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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.12.2010 MINUTES DEPARTMENT HEAD MEETING OCTOBER 12, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Rick Musson Bill Sheridan Kurt Markegard Brent Peters Sam Painter Shirley Ewan Jan Faught Council Agenda — October 12, 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 • Ward 4 Council Vacancy. • 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 -114: A resolution awarding the bid and authorizing the Mayor to sign a contract with Williams Civil Division to replace cast iron water lines on 3r 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. Resolution No. R10 -114 was approved at a special council meeting on October 8 • 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. • Letter of Support for the Montana League of Cities and Towns 2010 Resolutions. Council Workshop Agenda — October 12, 2010 General items: • Appointments: o Laurel Police Department: Jeffrey Childers Rick will introduce Jeffrey Childers. o Laurel Ambulance Service: LaVonne Mothershead Jan stated that the appointment should be rescheduled for the October 26 council workshop agenda. CHS Refinery: • Resolution — Request for abandonment and replacement of sewer line Kurt stated that Brandon Gauthier has not returned his call. The city has not received the easement documents yet. City Planner: • Resolution — Facade Improvement Grant • Resolution — Agreement with Blair Unlimited, Inc. for advertising on buses and benches Bill will present the two resolutions since James is out of town. Public Works Department: • 2010 Urban Forestry Excellence Award Department Head Meeting Minutes of October 12, 2010 • Resolution — Amendment No. 1 to Task Order No. 16 with Great West Engineering for the Elm Lift Station Kurt stated that the amendment is for the problem at the Elm Lift Station. Kurt will present the issue at tonight's council meeting. • Resolution — Engagement Letter with Dorsey & Whitney • Resolution — Intent to create SID for SE 4 Street Kurt will work on getting the agreements signed this week. The owner of the windmill business has put the building up for sale. • Report on silos Kurt explained the possibility of demolishing the silos and installing a turn lane on South First Avenue to East Railroad Street in order to have a better controlled intersection. The turn lane would move traffic out of the main lane and allow better traffic flow. LURA got a cost estimate to tear down the silos, which have not been used in eight to ten years. Mayor Olson stated the need to get this done before the State repaves East Railroad Street in 2011. Kurt spoke regarding having a 4 -way or 3 -way stop at this intersection. Executive Review: • Resolution — Sale and Purchase Agreement with Yellowstone Bank Mayor Olson stated that the agreement requires $20,000 down and $45,000 at 3.75 percent interest for 20 years. • Council Issues: o Guidelines for Hearing of Individuals and Delegations at Meetings (Norm Stamper) Mayor Olson will suggest that a task force should review the information and make a recommendation to the council. • Litigation update Mayor Olson stated that Sam would update the council regarding current litigation of the baseball incident during an executive session tonight. Only elected officials will be allowed in the council chambers and no minutes will be taken. Other items Mayor Olson stated that a council decision regarding the water rates must be made next week. Department Reports: Clerk/Treasurer Bill asked Shirley if she received the requested ambulance pay increases. Shirley needs time to review the information, and Jan is willing to meet with Shirley and Cathy. Shirley spoke regarding MMIA's regional training scheduled in Big Timber on December 15 and she will forward the information to the department heads. Mayor Olson plans to attend the training. A meeting is scheduled on Wednesday at 10:00 a.m. with Matt Holben (USDA Rural Development), Bob O'Dea, Mayor Olson, Shirley, and James. Shirley mentioned that, at the League meeting last week, it was stated that USDA money is available for ambulance barns. Mayor Olson stated that Laurel's median income is at $31,000, which is above the $29,000 level required for the USDA grants. 2 Department Head Meeting Minutes of October 12, 2010 Fire Brent stated that the Fire Prevention Open House was successful on Saturday. Fifteen agencies were represented with displays and presentations. There was discussion regarding the event. The fire department responded to three major structure fires in one week. There was discussion regarding one firefighter that lost a day of pay at the refinery after injuring himself during a fire call. Brent asked if the city could do something about that. Shirley will contact MMIA to see if anything can be done. Brent asked Jan to provide HIPAA training during a fire department training session on Wednesday, October 27 He also asked Sam to provide a class about the responsibility and sensitivity of giving out information. Mayor Olson mentioned that John Cummings, MMIA, is a HR specialist and could provide the training. Brent asked Sam regarding the probationary firefighters' program. Ambulance • Space considerations Jan stated that several people have expressed thanks for the event on Saturday. Jan stated that John Ungaretti, Healthcare Billing, will be in Laurel on Thursday and would like to meet with Jan, Bill and Mayor Olson. Jan said that the Medicare billing problems were solved recently. Bill asked Jan to notify Cathy Gabrian about the meeting. Jan will let everyone know the time of the meeting. Jan told Brent that the HIPAA video addresses legal issues. Jan is trying to get the department back to a workable department, as it was successful in the past. Library There was no discussion. Police Department • Hiring process Rick will present Jeff Childers to the council at tonight's workshop. The appointment and swearing -in ceremony will be on the October 19 council agenda. Rick will ask Judge Kerr to swear in the new officer. City Planner There was no discussion. Public Works Department • SE 4 Street SID Kurt will get the agreements signed on Wednesday. • Water line across the bridge Kurt stated that the plans and specs were delivered today. The cost of $5,000 for a second conduit heat tape seems reasonable. 3 Department Head Meeting Minutes of October 12, 2010 • Neptune water meters Randy and Kurt, from Northwest Pipe, will meet with the city on Thursday at 10:00 a.m. • Cast iron pipe Kurt stated that work is still being done on this. The pre - construction meeting on the water main will be held soon. Kurt will inform EMS regarding the project. Michelle Marsh wants to be included in any meetings. Kurt stated that the street maintenance project started today. The contractor started on East Second Street today and did a 3 / -inch skin lift on the street. Kurt mentioned that the manufacturer notified the city that a part was incorrectly installed in the head works. Kurt e- mailed Stephanie Seymanski regarding this issue, which was the manufacturer's mistake. Great West Engineering will provide micro -paver training next week in Billings. Kurt will let the council secretary know the exact days he will attend the training. City Attorney Sam stated that the one bid received for the Energy Efficiency Grant was higher than the grant monies. The bidder has agreed to meet with James and Sam on Friday, October 15 at 10:00 a.m. at Elk River Law Office to negotiate the bid down. If that is not successful, the city could reject the bid and contact independent window companies for the project. Mayor Olson There was no discussion. Chief Administrative Officer Bill asked regarding the Riverside Park custodian. Kurt will interview the individual soon. Bill mentioned the intern program at Rocky. He will present the information to the Budget/Finance Committee next week. Bill met with the owners of the Trading Post about selling the property. The owners want the city to help provide chain and locks on the parking lot, which would not be appropriate for the city to do. Mayor Olson, Chuck Rodgers, Bill and Kurt will meet regarding the cemetery on Thursday, October 14 The date and time will be confirmed with Chuck Rodgers. Other There was none. The meeting adjourned at 3:57 p.m. Respectfully submitted, Cindy Alien Council Secretary 4