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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.30.2007 MINUTES DEPARTMENT HEAD MEETING OCTOBER 30, 2007 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Sam Painter Rick Musson Mary Embleton Jan Faught Scott Wilm Kurt Markegard James Caniglia Gay Easton Council Workshoo Agenda - October 30~ 2007 Police Department: * Resolution - State and Local Task Force Agreement with the Drug Enforcement Administration Denver Field Division Mayor Olson stated that centraets and agreements need to be processed through the executive, not department heads. He asked Mary if the original DEA agreement has been located yet, and she responded that it has not. Rick stated that Mayor Johnson signed the original agreement. Public Works Department: · Ordinance - Ordinance deleting a section of the "Laurel Vehicles and Traffic Ordinance" located at Chapter 10 of the Laurel Municipal Code Mayor Olson stated that some additions need to be made to the ordinance before it goes to the council. Kurt talked to Josh Middleton today and asked that the Transportation Department submit a letter of request for bus parking areas for limited times. The signage for bus parking at the schools is wrong, since the school painted the curbs yellow, which usually indicates no parking at all. Kurt also requested a copy of the school bus mutes in the city. · Resolution- Agreement with MDT for 8th Avenue from West 12th to West 9th · Resolution- Agreement with MDT for West 12th Street from 5a' to 8t~ Avenue · Resolution- Agreement with MDT for Maryland Lane fi.om Washington to 8z Avenue North Mayor Olson stated that the agreement with MDT for the Main Street project from 3~a to 8t~ would not be on tonight's agenda. The state is requesting that the city pay with an SID. Mary stated that she did not see that in the agreement. Mayor Olson stated that Gary Neville agreed that the city can delay approval of that agreement. Planning Board: · Ordinance- Annexations James and Sam are working on the final dratt of the annexation ordinance. · Resolutions- Milliron project The documents for the Millhon project are ready for the council workshop. There was discussion regarding the advantage of the mayor signing the agreement prior to council approval next week in order to expedite the project. It was decided that it was not necessary for the mayor to sign the agreement now as the property owner is having a hard time finding a contractor to install the pipe and the project would pmhably not begin until next week. Verbiage that the work shall commence within sixty days atter the agreement is signed will be added to the agreement. The pipe for the project will be delivered next Wednesday. Clerk/Treasurer: · Quarterly Budget Report D~partmeat Head Meeting Minutes of October 30, 2007 Mary stated that the reports were distffbuted to the council last week and will be reviewed at the workshop todght. Executive review: · Ordinance - Establishing urban renewal plan and TIF District Sam revised the drat~ ordinance that was prepared by Steve Zeier. The resolution of intent listed the possible blights within the district, but they were not included in the ordinance. · Ordinance - City of Laurel truck mute · Resolution- Establishing the City of Laurel truck route The draft ordinance and resolution are ready for the council workshop. Sam and Kurt will revise the description of the truck route for the final resolution. · Resolution - Job Description for the Director of Public Works The job description and resolution are on tonight's council workshop agenda. · Resolution - Petition for Redetermination to Amend Certification of Exclusive Representative of Certain Bargaining Units at the City of Laurel The resolution is on tonight's council workshop agenda. · Appointments: o Building Official - Gary Colley o Laurel Airport Authority- to fill toms ending June 30, 2012 · Council Issues: o Walkway on bridge (Chuck Dickerson) Mayor Oison stated that this is a county issue. Mary stated that counties own bridges, not cities. Kurt does not think that anyone inspects the bridges in the city. Review of draft council agenda for November 6, 2007 · Ordinance No. O07-10: Ordinance amending certain seetious of the "Laurel Zoning Ordinance" located at Chapter 17 of the Laurel Municipal Code. Second reading. (First reading - 09/18/2007; PH - 10/16/2007) Department ReDorts: Ambulance Service · AMR contract discussion There was no discussion. Jan reported on the Safe Kids Coalition car seat check at Wal-Mart last Saturday. Four crewmembers passed the test, and Laurel will be a fitting station for safety seats. Jan requested the appointment of Kelly Reinemer as an ambulance attendant on the council agenda on November 6th. Mayor Olson will mention the appointment tonight at the council workshop. Mayor Olson and Jan will discuss third person pay after the department head meeting. Jan will schedule a HIPAA class for the emergency personnel, and Cathy will do a class for other new employees. Scott stated that Wednesday is a good day for the fire department. City Council President There was no discussion. 2 Department Head Meeting Minutes of October 30, 2007 Mary mentioned that she does not receive em_ail addressed to the cLlaurel.mt.us address, but other employees still do. She talked to Bart Haskell about the issue, and he could do a broadcast or set up an auto reply for a transition period. O~her options are also available. The audit is scheduled for the week of December 31st, and department heads will be contacted by the auditors. Mary needs the values of new infrastructure in the Wal-Mart area. She will contact Pat Weber in Billings. Wal-Mart hah requested release of the letter of credit for $2 million. Sam will review this. Mayor Oison asked depa~'tment heads regarding the need to schedule Bart Haskell for specific times for computer assistance. Rick stated that the police department has a sporadic need for assistance. Bart will submit a proposal to the mayor. Fire Department The Park City Fire Department requested the city's surplus extrication equipment. Sam will review the statute to deteamine the process for this. Scott would like to require a condition to provide training on how to use the equipment. There was discussion regarding liability for this and for the ambulance department's liability as a fitting station for safety seats. Jan stated that the liability would be through the Safe Kids Coalition. · Tender track · Cenex contract update · USDA grant/loan update o Facility plan CTA will present sketches for the facility plan on November 16'. o Brush track The fire department has not decided whether it will pursue purchasing a brush track because of the cost. The grant is a 75/25 split, with the city providing a 25 percent match of $20,000 to $30,000. Lforary · Parking lot progress Kurt stated that the parking lot is being designed. Police D~n~a~ huent * Dispatcher hiring progress Rick stated that Jessica Ayers was hired as the relief dispatcher and will start working on November 1st. Fred's training is going well · Update on code enforcement position Mayor Oison offered the position to Chris Rosenberg, who will start working on November 13'. Rick stated that Jetty Williams of MMIA did some training at the police department today. Public Utilities · Report on fire hydrants at Wood's Powr-Grip Kurt has had discussion with Gary regarding the design for the fire hydrants. Since a 6-inch line cannot be tapped into an 8-inch line, a total shutdown of Wood's would be necessary to install the hydrant. The city needs to complete the design and Wood's needs to be involved in the discussion. · Update on water line in Sheets Subdivision This issue is on tonight's workshop agenda. 3 Depar~ent Pa~d Meeting Minut~ of Ociob~r 30, 2007 · Retention ponds Kurt purchased a book mgurding mosquito abatement from the Department of Agriculture. He called Engine~ing, Inc. regarding Iron Horse, but the call was not returned. Kurt will inform Marvin Brown that he needs to maintain the ponds in Iron Horse. Kurt mentioned the responses that have been received regarding the letters that were sent to mobile home residents about insulating the water meters. The letters were intended to be informational and proactive. A copy of the letter will be distn~outed to the council. Terry Fink paved the parking lot at the Caboose. There were storm water issues. Public Works · Report on progress with South Laurel Business SID MDT is planning to do a project on South First Avenue fi.om the rive bridge to Yard Office in 2008-2009. Storm SID would need to be done by next winter. · Report on Main Street, 3~ to 8th The project is scheduled for 2009 and the city is still waiting for the cost estimate fi.om the state. · Update on staffing Ads are running in the Gazette and Outlook for the Maintenance II and Utility II positions. Applications close on November 16t~. Kurt asked that Rick and Gary be on the selection committee. · Update on survey line on 13a~ Street Reeder is not responding. Wayne Fox saw the surveyors (Great West) in town. The realtor is willing to pay for the engineering. Fox is willing to pay for the driveway, curb and gutter. Other properties in the area were not required to install curb, gutter, and sidewalk. Mayor Oison, Sam, James, and Kurt will meet after this meeting to discuss this. DEQ sent a violation letter because the city did not get a pwudt. Kurt researched and found that COP was responsible to obtain the permit for the trunk line project. Kurt is trying to put together a maintenance agreement for the cemetery, but the county needs to provide information and a master plan. An ordinance is needed for no parkin~ near Wal-Mart on extended SE 4th and Bernhardt Road. Punch list items were addressed immediately. Kurt called Bob Moats about striping on East Railroad Road, but the county claims that the whole road belongs to the city. The land was annexed prior to the law change in 2003. Striping was done by "trainees" and not authorized by the county. Mayor Olson suggested meeting with the county to discuss all partial road issues. With all the new growth, Public Works needs to review the plowing and sanding routes. Kurt will contact the state. City Planner · Update on alley vacations 4 Department Head Meeting Minutes of October 30, 2007 James met with the property owner in the Russell Park area, but there are misconceptions. James is using LaserFiche to search for information on the Caboose Saloon. He is also working on the issue by the clinic. · Tony's Pawn Shop addition James told the owner that adding height will be ok as long as a sprinkler system is installed. · Update on tree nursery at 1500 Valley Drive The owner will submit an application for variance soon. James wants to meet with the Chamber about business recruitment and possible use of TIFD dollars. An owner wants to discuss city ordinance regarding lot size allowance for coverage. James recommended a two-story duplex versus a one-story triplex to comply. The owner is not willing. James asked if there is support for promoting more density. He will present new form-based codes to the Planning Board. James is looking at annexing parcels currently served by city water. City Attorney · Truck route issue · Draft annexation ordinance These were discussed earlier in the meeting. · Cable TV Sam suggested that the mayor send a letter to promote discussion with the cable company. Mayor Olson · Schedule of Fees and Charges The schedule of fees and charges will be reviewed soon. · Website progress Jim Huertas asked department heads to make a list. Other Kurt stated that it is hard to manage the parks. The lights are on at the ball field at 5:00, and the city has lost txack of some keys to the restroom and concession facilities at Thomson Park. Kurt suggested getting the keys back or changing the locks. He would like the Park Board to move forward to get leases done. The Park Board meets on Thursday at 5:30 p.m. The meeting adjourned at 4:35 p.m. Respectfully submitted, Cindy Allen Council Secretary Ihlblie Works Staff Meeting Monday, October 29, 2007 Kurt Markegard Gary Colley James Caniglia Cheryll Lund Public Works Gary is on call this week (call-out stayed the same). There were no call outs the week of Oct. 22nd- 28~. Purchase orders are due to Neva on Thursday, November 1st. Applications for Utility end Maintenance Worker II are being taken until 5:00 pm Friday November 16, 2007. Cemetery Employees are still leveling the fill dirt brought in. They are also in the processing of doing the fall seeding in of graves. The County is moving forward with the plens to extend Airport road to Buffalo Trail. The existing road will (tentatively) remain end only open during funerals end regular cemetery hours. The Veterans have contacted the City regarding the proposed cemetery to be placed to the north of the City cemetery. Parks The parks have been winterized end all bathrooms are now closed for the winter months. Pool The pool has been winterized end the new cover is being stored in the pool building. S~eets Southeast Fourth Street was t~mporarily patched prior to the opening of the Wal-Mart Supercenter. The crew has patched all potholes at least once, with some exceptions. They will patch the area between the curb and street on West First Street (Charlie White project). The crew have cleaned curb, gutters and culverts around the storm drain inlets. Solid Waste The crew will be doing alley cleanup November 5th through November 9t~. A bid package is in the process of being put together for a new mute track. More residential 100 gallon and commercial 300 gallon garbage containers need to be ordered. Two of the mute tracks are now equipped with hopper cameras to help the drivers see what is being dumped into the hoppers. This will help eliminate poss~le damage to the trucks packing systems and help make sure can's are properly emptied. Wal-Mart is contacting us, through Oakleaf Waste Management when they need their compactor comainer dumped. The pull charges and tonnage are then placed on their monthly water bill. Water/Sewer Systems The 1-year walk-through of the W. Main Street project done by Grey Construction and Morrison Mairle (between 3~d and 8th Avenues) is today, October 29, 2007 at 10:00 am. Guy Rolison is updating the water and sewer line maps for Great Western Engineering Task Order gl.. Letters were sent out to all manufactured home owners that have individual water meters, regarding making sure their water meter is properly insulated prior to fi'eezing weather. The utility workers have completed the cleaning out of the small ditch on W. 7th Street and 8~ Avenue. Water pipe has been set aside at Northwest Pipe for the Woodland/Yellowstone Avenue projeet. V~VTP The City is still in the processing of completing the state permit and the sewer improvements. WTP Nothing at this time. Code Enforcement 2 Chris Rosenberg was given a job offer for the 2~a Code Enforcement position and will start working on November 13, 2007. Gary is preparing for having a 2~d Code Enforcement position and is busy ordering another computer and necessary code books. Gary has had 2 requests for 32' wide driveway entrances. The maximum allowed by code is 24' wide. Gary suggested that they contact the City Council for their review. Building Solid Foundation homes are all finished but there are a few things, regarding roads which need to be addressed, such aS a mm around for the garbage trucks. Wal-Mart was given a temporary certificate of occupancy pending their placement of a permanent hack up generator for their lift station~ P]annln~ James will be taking over all subdivision applications as of now. James is talking with gentleman that lives next to Russell Park regarding buying the land that he is using for storage from the City. Annexation ordinances are still being working on by James and the City Attorney. A new agreement between the City and Brent Milliron needs to be drawn up with the inclusion of pressure testing and chlorinating the water line. Ray Cotter requested to hook to water and sewer at his property out of the city limits on E. Main Street. The Mayor has indicated that no one can receive water and sewer without annexing to the city. Meetings Tuesday, October 30: Thursday, November 1 Department Head at 3:00 pm City Council at 6:30 pm Park Committee at 5:30 pm Planning Board at 7:00 pm Respectfully submitted, Cheryll Lund 3