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HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.12.2008MINUTES DEPARTMENT HEAD MEETING AUGUST 12, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mary Embleton (3:15 p.m) Rick Musson Bill Sheridan Kurt Mazkegard (3:10 p.m.) Jan Faught Sam Painter Gay Easton Scott Wilm James Caniglia Nancy Schmidt Council Worksho A enda - Au st 12 2008 Jo ce Jense Yellowstone Historic Societ :Sign in Riverside Park Bill stated that the sign would probably be placed just inside the entry to Riverside Park. Plannins: • Resolution -Vacate Maple Avenue in Russell Park and dedication of Lots 14-16, Block 2 James stated that the resolution will complete the vacation of Maple Avenue in Russell Park. • Planning Board issue: o Discussion on considering changes to 17.08.520(A) - "For any single-family dwelling - three passenger vehicles"; and 17.52.020(a) - "Single-family dwelling _ spaces or garages far four passenger vehicles" James stated that there are conflicting statements in the code. He would like to present the broader garage topic regarding setbacks, terms of structure and materials, and size of garages. He has reviewed similaz codes in the City of Billings. Public Works D artment: • Resolution -Agreement with St. Vincent Healthcaze Occupational Health Services Kurt stated that the agreement is to provide random drug screens, DOT screening for CDL drivers, and pre-employment physicals. The fire department is exempt from CDL license requirements. Kurt is the administrator for the program. • Resolution - Awazd bid for South Laurel Storm Water and Sanitary Sewer Improvements Three bids were received. COP Construction submitted the low bid at $1,324,194, which is higher than the engineer's estimate. Kurt received the engineer's recommendation to award the bid to COP Construction. Clerk/Treasurer: • Resolution _ approving the ballot issue for the fire hall Bill stated that the object is to approve the ballot to vote for or against the new fire hall. The draft resolution will be presented to the council tonight. Sam stated that the statute changed in 2007 and there are more requirements. The city must provide the voters with information on the impact the mill levy increase would have on both $100,000 and $200,000 houses. Chief Administrative Officer: • Resolution -Rescind Resolution No. R07-21 for Task Order No. 13 with Morrison-Maierle The task order for the discharge permit needs to be rescinded as the discharge permit is included in the new contract with Morrison-Maierle. Department Head Meeting Minutes of August 12, 2008 Executive review: • Appointments: o Public Works Director -Kurt Markegard o Reappointment of Gay Easton to 3-year term, ending June 30, 2011, on the Yellowstone Soil Conservation District The appointments will be on the August 19th council agenda. • Discussion of resolution for Passenger Rail Investment and Trnprovement Act of 2008 Mary explained that the clerk in Missoula e-mailed a resolution jointly adopted by the city, county, and chamber to redevelop the southern rail route. Mayor Olson would like to tallc to the county commissioners and the chamber of commerce about participating in a joint resolution. • Discussion of ordinance for creation of Urban Renewal Agency Sarn is working on the draft ordinance to create the agency. A resolution will be needed to appoint the members and designate the powers to the agency. • Discussion of state statute regarding fireworks There was a lengthy discussion regarding fireworks, the liability and nuisance aspects, and the difficulty to distinguish the size of the fireworks. Sam stated that the city has an ordinance prohibiting fireworks and cannot do more with an ordinance. The city can charge the maximum fine allowed for a violation. Enforcement is the issue. Sam does not recommend allowing fireworks in the city. He recommends that the ordinance be left as it is. + Discussion of street maintenance assessment for 2057 East Maryland Lane There was discussion regarding the assessment issue for this property. The adjoining street was not annexed when the property was annexed into the city. In the future, the annexation process must include the streets adjacent to the newly-annexed property. Kurt stated that the city maintains the stop sign intersection in the winter. Mary stated that there should be no refund of the city's assessment and that everyone in the city pays street maintenance assessments for citywide improvements. Mary spoke regarding the jurisdictional issue and questioned how the county could assess a RSID in city limits. Review of draft council a ends far Au t 19 2008 • Johnson Controls - Presentation of Performance Contract on August 19th Mary stated that Craig Wright and another JCI representative will give an update on the performance contract. Kurt will meet with them an Monday at 1:00 p.m. to assess the improvements at the city shop. Other items Mary asked that the resolution for the DNRC equipment be added to tonight's agenda. Scott stated that the DNRC faxed the papers to clear the title for the SKID mounted unit for the 550 brush truck. The five-year contract with the state will be approved via the resolution. The city would receive the title and a yearly inspection would be required. Mayor Olson will not attend tonight's council workshop and Gay will lead it Department Reports: Ambulance Service 2 Department Head Meeting Minutes of August 12, 2008 + AMR contract There was discussion regarding the AMR contract. Jan does not think the city owes AMR any money. Bill informed the mayor regarding the meeting with AMR last week and is waiting for the mayor's direction. Bill will write a letter to AMR, and Jan will review the letter. City Council President On behalf of the council, Gay thanked the staff for their work during the centennial celebration last weekend. Clerk/Treasurer • Budget process update Mary recently distributed a revised budget calendar, but same dates have akeady passed and it will need further revision. She asked for guidance regarding salaries for budgeting purposes. The budget must be finalized 45 days after the certified mill was received (August 4~). The budget should be approved by the end of September in order to transmit the information to the county to prepare the tax bills. Fire Department • Report on new brush truck Scott stated that they are moving along on the new engine company. Scott asked if the city could put out signs promoting the fire hall levy like the school district put out to promote the sports complex levy. Sam will look into it. Scott stated that the fire department will contact the fire districts regarding their participation with the new fire station. Amass mailing will be sent to the fire district homeowners. The Department of Revenue will provide a list. Library • Update on parking lot Nancy stated that the project is finished. The final bill was $3,160 over the price approved by the council. Mary stated that a change order is needed to present to the council at the next workshop. Mary will need to figure out where to get the funds. Nancy will ask the Library Board if more library donations funds could be used. Police Department • Vehicle replacement Rick stated that Billings Collision contacted him regarding the vehicle. He received a quote from Fichtner Chevrolet for a new Chevy Impala. It would take six weeks to two months to receive the vehicle, and the city needs to get on the list. City Planner • Update on alley vacations James stated that the council decided not to vacate the alleys except far Maple Avenue, so this is a dead issue. Kurt stated that the MDT 3'~ to $~' Avenue project included a parking lot on 7~' Avenue by the Caboose. There was discussion. Kurt will inform MDT that the property should remain as a street right-0f--way. Department Head Meeting Minutes of August 12, 2008 • Annexation of Riverside Fark James will contact Dan McGee this week regarding the status of the land survey. Public Works D artment • Streets Bill stated that the Water Leak Detection Program has not found any leaks so far. Kurt stated that there is a leak at the extension of SE 4~' Street by Wal-Mart, but they are still trying to isolate the location. • Cemetery Agreement /irrigation water Kurt explained the irrigation issues at the cemetery. The city could enter an agreement with the High Ditch to transport water at a cost of $80 per acre. He is hesitant at this point because the lines are shallow and he is not sure the system could handle it. The pump is old and needs to be replaced. Kurt stated that the city should work on an agreement this fall with the county to use its pump. • Report on progress with South Laurel Business SID Bill stated that COP Construction was the low bidder for the project. . • Potential 6`h Street SID project Bill stated that Mayor Olson asked him to find out the costs for the potential project, and the costs would be over $4 million. • Water Leak Detection Program progress This was previously discussed. • Cenex water meter system Bill stated that the system needs to be fixed, but the cost is over $80,000. Cenex is not very helpful or supportive. City Attorney • Purchase and Procurement Policy Sam stated that no progress has been made. • Interlocal Agreement -City/County Planning Board Mary needs to review the draft agreement. • CHS Refinery Fire Services Agreement The signed agreement has not been received from Cenex. • Urban Renewal Agency This was previously discussed. • Special Improvement Districts Sam will prepare information regarding special improvement districts. Mayor Olson • Outlook calendars There was no discussion. 4 Department Head Meeting Minutes of August 12, 2008 Chief Administrative Officer • Construction of sound wall in Elena Subdivision - Dave Bequette Bill stated that he spoke with Mr. Bequette, who will not construct the sound wall. Legal action maybe needed. Other There was no discussion. The meeting adjourned at 4:08 p.m Respectfully submitted, ~~ Qom. Cindy Allen Council Secretary 5