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HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.30.2011 MINUTES DEPARTMENT HEAD MEETING AUGUST 30, 2011 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Heidi Jensen Jan Faught (3:27 p.m.) Sam Painter Kurt Markegard Shirley Ewan Nancy Schmidt Special Council Agenda — Au2ust 30, 2011 Public Hearing: • Preliminary Budgets for Fiscal Year 2011 -2012 for all City Budgets and Tax Resolutions Mayor Olson asked Shirley to list the budgets at tonight's public hearing. Shirley will distribute copies of two budget changes, including the $300,000 donation from ExxonMobil and the additional $6,000 for trees. Council Workshop Agenda — Au 2ust 30, 2011 General items Executive Review: • 2011 -2012 Final Budget and Tax Resolutions • Ordinance — Relating to Special Improvement District Revolving Fund The ordinance would allow the city to charge SID participants between 5 and 10 percent. Mayor Olson will move discussion regarding the Water and Sewer Rate Study to follow the budget and tax resolutions. • Discussion — Easement monies from ExxonMobil The council will discuss putting the $1,000 /day fee and the ROW fees into a restricted line item in the General Fund. • Resolution — Authorizing the issuance of SID No. 113 bonds The bonds will be sold for 5 percent or less and can be purchased through D. A. Davidson. Shirley stated that most of the property owners plan to pay up front. Pre -bid conference for the project is at 1:00 p.m. on Wednesday and the bid opening is on September 7 Council approval is needed to accept the successful bid. • Resolution — Revise city attorney's contract The contract will include nine hours per week for civil legal services. There was discussion regarding using Skype for communication with Sam. • Resolution — Accept Great West Engineering's Water and Sewer Rate Study Department Head Meeting Minutes of August 30, 2011 There was no further discussion. • Resolution — Bradford Roofing contract The contract for $7,000 is for roof repairs on the city hall and council chambers buildings. There was discussion regarding capping one of the registers in Shirley's office in order to install some bookshelves. Kurt will work on it. • Resolution — Drug Enforcement Administration, State and Local Task Force Agreement The agreement is an annual agreement for drug enforcement. • Council Issues: o Footbridge landscaping (Chuck Rodgers) Mayor Olson will fmd out what the council wants to do. Heidi explained that Chris could work on this during the winter. He could contact the property owner regarding endowment of the property as parkland. There was discussion. Kurt would rototill the ground and donate some limestone rock for landscaping. o Pool endowment (Emelie Eaton) Sam has not heard from the attorney regarding the specifics of the will, but he thinks it was for water activities. He will contact the attorney again. o Status of enhancements at Murray Park, tree replacement and roofing over the generator (Chuck Dickerson) A small service contract will be prepared for the fencing and the Water Fund will pay for the costs. The Tree Board provided a list of trees that need to be replaced in the city. ACE Hardware will be contacted to see if the right trees can be purchased locally before buying them. o FAP building improvements (Emelie Eaton) Mayor Olson stated that High Plains Architects will send copies of the architectural drawings today. Bids are due on Friday and Shane at High Tech will review the bids over the weekend. High Plains will meet with Mayor Olson and the FAP department heads next week to determine the guaranteed maximum price (GMP). Council approval is needed for the successful bidder and contract. The project should begin soon after that. o Council Retreat / General Fund Mayor Olson will contact Dan Clark at the Local Government Center regarding a council retreat. • Other items There were none. • Announcements o Request Council to submit questions by September 13 for MDT's response at the council workshop on September 27 There was no discussion. 2 Department Head Meeting Minutes of August 30, 2011 Department Reports: Clerk/Treasurer • Surplus auction — September 17, 2011 There was no discussion. Shirley asked about the status of the panic buttons. Heidi explained that the Safety Board requires installation of a panic button in the court room. Keypads will be purchased at a cost of $120 each for the remaining doors and Chris is working on these. Industrial Communications will install the panic button soon. The city has received some non - compliance letters, but the State has granted an extension for this. Mayor Olson and Heidi will meet to discuss the requested change to the ambulance pay schedule. Jan arrived at 3:27 p.m. Ambulance Jan stated that the current resolution regarding the ambulance pay schedule was approved in 2008. Heidi and Mayor Olson will review this soon. Fire There was no discussion. Library There was no discussion. Police Department There was no discussion. City Planner There was no discussion. Public Works Department Kurt stated that the crew will collect the auction items the week before the auction and move them to the state shop building. Heidi will decide about the two desks this week. The paving and patching schedule will be discussed at a meeting on Wednesday at 10:30 a.m. Kurt will be on vacation next week. Court There was no discussion. City Attorney There was no discussion. 3 Department Head Meeting Minutes of August 30, 2011 Mayor Olson • Ambulance building Nash will send four sets of the plans to the city for review. Shane from High Tech will review the bids this weekend and meet with the city next week to determine the guaranteed maximum price. Council approval is needed before the project can start. Other There was no discussion. The meeting adjourned at 3:40 p.m. Respectfully submitted, Cindy Allen Council Secretary 4