HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.26.2008MINUTES
DEPARTMENT HEAD MEETING
AUGUST 26, 2008 3:00 P.M.
COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson
Bill Sheridan
Sam Painter
James Caniglia
Mary Embleton
Nancy Schmidt
Gay Easton
Mike Zuhoski
Jan Fought
Scott Wilm
Council Workshop Agenda - August 26, 2008
Scheduled Matters:
• Presentation on historic sign in Riverside Park
Bill stated that the Public Works Department will install the sign in Riverside Pazk.
• Fire Department:
o Resolution -Equipment agreement with the Montana DNRC for participation in the
Department of Defense Firefighting Property Transfer Program
The resolution will approve transfer of the title for the 6x6 truck to the City of Laurel. The city paid the
$1,500 cost to transport the truck from Minot. It will take some work to turn the 1973 6x6 military
truck into a firefighting truck. Mary stated that the city will not get the title far the SKID for the new
chassis. DNRC will maintain ownership of the SKID for five yeazs.
• Clerk/Treasurer:
o Presentation of 2008-2009 Preliminary Budget
Mary stated that the budget is not ready for presentation tonight. She explained that the certified mill
was received on August 8'~, and the budget needs to be adopted within 4S days of that date. She
prepared a new budget calendar. The preliminary budget will be presented to the council on September
2nd, and the public hearing will be advertised on Se~tember 3rd and 10`h and held on September 16~'.
The council could act on the budget on September 16 or schedule a special meeting by September 22nd
for adoption of the budget in order to be in compliance with statute. Mary will explain this to the
council at tonight's workshop.
o Resolution -Auditor contract
Mary stated that two proposals were received. Olness and Associates proposal was for $15,000 for
three years. An Ashland firm submitted a proposal for $16,500 for three years. Mary will recommend
that the council approve the proposal from Olness and Associates.
• Chief Administrative Officer:
o Resolution -Change Order No. 1 with Wirilcler Excavating for the Laurel Library
pazking lot
Bi11 explained that the change order is needed for paving the parking spaces in the rear of the library and
for the fabric that was laid to contain the water in the parking lot.
o Resolution -Morrison-Maierle, Amendment No. 1 for Preliminary Engineering Study
for Lift Stations and I-90 Crossing
Deparbm~t Head Meeting Minutes of August 26, 2008
Bill stated that the amendment is for engineering to determine the costs for improvements to the li$
stations and the I-90 crossing.
o Police Union tentative agreement package review
Bill stated that a state representative will help resolve the issues.
• Executive review:
o Resolution -Amendment to Cenex Fire Contract
Mayor Olson explained that Cenex wants three words added to the contract. The options for approval
will be discusses tonight.
o Discussion of street maintenance assessment far 2057 East Maryland Lane
Bill will contact the property owners to explain that the city is not doing anything wrong. Sarn
contacted the county attorney's office to schedule a time to discuss the issue.
o Discussion of ordinance for creation of Urban Renewal Agency
Sam prepared the draft ordinance, which will be distributed to the council tonight. Mayor Olson would
like the Urban Renewal Agency created before the holidays so the agency can make recommendations
for use of the TIFD funds.
• Council Issues:
o Update on right hand only turn lane on 13` Avenue South off the interstate (Council
Member Dickerson)
Bill will ask Chuck Dickerson to explain what he wants done at this location.
Review of draf} council agenda for September 2, 2008
o Public Hearing:
^ Ordinance No. 008-08: An ordinance approving the recadification 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 - OS/OS/2008)
Mary received word from Scott Turner, the Yellowstone County Finance Director, that the county
commissioners do not want to levy the maximum mills for Laurel's City-County Planning jurisdiction.
If the city wants the maximum mills levied, it needs to justify the request. Mr. Turner wants an answer
from the city this week.
Department Reports:
Ambulance Service
• AMR contract
Bill and Jan discussed the issue regarding the AMR contract and AMR's request for proof of payment.
Bill will write a letter to AMR.
Jan stated that a Child Safety Seat Station will be set up at Wal-Mart on September 20tt". The Laurel
Ambulance Service received a grant to be a fitting station and holds the clinics in April and September.
Jan mentioned that GM will hold a meeting on Hybrid cars at the Montana Pavilion in September.
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Department Head Meeting Minutes of August 26, 2008
Li_brary
Nancy is looking for more financing opportunities.
Police D artment
Mike stated that Rick's stepmother passed away this morning and services aze scheduled for Saturday.
• Vehicle replacement
Rick and Bill aze working on the vehicle replacement issue. There was discussion regarding what to do
with the wrecked vehicle. Sam stated that the vehicle needs to be returned to the city, and proper
advertising needs to be done to sell the vehicle. Mike mentioned that some lost title vehicles also need
to be advertised and sold. Mike stated that City Towing will bring the vehicle back to Laurel next
week, and the internal equipment will be removed for placement in the new police vehicle.
City Planner
• Annexation of Riverside Park
James has not heard from Dan McGee regarding the land survey of Riverside Park.
James attended the Laurel Alive meeting last Thursday. He is now the chairman of the Streetscape
Committee and will serve on the Heritage and Tourism Committee. He proposed implementing parking
meters to fund downtown improvements. This would open up parking spaces within the city, but there
could be issues with enforcement. Mike stated that the five-day parking ordinance would need to be
rescinded.
Fire D artment
• Report on new brush truck
Scott stated that the Caunty Commissioners informed him that the fire districts would have to ask the
people through a vote if they wanted to help the fire department with the new fire hall. Since this is the
last of the three-yeaz fire contracts, this should be reviewed and discussed soon.
Public Works D artment
• Streets
Bill stated that the leak detection survey found six leaking waterlines and a report should be received
soon. Work will continue on streets in the city.
• Cemetery Agreement /irrigation water
Bill stated that irrigation will be received through the High Ditch, the Big Ditch, the Cove Ditch or all
three ditches.
• Report on progress with South Laurel Business SID
Bill stated that COP Construction will start the project on September 15th.
• Potential 6th Street SID project
Bill stated that ways to fund the dt}' Street project are being reviewed.
• Cenex water meter system
Bill stated that the leak in the valve was fixed and the city has access to the meters.
City Attorney
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Department Head Meeting Minutes of August 26, 20Q$
• Purchase and Procurement Policy
Sam stated that no additional work has been done on this.
• Interlocal Agreement -City/County Planning Board
Mary will review the document.
• Urban Renewal Agency
Sam stated that the draft will be distributed to the council tonight.
• Special Improvement Districts
Sarn prepared a memo to Bill regarding special improvement districts and park maintenance districts.
Sam tried to compare the old union contract with the new contract that was recently e-mailed to him.
The new contract does not match the hard copy of the old contract.
Ma or Olson
• Outlook calendars
Mayor Olson spoke regarding the citywide Outlook calendar and the training session that will be
scheduled in September.
Chief Administrative Officer
• Construction of sound wall in Elena Subdivision - Dave Bequette
Bill stated that two property owners are upset about the sound wall, but the other property owners are
not as concerned. He will contact the two property owners.
Clerk/Treasurer
• Budget process update
There was no further discussion.
Mary asked about the construction project in her office later this week. Public Works will assist with
moving the items.
Cit Council President
Gay expressed concern about the recent water leak on the east end of town and stated that something
needs to be done. The city takes preference to what Cenex is trying to do, and he has safety concerns.
Bill stated that Cenex does not seem to understand the city's need to ensure water service.
The meeting adjourned at 3:Sfi p.rn.
Respectfully subbmitted,
Cindy Allen
Council Secretary
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Public Works Staff Meeting Notes
August 26, 2008 8:45 am
Kurt Markegazd
Gary Colley
Cheryll Lund
Chris Rosenberg
James Caniglia
Parks
All seasonal workers for the parks are done.
Sidewalks have been installed at both Kiwanis and Russell Parks.
Lions Family Park toy is done but the containment fence and pea gravel needs to be
installed before it is ready for play.
The pool closed on August 24a'. The pump will circulate water until all chlorine has been
dissipated and then the pool will be drained and partially filled for the winter. This has to
be done by August 29`".
A report will be requested on pool usage and revenue to see how successful it was this
summer since the City took over the operation of it.
Riverside Park will close on Tuesday, September 2"'d. The Caretaker's last day will be
Thursday August 28~'.
Cemetery
The typical fall maintenance is being done at this time.
The County has inquired as to where the gates to the Vet's Cemetery need to be installed.
Kurt will work on this issue and he will take his recommendations to the Department
Head meeting.
Solid Waste
Specifications on the bid for a new gazbage truck is being worked on.
Water Systems
There was a major water leak at Nutting Park that had to be fixed Thursday and Friday.
Northwest Pipe in Billings has discontinued stocking some of the repair clamps that the
City typically uses. It will be necessary to pre-order some clamps and stare them over at
the City Shop.
WTP & WWTP
Training for pesticide application will be set up for the Water and Sewer Plant employees
in the near future.
Streets
The crew has been busy painting crosswalks for the start of the school year.
Streets are being patched and the patching will continue (weather permitting) during the
winter months to get ready for working planned for the coming spring.
Public Works
Kurt is working on an application far the State of Montana 2008 Urban Forestry
Excellence Award. The award is $1,000 that would be used for purchasing trees and/or
bushes for City Parks.
The project for storm sewer, approaches, curb/gutter/sidewalk for S. First Avenue and SE
4`~' Street is moving forward using TIFD monies. All property owners will be contacted
regarding storm sewer tie-ins, concrete approaches and curb/gutter/sidewalk placement.
Kurt will be on vacation September 8th -12~'.
A new mechanic was hired last month and is doing a good job.
Kurt continues to work on his list of streets that need to be prioritized for repair.
Work also continues on the $750,000 grant the city received for The Wastewater
treatment plant improvements.
Code Enforcement
Chris is working on purchasing new camera's for code enforcement issues.
He is busy working on weeds, tree and miscellaneous complaints received on a daily
basis.
There aze 2 residential houses and 1 duplex that are in various stages of construction.
Gary is working on fire inspections and issues.
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Kurt suggested that MDT be contacted to mow their various right-of--ways that have
weeds.
Planning
James is working on updating the zoning regulations. He is researching zoning
regulations in other up and coming cities.
James was appointed to 2sub-committees for the Laurel Alive group.
James is also working on finding programs that offer home improvement grants to
homeowners for doing minor repairs.
Kurt informed James that Ray Cotter is considering requesting annexation of his property
located on E. Main Street. Ray wants city water.
The meeting was over at 9:30 am.
Respectfully submitted,
Cheryll Lund
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