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HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.25.2008MINUTES DEPARTMENT BEAD MEETING NOVEMBER 25, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Bill Sheridan Mary Embleton Rick Musson Brooke Baracker Kurt Markegard Jan Faught James Caniglia Nancy Schmidt Scott Wilm Council Worksho Agenda - November 25, 2008 Police Department: • Resolution - State and Local Task Force Agreement Rick stated that the agreement with the DEA is renewed annually, and he will present the agreement at tonight's council workshop. Morrison-Maierle: • Lift stations and sewer main replacement Bill stated that Carl Anderson would give a presentation on the overall improvements needed at the wastewater treatment plant. Planning: Public hearing on December 2d for zone change request from Frank and Doyletta Zweifel James explained the zone change request from Agricultural Open to Residential Suburban. He stated that the zone change does not follow the city's Growth Management Plan. James recommended denial to the Planning Board, and the Planning Board recommends denial to the council. • Request from Randall Swenson to submit application for annexation of less than one city block James stated that Randall Swenson, who owns the TenderNest retirement homes, wants to annex a couple lots in order to expand the facility. The annexation would clean up the city limits at this location. With the council's approval, Mr. Swenson can proceed with an application for the Planning Board's review. • Resolution - Preserve America Grant James stated that Laurel received a $15,000 Preserve America Grant for surveying the downtown buildings to establish a historic district. Since the grant is a match grant, the city will need to provide some matching funds. The grant requires a 100 percent match and in-kind matches are permitted. About $3,000 has already been pledged from organizations, and James will contact other businesses about the match. Chief Administrative Officer: • Resolution - Purchase and Procurement Policy revision After several months of review, the revision of the Purchase and Procurement Policy is on tonight's council workshop agenda. There was discussion regarding when contracts are required. Contracts are required for construction projects in order to ensure that the contractor has sufficient insurance. If contracts are not currently required, they would not be required after the policy revision is approved. Department Head Meeting Minutes of November 25, 2008 Rick stated that the water heater is scheduled to be installed in the FAP next Wednesday after council approval at Tuesday's council meeting. • Resolution - Small Services Contract with Winkler Excavating (install two storm water inlets at West Maryland and 13th Street) Bill stated that the contract with Winkler Excavating will be presented at tonight's council workshop. The contract will address storm water issues at West Maryland and 13'' Street. • Resolution - Small Services Contract with Alpine Plumbing (hot water heater at the FAP) Bill stated that the contract with Alpine Plumbing to install the hot water heater at the FAP will be presented at tonight's council workshop. • Resolution - Change Order No. 3 with Great West Engineering for the storm water project Kurt will present Change Order No. 3 for the South Laurel Storm Water project to the council tonight. COP Construction had to modify a petroleum line crossing, a sanitary sewer crossing, and relocate the sanitary sewer. • Nez Perce kiosk at Riverside Park Bill stated that the Nez Perce Foundation contacted him regarding placing an information kiosk in Riverside Park. • Discussion of possible gift of property to the city south of Foundation Avenue to allow for a turnaround for fire and solid waste vehicles and the reconfiguration of a storm water retention pond Bill explained the possibility of a gift of property for a turnaround in Solid Foundations Subdivision. There was discussion regarding the original plat, the need for a turnaround or a through street, and the fire department restrictions. Executive review: • Review of cat ordinance Brooke stated that the nuisance ordinance addresses animals and allows animals to be impounded and the owners charged a fine. Rick stated that the city does not have the facilities to house cats, it is difficult to find out who owns a cat, and an ordinance would be difficult to enforce. There was further discussion. • Appointments: o Yellowstone Historic Preservation Board: Reappointment of Emelie Eaton to a two-year term ending 12/31/2010 o Police Commission: Reappointment of Wallace Hall to a three-year term ending 12/31/2011 The appointments are on tonight's council workshop agenda. o Committee appointments The appointments will be discussed at tonight's council workshop. Department Reports: Ambulance Service 2 Department Head Meeting Minutes of November 25, 2008 • Update on shower Bill is trying to get a plumber to look at the shower. Clerk/Treasurer • Health Insurance Committee Mary stated that discussion is ongoing. Mary stated that Section 125 signup is scheduled for December 3`d, 09 5`h, 8t', 9«, and 10`h. The AFLAC agent will be available the first three days, and the Colonial agent will be available the last three days. There was discussion regarding the signup schedule at the city shop and the police department. Mary will e-mail the schedule to department heads. Appointments can be scheduled at city hall. Fire D artment • Report on new brush truck Scott stated that the light bar is being installed. 0 Preparations for new fire station Bill stated that the city intends to start over with the fire hall issue and take it to the voters again. Libre Nancy mentioned that the holiday program presented by Bernie Mason is scheduled for next week. There will be ads in the newspaper to notify the public of the event. Police Department • Status of new vehicle Rick stated that the partition is being installed in the vehicle, but no ship date has been determined yet. Rick stated that the mayor's signature is needed on the drug forfeiture paperwork. Rick stated that two employees applied for the sergeant position before yesterday's deadline. Rick will order sergeant exams for the applicants, who will be allowed to study for thirty days prior to the exam. Rick stated that the process could take a couple months, but he would like to go forward before that to hire another officer. City • Annexation of Riverside Park James stated that Dan McGee should complete the survey by the end of this week. Public Works Department • Status of streets Kurt stated that the crew is patching the streets. • Status of water intake at WTP Pat Murtagh will inform the council tonight regarding the cost to repair the water intake. • Alder Avenue Kurt stated that the issues need to be addressed. 3 Department Head Meeting Minutes of November 25, 2008 • Status of Main Street from 1 st to 8t' Avenues Kurt will negotiate the easements with the two property owners. Mary stated that an agreement has not been signed for the mill and overlay on First to Third Avenues. Kurt stated that an amended agreement is needed. • Report on progress with South Laurel Business SID Kurt stated that paving is being done and concrete is being poured around the inlets on First Avenue South today. The water department will flush the fire hydrants soon. Work on South First Avenue should be completed on Monday, as the MDT deadline was not extended past December I". The extension of the contract is for repair of the asphalt on South 4h Street next week. Bill stated the fire and police departments did an excellent job dealing with the natural gas line break by Subway on Sunday. Kurt stated that the curb, gutter, and sidewalk portion of the South First Avenue project will be completed next spring. He has agreed to be the mediator to solve some parking lot and storm water issues between two property owners. There was discussion regarding a strip of land. Kurt stated that the State of Montana looks at it as a right-of-way. If it is a parcel, it should be replatted and declared as street right-of-way. e Potential 6th Street SID project Kurt stated that funding needs to be determined. Kurt asked regarding scheduling and advertising for a citywide leaf cleanup. Bill told Kurt to go ahead with it. City Attorney • Purchase and Procurement Policy There was no discussion. Ma or Olson There was no discussion. Chief Administrative Officer There was no discussion. Other There was no discussion. The meeting adjourned at 3:54 p.m. Respectfully submitted, ID&v Cindy Allen Council Secretary 4