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HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.17.2008MINUTES DEPARTMENT HEAD MEETING JUNE 17, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Sam Painter Jan Fought Rick Musson Scott Wilrn Gay Easton James Caniglia Bill Sheridan Nancy Schmidt Council Agenda -June 17, 2008 Scheduled Matters: • Confirmation of Appointments: o City-County Planning Board: ^ Council's reappointments: Dan Koch and Deborah Horning to two-year terms ending June 30, 2010 ^ Mayor's reappointment of Todd Linder to a two-year term ending June 30, 2010 o Airport Authority: Reappointment of Bill Brennan to a five-year term ending June 30, 2013 o Board of Appeals: Reappointments of Bob Western, Marvin Carter, Miles Walton to two-year terms ending June 30, 2010 o Cemetery Commission: Reappointments of Chuck Dickerson, Chuck Rodgers, and LuAnne Engh to two-year terms ending June 30, 2010 • Ordinance No. 008-04: Ordinance amending Sections 17.66.070 ofthe Laurel Municipal Code, adding a provision for providing notice to the Yellowstone Historic Preservation Board upon application for a demolition permit prior to demolition of the building(s) providing for athree- business-day period for purposes of photographing historic buildings. Second reading. • Ordinance No. 008-05: Ordinance amending Section 17.56.030 of the Laurel Municipal Code to clarify when a damaged non-conforming use residential structure can be rebuilt. Second reading. • Resolution No. R08-59: A resolution approving an agreement between the City of Laurel and MCM Construction for the remodeling of the Ambulance portion of the FAP building. • Resolution No. R08-60: A resolution approving an agreement between the City of Laurel and the City of Billings relating to solid waste disposal. • Resolution No. R08-61: A resolution authorizing the Mayor to execute atwo-year contract for City Attorney Legal Services between the City of Laurel and Elk River Law Office P.L.L.P. Barn stated that verbiage in the final contract was changed to refer to the Chief Administrative Officer instead of the Administrative Assistant. Revised copies will be distributed to the council for tonight's meeting. • Resolution No. ROS-62: A resolution approving an agreement between the City of Laurel and ENCODE Corporation for the provision of heating and cooling upgrades at the Laurel City Hall. Bill stated that the ENCODE project should be completed within this budget. Mary stated that, if it is not completed within the current budget year, the contract is still valid and the funds could be re- Department Head Meeting Minutes of June 17, 2008 appropriated in the next budget. Bill stated that Ace Electric could complete its contract after ENCODE is done. Mary is working on the funding options for the project. • Resolution No. R08-63: A resolution approving an agreement between the City of Laurel and ACE Electric for electrical improvements at the Laurel City Hall. • Resolution No. R08-64: A resolution of the City Council modifying Resolution No. R08-21 to incorporate an authorization for the Public Works Department to set the 2008 City of Laurel's swimming lesson fee and/or charge. • Resolution No. R08-65: Resolution of the City Council declaring the proposed South Laurel Storm Water Project as the highest priority project within the recently created Tax Increment Financing District (TIFD) and committing City funds to pay for the project. • Resolution No. R08-66: A resolution approving an agreement between the City of Laurel and Patrick C. Riedl for tree trimming services within the City of Laurel. Mayor Olson asked regarding the contract, which stated that there were 50 trees in Russell Park. Bill will get more information. • Resolution Na. R08-67: A resolution approving an agreement between the City of Laurel and HD Supply Waterworks far the provision of a Water Leak Detection Survey. Bill stated that the project would begin after July 1S`. The funding for the project needs to be re- appropriated in next year's budget. Draft Council Workshop Agenda -June 24, 20U8 Public Works Department: • Resolution -Amendment No. 1 to Task Order No. 3 with Great West Engineering It was stated that Amendment No. 1 to Task Order No. 3 is for either additional engineering far the water project or for a decrease in the engineering costs for the South Laurel Stormwater Improvements project. • Resolution -Task Order No. 7 - CTEF Froject for sidewalks on South First Avenue James and Bill tallced to MDT and CTEP regarding whether MDT will pay for the engineering fees. There was discussion regarding the curb, gutter, and sidewalk project. Bill stated that CTEP does not want Great West to go forward with Task Order No. 7 until it is determined if the MDT project will definitely go forward next summer. Mayor Olson asked regarding an SID for the property owners to install the curb, gutter, and sidewalk on the west side of South First Avenue. This would provide the city's 15 percent match, which was done with the East First Street curb, gutter, and sidewalk project. There was further discussion. Mayor Olson stated that the SID for the East First Street project set a precedent, which should be done with this project and the future 3'~ to 8~' Avenue project. Clerk/Treasurer: • Resolutions -Financial transfers Mary stated that transfer resolutions will be needed for the HVAC project and other projects. Since the leak detection project will not be completed this fiscal year, the funds will be reapprapriated in next year's budget. Mayor Olson stated that the proposed fire department project might also need a transfer resolution. 2 Department Head Meeting Minutes of June 17, 200$ Executive Review: • Resolution -Small Services Contract with Miral Gamradt to develop administrative charges Mayor Olson stated that Miral Gamradt has proposed a $3,000 contract to develop administrative chazges. • Resolution -Adopt Capital Improvements Plan The resolution will be on the June 24th council workshop agenda. • Resolution -Adopting the CAO contract Mayor Olson stated that Bill Sheridan applied for the CAO position. A proposed contract is being reviewed and prepared. Mayor Olson will report to the council tonight. Scott asked if the proposed fire hall should be on the council workshop agenda. The item will be listed as funding options for the proposed fire hall and presented by the clerkltreasurer. Mayor Olson stated that the fire department is canvassing the city for donations for the 4th of July fireworks. At the same time, they are hand delivering pamphlets regarding the proposed fire hall to citizens, which saves taxpayers' money in postage. Scott will put a pamphlet in each council box. Mary stated that Dr. Ken Weaver recently stressed the need for a needs assessment for afull-time fire department. Scott stated that the fire department included a needs assessment in their recent presentation. There was discussion regarding the future personnel requirements. Scott stated that the proposal was for 15 FTE and 3S volunteers. Department Reports: Ambulance Service • Update on remodel Jan gave an update on the remodel project, which should be completed soon. A change order to install a shower in the restroom may be presented to the BudgetlFinance Committee tonight. Last weekend, Jan attended a Service Managers Workshop, which was put an by the Public Health and Human Services Department. The Department is providing online capabilities for ambulance services to submit data, and Jan will meet with the State representative on Wednesday to make sure Laurel is entered into the programs correctly. Jan stated that a company in Missoula provides ambulance billing, and she asked that a representative from the Healthcaze Association in Missoula present the possibility to the council. Mayor Olson asked Jan for a brochure from the company and stated that a presentation could be scheduled after the 4th of July. Jan mentioned that she has been offlirte since the office remodel began. She will notify everyone when she is online again. City Council President Gay stated that the cemetery looks goad. He mentioned that the staging area for topsoil, which is located at the north end of the Catholic cemetery, could be moved to the east so it would be farther out of sight. There was discussion regazding the recent complaint letter in the newspaper. 3 Deparhnent Head Meeting Minutes of June 17, 2008 C1erk/Treasurer • Credit card payment option Mary stated that the company sent a form for each participating department to complete. A dummy website has been set up. Training times need to be scheduled for each department. • Budget process update Mary stated that the police, fire, and public works departments are scheduled far budget meetings on Wednesday. The General Fund budgets should be completed after that meeting. • Outlook calendars Department heads should contact Bart Haskell to schedule training to use Outlook calendars. Mary stated that all health insurance forms have been received and were sent to MMIA today. Fire Department Scott stated that the fire truck chassis was supposed to be in Bozeman today. He will get pictures on Wednesday. Scott will reaffirm that a due date is needed in order for the city to have the proper financing in place for the new truck. Scott stated that the fire department could reach 300 calls this year if they continue in the same way. • Alphanumeric Paging Proposal o Fire department needs to know by July 4`h if departments want to participate. Scott has not received a written request to participate from any department heads. There was discussion regarding having stations at the police department, the fire department, and in city hall. The docking stations cost $20,000 each and the system works within a 250-mile radius. The fire department will submit the application in the next FEMA Grant. Library • Update on parking lot Nancy received a revision, with a final figure of $30,455, for the estimate for the parking lot project. She is still waiting for an estimate from Total Asphalt. About $3,000 was spent for engineering costs, so there is $27,000 remaining in the budget for the project. If the project has not been completed, the funds will be re-appropriated into next year's budget. An additional $4,000 is needed to complete the project. Nancy stated that the library's by-laws are ready to be put into place. The Library Board will hold a special meeting next week. Nancy will a-mail the by-laws to Sam for review. Police Department Rick reported on a conference he attended in Arlington, Texas, last week as a MACOP representative. DUI checkpoints were ane of the discussion topics. Rick stated that the UPS system for battery backup at the FAP went down last week. Anew UPS and emergency generator is needed and Rick received a bid from Becker Electric. Rick stated that this could be funded through 911 funds, and Mary will check the status of the fund. Rick will ask Chairman Mace if he can present this to the Budget/Finance Committee tonight. 4 Department Head Meeting Minutes of June 17, 200$ City Planner James will attend a meeting with the County Commissioners on Monday, June 23rd, regarding changes and improvements to the county GIS system. James stated that a property owner wants to subdivide a lot. James explained the expedited process, the exempt process, and the need to adopt a new fee for this service. James stated that Shawn Mullaney, whose property is located west of the clinic, wants to de-annex from the City of Laurel. There was further discussion. Mayor Olson requested further information on de- annexation. Mary stated that it was done in Cherry Hills. Marvin Brown is interested in de-annexing some lots in Iron Horse Station Subdivision. Mary explained that Marvin Brown protested to the county regarding the street maintenance assessment on his property taxes, but he did not protest to the city. • Update on alley vacations James spoke with the clinic's contact regarding the encroachment permit and fee. James will send a letter to Terry Fink regazding the encroachment permit and fee at the Caboose Saloon. There was discussion about forcing the fee onto Terry Fink's tax bill. • Alley vacation of Maple Avenue in Russell Park and dedication of lots Sam and James discussed this item eazlier today. The city needs to vacate the street and then dedicate the land as park on Maple Avenue. A property description is needed. • Annexation of Riverside Pazk Dan McGee has not completed the estimate for completing the survey. James told him that he needs it by next Tuesday so it can be presented at the Flanning Board meeting on July 10t". The survey needs to be done along the river and on the east side of the property. Mayor Olson asked regarding the opportunity for a summer intern. The federal government would pay $6.00 per hour, and the chamber and the city could split the remaining $2.00 per hour. The intern could start in mid-July. James will provide the information to Mayor Olson, who will contact the chamber about it. Public Works Department Bill stated that a leak detection survey will be done in the water system soon. Bill stated that a meeting with Morrison-Maierle is scheduled on Thursday to discuss the improvements to the WWTP. Momison-Maierle will also provide an update regarding the discharge permit. Bill stated that the swimming pool is open. A meeting has been scheduled with Great West on Wednesday to establish a plan to improve the streets and install storm water in the city. City Attorney • Interlocal Agreement Sam stated that the committee met last week to review the interlocal agreement and will meet with Mayor Olson next Tuesday. They aze proposing an agreement and by-laws to operate the board. Mary is working on the financial portion of the agreement. 5 Department Head Meeting Minutes of June 17, 2008 Manor Olson • Purchase and Procurement Policy Mayor Olson, Sam, Bill and Mary met today to discuss the policy and he asked that department heads submit any input. • Laurel City Voice -articles due June 10th Mayor Olson extended the deadline for articles to July 10«`. Other Mary asked regarding the fire services contract with Cenex. Sarn stated that the revised version was sent to Cenex but no response has been received. Sarn explained the two issues that need to be addressed. Sam wanted each building identified on a map, which would be attached to the agreement. The second issue is that Cenex would not be listed on the city's insurance. Sam will prepare a letter to Cenex and the item will be added to the June 24th council workshop agenda. Jan asked regazding the Centennial logo and the possibility of designing a new city logo. There was discussion. The meeting adjourned at 4:17 p.m Respectfully submitted, ~~ Cindy Allen Council Secretary 6 Public Works Staff Meeting June 12, 2008 4:00 pm Kurt Markegard Gary Colley James Caniglia Cheryll Lund Chris Rosenberg Public Works -Bill Bill stated that he, Kurt and Gary will be attending a meeting at Great West Engineering on Wednesday June 18t" at 9:00 am regarding Great West's ideas on a reconstruction plan for both streets and storm water. There is a meeting on Thursday, June 19th from 1 to 4 pm regarding the Construction Project planned for the WWTP. Bob Mann will be invited to attend. A leak detection company will be coming in 2 or 3 weeks to assess leaking water lines within the City. Bill wants an inventory of all streets needing chip sealing and/or reconstruction that da not have water and sewer lines that would be affected. Public Works -Kurt Kurt is working on the Arbor Day grant that will be mailed on Friday, June 13`" The Mechanics job will be posted, as well as the sweeper shift change. An ad will be in the Outlook for the Riverside Caretaker position. There are 2 water leaks in Riverside Fark. The leaks are located around a main gas line and the crew is waiting to have MDU mark the lines on Tuesday June 17th. The Pool is ready to go. All employees have been hired, swirnrning lessons are being booked and the guards are going through safety training. Kurt is busy planning for the July 4t" in order to have the correct number of garbage cans, barricades, etc. The vendor spots in Thomson Park have all been sold. Gary, Cheryll and Kurt will get together regarding marking the vendor spots, marking the electric outlets, and issuing each vendor parking passes. There will be 3 extra maintenance workers needed for July St" to help pick up barricades and garbage cans. An electrician will be at the park on July 2°d to make sure all the electrical outlets are working. Code Enforcement Chris is sending out week letters to both business and residential owners of property. He reported that about 70% of the people that were sent courtesy clean-up letters prior to the clean-up week held in May responded positively. Plans for a duplex were submitted and there are several new single family dwelling permits that have been issued for both Elena and Iron Horse Station Subidivisons. The MRL responded regarding the weed letters sent to them on weeds on there right-of- way and Gary will follow up with a phone call to Joe Gentry. Planning James is working on the application for Preserve America. James has been in contact with Sean Mullaney regarding his sale of trees within a residential area. Sean has quit advertising the trees for sale and has plans to have the trees hauled away. Chris and Gary will be attending the ICC Chapter meeting on Friday, June 20t" at 10:00 am. The meeting was over at 4:SS pm. Respectfully submitted, Cheryll Lund 2