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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.28.2008MINUTES DEPARTMENT HEAD MEETING OCTOBER 28, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson (3:15 p.m) Mary Embleton Mark Guy Bill Sheridan Jan Faught Sam Painter Scott Wilm Council Worksho Agenda - October 28, 2008 Fire Department: Report on fire hall mill levy Scott will present the report on the fire hall mill levy at tonight's council workshop. Cemct Commission: Recommendation for the Laurel Cemetgiy Master Plan Bill stated that the proposed master plan would be presented at tonight's council workshop. Public Works Department: • Resolution - Change Order No. 2 with COP Construction for a five-day extension on the South Laurel Storm Water & Sewer Improvements project Bill explained that there were three snow days, as well as a problem with the location of a petroleum line and issues with a water line leak in the street by Wal-Mart. Chief Administrative Officer: • Resolution - Task Order No. 8 with Great West Engineering, Inc. for CHS Plant water issues Bill explained the need for Task Order No. 8 to address CHS Plant water issues. The engineers will work with Cenex representatives on this issue. • Resolution -- Maintenance Agreement for the Yellowstone County Veterans' Cemetery Bill stated that the city and county will meet today to resolve the remaining issues with the agreement. Executive review: • Resolution - Assigning certain statutory powers to the Laurel Urban Renewal Agency; Bylaws of the Laurel Urban Renewal Agency Sam explained that the Laurel Urban Renewal Agency was created by ordinance, which was adopted by the city council. The resolution will empower the agency by assigning select powers to it. The next step would be to advertise for the positions. Mayor Olson wants the agency to be set by the end of the year. • Discussion regarding a citywide storm water district Bill stated the importance of the discussion. Mary explained that, if a citywide storm water district is not created, there would be no way to replenish the TIFD monies, so the agency would be moot. The storm water work that is being done with the TIFD monies could be funded on its own through a citywide district, which would then free up the TIFD dollars for other projects. • Council issues: o Council selection of the Council President There will be discussion at tonight's meeting. Department Head Meeting Minutes of October 28, 2008 o Letter regarding the Police Department (Emelie Eaton) Mark stated that Rick thought the item was going to be delayed until he returned from vacation. o Disposition for millings at the city shop (Chuck Dickerson) Bill stated that the city has millings at the shop, but the right machinery and some hot weather are needed to put the millings in place. Mary asked if the millings could be used on Alder Avenue as a temporary fix. There was discussion regarding the school's responsibilities regarding Alder and Washington Avenues. Bill mentioned that the school told their contractor that the city was going to rebuild Washington Avenue, which is news to the city. Mary will give Bill and Sam a copy of the SIA. Department Reports_ Ambulance Service • Update on shower Jan contacted DR Plumbing, who told her to contact Cotter's. Cotter's used a sewer auger to unplug the drain, and then found that the shower is not vented and will not drain unless it is plunged. Bill stated that a vent needs to be installed. Clerk/Treasurer • MMIA Wellness Program Mary stated that today's three sessions were poorly attended. The blood screening is scheduled for Wednesday from 6:30 to 9:30 a.m. Mary stated that wellness programs help keep health costs down, and she does not understand why people did not participate. Scott and Jan stated that the information was distributed too late to get it to their volunteers. Mayor Olson arrived at 3:15 p.m. • Health Insurance Committee There was no discussion. Mary received good news last week from Anna Miller at DNRC. Anna informed her that the city qualifies for the hardship rate of 2.75 percent for the loans for the upcoming projects. This means that water rate increases will not be as high. Mary mentioned that Norm Klein will assist her with year end work on Wednesday. Fire Department Scott stated that Cenex signed the fire contract, but he has not received any information regarding the mutual aid contract. • Report on new brush truck Scott stated that the 550 brush truck is here and was striped like a DNRC truck. The radio has been installed and the department is getting prices for a light bar. Scott stated that work is progressing on the fire truck. • Preparations for new fire station • Property tax assessment for new fire station A public forum is scheduled on Thursday at 7:00 p.m. at the fire hall. 2 Department Head Meeting Minutes of October 28, 2008 Library There was no discussion. Police Department • Status of new vehicle Mark stated that the vehicle is on order. City Planner • Annexation of Riverside Park There was no discussion. Public Works D_gpartment • Status of streets Bill stated that the crew is still patching streets. • Status of water intake at WTP Bill stated that work is being done on the water intake issues. • Alder Avenue Bill stated that Alder Avenue was bladed once and will be bladed again this week. • Status of Main Street from I" to Wh Avenues Bill stated that MDT's engineers are working on this project. • Cemetery Agreement / irrigation water / responsibility for vaults Bill stated that the Veterans' Cemetery agreement is on tonight's workshop agenda. Remaining issues will be discussed at the meeting with the County Commissioners this afternoon. • Report on progress with South Laurel Business SID Bill stated that the project is progressing and should be completed by the first week in December. • Potential 6t' Street SID project Bill stated that this important issue will remain on the agenda. City Attorney • Purchase and Procurement Policy Sam, Bill, Mayor Olson, and Mary have reviewed the policy. The committee will meet again to review the changes, and the draft will then be distributed to department heads for review. Sam asked Bill to schedule the meeting. • Negotiations with Cenex regarding fire flow There was no discussion. Mayor Olson Mayor Olson stated that the Budget/Finance Committee should review the Purchase and Procurement Policy. Department Head Meeting Minutes of October 28, 2008 Chief Administrative Officer Bill mentioned that, due to the Tuesday holidays, department head meetings will be scheduled on Monday, November P, and Monday, November 10 , at 3:00 p.m. Other There was no discussion. The meeting adjourned at 3:25 p.m Respectfully submitted, " a&-f- Cindy Allen Council Secretary 4