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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.02.2007 MINUTES DEPARTMENT HEAD MEETING OCTOBER 2, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Kurt Markegard Rick Musson James Caniglia Mary Embleton Jan Faught Scott Wilm Peggy Arnold (3:15 p.nx) Council Agenda - October 2~ 2007 Public Hearing: · Subsequent Minor Plat of Amanded Lot 2D-l, Canyon Creek Station Subdivision 2nd Filing, Preliminary Plat James will present the issue at the public hearing. Scheduled Matters. · Confirmation of Appointmants: o Ambulance Reserve Attendants: Anna Gatzemeier and Sue Leuthold Jan stated that the reserve attendants will be unable to attend tonight's meeting. o HOME Program Advisory Board: James Caniglia, City Planner o CTEP Administrator: James Caniglia, City Planner Mayor Olson will make the appointments tonight. · Craig Wright, Johnson Controls: Performance Contract Review Craig Wright is here to give the presentation~ Resolution No. R07-85: Resolution of the City Council to approve revisions to the existing Code Enforcement Inspector job description for the City of Laurel. (Delayed 09/18/2007) · Resolution No. R07-87: A resolution authorizing the Mayor to sign an agreement for servicos with CTA Architects and Engineers approving the proposed Programming Study for the Volunteer Fire Department. · Resolution No. R07-88: A resolution to authorize the Mayor to extand the term of Contract # MT- TSEP-PE-06-335, previously approved and executed by the City on December 19, 2005, and previously extended to October 1, 2007, to provide funding for a Preliminary Engineering Report for improvements to the City's storm water system The resolutions will be presented at to~i4ht's council meeting. Mayor Olson stated that Steve Zeier would attend tonight's council meeting for further discussion regarding TIF Districts. James will also attend the meeting. Jan asked if the Locomotive Inn's liquor license is being transferred to Applebee's. Mayor Olson stated that a couple from Billings has purchased the license. Jan mentioned that a choral concert is scheduled at the Laurel High School on October 15th, which is the date for the Town Meeting. The school will be contacted regarding this. Draft Council Workshop Agenda - October 9~ 2007 · Draft resolution of intent establishing the TIF District Mayor Olson stated that there would be further discussion regarding the TIF District at the council workshop. Department Head Meeting Minutes of October 2, 2007 There was discussion regarding a task order for program management fxom Great West Engineering. Kurt will contact Chad Hanson at Great West Engineering again. There was discussion about issuing task orders to Morrison-Maierle versus Great West Engineering and the TSEP requirements. Kurt mentioned that Scott Murphy, MMI in Helena, has contacted DEQ to expedite the discharge permit. Denartment Reports: Ambulance Service · AMR contract discussion Jan has not heard from AMR about the contract. Jan stated that the terminated employee returned all items except two shirts. Mayor Olson will eomact the individual. City Couacil President There was no discussion. Clerk/Treasurer · Quarterly Budget Report - October 30~ Mary stated that the report will include the first quarter of the current fiscal year. Mary will work on the budget document next week. She will attend the League meeting in Bozaman for the rest of this week. Fire Department · Tender truck No new information. · Cenex contract update Work is cominuing on the contract. * USDA grant/loan update o Facility plan Scott and Derek met with CTA Architects on Monday. They went to the proposed site, which CTA thinks is a feasible site. Scott stated that the draft small services contract with CTA is acceptable. Two original copies will be mailed to them for signatures alter council approval tonight. o Brush truck This is still in progress. · Siren update Scott stated that Mark Hamilton, Industrial Communications, has proposed a replacement siren at a cost of $12,000. The siren would be installed at the FAP building. The siren was not included in the current budget. Scott mentioned that John Meeks retired from the department, so there is an opening. The no bum ban will be lilted on Wednesday. Library · Parking lot progress Peg asked that the engineering agreement with Engineering, Inc. be added to the October 9th council workshop. The engineering did not include the employee parking, but Kart did not think engineering wes 2 Departmeat Head Meeting Minutes of October 2, 2007 needed for that section. Mary stated that a small services contract is needed. Kurt explained the situation with a sidewalk approach on Eighth Avenue. Police Department * Dispatcher hiring progress Rick stated that interviews were held, the top three candidates were determined, and he submitted one name to Mayor Olson today. Rick will attend a conference from October 12th through 17'. · Website progress Rick will ask James Huertas to contact Mayor Olson. A small services contract will be needed for his services, which is estimated at about $2,300. Public Utilities Kurt asked to be added to the depamuent heads' e-mall list. · Report on f~e hydrants at Wood's Powr-Grip Kurt reported that the issue with access has been addressed. Town & Country needs to do some cleanup, and then the city will grade the street and maintain it. A hydrant should be added. · Update on wate~ line in Russell Subdivision The water line is located at Yellowstone and Woodland. James is working on the right-of-way issue. Kurt asked Carl Anderson for the water model for the south side in order to determine what size of line is needed. Carl recommended that 8-inch line be used. Brent Milliron, the owner, needs to have the propeaty surveyed and platted, and he needs to contact Sam. Kurt, Gary, Cheryl[ and James will meet on Monday mornings at 8:30 a.m. A copy of the minutes will be attached to the weekly department head minutes. Kurt reviewed the following issues, which were addressed at this week's meeting: Kurt contacted Scott Murphy regarding the discharge p~tmit at the WWTP; Kurt talked to Bob Mann and Tim Reiter about touting the plants; Mayor Olson would like to offer the council the opportunity to tour the plants; The storm system at The Crossings is being redone; Mayor Olson asked Kurt to give Bob Robinson an update. Public Works · Report on progress with South Laurel Business SID A meeting will be scheduled for Mayor Olson, Chad Hanson, and Kurt. Ma~ stated that Steve Zeier was unaware of thc proposed SID and it might not be needed ifa TIF District is approved. · Report on Main Street, 3~i to 8th There was nothing new to report. Gary Neville is the contact person for this project. Kurt stated that the call out process has been changed. When a holiday falls on Monday, the weekend on- call person will continue until Tuesday at 7:00 a.m. Mary stated that a process or protocol for callout is needed. Kurt will be on call 24/7. Wal-Mart will open on October 24t~ and the grand opening is scheduled for October 27th. Kurt informed Wal-Mart that an occupancy permit will not be issued until the intersections are done. Also, the openings in SE Fourth Street must be closed before the store opens. D~a~an~t Head Me. day Miautes of O~tober 2, 2007 Kurt contacted MDOT about the potholes in the underpass and they were fixed quickly. Kurt contacted Jim Stevenson regarding the weeds next to the refinery. Kurt researched Chuck Dickerson's complaint regarding weeds at Eighth Avenue and Twelfth Street. The property is abandoned and the county filed a tax lien. Gary sent a certified letter in August. Kurt stated that the process would take too long for the city to recover its funds. Kurt explained the remaining items that were discussed at the Monday morning PWD meeting. City Planner · Update on alley vacations James will continue to work on the alley vacations. James asked when Ordinance No. 007-09 becomes effective. Mayor Olson stated that it is effective in thirty days. James stated some issues that need to be addressed in the Cherry Hills Subdivision Improvements Agreement. James needs to get Sam's opinion. James explained a suggestion to change setbacks in residential areas with lots of one acre or more. This would allow for subdividing if the subdivisions are annexed into the city and would increase the density. Kurt stated that the police chief and fire chief need to go on the final walkthrough of subdivisions. City Attorney · Truck route issue Mayor Olson stated that a letter requesting comments about the draft truck route was sent to the vendors last week. Comments will be received until October 12th. · Draft annexation ordinance Sam is reviewing the draft ordinance. Mayor Olson · Safety Program update Mayor Olson stated that the safety program will be addressed after the public works director position has been filled and the election is over. Other Rick stated that stop signs need to be installed at SE Fourth Street and Washington Avenue prior to Wal- Mart's opening. Rick will submit a written request to the mayor. The meeting adjourned at 4:25 p.m. Respectfully submitted, Cindy Allen Council Secretary 4 Public Works Staff Meeting Monday, October 1, 2007 Kurt Markegard Gary Colley James Caniglia Cheryll Lund Public Works Kurt was put on exempt status and his hours will be 7:00 am to 4:00 pr~ Gary will be available in the office from 4:00 pm to 5:00 pm each day uniess he has a planned inspection. Gary and Kurt will split tho on-call time. When a holiday falls on a Monday the person on call for the weekend will also be on call until 7:00 am on Tuesday. Streets: Wal-Mart will be opening on October 24, 2007 and their grand opening will be October 27, 2007. Kurt plans to have the crew patch E. Railroad prior to Wal-Mart opening. He sugg~ted that Gary contact McDonald's and have them patch the opening they made in SE 4'" Street. Kurt is going to comact MDOT regarding having the weeds next to the Cenex Refinery mowed. Charlie White will be doing the curb cut and approach to the alley that runs behind City Hall so the alley will be blocked offto traffic for approximately 9 days (takes 7 days for the concrete to cure). All the businesses that it will affect will be notified. There has been no date set yet for that work to be done. Kurt stated that the Court will be closed Oct. 2-4 and he plann to block offthe 2 new handicap spots so that they can be painted. ?arks: The batlm)oras in the parks will be winterized this week. Lions Park will not be done until alter the Run for Sobriety is held. The school had requested that the bathrooms remain open in Lions Park for the run. Ku~ stated that the soccer clubs need to give tho City a game schedule every year so the City knows when they can winterize the bathroom at the Fir complex and make sure the porta potty gets rerroved fi'om Murray Park. Gary suggested that the soccer club using Murray Park should ask for permission to place a porta potty and get an OK as to where it is placed. Riverside Park closed Sunday September 30~h. The caretaker, Jennifer Kraft, is now employed as a Seasonal Maintenance Worker and she is stripping and re-painting the floors in the bathrooms. Kurt suggested that new signs and a drop box be placed in the park f~r information and after hour's payments. So~dWas~: Kurt stated that they are going out for bid on a new garbage mute truck. Alley clean up will be at the end of October or first week in November depending on when the leaves fall offthe trees. Curbside alley clean up, for those without alleys, will be held the same day residents have their trash picked up. The City will be hauling Wal-Mart roll-offcontainers on a need to basis, but will only do so ifa P.O. number is sent t}om Wal-Mart's Waste management Company. Wal-Mart has stated that they will not pay for anything hauled without a prior purchase order number. Water & Sewer systems: The waterline issue for Brent Milliron's property on Woodland is being reviewed by the City Attorney. WWTP & WTP: Kurt will contact Scott Murphy regarding a wastewater discharge permit. This is an important item that has to be obtained before we can get federal funding for any projects. Kurt would like to go on a tour of the WWTP and WTP plants and suggested that an invitation be given to city employees that would like to be a part of the tours. Cemetery: The irrigation has stopped for the winter and they are planting grass seed this fall. Pool: The pool is closed and full of water for the winter. The new pool cover has arrived and will be put into storage to use next summer. The pool will be winterized the same time that the park bathrooms are. Code Enforcement hire: Gary, Kurt and Rick Musson are reviewing the applications for Code Enforcement Officer and will set tho interviews for later this month. Rick is in charge of tho Cheryll is on vacation from Oct. 4-15 and a teiz~orary person will come in to answer the phones during that time. Sho will be "trained" the day before Choryll leaves. Kurt has a planned vacation from Nov. 12-16~. Building Department/Code Enforcement: Gary When Gary does the final at Wal-Mart he will look at the utility cuts on Bernhardt Road. Tho lit~ station that Gary has been discussing with Jesse at Galloway Romero does not have power as of yet. Gary will check with Jesse. Gary is concerned with there not being a stop sign at the intersection at SE 4th and Washington. He will talk with Chief Mnsson regarding this issue. There was an issue on the paving on W. 4th that hopefully was resolved through Mark Mace. Gary asked James to look into the SIA for Solid Foundation and see what became of tho planned turn around for emergency services and solid waste trucks. Gary will find the handout for new water customers. It needs to be updated with new phone numbers and/or extensions. There have been no department head minutes distn'buted to the Public Works department in several months. Gary will take the SUV that Steve used in to have the back door fixed and detailed. Subdivisions: All departments need to be involved in all subdivisions that involve city services or poss~le future city services to include water, sewer, fire, police and public works. Things that need to ho checked out by James: ~ Brown is putting a sign up in the dedicated park land at Iron Horse Station Subdivision. James will check the SIA. The wall promised by Dave Bequette at Elana Subdivision has not been finished. All future walk-throughs' need to involve the Planner, and the fire and police need to be invited to preliminary plat meetings. Pl~nnlng: James questioned the lift station upgrade on the east end in Village Subdivision. Projects: Kurt stated that the sewer project is still going to happen but the funds cannot be released until we get a discharge p,mdt. Kurt is working on the discharge permit. The city crew will be tearing out the asphalt for the Library parking lot. The paving job will then be hired out. Cheryll Lund 4