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HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.21.2010 MINUTES DEPARTMENT HEAD MEETING DECEMBER 21, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Rick Musson Sam Painter Kurt Markegard Shirley Ewan Nancy Schmidt Council Agenda — December 21, 2010 Correspondence: The Army Corps of Engineers indicated that they will not provide any assistance to the City of Laurel. Ceremonial Calendar: • Arbor Day Proclamation Scheduled Matters: • Confirmation of Appointments: o Laurel Ambulance Service: Heather Crockett and Wendy Wong o Park Board: Kate Hart, Amy Pollock, LuAnne Engh and Hazel Storck to 4 -year terms ending December 31, 2014 o Laurel Urban Renewal Agency • Shirley McDermott to a 4 -year term ending December 31, 2014 • Janice Lehman as an Advisory Member for a 4 -year term ending December 31, 2014 • Resolution No. R10 -131: A resolution approving Change Order No. 1 to the contract with Williams Civil Division, Inc., to allow an additional four days for substantial completion of the 2010 Water Main Replacement Project and authorizing the Mayor to execute the attached Change Order No. 1 on the City's behalf. The change order is for four additional days, due to two holidays and two days when the city could not get the water valves shut down. • Resolution No. R10 -132: Notice of intent to vacate a certain alley in the City of Laurel. • Resolution No. R10 -133: A resolution approving an agreement with Technical Edge Consulting, LLC, for the City's computer network administration services for three years ending December 31, 2013, and authorizing the Mayor to sign said contract for the City of Laurel. Technical Edge has recommended that the city continue with SummitNet. The FAP could get internet service from Cable Montana to provide access that is limited by SummitNet. • Ordinance No. 010 -05: An ordinance amending Section 10.52.020 of the Laurel Municipal Code titled "Reserved parking at city hall — Parking by non -city employees prohibited" to create four reserved parking spaces adjacent to the Fire, Ambulance and Police (FAP) building for EMS employees located at Chapter 10 of the Laurel Municipal Code. First reading. There was discussion regarding the demand for parking spaces at the FAP, clear vision issues with the four proposed parking spaces, and the location of signage for the spaces. The verbiage in the ordinance will be changed to "three" reserved parking spaces. Department Head Meeting Minutes of December 21, 2010 Draft Council Workshop Agenda — December 28, 2010 General items Clerk/Treasurer: • Resolution — Annual $2.00 service fee for all water users The annual $2.00 service fee is required by the DEQ. Public Works Department: • Resolution — Award bid for diesel - powered backhoe loader The bid opening is scheduled tomorrow at 2:00 p.m. No bids have been received yet. There was discussion regarding the trade -in cost for the old backhoe and the possibility of keeping it for use at the cemetery. Shirley and Cathy will open the bids. Kurt and Matt will review the bids and actually go to see the equipment. • Resolution — Federal Aid Project No. UPP 6903(1), East Railroad Street - Sidewalks Kurt stated that Rod Nelson needs to revise the agreement to reflect Laurel streets (refers to Grand Avenue in Billings). • Resolution — Federal Aid Project No. UPP 6903(2), East Railroad Street — Water and sanitary sewer Kurt stated that this is a State project. There was discussion regarding possible annexation of portions of East Railroad after the project is completed, city and county speed limits on East Railroad, the current boundaries, and sidewalk issues. Rick stated that the railroad wants the city to help pay for fencing across Main Street. Mayor Olson stated that issues regarding Asphalt Supply also need to be addressed with the railroad. City Planner • Resolution — Vacate alley in 300 block of First Avenue South The resolution of intent to vacate the alley is on tonight's council agenda, and the resolution to vacate the alley will go forward at the next meeting. Executive Review: • Resolution — DMV Agreement with Yellowstone County • Resolution — Adopt Personnel Implementation & Instruction Guide Kurt stated that Federal DOT requirements banned cell phone use for CDL drivers. There was discussion regarding whether this should be addressed in the Personnel Implementation and Instruction Guide and/or in the union contract. Mayor Olson removed this resolution from the December 28 council workshop agenda. • Council Retreat — February 12 Mayor Olson stated that the council retreat will not be held on February 12 and needs to be rescheduled. • Informational Meeting on Tuesday, January 11, 2011 — Initial Design Phase of US Hwy 212 Reconstruction Project, Rockvale to Laurel 2 Department Head Meeting Minutes of December 21, 2010 Mayor Olson suggested that staff and a couple council members should attend this meeting. Other items There were none. Review of draft council agenda for January 4, 2011 • Public Hearing: o Ordinance No. 010 -05: An ordinance amending Section 10.52.020 of the Laurel Municipal Code titled "Reserved parking at city hall — Parking by non -city employees prohibited" to create four reserved parking spaces adjacent to the Fire, Ambulance and Police (FAP) building for EMS employees located at Chapter 10 of the Laurel Municipal Code. (First reading — 12/21/2010) Department Reports: Clerk/Treasurer Shirley asked the department heads to review the split for the costs for SummitNet's internet service, as the expense was not included in the current budget. Fire There was no discussion. Ambulance There was no discussion. Library Nancy stated that the contract to hire a part-time employee needs to be signed and returned to Helena by January 3 The Library Board approved the contract. Nancy and Shirley will participate in a webinar on Wednesday, December 29 from 11:00 a.m. to noon. Police Department Rick stated that the police department is gearing up for New Year's Eve. The department will pay four hours of overtime to keep the afternoon shift officer on duty. The police reserves will also assist. Rick stated that Encode will submit a quote to address the fumes at the FAP. Mayor Olson asked to be informed when the 4 of July meetings start. Kurt asked if the fees for 4 of July vendors should remain on the Schedule of Fees and Charges. There was discussion. Mayor Olson stated that they should be removed. Shirley spoke regarding the COPS Grant and the issues with getting into the site to request money. Rick will talk with Monica Salo about this. City Planner James asked if there was still a meeting regarding medical marijuana today, and it was agreed that they would meet after the department head meeting. Public Works Department • SE 4 Street SID 3 Department Head Meeting Minutes of December 21, 2010 Kurt stated that Dean Rankin and Janice Lehman have contacted contractors regarding tie -ins. • Water line across the bridge Kurt stated that the water line would cost $131,000 and direction is needed regarding this project. There are concerns about losing available funding. • Neptune water meters Neptune claims that 22 meters broke because they were frozen. The city asked for the numbers of the meters. Kurt does not think these meters could have frozen in October. The Arbor Day Grant and the Tree City USA acknowledgement ($2.00 /capita) are due by the end of December. Kurt provided the BBWA Canal with documents from 1928 and 1941 stating that they are responsible for the sewer pipe. The projected cost is $150,000. The BBWA Canal reps need to contact the city within 30 days regarding the deficiency in the pipeline. Montana Rural Water workshops are scheduled for February 23 to 25 Kurt stated that the workshops are open to the council and staff and the Water Fund can pay for the training and travel expenses. Kurt is waiting to hear from AT &T regarding commercial phones for city personnel. Kurt stated that there is a water line leak on Fifth Avenue. City Attorney There was no discussion. Mayor Olson • Schedule of Fees and Charges The proposed changes will be added to the schedule of fees and charges. • Cell phones Mayor Olson stated that the charter would allow the City of Laurel to address the hands -free cell phone issue. Other Mayor Olson stated that James has resigned to accept a job in Red Lodge, and January 14 will be his last day in Laurel. James thanked Mayor Olson and the department heads for the opportunity to work with them. The meeting adjourned at 3:55 p.m. Respectfully submitted, Cindy Allen Council Secretary 4