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HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.23.2011 MINUTES DEPARTMENT HEAD MEETING AUGUST 23, 2011 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Kurt Markegard Rick Musson Sam Painter Nancy Schmidt Gary Colley Jan Faught Draft Special Council Agenda — August 30, 2011 Public Hearing: • Preliminary Budgets for Fiscal Year 2011 -2012 for all City Budgets and Tax Resolutions The $100,000 and $300,000 donations for levee restoration will be restricted line items in the budget. Draft Council Workshop Agenda — August 30, 2011 General items Executive Review: • 2011 -2012 Final Budget and Tax Resolutions • Ordinance — Relating to Special Improvement District Revolving Fund The SID revolving fund would increase from 5 percent to 10 percent. • Discussion — Easement monies from ExxonMobil Mayor Olson would like the $15,000 annual easement fee from ExxonMobil to fund a park maintenance district. • Resolution — Continuation of water /sewer right -of -way fees Mayor Olson removed this from the agenda, as the right -of -way fees are included in the budget and would be approved in the final budget. • Resolution — Authorizing the issuance of SID No. 113 bonds The bonds are for the SE 4 Street SID. • Resolution — Revise city attorney's contract The revised contract will be on the workshop agenda. • Resolution — Accept Great West Engineering's Water / Sewer Rate Study The water and sewer rate study needs to be accepted by the city council. • Resolution — Bradford Roofing contract The proposal is for roof repairs on the city hall building. • Council Issues: o Footbridge landscaping (Chuck Rodgers) Department Head Meeting Minutes of August 23, 2011 Mayor Olson will ask the council for direction. o Pool endowment (Emelie Eaton) The proper use of the funds will be clarified. o Status of enhancements at Murray Park, tree replacement and roofing over the generator (Chuck Dickerson) Kurt stated that a proposal will be submitted for fencing over the generator and at the water reservoir. A tree should be planted next month, as the Tree Board did not want a tree planted until the weather is cooler. o FAP building improvements (Emelie Eaton) Final preparations are being done and the ambulance addition should begin soon. There was a brief discussion. o Council Retreat / General Fund Mayor Olson stated that council discussion is needed regarding ways to support the General Fund. Suggestions include a library mill, park maintenance district, Fire Relief Association mill, and a mill levy for a new fire hall. A mail -in ballot in spring 2012 would be possible. There was discussion regarding mill assessments for ambulance services and the library. • Announcements o Request Council to submit questions by September 13 for MDT's response at the council workshop on September 27 Stefan Streeter and Gary Neville will answer the council's questions at the workshop on September 27 but they requested a list of the questions two weeks prior. Kurt recently met with MDT and discussed the need for a railroad overpass as a priority to provide emergency services to the south side. Stefan Streeter told him that the city does not have enough funds for an overpass. Department Reports: Clerk/Treasurer: • Surplus auction — September 17, 2011 Items could be collected and moved to the bay on September 15 and 16 Someone needs to be available to collect the money and give out receipts. Ambulance There was no discussion. Fire Sam will review the Yellowstone County agreement. Library There was no discussion. Police Department Rick asked that the DEA State and Local Task Force Agreement be added to the August 30 council workshop agenda. 2 Department Head Meeting Minutes of August 23, 2011 Rick asked regarding a traffic /speed study for East and West Railroad. There was discussion regarding the need for a citywide traffic study and the need to contact the County Commissioners about the speed study on East/West Railroad Streets. City Planner There was no discussion. Public Works Department Kurt stated that FEMA is preparing a work plan for Riverside Park and requested a current picture of the river. The work plan will be presented to the city and the needed permits will be acquired. The contractor should begin pothole repair and paving this week. Emergency services will be notified regarding street closures. The SE 4th Street project will go out to bid on Wednesday and a pre - construction meeting is scheduled on August 31 Bid opening is on September 7 after which the council will award the bid so the project can be completed this season. There was discussion about the need to install fabric over the cracks from old utility cuts. The decreased cost of asphalt should cover the cost of the fabric. Kurt is working on capital improvement quotes. The crew has been spraying crosswalks in preparation for school to begin. Kurt stated that school bus traffic will increase this year as buses will pick up and deliver students to every school. A bus will travel on Valley Drive to Beartooth Pointe Subdivision this year. Riverside Park is closed, but city personnel can access the park if needed. Gravel was delivered to Riverside Park today, but it was not as specified and is being removed. ExxonMobil should begin boring soon. The swimming pool is closed for the season. Evening swimming lessons were a success, as parents were able to watch their children. The emergency supplies at the pool will be removed and replaced next year. The registration form and agenda for the Montana League of Cities and Towns Conference are available online. The golf tournament will be at Peter Yegen Golf Course. Court There was no discussion. City Attorney There was no discussion. Mayor Olson • Ambulance building There was no further discussion. • Street closure request application 3 Department Head Meeting Minutes of August 23, 2011 Mayor Olson spoke regarding the application form, which includes a place for the applicant to describe the activities of the event. The application is just for street closures, but everyone needs to review the activities listed. There was discussion regarding the event at the Palace on September 10 An individual spoke to Kurt and Gary today regarding their intent to hurl a 30 -foot flag off the side of the building. Public Works has concerns and asked them to submit a written plan. There was discussion regarding the fireworks at the event. Mayor Olson approved the request to shoot off fireworks. The fire department will provide protection during the fireworks, but Big Boomer Fireworks will do the fireworks display. Mayor Olson will talk to Bryan Weis about the concerns with the flag. Other There was no discussion. The meeting adjourned at 4:00 p.m. Respectfully submitted, Cindy Allen Council Secretary 4