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HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.05.2008MINUTES DEPARTMENT HEAD MEETING AUGUST 5, 200$ 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson (3:45 p.m.) Mary Ernbleton Sam Painter Jan Faught Bill Sheridan Kurt Mazkegard Gay Easton James Caniglia Council A ends -- Au st 5 200$ Nancy Schmidt Mike Zuhoski Bill reviewed the correspondence, public hearing for the budget amendments for fiscal year 2007-2008, the consent items and the ceremonial calendaz. Scheduled Matters: Confirmation of Appointments: • Laurel Police Reserves: Sazah Thomas The appointment is on tonight's agenda. Sarah Thomas is unable to attend the meeting. • Ordinance No. 008-08: An ordinance approving the recodification of ordinances adopted by the City Council that have been compiled as the "Laurel Municipal Code" in accordance with MCA § 7- 5-107. First reading. • Resolution No. R08-85: A resolution authorizing the Mayor to sign an Estoppel Agreement with Iceland. Sam explained that Iceland wants to get financing. If the owner defaults on the payments, the city would send the lease payments directly to the bank instead. • Resolution No. R08-86: A resolution authorizing the Mayor to execute an agreement between the City of Laurel and the State of Montana Department of Transportation for the City of Laurel's "Laurel Northeast" Community Transportation Enhancement Program "CTEP". • Resolution No. R08-87: Resolution authorizing the City Clerk to perform certain and specific budget transfers for the City of Laurel. • Resolution No. R08-$8: Resolution approving Amendment No. 1 to the Agreement for Professional Services dated June 6, 2008 (Task Order No. 7) between the City of Laurel and Great West Engineering, Inc. regarding the CTEP Project for sidewalks, and authorizing the Mayor to execute the attached Amendment No. 1 on the City's behalf. Bill stated that Task Order No. 7 would reduce the engineering from Great West Engineering, since the State of Montana will provide some of the engineering for the project. • Resolution No. R08-89: Resolution of intent to vacate a portion of Maple Avenue, a certain platted street right-of--way located within the City of Laurel. Mary stated that the process to vacate a portion of Maple Avenue includes a resolution of intent to vacate, public notice, and a resolution to vacate a portion of the street. • Resolution No. R08-90: A resolution of the City Council requesting and supporting an Amendment to MCA § 7-12-4429 that would provide cities and towns within the State of Montana the ability to pledge their respective Street Maintenance assessments as security for loans from public and private sources. Mary stated that the law currently states that cities can only borrow from the federal government. Department Head Meeting Minutes pf August 5, 2008 • Motion to select the preferred site for the new fire building. • Motion to select the preferred method of financing for the fire department building. • Motion to accept/reject the Police Union's six-point proposal dated June 26, 2008. There was no discussion. Draft Council Worksho A enda - Au st 12 200$ Jo ce Jense Yellowstone Historic Societ :Sign in Riverside Park There was no discussion. Planning: • Resolution -Vacate Maple Avenue in Russell Park and dedication of Lots 14-16, Block 2 There was no discussion. Clerk/Treasurer: • Resolution -Budget Amendment (if not forced on 08/05/2008 council agenda) There was no discussion. Chief Administrative Offiicer: • Resolution -Rescind Resolution No. R07-21 for Task Order No. 13 with Morrison-Maierle, Inc. Mary stated that the discharge permit application was rolled over and built into the new contract with Morrison-Maierle. Executive review: • Reappointment of Gay Easton to 3-year term, ending June 30, 2011, on the Yellowstone Soil Conservation District • Resolution -Passenger Rail Investment and Improvement Act of 2008 Mary received a copy of a resolution of support to reinstate passenger rail service on the southern line from the City of Missoula. • Discussion of state statute regarding fireworks The information was distributed at the July 29~ council workshop. Other items James asked that discussion of the Planning Board items be added to the August 12`t` workshop agenda. Review of draft council a enda for Au t 19 2008 • Johnson Controls - Presentation of Performance Contract on August 19~' Mary stated that Johnson Controls has had some personnel changes. JCI representatives will be in Laurel on August 18~' and 19~' to review the performance contract. Department Reports: Ambulance Service • AMR contract Jan stated that a meeting is scheduled with Jim Webber of AMR on Wednesday at 2:00 p.m. There was discussion regarding a contract to pay for Medicare and Medicaid intercepts, the city's previous contract 2 Department Head Meeting Minutes of August 5, 2008 with AMR, BLS and ALS charges, the need for intercepts with cardiac patients, the average of two AMR intercepts per month, and the $70 fee per intercept offered to AMR previously. Tan stated that the shower disappeared an Saturday. Jan will be on vacation on Thursday and Friday. City Council President Gay stated that the Tree Baazd will plant a ceremonial tree in Thomson Park on Friday, August 8~'. The Tree Boazd would like the council, staff; and press to attend a short ceremony and the time will be determined at the council meeting tonight. MDT will do some repairs and start the chip seal project on Maryland Lane from Washington to Eighth Avenue on Wednesday. Gay asked if the fire, ambulance and police aze aware of the project. Clerk/Treasurer • Budget process update Mary will present the revised budget calendar to the Budget/Finance Comxnittee tonight. Final budget approval is scheduled on September 16~'. Mary received the certified mill values today. The mill value is up $500 at $6,603. The TIF value is less than predicted and Mary is asking the Department of Revenue for an explanation. The TIF value received is $266,000, which is lower than estimated at $375,000. The reasons for the difference are that the reappraisal value is phased in over asix-year cycle and commercial properties receive a 15 percent exemption. The TIFD was mislabeled on the personal property tax bills. Mary will do further reseazch on this issue. Mary is continuing to work on the budget. Fire Department • Report on new brush truck Bill stated that the new brush truck arrived. Library • Update on parking fat Nancy stated that the contractors worked on adjusting the parking lot grade today and the blacktop will be poured on Wednesday. The contractors need to replace four broken sprinklers. Nancy stated that a State report shows that the library circulated aver 3,500 items last month. Police Department • Vehicle replacement Mike received a bid for $23,500 from Fichtner Chevrolet just prior to the department head meeting. Rick will review it when he returns from vacation. Mike stated that Yellowstone County will provide law enforcement at Riverside Park for the weekend events. The Laurel Police Reserves will be serving during the events. City Planner 3 Department Head Meeting Minutes of August 5, 2008 James stated that the Main Street Program conference will be held in Butte on September 6~' and 7~'. The program focuses on ways to improve downtown areas. Since it is a new program in Montana, the Chamber of Commerce decided it is in too much disarray and will not participate in this year's conference. • Update on alley vacations There was no discussion. • Vacation of Maple Avenue in Russell Pazk and dedication of lots James stated that the resolution of intent is on tonight's council agenda. • Annexation of Riverside Pazk James stated that Dan McGee will do the land survey soon. Public Works D artment • Streets Kurt stated that updates are needed for the street paver softwaze program. Kurt explained the situation with the city's GPS unit, which was taken to Selby's today. The GPS unit does not work with the county system right now. Kurt will have Cheryll add some data to the GPS unit that was not originally inputted in the system. Kurt will ask Bart Haskell for assistance in transferring the data from the laptop computer to his computer. • Cemetery Agreement / irrigation water Bill stated that the county is ready to produce the final maintenance agreement. There are concerns about water. The road extension is currently closed, as dirt is being moved off the state land to the county land. There was discussion regarding the Yellowstone Conservation District water shares, the $80 per acre charge to transport water, current irrigation issues, and the need for the city to connect to the county's irrigation main if the county puts it in. Kurt stated that the issue should be included in the cemetery maintenance agreement. Mayor Olson arrived at the meeting at 3:45 p.m. + Report on progress with South Laurel Business SID Bill stated that six to eight contractors attended the pre-bid construction meeting last week. He expects the project to go forwazd this fall. • Potential b`" Street SID project Bill has asked Great West Engineering for dollaz figures to create a Sixth Street SID. • Water Leak Detection Program progress Bill stated that someone is working on the water leak detection this week. Kurt will submit a purchase requisition to the Budget/Finance Committee for replacement of the water meters at Cenex. There was further discussion. • Cenex main water meter system Kurt mentioned that 27 sprinkler heads were vandalized in Thomson Park last Saturday night. The police have been contacted regarding this issue. Kurt stated that the number one pump in the Elm Street Lift Station has been kicking out and ACE Electric is checking it out. 4 Department Head Meeting Minutes of August 5, 2008 City Attorn~ • Purchase and Procurement Palicy Sam stated that another revision is being prepared. The committee should have regular meetings again. • Interlacal Agreement -City/County Planning Board Sam stated that the Interlocal Agreement is finished and Mary will review it. • CHS Refinery Fire Services Agreement Sam stated that the issue has been resolved. • Urban Renewal Agency Sam will draft an ordinance for the next workshop. • Special Improvement Districts Bill asked for assistance with the process involved for the creation of special improvement districts. Sam, Bill, and Mary will review the SID process, as well as the process for creation of park maintenance districts. Mayor Olson • Outlook calendars Mayor Olson encouraged the department heads to schedule training with Bart Haskell. A joint training session for all departments will be scheduled in September. Chief Administrative Officer • Construction of sound wall in Elena Subdivision -Dave Bequette Bill has contacted Dave Bequette twice regarding the sound wall. James stated that a plastic fence should be acceptable and the city makes the official choice. Bill will find out the prices for a plastic fence and the installation. There was discussion regarding how to recoup the investment. Sam mentioned that the contract includes an attorney fee provision, so it makes sense for Dave Bequette to make a deal with the city. Mary stated that she still needs the values of the infrastructure for Elena Subdivision, Iran Horse Station Subdivision, Wal-Mart, and the new playground equipment. This includes the value of water Imes, sewer lines, streets, curb, gutter, and sidewalks in order to book values for GASB-34. Other Kurt stated that the new mechanic will start working on Monday, August 11 "'. The mechanic would like to use his tools for the job, so a tool lease is needed. There was discussion. Kurt will fax the tool lease agreement to MMIA for review mechanic. The meeting adjourned at 4:12 p.rn. Respectfully submitted, Q.P,Ic-rte Cindy Allen COl1nC11 Secretary Kurt will get an itemized list of the tools and values from the new