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HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.15.2008 MINUTES DEPARTMENT HEAD MEETING APRIL 15, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Bill Sheridan Sam Painter Rick Musson Gay Easton Nancy Schmidt Mary Embleton Jan Faught Scott Wilm James Caniglia Kurt Markegard (3:47 p.ro.) Gay Eaaton led the meeting. Council Aeenda - April 15~ 2008 Scheduled Matters: * Continuation of Appointments: None. · Resolution No. R08-27: A resolution authorizing the Mayor to sign an agreement with the Montana Depa~huent of Transportation to provide for street cleaning on the primary road system in the City of Laurel. The MDT street sweeping agreement for 2007-2008 was received and dism~outed last week. The resolution is on tonight's council agend~ · Resolution No. R08-32: Resolution authorizing the Mayor to execute the requisite agreements with Beartooth Harley-Davidson/Buell for the use of three motorcycles by the City of Laurel Police Depa~'tment. Rick stated that the resolution is on tonight's council agenda. · Resolution No. R08-33: A resolution approving a Maintenance Agreement between the City of Laurel and Yellowstone County providing for the maintenance of the Yellowstone County Veteran's Cemetery. Bill stated that the maintenance agreement was prepared during the last three months and is on tonight's council agenda. · Resolution No. R08-34: Resolution of the City Council declaring its intention to support the City of Laurel's Centennial Celebration and the efforts of the newly-formed Centennial · Resolution No. R08-35: A resolution of the City Council authorizing the Mayor to sign a one- time project specific agreement between the Owner (City of Laurel, Montana) and the Engineer (Morrison and Maierle, Inc.) for design, bidding, construction, and post-censtruction of the Phase 2 Wnsteweter Treatment Plant upgrade, outlined in the 2006 Laurel Wasteweter Facilities Plan Update. The agreement with Mon'ison-Maierle is on tonight's council agenda. · Resolution No. R08-36: Resolution of the City Council to create the seasonal positions of life guardAustructor and to adopt a job deso-iption for such positions. Bill stated that the hiring process will begin atier the lifeguard/instructor job description has been approved. Departmeat ~ Mee~ng Minutes of April 15, 2008 Draft Council Worl~hon A~enda - April 29, 2008 Police Denas h~-nt: · Resolution - Standard Agreement State Highway Traffic Safety Bureau Rick stated that this agreement is for a radar unit for the department. Public Works Department: · Resolution - Utility Agreement with MDT for the 2002 - Turn Lane - Laurel project Mary explained that the utility agreement is for the MDT turn lane project on South First Avenue and continuing on East Main Street to Milwaukee Street. Executive review: · Resolution- Job description for the Chief Administrative Office There was no discussion. · Resolution - Contract for revision of the Persor~el Implementation and Instruction Guide Mary stated that the Personnel Implementation and Instruction Guide needs to be revised to coincide with the Personnel Policy Manual, which was completed several years ago. Paul Hutter, AEM, will submit a proposal for the revision. · Appointment: o Veteran's Cemetery Ex Officio Member: Norm Stamper The appointment will be on the April 29* council workshop agendm · Review of draf[ letter to MDT regarding the fight hand turn lane and the 25 mph speed limit signs on South First Avenue Bill will prepare the draf~ letter for the council's consideration. · Council Issues: o Ordinance - Yellowstone Historic Preservation Board Gay recently saw information that the YI-IPB wants to include farmlands and homesteads in the ordinance. Denartment Reports: Ambulance Service · Update on remodel Jan stated that Bill is working on the remodel. The ambulance responded to the shooting call last weekend. Jan stated that the equipment needed to be cleaned al[er the call, but the crew did not have a place to do it. She stated the urgency to get the remodel completed in the ambulance are~ City Council President Gay recently received a call from the Yellowstone Conservation District, on which he serves as a board member. The District has the authority for releasing water rights out of the Yellowstone River. There is a poss~ility of getting water rights for the cemetery out of the High Ditch instead of the Cove Ditch so that irrigation is not cut offduring the summer months. Bill Sheridan will work with Bill Enright (Interstate Engineering) on thi.q issue. 2 Depamneflt Head Meeting Minutes of April 15, 200~ Clerk/Treasurer Mary received a letter fi'om the Montana Department of Revenue regarding the TIF District. The Department determined that the city's documents comply with formulating the TIFD and the order to begin the process was issued. Mary stated that meetings need to be scheduled to determine the needed projects. She suggested that Steve Zeier, BSEDA, and Bruce McCandless, City of Billings, and the city staffshould be involved. She stated that the propeaty owners in the TIFD need to be kept informed. Mary stated that Miral Gamredt presented the Water CIP last Thursday. Miral will be here on Thursday at 10:00 a.m. to finish the enterprise funds and begin addressing the other funds. Miral would like to meet with department heads on Thursday and Friday to go over CIP requests. Mary asked department heads to e-mail regarding appointments with Miral. Mary stated tliat Miral's program includes the city's whole financial picture. Mary mentioned that Pat Murtagh would like to receive the letters of support for the Water TSEP Grant as soon as poss~le. Mary stated that MMIA will allow employees to choose from all available health programs this year. Helen will explain the plans to all fitly-nine city employees at five scheduled meetings next week. There was discussion regarding mandatory attendance at a meeting, which will be Mayor Olson's final decision. Bill, Gay, and Rick agreed that attendance should be mandatory. Rick suggested scheduling the evening meeting at 7:00 p.m. The L~rary is available for the meetings. The Insurance Coainiittee will meet this week to restructure, appoint a new ehairnmn, and preview the information. Rick stated that Mark Guy already distributed the information to the police union employees. Fire Deva~tment · Update on interface pumper Scott stated that the pumper has been repainted and is being worked on. · Cencx mutual aid contract Scott has not heard anything regarding the Cenex contract. Library · Update on roof repair Nancy stated that the roof has been repaired, and Leonard will give an estimate to replace the roof. · Update on parking lot Bill will schedule a meeting with the engineers (Engineering, Inc.) next week to review the parking lot project. Nancy stated that Monday and Tuesday would not work for her schedule. Nancy mentioned that the h'brary might not change to summer hours. She will discuss this with the L~lxary Board at the next meeting. Nancy attended a conference about intellectual fxeedom and security issues last week. Police Denartrnent · Bus parking zones Rick will meet with Sam to finalize the information needed to prepare the ordinance for the bus parking zones. 3 Department Head Meeting Minutes of April 15, 2008 · SRO contracts Rick stated that the SRO contracts will come forward soon. Gay asked if there have been complaints regarding parking at the Laurel Middle School Rick stated that there have not been complaints recently. City Planner · Update on alley vacations (March 2008) James requested that discussion about Russell Park be placed on the April 29a' council workshop agenda in order to get direction from the council. The city cmmot sell the street but could sell the lots. James has been working on the Gas Tax map and has found pieces of alley and street that should have been annexed when property was annexed. The County will need to quit claim deed the property to the city and the city will need to go through the correct process. The city needs to annex all adjacent right- of-way in annexation resolutions. James explained that the wording in LMC is unclear regarding whether to allow a home that had a conditional use to be rebuilt at~er it was destroyed by fire. He has proposed wording for LMC 17.56.030 and asked that this be added to the April 29th council workshop agenda. · Annexation of Riverside Park James stated that the title company has found that 25 acres of Riverside Park were properly deeded. James will stop at the title company's office on Wednesday. According to the County GIS, there should be 36½ acres in Riverside Park. Public Works Devartment: Bill stated that the Public Works Department has received ongoing complaints about traffic around Ricci's Express, particularly the large fuel trucks. Bill contacted the owner, the complainants, and the company that delivers the services. Bill is trying to find local contractors to do the remodel work in the ambulance office. Bill is also trying to address the heating and cooling issues in the two-story city hall building. Bill stated that Peaks to Prairies installed and paid for an asphalt path in Riverside Park in preparation for their upcoming event. Bill stated that the asphalt path could be used es a base for a p~mament mad. There was discussion regarding special events coverage for the Peaks to Prairies event. Bill will contact them regarding their liability insurance and ask them to name the City of Laurel as an additional insured on their policy. City Attorney:. · Historic Preservation Board ordinance Sam was not sure if the issues are resolved and will review the checklist with Kurt. · Cable franchise Sam will schedule a meeting with the owner within the next two weeks. Sam, Mary and James will work on the interlocal agreement. Sam and James will meet to discuss the issue with the sound barrier wall in Elena Subdivision. 4 Head Mee'dng Minutes of April 15, 2008 Mayor Olson · Expectations There was no discussior~ · Council tour of WTP and WWTP facilities - April 22~a at 6:00 p.m. Kurt stated that the chief operators will be at the WTP and WWTP for the tour. The PWD blazers will be available to transport the council members to the facilities. Other:. Bill stated that the city's annual alley cleanup week is scheduled for April 28* through May 2~d. The centennial cleanup is scheduled for May 3ra and 4th. The meeting adjourned at 3:53 p.m. Respectfully submitted, Cindy Allen Council Secretary 5 Public Worl~ Staff Meeting April 14, 2OO8 Bill Sheridan Kurt Markegard Gary Colley James Caniglia Cheryll Lurid Chris Rosenberg Bill stated that both he and James were approached by a land owner (George Fox) wanting to build 70- 1 bedroom units on his property that is directly east of Village Subdivision (Alder Ridge). Discussion on the poss~ility of providing water and sewer services was discussed as well as the issues with the Nutting Drain. This piece of property has major flooding during rain storms and is considered a "swamp". Bill will inform the developer of several major issues that will need to be addressed. Planning James stated that he has been a.p~r~ached by a business that is interested in purchasing the church located between E. 5 and E. 6th on Alder Avenue for offices. The property is zoned R-6000 which does not allow commercial businesses. James is unsure if it could be rezonec~ due to it's location within residential property. James bas a meeting with the Yellowstone County Commissioners and County Roads regarding Saddle Ridge subdivision. The current subdivision regulations state that the roads need to be paved but the developer wants to go by the old regulations that require gravel Parks All park bathrooms should be on soon, weather pramitting. The new bathrooms in KJwunig and Russell are still in need of eleotricity and concrete. Bids for electrical service have been received and Kurt will review them and make a recommendation to Budget/Finance for approval. The bathrooms in Kiwanis were vandalized over the weekend. Arbor Day will be celebrated on April 25th at 1:00 pm in Russell Park. Lilac bushes will be purchased and the crew will dig the holes for planting. Millings need to be hauled to Ponderosa Park for parking area improvements. Si~.~ w~re put up in Lions Park (South Pond) r~garding dog poop. Ku~ has looked into placement of dog clean-up stations that would consist of providing bags and gloves for dog owners to eliminate the dog poop. Kurt does not recommend this, due to theft and vandalism, but will pass the information on to the Park Committee. Donated playground equipment needs to be accepted by the City Council prior to inatallation. This will be placed on the Workshop agenda in the near future along with Kurt's recommendation of the placement ofchuln link foncing around all equipment for the salty of the children using the equipment. Kurt will draw up plans for Lions Park and Nutting Park where it is planned to place the playground equipment. SoHdWaate The annual Bright and Be~_~iful clean up is scheduled for Laurel on April 26th and 27t~; City wide alley clean up is scheduled for April 28~ through May 2nd; and Centennial Celebration clean-up zs schedule for May 3 and 4t~. Vi Hills needs a list of items that will not be taken during the clean-up. These are items that are not allowed to he taken to the Billings landfill The garbage truck fire last Tuesday, April 8th was extinguished after the trash was ejected into the City Shop lot by driver Dave Saylor. Dave's quick thinking of driving to the City Shop resulted in saving the garbage track and it was suggested that he get a letter of accommodation that is also placed in his personnel file. The rear-loader is ready to roll for the clean up days. Specifications for the new garbage truck are still being worked on. Streets The crew is beginning to patch streets. Kurt is inventorying streets that need to be rebuilt. Right now he is only considering streets that have either new or no waterlines in them due to budget constraints. Cemetery The Fire Department burned the empty field located north of the cemetery and there are plans to drag and then over seed the property in preparation for the new Vet's Cemetery. The pump that pumps water out of the ditch to water the cemetery needs to be looked at prior to use. 2 Kurt suggested that cemetery money set aside for tree trimming be used to purchase additional hrigation pipe that would be used specifically for water the trees. Water/Sewer Systems The crew is repairing curb boxes. An offer of employment was sent and accepted for the open Utility Worker II position~ Prior to hiring this person will have to pass some physical tests as well as drug screening. His date of hire will be April 28, 2008. The yearly jet-rodding maintenance will begin soon. Pool Job descriptions are complete for pool employees and the hiring process will begin. Seasonal maintenance positions will he advertised as soon as poss~le. Riverside Park The park opens on May 23rd and a caretaker will be hired to start on May 12z to get the park cleaned and ready. Kurt said that there are some doors within various parks that will need to be either replaced or re-painted. Water and Wastewater Treatment Plants There will be a tour of both plants on April 22~ at 6:00 pm any one that is interested. Publie Works Coupons for washing of city vehicles will be purchased at Town Pump for Public Works and Platming personnel. The maps from Great West Engineering need to he finished. Guy Rolison is working with them to get all information up to date. Building and Code Enforcement Gary will be on vacation May 5th -9~h. Chris passed his building code test that he took in Boise, Idaho. The week after he returned from Boise he attended a Building Code conference in Bozeman. He reported that the classes gave out a lot ofinformation~ 3 The meeting was ove~ at 10:15. Respectfully submitted, Cheryll Lund 4