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Home My WebLink AboutDepartment Head Meetings Minutes 09.06.2011 MINUTES DEPARTMENT HEAD MEETING SEPTEMBER 6, 2011 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Heidi Jensen Rick Musson Shirley Ewan Nancy Schmidt Jan Faught Council Agenda — September 6, 2011 Ceremonial Calendar: • Recognition of Eagle Scout Project Scheduled Matters: • Confirmation of Appointments. • Resolution No. R11 -76: A resolution approving and adopting the Final Budget for the City of Laurel for the fiscal year 2011 -2012. • Resolution No. R11 -77: A resolution levying taxes for general and specific purposes for the City of Laurel, Montana, for the fiscal year beginning July 1, 2011. • Resolution No. R11 -78: A resolution levying and assessing all of the property embraced within Special Improvement Lighting District No. 2 of the City of Laurel, Montana, for the entire cost of maintenance and electrical current for the fiscal year 2011 -2012. • Resolution No. R11 -79: A resolution levying and assessing all of the property embraced within Special Improvement Lighting District No. 3 of the City of laurel, Montana, for the entire cost of maintenance and electrical current for the fiscal year 2011 -2012. • Resolution No. RI 1 -80: A resolution levying and assessing the cost of sidewalk improvements for Special Improvement District No. 111 within the City of Laurel, Montana, for fiscal year 2011 -2012. • Resolution No. R11 -81: A resolution levying and assessing the cost of sidewalk improvements for Special Improvement District No. 112 within the City of Laurel, Montana, for fiscal year 2011 -2012. • Resolution No. R11 -82: A resolution levying and assessing the cost of sidewalk improvements for Special Improvement District No. 113 within the City of Laurel, Montana, for fiscal year 2011 -2012. • Resolution No. R11 -83: A resolution levying and assessing the cost of street maintenance and/or improvements for Street Maintenance District No. 1 that constitutes all streets and alleys embraced within the City of Laurel, Montana, for fiscal year 2011 -2012. • Resolution No. R11 -84: Being a resolution levying and assessing all of the property embraced within Street Sweeping District No. 1 of the City of Laurel, Montana, for the purpose of the sweeping of streets in the downtown or business district for the fiscal year 2011 -2012. • Resolution No. R11 -85: A resolution levying and assessing a special tax against certain property in the City of Laurel for delinquent water charges. • Resolution No. R11 -86: A resolution levying and assessing a special tax against certain property in the City of Laurel for delinquent sewer charges. • Resolution No. R11 -87: A resolution levying and assessing a special tax against certain property designated as garbage districts in the City of Laurel, Montana, for the removal of garbage and refuse. Department Head Meeting Minutes of September 6, 2011 • Resolution No. R11-88: Resolution relating to up to $336,000 Special Improvement District No. 113 Bonds; Authorizing the issuance and private negotiated sale thereof and authorizing the pledge ofthe Revolving Fund to the security thereof. • Resolution No. R11 -89: A resolution authorizing the Mayor to execute a revised contract for city attorney civil legal services between the City of Laurel and Elk River Law Office P.L.L.P. • Resolution No. RI1 -90: A resolution ofthe City Council to accept a study ofthe City's existing water and sewer rate structure and recommendations for any necessary modifications to the existing rate structure prepared by Great West Engineering. • Resolution No. RI1 -91: A resolution of the City Council authorizing the Mayor to sign a contract with Bradford Roof Management to repair the roof at Laurel City Hall. Bradford Roofing will be contacted tomorrow if the council approves the contract tonight. • Resolution No. R11 -92: A resolution authorizing the Mayor to sign an agreement between the City of Laurel and the Drug Enforcement Administration "DEA" assigning a Laurel police officer to the Billings Resident Office Task Force for a one -year period. • Ordinance No. 011 -08: An ordinance amending Chapter 12.36 of the Laurel Municipal Code relating to Special Improvement Districts to comply with changes made to Montana Law by the 2009 Montana Legislature. First reading. Shirley stated the need to set a structure for the 5 to 10 SID percentages. Mayor Olson and Shirley will discuss this further. Draft Council Workshop Agenda — September 13, 2011 Executive Review: • Resolution — Final Bond resolution for SID No. 113 • Resolution — Intention to raise water and sewer charges • Resolution — Accept bid for SE 4 Street project Bids are due on Wednesday. • Resolution — CTEP Project Agreement, East Main Street Sidewalks The agreement is for replacement of sidewalks in the downtown area and the project should be completed this fall. • Council Issues: o Status of water meters (Mark Mace) o Update on footbridge (Mayor Olson) Mayor Olson stated that the County agreed to pay half of the cost for the additional fencing. • Other items Rick added the appointment of Jeremiah Johnson as a police officer to the September 13 council workshop agenda for appointment on September 20 There was discussion regarding a contract with new police officers that attend the Police Academy in order to recover the city's costs if the officer does not continue employment. Mayor Olson will have Sam research this. The new officer will complete twelve weeks of field training and then attend the Academy in Helena from January to March 2012. • Review of draft council agenda for September 20, 2011 o Public Hearing: 2 Department Head Meeting Minutes of September 6, 2011 • Ordinance No. 011 -08: An ordinance amending Chapter 12.36 of the Laurel Municipal Code relating to Special Improvement Districts to comply with changes made to Montana Law by the 2009 Montana Legislature. (First reading — 09/06/2011) Department Reports: Clerk/Treasurer • Surplus auction — September 17, 2011 Rick and Matt will be the auctioneers at the auction. Kelly will collect the money but needs to leave around noon, so someone else needs to assist. Rick asked when ExxonMobil would be out of Riverside Park, as he needs to get the bikes out of storage at Riverside Park prior to the auction. Ambulance Mayor Olson stated that Shane from High Tech Construction (contractor) informed him that the total cost of the ambulance addition project is between $7,000 and 12,000 over budget. A meeting will be scheduled on Wednesday or Thursday. There was discussion regarding NorthWestern Energy's removal of the power pole. MDU will cut the gas line to the generator, replumb the line and reconnect it after the project is completed. Rick stated that there are fiber optics under the sidewalk on the north side. Mayor Olson has a full set of plans. Gary Colley will review the full set of plans soon. Jan will be available to meet on Wednesday or Thursday. Rick has LEPC on Thursday at 1:30 p.m. 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 There was no discussion. Court There was no discussion. City Attorney Mayor Olson stated that Sam will attend council workshops but not attend council meetings. Department head meetings might be moved to 4:00 p.m. Shirley asked about Matt Wilcox's contract and when to start paying him. She will check the contract. Mayor Olson 3 Department Head Meeting Minutes of September 6, 2011 • Ambulance building There was no further discussion. Mayor Olson stated that Heidi would become more responsible for the city's day -to -day operations on October 1 Other None. The meeting adjourned at 3:30 p.m. Respectfully submitted, C am' j f�. - Cindy Allen (f Council Secretary 4