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HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.14.2007PRESENT: Mayor Ken Olson Sam Painter Rick Musson MINUTES DEPARTMENT HEAD MEETING AUGUST 14, 2007 3:00 P.M. COUNCIL CHAMBERS Mary Embleton Jan Faught Scott Wilm Peggy Amold Gay Easton Steve Klotz Council Workshop Agenda - August 14, 2007 Planning Board issues: · Ordinance - Proposed amendment to the Laurel City Subdivision Regulations Wyeth Friday will present the proposed amendment at the council workshop. Public Utilities Department: · Resolution - Change orders for tnmk line project The change orders are for an adjustment for the number of days and a reduction of $5,700. Public Works Department: · Resolution - Agreement with St. Vincent Healthcare There was discussion regarding the contact person for the agreement. The agreement will be revised to make Steve the contact person and Mayor Olson will sign the agreement. Distribution of the 2007-2008 Preliminary Budget Mary will distribute the budget calendar and the summary sheets to the council tonight and will give a presentation at the council meeting on August 21st. The public hearing will be held on September 4th and the budget will be adopted on September 18th. Department heads will receive the budgets on Wednesday. Executive Review: · Ordinance - City of Laurel Track Route · Resolution - Establishing City of Laurel Truck Route There was a lengthy discussion regarding the truck route. Mayor Olson stated thru further staff review is needed before it is presented to the council, so the draft ordinance and resolution will not be distributed to the council tonight. · Resolution - Surplus auction items Peg stated that the library could use a computer that has at least 256 RAM. Rick would like to have the city's old server for the camera system for the cars. The Police Department added a 2000 Crown Victoria to the surplus list. Mayor Olson asked if it could be used as a city vehicle for the planner, and Rick suggested having Fran look at it. There was discussion regarding other items, including the court copier, which Jan would like for the ambulance department, and the tender truck. Rick asked regarding recovered bicycles, which need to be declared as abandoned property. Verbiage in the resolution will allow some items to be advertised for sale instead of being sold at public auction. The auction is scheduled for Saturday, September 8th. Mary will contact Technical Edge on Wednesday to have the computer hard drives cleared. Department Head Meeting Minutes of August 14, 2007 · Ordinance No. 007-05: Ordinance for Laurel Cable Communications Sam explained that the ordinance approved on first reading will be replaced with a condensed version. The amended ordinance will be on the council agenda on August 21 ~t for the second reading. · Council Issues: o Barricade at south end of Eighth Avenue (Council Member Mace) Steve will contact the State regarding this issue. o Review of Safe to School route (Council Members Eaton and Stamper) Larry Tanglen will have an article in the paper tomorrow regarding the school route. There was discussion regarding the school route, the stop signs, the intersections, and the Safe Route to School grant. Review of draft council agenda for August 21, 2007 · Public Hearing: Budget amendments for FY 2006-2007 Department Reports: Ambulance Service · New ambulance update Jan stated that the ambulance is working great. City Council President There was no discussion. City Court Mary mentioned that the contractor has been finishing the project. The air conditioning issues still need to be addressed. Clerk/Treasurer · Budget process update Mary stated that copies of the department budgets would be in mailboxes on Wednesday. Fire Department · Fire truck update There was no discussion. · Tender truck Scott asked for Mayor Olson's direction on this issue. · Cenex contract Scott stated that there was no Emergency Services Committee meeting in July. The signed agreement with the City of Billings was received and a similar agreement could be proposed to Cenex. Library · Website progress Peggy has communicated with Jim Huertas regarding the website. Mary asked that some items be removed from the website, such as information about former employees. Department Head Meeting Minutes of August 14, 2007 · Parking lot pro~ess Steve explained the costs and bid for the library parking lot and there was discussion. should be done this fall. The project Police Department · SRO contracts Rick needs to contact Josh Middleton about the SRO contracts. · Safe to School route This was discussed earlier in the meeting. Rick stated the need for animal control cages. There are plumbing issues at the old State shop. Public Utilities · South side water line issue Steve and Sam met with the developer. The city needs to negotiate the right-of-way with the developer. The cost of materials will be shared, and a loop needs to be installed to fix the dead ends. The city will consult Morrison-Maierle regarding water pressure, fire flow needs will be addressed, and pipe sizing will be correct. The developer will get the property surveyed. · 8th Avenue project - update regarding sewer, water, storm water costs Steve gave Mayor Olson an e-mail of costs from last January. Engineering, Inc. received the green light for redesign of narrower streets. If the city goes to a five-foot sidewalk, then it is a "change" and Engineering, Inc. wants to receive word from the city to proceed. Some trees could be removed, which would result in a cost savings. The figures are not included in the urban funding figures. Streets, curb gutter, sidewalk, and a portion of the storm drain (replace existing) are included in the project. The water plant is currently meeting the requirements for DEQ's discharge permit. The state will be lowering the requirements over the next few years. The city is already under the requirements and will be better after the ponds get cleaned out. Tim Reiter is concemed about the arsenic levels, which comes from the river anyway. The city does not have to treat for it. The East First Street project has been signed off. Steve stated that Canyon Creek Ditch was there first and questioned why the city did not have an easement prior to this. Public Works · Report on progress with South Laurel Business SID and Main Street, 3ra to 8th Steve stated that nothing has changed since the last report. Steve will talk to Rick about the placement of stop signs, speed zones, and flashers around the new Middle School. Rick requested that the city attomey review the ordinance (scheduled for next Tuesday at 2:00 p.m.). A request has been received for another Rock the Block on August 24th by DJ's at the same place as last time. The request was passed on to the police department. 3 Department Head Meeting Minutes of August 14, 2007 The water has been shut off at the cemetery. Complaints have been received about wasps in Kiwanis Park. Steve had applied for a Montana Department of Transportation grant for preventive maintenance for Maryland from Washington to Eighth. He received a preliminary report with a $102,000/mile cost estimate. MDOT is scheduled to go out for bids on the contract in November 2007 and award the contract in February 2008. City Attorney · Track route issue This was discussed earlier in the meeting. · Cable Montana This was discussed earlier in the meeting. · Temporary use permit There was no discussion. Mayor Olson · $750,000 TSEP Grant Mayor Olson stated that the city will need to determine which engineering firm will administer the TSEP grant. Morrison-Maierle did the construction for the last grant, and ME&A administered the TSEP grant. Steve will do more checking. · Report on Planning Department Mayor Olson stated that all but one reference for the city planner candidate have been received. The references are very good and a decision should be made by Wednesday. · Cemetery contract There has been no contact from the county yet. The meeting adjourned at 5:00 p.m. Respectfully submitted, Cindy Allen Council Secretary 4