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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.16.2007MINUTES DEPARTMENT HEAD MEETING OCTOBER 16, 2007 3:10 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Stan Langve (3:20 p.m) Sam Painter Jan Faught Peggy Arnold Scott Wilm Gay Easton James Caniglia Council Agenda -October 16.2007 Public Hearing: Ordinance No. 007-10: Ordinance amending certain sections ofthe "Laurel Zoning Ordinance" located at Chapter 17 of the Laurel Municipal Code. (First reading - 09/18/2007) James will introduce the issue at the public hearing. Scheduled Matters: • Resolution No. R07-89: Resolution authorizing the Mayor to sign an independent contractor service contract and agreement with Engineering Inc. for the reconstruction of the city public 1'brazy pazking lot. Peggy asked regarding Exhibit A, which is referenced in the resolution. Mayor Olson gave Peggy a copy of the document to review. She asked regarding the next step in the process. • Resolution No. R07-90: Resolution adopting regulations for the Laurel Cemetery. • Resolution No. R07-91: Resolution of the City Council conveying an easement for access purposes to Yellowstone County for the Yellowstone County Airport Road extension project. • Resolution No. R07-92: A resolution declaring the Laurel City Council's intent to create an Urban Renewal District with tax increment authority; declaring the existence of blight within the urban renewal azea; declaring the need for redevelopment of blighted areas in the interest of the public health, safety, and welfare; setting a public hearing date; and requiring publication and mailing of the notice of hearing. • Resolution No. R07-93: A resolution approving an agreement between the City of Laurel and Jim Huertas Consulting, relating to maintenance and work on the City of Laurel's website. Draft Council Workahon Agenda -October 30.2007 Police Department: • Resolution -State and Local Task Force Agreement with the Drug Enforcement Administration Denver Field Division The resolution will extend the agreement for another year. The resolution will be presented at the council workshop on October 30m. Public Works Department: • Ordinance -Ordinance deleting a section of the "Laurel Vehicles and Traffic Ordinance" located at Chapter 10 of the Laurel Municipal Code Department Head Meeting Minutes of October 16, 2007 The ordinance change is needed to delete the parking restrictions on the east side of the oki noddle school Kurt stated that the school has installed bus parking signs at the high school, Graff, and West Schools, but the signage has never been in code and should be included in LMC to make it legal and enforceable. There was further discussion. Kurt will provide Sam with a description of the locations, and Sam will revise the draft ordinance accordingly. • Resolution -Agreement with MDT for Main Street from 3'~ to 8s' Avenue Mayor Olson stated that an SID needs to be created for this area and specific dollar amounts need to be obtained from Gary Neville of MDT. • Resolution -Agreement with MDT for 8s' Avenue from West 12s' to West 9`~ • Resolution -Agreement with MDT for West 12s' Street from Sa' to 8s' Avenue • Resolution -Agreement with MDT for Maryland Lane from Washington to 8th Avenue North Mayor Olson stated that the agreements might be removed from the October 30a' council workshop agenda for further review. Clerk/Treasurer: • Quarterly budget report Mary stated that the report will address major funds. The report will be distributed to the council next week for preview prior to the presentation at the council workshop. Executive review: • Ordinance -Establishing urban renewal plan and TIF District Mayor Olson stated that the council will vote on the resolution of intent for the TIF District tonight. • Resolution - Director of Public Works job description Mayor Olson stated that the verbiage in the job descript~n was changed to allow a wider variety of applicants. The job description states that a degree in engineering or comparable field is preferred. The job description needs to be changed from "must possess appropriate Montana Operator's License" to "Montana driver's license." • Ordinance - City of Laurel truck route • Resolution -Establishing the City of Laurel truck route Mayor Olson received one comment regarding the proposed truck route. The draft ordinance will be sent to members of the Board of Appeals for review. There was discussion regarding the proposed ordinance. A language description of the route and a map will be included in the ordinance. Sam will add the description of the mute to the draft ordinance and Kurt will review the description prior to distribution. • Appointments: o ADA Coordinator The appointment will be removed from the agenda as Mayor Olson has not made a decision yet. o Laurel Airport Authority -term ending June 30, 2012 The ad for the vacancy on the Airport Authority will be published in tomorrow's Laurel Outlook. Friday, October 26'•, is the deadline for letters of interest. The appointment will be on the October 30"' council workshop agenda. 2 Departm®t Head Meeting Minutea of October 16, 2007 o Tree Board -term ending June 30, 2009 o BSEDA - City representative The appointments will be removed from the wuncil workshop agenda. • Council Issues o Maintenance of walkway by bridge on Valley Drive (Chuck Dickerson) The walkway is located in the county, and Kurt will contact Bob Moats regarding this issue. Review of draft council asrenda for November 6 2007 • Ordinance No. 007-10: Ordinance amending certain sections ofthe "Laurel Zoning Ordinance" located at Chapter 17 of the Laurel Municipal Code. Second reading. (Fuel reading - 09118/2007; Fx- lon~zoo7> Department Reports: Ambulance Service • AMR contract discussion Last weekend, Jan attended a meeting with EMS and a representative from the Department of Labor and Industry. She explained information regarding charging for services and additional endorsements for BLS services. There was discussion regarding liabilities incurred by carrying medication endorsements. Mayor Olson stated that the protocols may need to be reviewed. Jan will contact the Board of Medical Examiners to file a report regarding the ambulance employee that was recently dismissed. City Council President Gay mentioned that the individual who purchased the elevator has applied for a permit to demolish the buildings. Clerk/Treasurer • Quarterly Budget Report -October 30a' This was discussed earlier in the meeting. Mary stated that Carson Bise, of TischlerBise, will be in Laurel on November 14a' to begin the feasibility study for impact fees. Technical Edge will hold an event in front of Office Depot on Thursday, October 18a', from 10:00 a.m. to 2:00 p.m Fire Department • Tender truck Scott stated that they are still looking. • Sven update Scott stated that a 60.amp fuse was replaced and the siren is now working. • USDA grantlloan update o Facility plan Scott stated that the contract has been signed. Department Head Meeting Minutes of October 16, 2007 o Brush truck • Cenex contract update Scott asked if the Emergency Services Conmuttee would meet on Monday, October 22"d. He questioned if Doug Poehls has contacted Cenex regarding the contract. If not, Swtt suggested that the city write a letter to give Cenex thirty days' notice that there is no contract with the city. Scott will be out of town from October 21 ~` through 27m. Li ar • Pazking lot progress This was discussed earlier in the meeting. Peggy asked regarding the Wal-Mart grants. The grant presentations will be made on Wednesday, October 24'x, at 7:30 am Police Department • Dispatcher hiring progress Stan stated that the relief dispatch position was posted for the union on Friday. If there is no response, the position will be offered to the first person on the list from the recently completed hiring process. • Website progress The contract with James Huertas is on tonight's council agenda He will contact the department heads for input on the website. Public Utilities • Report on fire hydrants at Wood's Powr-Grip The depaztment is still working on this issue. • Update on water line in Sheets Subdivision Kurt stated that Dan McGee issued a plat dedicating the alley, but the legal description was not included. A legal description, with starting and ending points, is needed. The next step is to find out the cost of the eight-inch pipe and the supplies. Kurt stated that Terry Fink purchased the Wagon Wheel Motel. Terry started some work on the pazking lot, and Kurt and Gary discussed the drainage issues with him. Kurt asked why the city would not want to extend the storm from 7a' to 8a'. The issue will be discussed with Chad Hanson during the meeting on October 23'a. Kurt stated that DEQ completed the final walkthrough of the sewer trunk line project today. Mary stated that the remaining $15,000 will not be drawn down until the one-yeaz warranty is reached. Mary mentioned an issue regarding the old line under the interstate. Public Works • Report on progress with South Laurel Business SID A meeting with Great West Engineering is scheduled on Tuesday, October 23`x. Kurt stated that the property owner of the Western Drug building has been in city hall several times. The owner has the 4 Department Head Meeting Minutes of October 16, 7A07 original documents of the perpetual agreement for cooperation for parking lot flows for the businesses in that area. The documents were filed with the county, and the city now has copies. • Report on Main Street, 3rd to 8m This will be addressed at the meeting on October 23rd. Kurt stated that the union bid for Peyton's job closed on Monday at 5:00 p.m. Kurt has asked another employee to give an answer in writing regarding his resignation on Wednesday. If the employee resigns, the job will be posted for five days. After the posting, one ad for the Utility II and Maintenance II positions will be published in the Laurel Outlook and the Billings Gazette. There was discussion regarding DEQ's requirements for certification versus the City of Laurel's requirement. Kurt received the task order for $4,500 for curb, gutter, and sidewalk on 130' Street and Valley Drive. There was a lengthy discussion regazding this issue, why the engineering was not done prior to annexation, creating an SID for the three lots, annexations of one block versus less than a city block, and the possibility of having Wayne Fox pay for the engineering. Mayor Olson would like a definite process to be followed for annexation requests. Sam suggested negotiating an agreement, rather than setting up an SID. Kurt will approach the property owners about paying for the engineering costs. Kurt stated that Alley Cleanup Week is.scheduled for November 5`~ through 9d'. The normal gazbage routes will be followed. The ad will specify the requirement that branches be bundled and tied in six- foot lengths and leaves are bagged. Ads will be published on October 24d' and 31~`. Interviews for the code enforcement officer position aze scheduled for Monday, October, 22"d, and Wednesday, October 24d'. A walkthrough will be done at Wal-Mart on Thursday, October 18"', at 9:15 a.m in order to provide time for additional work to be done, if required, before the opening date of October 24d'. The walkthrough of the Main Street project on Third to Ninth is scheduled for October 29d' at 10:00 a.m City Planner James explained an issue with the white building (formerly Tony's Pawn Shop) at the comer of Main Street and Pennsylvania Avenue. The owner wants to have athree-story apartment building. Scott stated that the fire department cannot protect three story buildings. There was discussion regarding the canopy at Ricci's Express and The Crossings building, which exceed the 25-foot height restriction. Ricci's and St. John's were granted variances, and The Crossings installed a sprinkler for fire protection. Mayor Olson asked James, Scott, and Gary to meet to resolve the conflicting issues. James mentioned the home occupation request for a tree ttvruning business and a variance request for a tree nursery for property krcated at 1500 Valley Drive. He recommended denial to the Planning Boazd, but the Board recommended allowing the variance application. The area is currently zoned as residential trails, and there was discussion regarding the drawbacks of developing the area into a business district. Sam stated that it would defeat the spirit ofthe residential tracts zoning. The property is located within the city's zoning jurisdiction and within 300 feet of city property. The Planning and Public Works Departments would recommend denial James will inform the applicant that two departments intend to protest the request for variance. Department Head Meeting Minutes of October 16, 2007 • Update on alley vacations lames stated that portions of the Caboose were built on public land. The owners need to buy the land or remove the items. James stated that the Laurel Medical Center's parking lot sits on 30 feet of the Nutting Drain's right-of- way, which is city property. They also need to purchase this land from the city. James explained an issue with Cedar Street in Russell Park. The street was not rewned, but the property owner has parked an RV on the street. There was further discussion regarding vacating the street, fencing the azea, and options for the area. Mayor Olson asked dames to prepaze a map drawn to scale with the city's property shown for further review. City Attorney • Truck mute issue The truck mute will be on the October 30`s council workshop agenda • Draft annexation ordinance Sam distributed a revised draft of the annexation ordinance. The draft ordinance states that the city may annex property in accordance with the methods and procedures prescribed in MCA. An annexation agreement and format for annexation requests will be developed. Mayor Olson • Safety Program update This item will be moved to future discussion. • Schedule of Fees and Chazges Mayor Olson asked department heads to review the current schedule of fees and chazges. Other Sam has not heard from Cable Montana's attorney about the agreement yet. Kurt mentioned the issue with the storm water retention ponds at Iron Horse Station Subdivision. Kurt said that Marvin Brown should be responsible for the maintenance of the retention ponds and the dedicated park areas because they are not complete and aze supposed to be developed in Phase 2 of the subdivision. Kurt stated that the city could mitigate any mosquito issues in the ponds. The city has not received a master pazk plan for Iron Horse Station Subdivision. Kurt stated that there could be issues with the retention pond in Solid Foundations Subdivision and that the city needs maintenance agreements for city parks received from developers. The meeting adjourned at 5:03 p.m Respectfully submitted, /1~n nl, , ~-.ti Cindy Allen Council Secretary 6 Public Works Staff Meeting Monday, October 15, 2007 Kurt Mazkegazd Gary Colley James Caniglia Rita Mus-Temp Public Works Gary is on Call this week. There aze 3 wallcthroughs this week. They will be on Wal-Mart, Railroad Rd., and the SE 4a' street extension. Gary and Kurt need to review the plans before the walkthroughs to make sure everything is proper. There will also be a wallcthrough on the trunk line on the sewer project with the DEQ. On the 29a' of October there is to be a walkthrough on the 3`d to 8"' street water and sewer line. It is to be the one year warranty walkthrough. Kurt will start forwarding the Department Head minutes to Gary and Cheryl] once he receives the a-mail so they are aware of what's going on. James aheady receives the e- mailed minutes. Streets For the road in front of Wayne Fox's new house on West 13a' Street that doesn't have engineering for the curbs and gutters a task order will be formed to get the engineering done. It should be formed sometime this week. The intersections for Wal-Mart aze on schedule and will be finished before they open. Kurt will be talking to the DOT to find out about the traffic light and when it will be operational. The SE 4s' Street Extension and Baznhart Road need to have signage for no parking put up. Rob Harris's curb cut needs to be taken care of. Charley White is finished pouring the curb cutout and approach to the alley at City Hall. It will need to cure for several more days. Maintence will be working on fixing the asphalt in the next several days while they still have hot mix. The handicap spots still need the signage. Parks Park sprinklers are almost done winterizing. There are only 21eft that need the sprinklers blown out. One of them is Riverside Park. Solid Waste Wal-Mart will need to get rid of the BFI containers before they open and use city services. Bid Specifications on the new truck aze complete. Kurt will be working on getting them out for bid. Water and Sewer systems The waterline issue for Brent Milliron's property on Woodland is still being reviewed by the City Attorney. WWTP &WTP Kurt is still working on the wastewater discharge permit. This is an important item that has to be obtained before we can get federal funding for a grant project. Kurt is also still working on the tour of the plants for all interested city employees. The posted job for utility workers closes today. If no one has applied in-house then there will be an ad worked up for the paper and the job will be open to the public. Kurt is working with Mary and Kelly about a letter to be sent out to all the Mobile home owners to remind them to check that heat tape is on their water meter and water lines to prevent frozen meters this winter. Cemetery The fill dirt is going to be pushed in this week. The cemetery is working on giving a section of land to the county so they can put in a new road connecting Airport road to Buffalo Trail road. Code Enforcement Hire: The applications have been reviewed and 8 candidates have been selected for irnerviews. They will beheld on October 22°d and 24a'. The questions need to be selected and given to Cheryll by Friday so that she has time to type them up. Building Department/Code Enforcement: Gary Wagon Wheel Motel is preparing to put in a concrete pazking lot. It needs to be looked at because right now it looks like it drains across the sidewalk and it isn't supposed to do that. It looks like they will need to put a drain in and that needs to happen before they pow the concrete. Wal-Mart still has a fire inspection to have done. One has been completed. Subdivision Mayor Ken Olson called for a meeting to be set up with him, James, Sam and Kurt to discuss the park at the Iron Horse Subdivision. Planning: James Sam is looking into the handicap issues at Cherry Hill to see if the new codes can be enforced. James will be working in Billings this afternoon on a plat Ron Seder was in this morning and has plans fora 3 story rental building. It is in a commercial district that has a height restriction of 25 feet. There needs to be a discussion about changing the restriction from 25 to 35 feet. If the code isn't changed Ron will seek a variance. There have been two other variances granted in the same area. A committee needs to be set up to review all the codes in Laurel and compaze them to Billings' codes. It would be beneficial if both codes matched as it would be easier for architects and engineers if they were able to work off of the same codes. Rita Mus