy Schmidt Council Agenda — October 5, 2010 Scheduled Matters: • Confirmation of Appointments: o Park Board: Hazel Storck to a term ending December 31, 2010 o Laurel Fire Department: Ali Guenthner, Don Ebright, Cole Perrigo, Zack Winchell Terry Ruff will attend tonight's council meeting. • Ward 4 Council Vacancy. Mayor Olson will suggest that the council take action regarding the letter of interest tonight. • Resolution No. R10 -112: A resolution of the City Council approving a Technical Assistance Grant Program proposed by the Laurel Urban Renewal Agency. • Resolution No. R10 -113: Resolution relating to $37,189 Special Improvement District No. 112 Bond; fixing the form and details and providing for the execution and delivery thereof and security therefor. Mayor Olson stated that the resolution will be removed from the council agenda. • Resolution No. R10 -114: A resolution awarding the bid and authorizing the Mayor to sign a contract with Williams Civil Defense to replace cast iron water lines on 3` Avenue from 7 Street to 9 Street and 7 Street from 3' Avenue to 5 Avenue for the City of Laurel's water line project. Williams Civil Division was the lowest qualified bidder. Verbiage was added to the resolution authorizing the Mayor to negotiate and sign the contract pending SRF approval. • Resolution No. R10 -115: A resolution accepting the bid and authorizing the Mayor to sign a contract with Rain Proof Roofing for roof repairs at the City's Water Plant and Sewer Plant. Kurt stated that the roof needs to be fixed in order to repair the ceiling tiles. • Letter of Support for the Montana League of Cities and Towns 2010 Resolutions. Mayor Olson will mention Emelie Eaton's work on grants and Tree City USA during council discussion. The plaque will be presented at next Tuesday's council workshop. Kurt will invite the Tree Board members to attend. Draft Council Workshop Agenda — October 12, 2010 General items: Department Head Meeting Minutes of October 5, 2010 • Appointments: o Laurel Police Department: Jeffrey Childers Rick stated that Jeffrey Childers would attend the council meeting for the appointment. • Laurel Ambulance Service: LaVonne Mothershead CHS Refinery: • Resolution — Request for abandonment and replacement of sewer line Kurt stated that CHS is preparing the easement documents. City Planner: James will be gone next Tuesday, so Bill will present the first two items. Dirk Frickel and Shirley McDermott will attend the council workshop for the LURA items. • Resolution — Award bid for Energy Efficiency Block Grant James stated that Stevens Brothers Electrical was the only bidder. Bids were opened last Wednesday. James will send the bid documents to Sam. • Resolution — Agreement with Blair Unlimited, Inc. for advertising on buses and benches James asked Sam regarding the request to not allow non -city businesses to advertise. Sam stated that it is not a good idea to restrict the contract. Verbiage regarding a preference for Laurel businesses could be considered. • Resolution — LURA Work Plan James explained that the LURA Work Plan outlines the projects for the year. • Resolution — Facade Improvement Grant Public Works Department: • 2010 Urban Forestry Excellence Award Emelie Eaton applied for the no -match $1,000 grant for the Tree Board. The award will be presented to the City of Laurel at the MLCT meeting in Butte this week. • Resolution — Engagement Letter with Dorsey & Whitney • Resolution — Intent to create SID for SE 4 Street Kurt stated that work is being done for this SID. • Report on silos Kurt will report on the possibility of tearing down the silos and contacting the State about a turn lane on South First Avenue in order to deal with the intersection at East Railroad Street. Executive Review: • Resolution — Sale and Purchase Agreement with Yellowstone Bank Mayor Olson stated that Sam reviewed the agreement. • Water rates (Doug Poehls) Mayor Olson stated that the council will go into executive session for discussion regarding potential litigation. 2 Department Head Meeting Minutes of October 5, 2010 • Council Issues: o Guidelines for Hearing of Individuals and Delegations at Meetings (Norm Stamper) Mayor Olson stated that the information from Mark Mace will be distributed and discussed at the workshop. Department Reports: Clerk/Treasurer There was no discussion. Fire There was no discussion. Ambulance • Space considerations There was no discussion. Library Nancy will attend meetings in Great Falls on Thursday and in Helena next Tuesday. She spoke regarding grant funds to hire a new employee for longer hours at the library and $5,000 for new computers. She will attend a retreat in Chico on October 17 Police Department • Hiring process Rick mentioned that Jason Wells is doing the background check for Jeffrey Childers. City Planner James stated that, if the city receives CDBG funding for the Hurzler Hotel, Beartooth RC &D would provide the management of the project. The property needs to be in either Beartooth RC &D or the city's name. Mayor Olson stated that the city does not want the liability, so it should be in Beartooth RC &D's name. The architect told James that the buy /sell should be done sooner rather than later. James will meet with the architect and Beartooth RC &D on Friday. Public Works Department • SE 4 Street SID Kurt stated that work is being done on the proposed SID. • Water line across the bridge Jackie Kuhl is working on this project. • Neptune water meters Kurt stated that a meeting has been scheduled with Randy, the president of Northwest Pipe Fittings, on Thursday, October 14 at 10:00 a.m. • Cast iron pipe Guy Rolison is working to identify the cast iron pipes in the city. 3 Department Head Meeting Minutes of October 5, 2010 Kurt stated that 8 Avenue is being striped today. The contractor asked regarding clear vision on each driveway approach, but the city does not have any specs for that. Kurt is working on the CIP. Replacement parts for the tapping machine cost $2,000 and a new machine costs $2,400, so Kurt is looking at purchasing a new one. Kurt got some quotes for light plants for the city. There was discussion regarding joint use of light plants by the fire, police, and public works departments. Gary stated that the fire department already has some, but Rick and Kurt will discuss this further. Kurt will attend the Montana League of Cities and Towns conference in Butte this week. City Attorney Sam will be in Butte for the MLCT Conference on Thursday and Friday. Mayor Olson Mayor Olson stated that James, Kurt and Bill have discussed an intern program. Neither budget has a line item for a program, but it would be of value to the city. The intern program will be added to the list of future discussion items. Chief Administrative Officer There was no discussion. Other Kurt stated that the parts and maintenance for the engine on the garbage truck will cost less than $5,000, so no contract is needed and he does not need to present it to the Budget/Finance Committee tonight. The meeting adjourned at 3:35 p.m. Respectfully submitted, Z: Cindy Allen Council Secretary 4