HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.05.2006 MINUTES
DEPARTMENT HEAD MEETING
SEPTEMBER 5, 2006 1:00 P.M.
COUNCIL CHAMBERS
PRESENT:
Perry Asher
Steve Klotz
Jan Faught
Rick Musson
Gay Euston
Mary Embleton
Larry McCaun (1:15 p.m.)
Cai Cumin
Mark Richards
Ken Oison
P~ry led the meeting.
Introductions were made to Mark Richards, the new city planner. Mark briefly explained his
background and work experience and stated that he is honored to accept this position.
Nancy Rohde will attend the council meeting toni~ght, as Sam is unable to attend.
Perry will be gone fi~m September 8th to I
Council A~,enda - Sept~mher 5~ 2006
· Public Hearings
o Presentation of the 2006-2007 Preliminary Budget
· Perry will use the summary pages Mary included in the budget to present
the 2006 Preliminary Budget to the council tonight.
· Perry and Mary will review the information today prior to the
presentation.
o Ordinance No. 006-06: Ordinance amending Sections 12.08.070(A), 17.16.020,
17.40.090.J.2 and 17.56.040(A) of the Laurel Municipal Code, as recommended
by the City Zoning Commission after public hearing and comment. (First reading
- 08/01/2006)
o Ordinance No. 006-07: Ordinance amending the zoning map of the City of
Laurel, Montana, to approve a zone change from R-7500 to Residential Limited
Multi-Family zone for a recently annexed parcel of property to the City. (First
reading - 08/01/2006)
· Confirmation of Appointments.
o Board of Appeals: Reappointments of Dick Clayton (one-year term), Marvin
Carter (two-year term), Bob Western (two-year term), and Miles Walton (two-
year t~m)
o City-County Planning Board: Council appointment of Deborah Homing to a two-
year term ending June 30, 2008
· Resolution No. R06-88: A resolution authorizing the disposal of City records.
· Resolution No. R06-89: A resolution to authorize the Mayor to extend the term of
Contract # MT-TSEP-PE-06-335, previously approved and executed by the City on
December 19, 2005, to provide funding for a Preliminary Engineering Report for
improvements to the City's storm water system
Department Head Meeting Minutes of September 5, 2006
o The $15,000 grant for preliminary engineering will be extended to October 2007.
· Resolution No. R06-90: A resolution accepting the bid and authorizing the Mayor to sign
a contract with COP Construction LLC for the project known as the Sewer Trunk Line
Replacement Project for the City of Laurel.
· Resolution No. R06-91: Resolution of the City Council to create a new position called
the City Planner I and to adopt a job description for the City Planner I position.
· Resolution No. R06-92: Resolution authorizing and approving an employment contract
between the City of Laurel and Mark S. Richards, who shall serve as the City Planner I
for the City of Laurel.
· Resolution No. R06-93: Notice of intent to vacate certain streets in the City of LaureL
· Montana Hydro Electric, Inc.
Discussion:
· Letter ~om Jodi Hoppel regarding the Laurel Oktoberfest
o The mayor and council were invited to attend the celebration, which will be held
at the Horse Palace on September 22-24.
· Mary was contacted by the DNRC (Anna Miller's office) today regarding additional
funding for the SRF loan for the sewer trunk line project.
o Perry, Mary, Larry, and Mayor Olson will meet to discuss this further after the
department head meeting.
Council Workshop A~,enda - September 12, 2006
· Jol-~son Controls: Final contract
o Johnson Controls will present the final contract for the installation of the
automated meter reading system to the council.
o Perry will contact Jarod Schoch regarding meeting this week, as Perry and Mary
will be gone next week.
· Planning Board issues:
o On Thursday, the Planning Board will hoM a public hearing on Brookwood
Subdivision, which is located west of Phessant Brook.
o Also included on the agenda are:
· Extemion of Cherry Hills, Third Filing
· Public hearing on a special review for a proposed bar in a casino at the
Cenex station on First Avenue
o Cai asked regarding the status of annexation of the McLelland property and
abandonment of right-of-way for Wal-Mart.
· Mary explained that the County Clerk and Recorder would not file the
preliminary plat because the platted, undeveloped streets were not
abandoned by the city.
· The attorney's office detemdned the necessary process to satisfy the Clerk
and Recorder's Office.
· Notice of intent to vacate streets must be advertised twice
· Resolution to vacate the streets will be presented on Sqatember 19th
· There was discussion regarding the issue.
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Departmeat Head Meeting Minutes of September 5, 2006
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Cal stated that he was not included in the loop on this issue, that
this was the long way to address the issue, and that he is concerned
about Wal-Mart's deadlines.
Cai stated that, if the plat complies with statute, the County Clerk
and Recorder's Office cannot tell the city it has done something
wrong when the city approves amendment ora subdivision.
· Cai stated that the county attorney suggested four alternatives,
which Tony Nave did not accept.
· Cal has not heard from Wal-Mart regarding this issue.
Bridge project on 12~h Street
· Cal stated that the county will help fund the 12th Street bridge project.
· The county requested a letter from the City of Laurel, and sent a drat~
letter to Perry end Steve.
· The city wants the whole project done, including widening of 12~ Street
and installation of ADA ramps.
· Mayor Olson will meet with the county commissioners soon to attain an
understanding of the commission's intent.
· Perry stated that the letter is ready for the mayor's review.
· Discussion regarding the park situation:
· The city wants ownership of the park, if it is between having the
park given to the city or Dave Schreiner.
· Liability would be incurred with changing the direction of the
ditch.
· Financing for widening the street should be the landowners'
responsfoility.
· The bridge issue is independent of the other aspects of the project.
· The county wants the city to take ownership o£the walk bridge.
· The city wants the whole project done if anything is done.
· Mayor Oison wants to have a good unde~tanding of the issue
before talking with the county commissioners.
· Cal's draf~ letter of support includes completing the project.
· Clerk/Treasurer:
o 2006-2007 Tax Resolutions
· The resolutions approving the final budget and setting the mills and the tax
resolutions will be presented at the council workshop on September 12th.
o Brief discussion regarding:
· Scott Long - garbage bill
· Hardees - receivership
· Mary said there may be some resolution to this issue soon.
· Administrative Assistant:
o Resolution - Non-union employee wage increase
· The wage increases will be retmaetive to July l, 2006
o Resolution - Establishing Volunteer Ambulance Service compensation levels
· This is a formality as the budget is based on the numbers in the resolution.
Department Head Meeting Minutes of September 5, 2006
o Resolution - Change orders for East First Street project
o There was discussion regarding the change orders.
o Change Order No. 4 has not been approved, but Change Order No. 5 was
approved.
o Perry will contact Stephanie.
o Mary asked regarding the CTEP match for the East First Street project.
o Funding for the alley approaches will come fi'om the Solid Waste Fund and some
money for sidewalks will come from the Street Fund.
o The CTEP funding is $86,580 from CTEP plus $13,420 city match for a total of
$100,000.
o Mary asked Cai for copies of the CTEP documents for the file.
o Cai stated that CTEP funds orS 181,689 are available to the City of Laurel.
Executive review:
o Ordinance - hours for Kids Kingdom in Kiwanis Park (1~t reading)
· The task force will bring an ordinance forward to the council.
· Mary needs documentation of the value of the Kids' Kingdom equipment
for MMIA.
· Perry will contact the company requesting a letter stating the cost of the
project with labor.
· Materials for the project cost approximately $120,000.
Review ofdrai~ council agenda for September 19, 2006
o MDT: Public Hearing - Laurel Northeast (overlay) and Laurel Turn Lane
scheduled for construction, 2009
· Steve explained the two state funding sources: preventive maintenance
and safety rr~ney
· MDT has scheduled installation of a turn lane at Yard Office Road and a
mill and fill on East Main Street.
o South Laurel Business District Committee
· Discussion regarding an SID for sidewalk, curb and gutter
· The state could schedule the mill and fill after the curb and gutter has been
installed next year.
· Discussion regarding storm drains, sewer lines, and water lines
· Perry will meet with the coramittee tomorrow.
o Asphalt Supply
· Steve talked to Joe Gentry about Asphalt Supply, which is technically the
railroad's liability now.
· Steve will schedule a meeting with Joe Gentry, Larry, Steve, Mark, and
Perry, and Gary; Mayor Olson will attend if possible.
· Discussion will include stubbing of water and sewer lines, maintenance of
milroud fight-of-way through town, and Asphalt Supply.
Discussion:
· Jan received a bid from Thomae Lumber for a 10xl 6 foot storage unit for the ambulance
department.
o Discussion regarding firewalis and the location of the building
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Departmeat Head Meeting Minutes of Septembe~ 5, 2006
o Jan will submit the code information to Thomae Lumber.
Mary stated that Jan could submit a purchase requisition to Budget/Finance
tonight.
o Question regarding the funding for the storage unit
· Rick mentioned the ad for the relief dispatcher.
· LEPC has scheduled a gas release exercise at Conoco in Billings on September 20th to
test communications for law enforcement agencies.
LMCC is scheduled for 12:45 p.m. on September 20th; Perry will contact Jason to change
the date.
· An Aviation Technology meting is scheduled on September 20t~ at 1:30 p.m.
· Larry met with Morrison-Maierle last Friday regarding the sewer project.
o A presentation will be made to the council to set a ten-year plan for the water and
sewer departments.
o Discussion regarding a rate study
· Discussion regarding distribution of agendas, council minutes, and documents by e-mail
· A GIS meeting is scheduled for Thursday, September 10th, at 9:00
· Mark Richards stated that some communities are changing from MicrosoK to Linnux.
· Cheryl Edgmond's retirement party is from 2:00 to 5:00 p.m. today at the fire hall.
Perry reviewed the following list of priorities: · Cemetery- nothing new
· Iron Horse Development money
o The Iron Horse file has not been located yet
· Budget
o Preliminary Budget will be presented to the city council tonight and will be up for
their consideration two weeks from now.
· Park Board
o Sam and Perry will be working on enabhng legislation for the council's
consideration.
· Vehicle Use Policy
o Still working on this
· Fire Department CAF System
o Perry has the best price on his desk and needs to consult with the mayor to see
what happens next.
· South Laurel Business District Committee
o Next meeting is scheduled for Wednesday, September 6tu
· Water and Sewer Capital Funding
o Increase amounts to $20,000 and $25,000 respectively
· Cenex issues
o Mayor and Perry met with Pat Kimmet.
· Thomee Lumber
o Thomae and his attorney did not get the e-ro~l with the permit attached; now they
have it and the city is waiting for a response.
Fall Newsletter
o Deadline for articles was September 1"t.
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Department Head Meeting Minutes of September 5, 2006
,, Main Street
o SID for sidewalks needed by early 2008 as this is when the State plans on doing
the project.
· Web page
o Still gathering information, links, and other materials for new web page. It should
be ready to go live this week.
· Need a new corranunity income survey to determine eligibility for CDBG grants.
· Safety Assessment
o Michael Smith sent Perry some materials, but he has not had time to study them
He would like to meet with Gary aRer Perry returns to discuss what we have.
Perry reviewed the following construction projects: · Main - 3~d Avenue to 8th Avenue
· East First Street is just about done; working on finalizing financing
· Sewer Trunk Main
· Storm Water Management Plan - South Laurel Business District SID
· Cemetery
o Sprinkler design is nearly complete
· Eighth Avenue rebuild
o Perry will contact MaeNen late this month to check on how the pmcass is going
for funding on future urban funds
· 12th Street footbridge pmjeet
o Explore the use of CTEP funding and working with the county to fund this project
· Johnson Controls - automated water meters
· Discussion regarding Veterans' Park
o The sprinkler system has been installed, the concrete work needs to be done, the
trees need to be planted, and the grass will be seeded this fall.
The meeting adjourned at 2:43 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary