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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.29.2008PRESENT: MINUTES DEPARTMENT Fi~AD MEETING JANUARY 29, 2008 3:00 P.M. COUNCIL CHAMBERS Mayor Ken Oison Sam Painter Rick Musson Gay Easton Bill Sheridan Mary Embleton Jan Faught Scott Wilm James Caniglla Nancy Schmidt (3:35 p.m.) Snecial Council Meetin~ Aeendas for Jannary. 29th · Resolution No. R08-08: A resolution authorizing the Mayor to sign a U.S. Dc~partment of Transportation Grant application for a bus transit system. The first-time grant application fi'om the USDOT is for a bus transit system. The grant is difficult to get and the city probably will not receive funding, but it will raise awareness. Resolution No. R08-09: A resolution authorizing the Mayor to sign a Federal Emergency Management Agency (FEMA) Grant application for improvements for security at the Water Treatment Plant. The first-time grant application from FEMA for up to $3 million allows for improvements and adjustments for facilities on the river. The grant is difficult to get, but the city will do its best to make the Feds aware of the needs in Laurel. Council Workshoo A~enda for January 29th Laurel Ambulance: · Appointment of Lisa McDowall as an Ambulance Attendant Jan stated that Lisa is unable to attend the meeting due to a death in the family. Presentation bv LightNex Communications The company will present its proposal to build out fiber optics for TV, internet and phone service. The fiber optics will be installed underground. The first phase should be completed in August, with further expausion after that. LightNex has no problem with the city's franchise agreement. They have met with the Public Works Department, seem to he earnest and honest, and do not went to affect other public works services. Fire D~ · Resolution - Accepting the bid for the Water Tender Vacuum Truck One bid was received for the tender truck. The bid was reviewed, and the department recommends acceptance of the bid. Scott explained the difference between a vacuum truck and a tender truck. Public Works Department: · Presentation of proposed waatewater project The presentation of the proposed wastewater project is not quite ready and will be rescheduled to a later council workshop. Deparlment Head Meeting Minutes of January 29, 2008 · Resolution - Great West Engineering, Inc. Task Order No. 5 for Grant Administration for Phase II Wastewater Improvements Task Order No. 5 for grant administration is ready to go forward. The engineering and construction costs still need to be detect,tined and might be ready by the council workshop on February 12'. Great West Engineering will attend tonight's council workshop. · Resolution - Great West Engineering, Inc. Task Order No. 6 for submittal of TSEP grant application for Water Plant/System upgrades Task Order No. 6 is for water plant and system upgrades. They will work with the community to preparo for the TSEP grant application. There is substantial information on storage without needing to spend lots of money, and the city should be able to scale back to a two to three-million gallon storage tank versus a five to six-million gallon tank. · Resolution- Engineering, Inc. amendment to contract for the L~rary parking lot The project has been expanded to include the alley side area of the property as proper drainage is needed. The current agroeanent needs to be mended to include the additional work. Mayor Olson asked if this would go beyond $30,000 in construction costs, which it will not. * Discussion- Snow removal policy The city does not have a mow removal policy now. Public works is working to provide the appropriate equipment and establish guidelines of when and where to plow and sand. Plannitm Board: · Ordinance- Annexations The annexation ordinance has been prepared and James and Sam are working on the annexation policy, which will be incorporated with the Public Works Standards. A 125 percent bond toward engineering costs for curb, gutter, and sidewalk development will be required. Mayor Olson asked about an annexation fee, which is already included in the schedule of fees. James stated that there are many inconsistencies between Public Works and Public Utilities Standards and the Subdivision Regulations. There are some inconsistencies with road widths and materials. Clerk/Treasurer: · Resolution - Memorandum of Understanding with Beaxtooth RC&D Mary stated that the resolution and MOU are ready. · Resolution - Resolution of intent to adopt a Schedule of Fees and Charges Mary stated that the public hearing would be set for February 19'. Sam said that the public hearing and the resolution could be scheduled on the same date. Sam will check the council rules. The resolution would become effective immediately. · Resolution - Olneas & Associates amendment to contract for auditing services The amendment is for the single audit and the cost to prepare for the audit. · Mid-Year Budget Review Mary will present the document to the council tonight and further discussion will be scheduled for the council workshop on February 12'. 2 Departm~t Head Meeffug Minutes of lanuary 29, 2008 Executive review: · Resolution - Agreement with LightNex Communications Sam stated that the dates to submit revenues for the fi'anchise agreement need to be dot.refined. LightNex needs to finish construction and have sales before it will begin to receive revenues to assess the 5 percent foe. Language is needed in the agreement regarding the quarterly assessment and regarding the streets and alleys. The language additions will need to be reviewed with LightNex. · Discussion regarding the letter from the Laurel Outlook Mayor Olson stated that the council needs to give direction. · Discussion regarding the Laurel City/County Planning Board The Mid-Year Budget Review report will brief the council on funding for this department. An updated inter-local agreement is needed. · Discussion regarding the Council President and Vice-President selection process The process will be reviewed. · Centennial Celebration Committee report Mayor Olson will give a brief report to the council. · Appointment: o Emergency Services Committee- Scotty Snowden Mayor Olson will add the appointment of Chris Rosenberg to the Insurance and Benefit Committee to the agenda. De artment Re orts Ambulance Service · Ambulance parking - MMIA's response Jan sent an e-mail to Mayor Olson. Thirty people attended the class last weekend, and the class wes very successful. City Council President There was no discussion. Clerk/Treasurer · City's computer network Mary stated that Bart will be here on Thursdays ~om 9:00 to 11:00 a~r~ · CIP Mary met with Miral Gamradt and Bill Sh~xidan last week. Miral would like the additional CIP requests, along with the 2007 financial figures, submitted to him by February 4th. · TIF District update Mary stated that the Department of Revenue requested a statement regarding the zoning of the district. Bruce McCandless recently reviewed and commented regarding the TIFD documents. Alec Hansen sent the documents to Janet Cornish in Butte. She submitted suggestions and sent the city the document she prepared for a TIFD in Great Falls. 3 Department I-I~ad M~ing M~ut~ of January 29~ 2008 Mary stated that the janitors will be gone February 5* to 13th. There was discussion regarding Wal-Mart's letter of ere(lit. There are mere issues, such as problems with the curb and the storm water retention pond. Kurt will contact the engineers. Mary asked how long the city has to keep finding and notifying Wal-Mart ofconatruction issues. Sam stated that there is usually a one-year warranty period. Bill stated that the city needs to facilitate a meeting with Wal-Mart officials, their engineers, and city staffto review these issues. Fire De~adment · Cenex contract update Scott stated that the Cenex contract needs to address obligations for the time period prior to July 1st, if Cenex wishes to have fire protection services before July 1't. The meeting with USDA is scheduled for 4:00 p.m. on Wednesday. Library Bill updated Nancy on the status of the parking lot. Nancy is hiring a new employee. Police D~oartmant · Bus parking zones at schools Rick stated that this item is still ongoing. parking fxom School District 7. Mayor Olson may have given Bill some information on Rick asked not to be at the council workshop meeting tonight. Sergeant Zuhoski will attend. City Planner · Update on annexation policy The annexation policy was discussed earlier in the meeting. Public Works Department Bill stated that the department has been busy pursuing a lot of things. The department will do better with snow removal next time. City Attorney Sam stated that the Public Works, Public Utilities, and Subdivision Regulations need to coincide. It will be a big project. Sam stated that the annexation policy is basically done. Mayor Olson * Laurel City Voice - articles due on Tuesday, January 29t~ Fire, ambulance, public works, planning, and the clerk have submitted articles. Police and l~rary are working on the articles. The articles will be sent for publication next week. · Schedule of Fees and Charges Final changes were due by 9:00 mm. today. 4 Department Head Meeting Minutes of January 29, 2008 Other Rick would like to schedule new reserve appointments for the February 12t~ council workshop. Jim Huel'ms asked department heads for changes for the website. On the fire depa~ment page, Scott's work phone number at Cenex needs to be removed. Rick asked about adding links, such as the Testing Mayor Olson received two year-end reports and is waiting for the rest of the reports so they can be scheduled for presentations to the council Union negotiations will begin shortly for the two contracts. There has been contact with the police union. The meeting adjourned at 3:58 p.m. Respectfully submitted, Clerk/Treasurer 5