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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.26.2010 MINUTES DEPARTMENT HEAD MEETING OCTOBER 26, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Mark Guy Bill Sheridan Kurt Markegard Gary Colley Sam Painter Nancy Schmidt Jan Faught Shirley Ewan Council Workshop Agenda — October 26, 2010 General items: • Appointments: o Laurel Ambulance Service: LaVonne Mothershead Jan and Lavonne will attend the council meeting next Tuesday. o Big Sky EDA: Ken Olson, Ex Officio Member Davis Ditch — Rick Olson Kurt will meet with Rick Olson following this meeting. Mayor Olson stated that Rick is trying to draw the city into the ditch issue. There was discussion regarding possible damages for the city, the increase in mosquitoes in Riverside Park, and that the city should not get involved in the issue. If further discussion is needed, Mayor Olson might refer the issue to the Public Works Committee. Police Department: • Resolution — Wireless Enhanced 911 Service Agreement with Qwest Mark explained that the agreement is for Phase 2 of the E -911 program and will provide the location of cell phone calls. Testing is scheduled on November 9 Mapping still needs to be done. Public Works Department: • Resolution — Request from CHS for abandonment and replacement of sewer line Kurt brought some details regarding the old easement to Greg Brown's attention today. CHS should deliver the final document soon. • Resolution — $1,000 Urban Forestry Excellence Award Grant The paperwork needs to be completed and submitted by November 8` Kurt has not received a response from Linda Frickel regarding use of the funds for trees by the Welcome to Laurel sign. Since there was not a quorum at the Tree Board meeting last week, no recommendation could be made. The memorial tree in Town Square will not be relocated. The resolution authorizes the Tree Board to approve the use of the grant funds on the city's behalf. • Resolution — SRF funding for the water main replacement on 3` Avenue and 7 Street The resolution is for revenue bonds to pay for the Third Avenue water line project. • Ordinance — Curb cut lengths Kurt stated that the ordinance changes the curb cut lengths from 24 feet to 30 feet, which will coincide with the ordinance in Billings. Department Head Meeting Minutes of October 26, 2010 • Discussion — Water line over bridge The city is waiting for DOT to return the encroachment permit. The materials will cost $30,000 or $35,000 with a second heat tape. The SRF loan will be for $180,000 and COP Construction will do the project as a change order for the water plant improvements project. SRF already approved the change order. • Discussion — Fall cleanup Fall cleanup was included on the water bills and has been advertised in the newspaper. Residents can place bags of leaves and bundles of branches in the alleys for pickup. City Planner: • Resolution — Contract with Stevens Brothers Mechanical for energy updates James stated that the first bid was high, so he and Sam met with the contractor. The contractor then submitted another bid that could be funded. The contractor must meet with city staff to outline the schedule for the project. The south - facing windows should be replaced before winter. The contractor needs to get a city building permit before starting the project. Executive Review: • Laurel Senior Celebration 2011 • Discussion regarding Council Retreat with the Local Government Center Mayor Olson stated that Dan Clark and/or Betsy from the Local Government Center are available on January 29 or February 12 Other items A resolution approving an Engagement Letter with Dorsey & Whitney for the water line replacement project on Third Avenue will be added to the workshop agenda. Department Reports: Clerk/Treasurer Shirley asked Sam to prepare a budget amendment resolution for the next council workshop. Fire There was discussion regarding the gas line that Bob Schessler hit today. Ambulance • Space considerations There was a brief discussion. Library Nancy stated that the book sale will be held on Friday, November 4 from 9:00 a.m. to 7:00 p.m., on Saturday, November 5 from 9:00 a.m. to 5:00 p.m., and on Saturday, November 12 from 9:00 a.m. to 5:00 p.m. Donations will be accepted until Thursday, November 4 Police Department Mark stated that Officer Childers is doing great. He will be in field training for three months and will then attend the Police Academy for three months. 2 Department Head Meeting Minutes of October 26, 2010 City Planner James is working to get more ridership on the van pool. He stated that Red Lodge will provide places to transport skis on the buses. Public Works Department • SE 4` Street SID Kurt stated that letters have been received from Jim Harr and United Bank, and letters are still needed from Dean Rankin and Ron Reitler. Kurt spoke to five contractors regarding the connections to the storm water system. This is not the city's issue, as the property owners are responsible for the costs. Kurt would like to issue a letter to the property owners explaining the city's requirements so the property owners can provide the information to the contractors. If the businesses do not connect to the system, Kurt suggested that the city should impose a five -year moratorium on street cuts after the project is done on SE 4 Street. • Water line across the bridge There was no further discussion. • Neptune water meters A meeting is scheduled on Thursday at 10:00 a.m. • Cast iron pipe Kurt stated that work is being done to identify the location of the cast iron pipe. City Attorney Mayor Olson and Sam met with Paul Hutter today regarding the Personnel Implementation & Instruction Guide. Department heads will meet in December to finalize the document. Sam asked Jan to provide the infectious procedure. Performance appraisal forms are needed from the police, ambulance, and fire departments. Paul Hutter will put the final draft on a disk for the city's final review. The last discussion regarding the Guide was in November 2009 and it needs to be finalized. Mayor Olson Mayor Olson will schedule weekly or monthly meetings with James and with Rick, Brent and Jan. Chief Administrative Officer There was no discussion. Other Jan stated that a HIPAA class is scheduled on Wednesday at 6:30 p.m. for the firemen and police officers. Mayor Olson stated that Bill's leadership would be missed. He thanked Bill for all that he brought to the City of Laurel and wished him luck in the future. Cake will be served on Friday at 10:00 a.m. Kurt also expressed appreciation to Bill. Due to the holiday on Tuesday, the department head meeting is scheduled on Monday, November P at 3:00 p.m. 3 Department Head Meeting Minutes of October 26, 2010 The meeting adjourned at 3:44 p.m. Respectfully submitted, Cindy Allen Council Secretary 4