HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.02.2008MINUTES
DEPARTMENT HEAD MEETING
SEPTEMBER 2, 2008 3:05 P.M.
COUNCIL CHAMBERS
PRESENT: Rick Musson
Kurt Markegard
Sam Painter
Nancy Schmidt
James Caniglia
Tan Faught
Gay Easton
Gay Easton led the department head meeting.
Coancil A ends - Se tember 2 2008
Public Hearin:
• 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 - 08/05/2008)
Scheduled Matters:
• Confirmation of Appointments.
• Presentation of the 2008-2009 Preliminary Budget
• Resolution No. RO$-97: A resolution authorizing the Mayor to sign an Equipment Agreement
with the Montana Department of Natural Resources and Conservation, Forestry Division, for
participation in the Department of Defense Firefighting Property Transfer Program.
• Resolution No. R08-98: A resolution awarding athree-year contract with Olness and Associates
for auditing services through fiscal year ending 2010 and authorizing the Mayor to sign said
contract for the City of Laurel.
• Resolution No. R08-99: A resolution authorizing the Mayor to sign Change Order No. 1 for
additional construction services for the replacement of the parking lot located at the Laurel City
Library.
• Resolution No. R08-100: A resolution approving Amendment No. 1 to Task Order No. 1 of the
Owner-Engineer Agreement with Morrison-Maierle Inc. for the Wastewater Treatment Plant
Upgrade Preliminary Engineering Project and authorizing the Mayor to execute the attached
Amendment No. 1 an the City's behalf.
• Resolution No. R08-101: A resolution approving the attached Amendment No. 1 to Task Order
No. 2 for West Main sidewalk improvements in accordance with the on-call engineering services
provided by Great West Engineering to the City of Laurel.
• Resolution No. R08-102: A resolution approving modification to the previously approved
agreement between the City of Laurel and the Cenex Harvest States Refinery, relating to fire
protection.
Gay reviewed the agenda items. There was no discussion.
Draft Council Worksho A ends - Se tember 9 2008
• Laurel Volunteer Ambulance:
o Appointment of Hope Mager and Tammy Cozzens
Department Head Meeting Minutes of September 2, 2008
• Clerk/Treasurer:
o Tax Resolutions
• Executive review:
o Discussion of street maintenance assessment for 2057 East Maryland Lane
o Discussion of ordinance for creation of Urban Renewal Agency
Kurt asked if the tool lease with the new mechanic needs to be on the council workshop agenda. It does
not need to be on the agenda.
De artment Re orts•
Ambulance Service
• AMR contract
Jan stated that there is nothing new to report. Bill was going to write a letter to AMR last week.
Jan stated that the shower is being installed in the FAP today.
City Council President
There was no discussion.
Clerk/Treasurer
• Budget process update
There was no discussion.
Fire Department
• Report on new brush truck
There was na discussion.
Library
Nancy stated that the library's website is moving forward, but suggestions are needed for the domain
name. There was a brief discussion.
Police Department
• Vehicle replacement
Rick stated that MMIA informed Mary that they will replace the police car. There is a $2,500
deductible.
There was discussion regarding the traffic situation during the recent power outage. Rick stated that
there was only one traffic stop. Jan mentioned that the police reserves directed traffic at the key
intersections. The ambulance received five lifeline calls during the power outage.
City Planner
• Annexation of Riverside Park
James has not heazd from Dan McGee regarding the land survey.
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Department Head Meeting Minutes of September 2, 200$
James and Emelie Eaton recently spent time looking at the older buildings downtown in order to define
a downtown historic district. Matching funds to survey historic buildings are available from the State of
Montana. The application deadline is Friday, September 12~', and James will work on the application.
Public Works Department
• Streets
Kurt stated that work is being done on the streets. Bart Haskell submitted a quote of $2,300 for a
computer with the system requirements for the Artview and Paver programs. Kurt will fmd additional
quotes. With the program, the department could build a database of all city amenities. The department
needs to get the updates for the Paver program.
• Cemetery Agreement /irrigation water
Kurt stated that, if the City of Laurel collects mare than $50,000 in revenues from the Veterans'
Cemetery, the maintenance contract may have to go out for RFP. Kurt stated that separate irrigation and
maintenance agreements aze needed.
• Report on progress with South Laurel Business SID
Kurt and Chad met with the business owners to discuss approach and storm inlet issues. Chad Hanson
brought the documents for the contractor's notice to proceed to Laurel for the city's signatures.
• Potential 6`h Street SID project
Kurt stated that Chad Hanson provided the figures for this project.
• Cenex water meter system
Kurt stated that the line was installed and backfilled last week. The city needs to send Cenex a letter
and bill for the chazges for the project.
Kurt will get the mayor's signature on the tool lease with the new mechanic.
Kurt will be on vacation next week.
Kurt mentioned that the Fall Water School is scheduled on September 22"d through 26`h in Bozeman.
One shop employee, two Water Treatment Plant employees, and two Wastewater Treatment Plant
employees will attend the school. Kurt plans to attend the management agenda on Monday and
Tuesday, September 22"d and 23'x.
Kurt stated that Riverside Park is closed and the bathrooms are locked. He and Rick will discuss
locking/unlocking the bathrooms at Kiwanis and Russell Parks during the Little Guy Football season.
City Attorney
• Purchase and Procurement Policy
There has been no progress on this.
• Interlocal Agreement -City/County Planning Board
Sam stated that the Interlocal Agreement should be on the September 9~' council workshop agenda for
discussion.
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Department Head Meeting Minutes of September 2, 2008
Sam placed the tentative agreement between the Police Department and the City of Laurel on the
September 9~' council workshop agenda.
Sam recently e-mailed Scott Wilm the draft Mutual Assistance Agreement between Cenex and the fire
department.
Mayor Olson.
• Outlook calendars
The training is scheduled for Tuesday, September 9~', at 3:00 p.m during the department head meeting.
Chief Administrative Officer
• Construction of sound wall in Elena Subdivision -Dave Bequette
There was no discussion.
Other
There was discussion regarding property (Lot C) located below Sam Stokke's dental office in Hagernan
Subdivision. Sam will review this issue. Kurt stated that the issue needs to be clarified quickly to
determine the curb/gutter/sidewalk and approach issues of the South First Avenue project. There was
also discussion regarding state law requirements to retain water on an owner's property. Sam will also
research this issue.
The meeting adjourned at 3:40 p.m.
Respectfully sub~mi'tt/ed, '
(-~
Cindy Allen
Council Secretary
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