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HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.02.2008MINUTES DEPARTMENT HEAD MEETING DECEMBER 2, 2008 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Bill Sheridan Sam Painter James Caniglia Mary Embleton Kurt Markegard Nancy Schmidt Rick Musson Jan Faught Scott Wilm Council A enda - December 2 2008 Public Heariniz: • Zweifel zone change request from Agricultural Open to Residential Suburban for a 40-acre parcel at 2845 South Laurel Road James will attend tonight's council meeting to present the zone change request to the council. Scheduled Matters: • Confirmation of Appointments. o Yellowstone Historic Preservation Board: Reappointment of Emelie Eaton to a two-year term ending December 31, 2010 o Police Commission: Reappointment of Wallace Hall to a three-year term ending December 31, 2011 o Budget/Finance Committee: Appointments of Kate Hart as Chairman; Doug Poehls as Co- Chairman; Chuck Dickerson o Public Works Committee: Appointments of Mark Mace as Chairman; Chuck Rodgers as Co-Chairman; Emelie Eaton o Cemetery Commission: Appointments of Chuck Rodgers as Co-Chairman; Wallace Hall to fill a term ending June 30, 2010 o Park Board: Reappointments of Norm Stamper and Mark Mace to four-year terms ending December 31, 2012 o Tree Board: Appointment of Chuck Rodgers to a term ending June 30, 2010 The appointments are on tonight's council agenda. Request from Randall Swenson to submit an application for annexation of less than one city block to the City-County Planning Board. James will explain the request at tonight's council meeting. • Resolution No. R08-127: A resolution authorizing the Mayor to sign an agreement between the City of Laurel and the Drug Enforcement Administration "DEA" assigning a Laurel police officer to the Billings Resident Office Task Force. • Resolution No. R08-128: Resolution of the City Council amending the Purchase and Procurement Policy for the City of Laurel. • Resolution No. R08-129: A resolution approving a small construction contract between the City of Laurel and Winkler Excavating for installation of two storm water inlets at West Maryland Lane and 130' Street. • Resolution No. R08-130: A resolution approving a Small Services Contract between the City of Laurel and Alpine Plumbing, Heating and Cooling for installation of a hot water heater at the City of Laurel Fire, Ambulance and Police (FAP) building. Department Head Meeting Minutes of December 2, 2008 • Resolution No. R08-131: A resolution approving Change Order No. 3 with COP Construction, providing for additional labor, equipment and materials for the South Laurel Storm Water and Sewer Improvement Project and authorizing the Mayor to execute the attached Change Order No. 3 on the City's behalf. • Resolution No. R08-132: Resolution authorizing the Mayor to execute a construction contract with COP Construction for the immediate replacement of the missing water intake lids from the City's water intake structure located in the Yellowstone River. Bill read the list of resolutions on tonight's council agenda. Rick stated that Alpine Plumbing would sign the small service contract on Wednesday morning. Mary asked if the city has received the contract with COP for the water intake lids. Sam asked that the document be scanned and e-mailed to him for review after it is received. Kurt left the meeting to check if the document had been e-mailed to him. When Kurt returned, he explained that Pat Murtagh informed him that the divers cannot work until January. Isolation of the intake may be needed in order to put the lids back on, which would increase the cost of the project. Mayor Olson invited department heads, administration, and city hall employees to a Christmas open house at his home on December 10 from 2:00 to 5:00 p.m. Draft Council Workshop Agenda - December 9.2008 Fire D artment / Emergency Services Committee: • Reappointment of John Meeks to the Fire Department The reappointment will be on the December Oh workshop agenda. • Resolution - Mutual Assistance Agreement with Cenex Scott stated that Sam has reviewed the agreement. The fire protection contract for $9,500 with Cenex for the property on the east side of the road was approved in September. This contract is a mutual aid agreement for the refinery's side of the road. Scott stated that the city gained the services of the spill team from Cenex. Carl Anderson, Morrison-Maierle: Improvements to the Wastewater Treatment Plant Bill stated that Carl Anderson will provide explanation regarding improvements to the WWTP, including a water line from the WTP to the WWTP. Estimated costs will also be provided. Clerk/Treasurer: • Resolution - Collection of annual service fee for all water users, pursuant to the Public Water Supply Program. Mary stated that the annual resolution is for the $2.00 service fee assessed by the state each year. Planning: • Council decision - Zone change request from Frank and Doyletta Zweifel (Public hearing held December 2, 2008) The council decision will be on the December 10 h council agenda. Chief Administrative Officer: 2 Department Head Meeting Minutes of December 2, 2008 There were no items at this time. Executive review: • Appointments: o Library Board: ¦ Appointment of to a five-year term ending June 30, 2013 The appointment will be discussed at the council workshop on December 2"d. o Laurel Urban Renewal Agency There was no discussion. Department Reports: Ambulance Service • Update on shower Bill recently contacted a plumber, Darrell Aldinger, regarding the shower issue. No time was set for him to check it out. Clerk/Treasurer • Health Insurance Committee Mary stated that the committee had an unofficial meeting recently. Pete Shantel, from Two Medicine, attended the meeting and offered to schedule a second health screening for city employees. Pete explained the process and the confidentiality of the program. Mary stated that the meeting included discussion of the committee's scope. Bill participated in the health screening and he received good information from it. The school district has had a wellness program in place for several years and lower premiums have resulted. Bill stated that the committee will meet again soon. Mary stated that the Section 125 signup will start on Wednesday. Nick Hill, the AFLAC representative, will be available Wednesday through Friday. Sybil Kennedy, the Colonial representative, will be available next Monday through Wednesday. Sybil will contact Rick to schedule a time for the police department. Mary asked department heads to submit time tickets on Wednesday before or Friday after Christmas in order to get payroll completed by Wednesday, December 3 Fire Department • Report on new brush truck Scott received a call from Federal Signal regarding the light bars, which have not been received yet. Scott sent pictures of the new fire truck to Mary, Bill, and Mayor Olson. Scott stated that the scenario with the National Guard is scheduled for Tuesday and Wednesday, December 9`h and 101h. Montana, Idaho, North Dakota and South Dakota will participate in the event. Scott does not know the details of the scenario at this time, and an informational meeting is scheduled in Laurel next Monday. Scott asked Larry Tanglen to publish information in Wednesday's newspaper. 0 Preparations for new fire station 3 Department Head Meeting Minutes of December 2, 2008 Scott and Derek Yeager discussed the issue last night and have a proposition to save the city some money. They will meet with Bill and Mayor Olson on Monday, December 151h Library Nancy stated that traffic has increased in the library. Police D artment • Status of new vehicle Rick stated that the car is in transit. Rick spoke regarding the sergeant position and the process to fill the position. After the books are received, the two employees that applied for the position will have forty days to study for the 100- question test. Rick said that it will be about sixty days before he submits a name to the mayor. City Planner • Annexation of Riverside Park Dan McGee recently assured James that the land survey would be completed before the legislature meets James asked that the Preserve America Grant be on the December 9 h council workshop agenda. James will be gone for several days after surgery on December 16th Public Works D artment • Status of streets Kurt and Bill attended a Rotary meeting today. Issues regarding streets were discussed, and Kurt was able to provide information regarding the state's projects, the city's projects, funding issues, and the city's plan to address streets. Business owners were able to share their concerns at the meeting. Kurt stated that the crew will be patching streets as much as possible. He will get the specifications for a crack seal machine, which is in this year's CIP. • Status of water intake at WTP Kurt stated that the water intake is ongoing. He will contact Pat Murtagh after this meeting • Alder Avenue Kurt mentioned that the DOT has not responded regarding the milling quantities that will be available. He will contact Stefan Streeter again. • Status of Main Street from 1 stto 8th Avenues Kurt will negotiate the easements with the property owners. The project is going forward. Mary asked regarding an amendment to the agreement to include 1't to 3'd Avenue in the project. Kurt will contact Stefan Streeter regarding this. • Report on progress with South Laurel Business SID Kurt talked to Chad Hanson regarding last week's issues with the project. The road mix blew and business owners were affected by the dust. The engineers will meet with the business owners on Wednesday to discuss the project and the complaints. A follow-up meeting is scheduled on Thursday at 8:00 a m. at Laurel Ford for discussion of the project, the street, and future plans. 4 Department Head Meeting Minutes of December 2, 2008 Paving on South First Avenue should be completed today. Concrete needs to be poured in the inlets. • Potential 6th Street SID project Kurt reviewed the project today. Funding sources are needed as the cost would be high for the property owners. Kurt met with Rural Water recently regarding source water protection. He reported on the meeting and the need to identify contaminants to protect source water. Kurt mentioned that a man will do community service around city hall on Thursday. Bill wants to be informed if there are any problems. The fall leaf cleanup week will be advertised in tomorrow's newspaper. Cleanup will be held next week and the crew will use the dump truck and loader for the cleanup project. Kurt stated that some of the equipment needs to be fixed. City Attorney There was no discussion. Mayor Olson Mayor Olson asked regarding the status of the bids for a new garbage truck. Kurt will work on this. Mayor Olson stated that documentation and funding are needed for the stubs for water and sewer on East Main Street. Kurt, Bill, and Mayor Olson will talk with Pat Murtagh after this meeting regarding the contract for the replacement of the water intake lids. The resolution might be removed from tonight's agenda. Chief Administrative Officer There was no discussion. Other Jan stated that Care 3 needs to be stored indoors in order to prevent freezing equipment and supplies. AMR disposes of anything that freezes in their ambulances. MMIA previously told Jan that the ambulance could be stored in a private garage if the appropriate documents were signed. Several crewmembers offered garage space last year. Jan asked for help with this issue. The meeting adjourned at 3:50 p.m. Respectfully submitted, Cindy Allen Council Secretary 5