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HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.05.2006 MINUTES DEPARTMENT HEAD MEETING DECEMBER 5, 2006 3:08 P.M. COUNCIL CHAMBERS PRESENT: Perry Asher Ken Oison Rick Musson Gay Easton Mark Richards Mary Embleton Jan Faught Sam Painter Steve Klotz Larry McCann (3:12 p.~) Perry lad the meeting. Council A~enda -December 5. 2006 Public Hearing: · Ordinance No. O06-12: Ordinance aroending Ordinance No. 006-06. (First reading 11/08/2006) Schadulad Matters: · Confirmation of Appointments. o Laurel Ambulance Service: Kant Hergenrider o BSEDA Nominating Committee: Gay Easton - one-year term ending December 7, 2007 · Resolution No. R06-127: Resolution of the City Council to vacate a certain plattad cul-de-sac in the Laurel Business Park Subdivision as requestad by property owners within such subdivision. Mark statad that no comments have been receivad. Mary will take the resolution to the county clerk and recorder's office on Wednesday. The Wal-Mart final plat will then be filad and completad. Resolution No. R06-128: A resolution authorizing the Mayor to sign Amendment No. 2 to the Owner-Engineer Agreement between the City of Laurel and Morrison-Maierle, Inc. for the Main Street Waterline Project authorizing additional engineering services for the additional cost of $9,165.00. Perry stated that Amendment No. 2 is for engineering services to address the trenching issues in the Main Street waterline project. Resolution No. R06-129: A resolution authorizing the Mayor to sign Change Order No. 1 with Gray Construction, Inc., for additional work and materiais on the Main Street Waterline Replacement Project in the amount of $4,987.50. Perry stated that the change order is for the trenching work in the Main Street waterline project. Council Workshon Aeenda - December 5~ 2006 · Legislative Review: There will be discussion regarding legislative issues. Mary will make a presentation and the fire department will make a presentation- Dan McGee and Krayton Kerns will attend the council workshop on December 12tu. There was discussion regarding State senators and senate districts. Deparlmeat Head Meeting Minutes of December 5, 2006 Draft Council Worksho~ Aeenda - December 12~ 2006 Plannin~ Board: * Resolution- McLelland Quitclaim Deed Dan McGee will prepare the survey for this property. The resolution will be presented at the council workshop on December 12th. Clerk/Treasurer: · Resolution - Collection of annual $2.00 service fee for all water users The State of Montana requires all water systems to collect $2.00 per water user every year, and the charge will be added to the January water bills. Administrative Assistant: · Resolution- Task Order No. 12, Morrison-Maierle, Inc. The task order is for Morrison-Maierle to complete water and sewer rate studies. · Resolution - Change order for the East First Street Project This is the reconciliation change order to complete the East First Street project. Thc change order is for a reduction of $72,000, which resulted from unused quantities. The total net change in the project was an increase o f $20,000. · Resolution - Change order for the Main Street Waterline Project The change order will be presented at the council workshop on December 12~. · Resolution - Change order for the Sewer Trunk Line Project The change order for fencing will be presented at the council workshop on December 12t~. There was discussion regarding the issue of freezing sewer lines, the sizes of the lines, the manhole, and the DEQ requirements. Larry explained the situation and stated that freezing would not he an issue. There was a change in the size and number of the pipes installed, which was the result of an incorrect engineering survey. There will be no change order for this issue and Morrison-Maierle will pay all costs associated with this change. This location will be pl~w~ed on the monthly maintenance list. · Cemetery Report Perry stated that the report would be done later this week. * Drat~ Vehicle Use Policy Perry stated that the department heads would have opportunity to review and comment on the draf~ policy prior to presentation to the council. Executive review: 2 Department Head Mectiag Minutes of December 5, 2006 a Resolution - Extension Agreement for the Middle School Resource Officer Program · Resolution - Extension Agreement for thc High School Resource Officer Program Sam prepared an agreement to extend the SRO agreements, which expired June 30, 2006. Sam and Mary will review the Middle School SRO agreement. There was discussion regarding the length of the extension. · Resolution - DNRC Termination Date Extension Amendment A letter was received fxom DNRC today with an extension amendment for the $100,000 Grant for the trunk line ,p~o~2ect. A resolution to approve the amendment will be added to the council workshop on December 12 . Mary will find out if an extension is needed for the $500,000 TSEP Grant. The Department of Commerce has completed its scoring and ranking of the applications submitted to TSEP for construction grants that will be awarded by the 2007 Legislature. They will recommend funding of the first thirty-one projects. The City of Laurel ranked 30th out of 31 projects that will receive TSEP funding. If received, the funding would be used to rebuild the head works and install UV treatment at the WWTP and to rebuild the Elm Street lilt station. Appointments: o Yellowstone City-County Health Board: December 31, 2009 Appointment to a three-year t~lm ending Mayor Oison stated that some individuals have been contacted regarding this position, but Kate Hart will probably be reappointed. HOME Program Advisory Board: Appointment of Mark Richards Discussion: Jan mentioned that Care 1 needs a new transmission and brakes and has aa exhaust leak. An estimate will be available soon. There might he an option to lease an ambulance while Care 1 is being repaired. Casters will be installed on the council tables this afternoon. New window treatments are being considered and would be included in the next budget. Rick stated that the Discovery Channel will be in Laurel on Sunday, December 10t~, to talk to Mark Guy regarding a county investigation and the Fenner homicide. They will be bringing two psychics with them. Rick a~ked to leave the department head meeting at 4:00 today in order to attend a police department Perry wrote an article on Haaukkah that will be in Saturday's edition of the Billings Gazette. Larry explained that Cenex shut down the sewer line project today when benzene was found in the ground water. Cenex took over the removal of the contaminated soil and DEQ is aware of the issue. 3 Dopmmem Head Meeting Minutes of December 5, 2006 Sam stated th_at the permit for Thomae Lumber is ready and should be added to the December 12th council workshop. Mayor Olson asked regarding a process for street closures. Sam will prepare and circulate a draft ordinance and signature form for review by the department heads. Requests for street closures will require approval signatures fi:om the public works, police, fire, and ambulance departments. The paperwork will be available at the clerk's office, and the city council will authorize its delegate to give final approval. Steve explained a change needed in the city's sign code. The verbiage in Section 15.40.130 (I) should be changed from "and" to "and/or" as follows: "Freestanding signs which are not on-premise and/or which do not address intemtate traffic as determined by the director may be installed to a maximum height of twenty-four feet and may have a maximum size of one hundred fii~y square feet. Exceptions to this are noted in the entryway zoning district." Mayor Oison asked regarding the location of the stop sign at the intersection by Smith Funeral Home. Steve stated that a final walk through of the East First Street project is needed. Mary stated the need for final acceptance by the City of Laurel in order to release the balance of the funds for the project. Grant pwvisions require documentation that the city accepts the project. Steve mentioned the issues with Marvin Brown in Iron Horse Station Subdivision. There are drainage problems in the street. There was discussion regarding the letter oferedit. Mary will research the file to see if the letter of credit has expired. Communication is needed between depmanem heads regarding the ongoing issues with Marvin Brown. Mary explained that some parcels in Iron Horse Station Subdivision were assessed street maintenance. These parcels will be transferred to the Nutting Drain Ditch. The Depmment of Revenue and George Fox contacted Mary regarding this issue. Further research is needed. Mark received all of the planning files from Cai. Storage space is an issue. Mark attended the county commissioner's hearing on Anderson Subdivision today. Denial of an extension bas been recommended. Mary mentioned that the AFLAC and Colonial representatives are here this week. Mary will revise the process for next year's signup. Employees must accept or decline Section 125 every year. There was discussion regarding employees that want overtime pay to do this. Mary explained a comp time pay out issue. The union contract states that the eomp/OT payout will he done with the first pay period in December. An employee who does not yet qualify for vacation time has requested eight hours of comp time for use after the payout. The eontmct says that the comp/OT "shall be paid out". The meeting adjourned at 4:12 p.m. Cindy AII~~ Council Secretary 4