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HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.19.2008MINUTES DEPARTMENT HEAD MEETING AUGUST 19, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Bill Sheridan Sam Painter James Caniglia Nancy Schmidt Kurt Markegard Gay Easton Rick Musson Jan Faught Scott Wilm Council A enda - Au st 19 2008 Scheduled Matters: • Confirmation of Appointments: o Public Works Director: Kurt Mazkegard o Yellowstone Soil Conservation District: Gay Easton to a three-year term ending June 30, 2011. The appointments are on tonight's council agenda. • Johnson Controls: Performance Contract M&V and Annual Billings Analysis Reports Kurt reported on the inspection done by Johnson Controls at the vazious city buildings. Craig Wright will give a report at tonight's council meeting. • Resolution No. R08-92: Resolution to vacate a portion of Maple Avenue, a certain platted street right~f--way located within the City of Laurel. James stated that the three lots aze city-owned land that looks like parkland. • Resolution No. R08-93: Resolution authorizing the Mayor to sign an agreement to provide health services with St. Vincent Healthcare of Billings, Montana. Kurt stated that this is a standazd contract for random drug testing far the police and public works departments. There was discussion regazding random testing for the fire department and ambulance personnel. Jan thought that volunteers were excluded from the requirement. Scott and Jan would prefer that the current policy remain. • Resolution No. RO$-94: A resolution rescinding Resolution No. R07-21 approving Task Order No. 13 authorizing Morrison-Maierle, Inc. to provide MPDES Dischazge Permit renewal assistance to the City for its Wastewater Treatment Plant. Bill explained the ongoing effort to obtain the dischazge permit. Kurt sent more information to Helena today. • Resolution No. R08-95: Resolution selecting COP Construction LLC for the completion of the South Laurel Storm Water and Sanitary Sewer Improvements Project and to authorize the Mayor to sign a contract for completion of such project. Bill stated that COP's bid was for $1,300,000. COP will start the project early in September and it must be completed eazly in December in order to avoid using a certain kind of backfill. Departrneat Head Meeting Minutes of August 19, 2008 • Resolution No. R08-96: A resolution of the City Council submitting to the qualified electors of the City of Laurel, Montana, a ballot issue requesting voter approval to levy approximately 49.22 additional mills to raise property tax revenue in an amount of $325,000 per year for the next twenty years for the purpose of designing and constructing a new fire hall for the City of Laurel. Mayor Olson, Bill and Sam are pwsuing negotiations to purchase the property. • Resolution No. R08-97: A resolution authorizing the Mayor to sign an equipment agreement with the Montana Department of Natwal Resowces and Conservation, Forestry Division, for participation in the Department of Defense Firefighting Property Transfer Frograrn. Scott explained that the paperwork received was not for the SKID, but it was for transfer of the title for the 6x6. Verbiage in the paperwork stated that a rural fire department could accept the equipment, but Laurel is not a rural fire department. Scott contacted Jim Kraft regarding this and was told that the City of Lawel could be named on the title. Since the resolution was prepared for the wrong equipment, the resolution will be removed from tonight's agenda and put on the August 26~' council workshop agenda. There is no verbiage in the document that requires the city to respond to every request from DNRC. Draft Council Workshy A ends - Au st 26 200$ Clerk/Treaswer: • Presentation of 2008-2009 Preliminary Budget The preliminary budget will be presented. • Resolution -Auditor contract The auditor proposals will be reviewed. Chief Administrative Officer: • Resolution -Change Order No. 1 with Winkler Excavating for the Laurel Library parking lot Bill stated that Winkler Excavating did an excellent job on the library's parking lot. The additional charges are for paving the parking spaces in the rear of the building. The resolution will be on the August 26~' council workshop agenda. • Resolution -Morrison-Maierle, Amendment No. 1 for Preliminary Engineering Study for Lift Stations and I-90 Crossing Bill will discuss this with the Budget/Finance Committee tonight. Executive review: • Discussion of street maintenance assessment for 2057 East Maryland Lane Mayor Olson stated that staff is reviewing this issue. • Discussion of ardinance for creation of Urban Renewal Agency Mayor Olson stated that Sam is preparing the proper language for the ordinance. The Urban Renewal Agency will review, rank, and recommend priorities to the city council, which will make the final decisions. Sam stated that the Police Union tentative agreement package review should be added to the August 26~' council workshop agenda. Department Reports: 2 Department Head Meeting Minutes of August 19, 2008 Ambulance Service • AMR contract Jan has received correspondence from AMR requesting her to provide documents of cancelled checks for every person the city paid AMR to transport. There was discussion. Sam, Bill, and Mayor Olson agreed that this should not be necessary. Bill stated that the city should establish what it owes and pay AMR. Jan explained that AMR can bill for transports from Laurel except far Medicare and Medicaid patients. Bill and Jan will meet this week to write a letter to AMR. City Council President Gay observed the chip seal project done in the city today on Maryland Lane, and he said that it was impressive as it was done quickly and efficiently. Gay stated that something needs to be done with Alder Avenue. There was discussion regarding annexation of Alder Avenue and issues with the street during construction of Iron Horse Station Subdivision and the Laurel Middle School. Kurt would like the State to haul the millings from next spring's project directly to Alder Avenue. The city could fix the base, dump the millings, blade, roll, and set up for a chip seal on Alder Avenue. Mayor Olson stated that core samples should be taken to check for soft spots in case reinforcement is needed. He thanked Kurt for coming up with the idea. Clerk/Treasurer + Budget process update Bill stated that the budget needs to be done. Fire Department • Report on new brush truck Scott stated that it should be done by the middle of September. Scott will meet with Jim Kraft and the County Commissioners on Monday to discuss why Fire District No. 7 is short five trustees and how to fill the vacancies. The trustees are appointed by the County Commissioners. Scott will be on vacation from August 22°d through September 5`~ Librarv • Update on parking lot Nancy stated that the parking lot project is complete and the Library Board is happy with the results. The Library Board voted to authorize $1,650 from donations for the additional costs of the project. Nancy stated that 912 new registered users have been put on the new system in 3% months. About 20 percent (183) are county users. During July, 902 people used the Internet at the library. Nancy will attend a funding meeting in Great Falls on Thursday. Police D artment • Vehicle replacement Rick will give Bill a purchase requisition to Bill for tonight's Budget/Finance Committee meeting. City Planner • Annexation of Riverside Park 3 Department Head Meeting Minutes of August 19, 2008 James has tried to contact Dan McGee regarding the land survey. Public Works Department • Streets Kurt is preparing a list of street projects. • Water Leak Detection Program progress Kurt stated that six leaks were found but they are not water breaks. • Cemetery Agreement /irrigation water Bill stated that the county is working on water issues for the Veterans' Cemetery. The city also needs to work on this. • Report on progress with South Laurel Business SID Bill stated that the project will be done frarn early September to early December. Kurt received the plans for the sidewalks and approaches from MDT. He stated the need far the business owners to see the plans and to be informed about the stubs that will be installed for them to hook into the city's storm water system. There was discussion regarding relocating the sewer line at the Movie Gallery to tie into the front sewer line. The owner, Dave Powers, will be contacted. Mayor Olson stated that the SID for the flat work needs to be presented to the business owners. TSEP funds will provide 85 percent of the funding and the SID would provide the other 15 percent. Kurt will go to Billings on Wednesday morning to sign an encroachment permit for the project. • Potential Bch Street SID project Bill stated that Great West Engineering estimated a cost of $5 million to rebuild Sixth Street. Rick suggested that the city should install "stop sign ahead" signs on West First Street and Sixth Street, as there are safety issues and drivers do not slow down on those streets. Kurt stated the crew will spray the crosswalks during the next two weeks. • Cenex water meter system There was discussion regazding the water meter system. The waterline will be shut down far six hours on Thursday. Bi11 will contact Pat Kimmet at Cenex again to discuss and clazify the issues. Kurt stated that a pump at the Elm Street Lift Station went down, so it is running on one pump. It will be fixed on Wednesday. Kurt will submit a purchase requisition for $3,200 to the Budget/Finance Committee to repair the hydraulic pump in the backhoe. Kurt's computer got a virus while he was on the Internet. He contacted Bart Haskell, who came to the city, checked the server, and provided instructions for employees to scan their computers. Cit Attorne • Purchase and Procurement Policy Sam stated that this is on hold. 4 Department Head Meeting Minutes of August 19, 2008 • Interlocal Agreement -City/County Planning Board Sam is waiting for one department head to review the draft agreement. • CHS Refinery Fire Services Agreement Scott stated that, if Cenex does not sign the agreement before the next Emergency Services Committee meeting, he does not think there is a contract. Mayor Olson explained that Doug Poehls has the verbiage requested by Cenex. He will talk to Doug about this. • Urban Renewal Agency Sam is working on this issue. • Special Improvement Districts Sam will provide a memo regarding special improvement districts and park maintenance districts by the end of the week. Mayor Olson • Outlook calendars Mayor Olson stated that Bart Haskell will provide training on the use of a common Outlook calendar to departments in September. There was discussion regarding the Garden Club's sprinkler system, which would not shut off. Chief Administrative Officer • Construction of sound wall in Elena Subdivision -~ Dave Bequette Bill is getting quotes for the cheapest fence. Mr. Bequette told Bill that he has no money for the fence and has lost $2.$ million with the project. Other There was none. The meeting adjourned at 4:10 p.m. Respectfully submitted, Q~(~ n~ Cindy Allen Council Secretary 5