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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.06.2009MINUTES DEPARTMENT HEAD MEETING JANUARY 6, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson Bill Sheridan Kurt Markegard Jan Faught Brooke Baracker Nancy Schmidt (3:10 p.m.) Scott Wilm James Caniglia Council Agenda - January 6 2009 Ceremonial Calendar: • Recognition of Jean Carroll Thompson - Christmas to Remember Committee • Arbor Day Proclamation Scheduled Matters: • Confirmation of Appointments: o Public Works Committee: Appointments of Dave Siljestrom, Norman Orr, and Troy Kelsey • Resolution No. R09-01: Resolution authorizing the Mayor to execute an agreement with Beartooth RC&D Economic Development District. • Resolution No. R09-02: A resolution approving Amendment No. 2 to the previously adopted Task Order No. 3, approving a transfer of funds from the engineering budget to the construction budget for the South Laurel Storm Water Improvements. The resolution transfers $80,000 from the engineering budget to the construction budget. • Resolution No. R09-03: A resolution approving Change Order No. 4 with COP Construction, providing for additional labor, materials, and time for the South Laurel Storm Water and Sewer Improvement Project and authorizing the Mayor to execute the attached. Change Order No. 4 on the City's behalf. Change Order No. 4 for $107,000 is for asphalt removal on South First Avenue and trench width restoration on Southeast 4t` Street. • Resolution No. R09-04: A resolution approving a Suspend Work Order and a revised Certificate of Substantial Completion for the South Laurel Storm Water and Sewer Improvement Project and authorizing the Mayor to execute the attached Suspend Work Order and Certificate of Substantial Completion on the City's behalf Kurt stated that a Return to Work Order will be submitted in the spring when COP returns to finish the project. COP did some cleanup work today. Kurt stated that the warranty period will start at completion of the job, not with substantial completion. • Resolution No. R09-05: A resolution of the Laurel City Council authorizing Morrison-Maierle, Inc. to modify the 2006 Facility Plan Update to authorize the use of an activated sludge system as an alternative as part of Phase II of the Wastewater Treatment Plant Project. Draft Council Workshop Agenda - January 13, 2009 Department Head Meeting Minutes of January 6, 2009 Planning: • Annexation for RK Development (Randall Swenson - TenderNest) James explained that Randall Swenson wants to annex property and build two more retirement homes at the TenderNest facility at First Avenue and 12"' Street. James stated that curb, gutter and sidewalk would be installed, which would be a good upgrade for the city. Special Review for RK Development James stated that a special review is required because the property is zoned R-7500. Two special reviews were done for the existing TenderNest buildings, and another one is needed now. Rick asked if the annexation would square up the intersection of 12 Street and First Avenue. There was discussion. James will check on this at the courthouse on Wednesday. Clerk/Treasurer: • Resolution - Bond resolution Mary explained that the bond resolution is for the water plant project and there have been phone conferences with Anna Miller at DNRC regarding the financing. Great West Engineering is working on the project. Mary stated that the city's revenues currently meet the bond requirements for the project, so no rate increases are required now. • Resolution - Approve contract with Housing Montana to administer the HOME Grant Program Mary received a phone call from Housing Montana regarding scheduling a closing on Friday, but the city does not have a contract with Housing Montana to administer the HOME Grant Program. Big Sky EDA will assist with Friday's closing and a HOME Advisory Board meeting is scheduled on Wednesday at 3:30 p.m. to review the applicant. The contract with Housing Montana will be on the January 130' council workshop agenda. Mary asked that a resolution for the insurance fund transfers be added to the council workshop agenda. Chief Administrative Officer: • School District - Site Plan Bill stated that the city and the school district met recently to discuss development of the athletic field. Kurt had suggested the need for additional handicapped parking at the site. The school district has presented a site plan for the athletic complex. Kurt explained that there is a problem with alkali in Thomson Park, and the city cannot get grass to grow in a certain area. He suggested providing a lease agreement with the school district to build a paved parking lot with a drainage system and provide handicapped parking spaces on that area. Kurt stated that the city should retain the use of the handicapped spaces in the park for non-school events. Bill will ask a representative from the school district to attend the council workshop. The meeting with Paul Hutter on Thursday will start at 8:00 a.m. instead of 8:30 a.m. Executive Review: • Laurel Urban Renewal Agency Mayor Olson stated that more applicants are needed for the five positions on the Laurel Urban Renewal Agency. Department Reports: Ambulance Service 2 Department Head Meeting Minutes of January 6, 2009 * Update on shower - Darrell Aldinger 245-0777 Bill stated that Mr. Aldinger will look at the shower sometime this week. Jan asked whether department heads would have the opportunity to give a presentation to the council this year. There was discussion. Bill stated that times would be established for the presentations. Clerk/Treasurer * Health Insurance Committee Mary received phone calls from EBMS and New West Health Insurance representatives requesting information to provide health insurance quotes for the city. She stated that Mark Guy contacted the representatives and requested the quotes. Mary informed the New West representative that the council and administration have not authorized her to prepare the data and that the Insurance Committee does not have the authority to collect the information. Mary stated that someone needs to provide the Insurance Committee with a copy of the city's current policy and an explanation of what the committee can and cannot do. Mary received an e-mail regarding a MDT land use survey from Alec Hansen on December 19`h. She forwarded the e-mail to Kurt, James and Bill. Mary stated that the League of Cities and Towns can track legislative issues electronically. She will forward the information to all department heads. Mary gave Kurt an application from the Laurel Jaycees for street closure for the street dance on July 3`d. Mary asked regarding the transition plan for the self-governing charter, which became effective a year ago. Mayor Olson stated that work is being done on it. Fire Department * Report on new brush truck Scott stated that the brush truck will be ready for service next Monday. The new urban pumper truck should be delivered this month. * Preparations for new fire station - plans in place There was no discussion. Library * Snow removal Nancy stated that the Public Works Department has provided snow removal. The parking lot is icy, and Nancy requested that the city drop dirt and salt on it when doing so on the streets. There was further discussion regarding the parking lot. Nancy mentioned that the seven public access computers in the library are in constant use, and the library could use ten computers. Patronage at the library has increased and 22 to 26 percent are county patrons. Police Department * Status of new vehicle Rick stated that the new vehicle arrived and will be picked up after a check is available on Wednesday. 3 Department Head Meeting Minutes of January 6, 2009 • Update on sergeant process Rick stated that the two applicants are studying for the test on January 276' Rick spoke regarding LEPC, the Local Emergency Planning Committee. Rick has attended the meetings for several years and recently became the vice-chairman. He encouraged the fire, ambulance and public works departments to attend the meetings on the second Thursday of each month at 1:30 p.m. at Fire Station 1 in Billings. Mary requested that the monthly minutes be e-mailed to the council secretary, and Rick will check on that. Rick stated that RiverStone Health has whooping cough and tetanus shots available for emergency and public employees. There was discussion. Rick will schedule times for employees and volunteers to participate. Rick mentioned that, because of his position with MACOP and as police chief he will be watching for legislative bills regarding law enforcement. There is a bill before the legislature requiring law enforcement agencies, except the MHP, to pay for bills relating to individuals that require medical attention while under arrest. Rick stated that law enforcement representatives meet with the Attorney General every Tuesday morning to discuss law enforcement issues. Mary stated that information regarding the bill has been out for awhile, and the League will be watching it. City Planner • Annexation of Riverside Park James recently received the Mylars and will get Sam's signatures tomorrow. He asked if the annexation of Riverside Park should go forward to the Planning Board in March. Mayor Olson stated that the council should discuss the issue at the next council workshop. James stated that the acreage of Riverside Park is different than originally thought. • Bus Transit Grant James stated that the state will post the RFP on its website. Mary asked regarding the RFP and whether proof of advertising would be required. James will check on this. Various grants for "Laurel Dump Cleanup" James has not looked into the grants yet. Bill stated that there was concern about leakage from the older dump by the river. When he was in Helena recently, he found out that the DEQ has grants available to deal with these issues. Public Works D artment Kurt asked to meet with Bill to discuss staffing needs. • Winter streets Kurt stated that the city has exhausted its supply of sand and ice slicer and more has been ordered. There was a lengthy discussion regarding issues with maintaining streets this winter, the need to establish emergency snow routes, the need for proper equipment, and the need to get feedback from the Emergency Services and Public Works Committees regarding proposed emergency snow routes. • Status of streets Kurt recently contacted Stefan Streeter regarding upcoming projects. The State had survey problems with some landowners on East Main Street, so the letting for that project has been delayed until May and the project would not start until July or August. A meeting is scheduled in Helena to discuss the 4 Department Head Meeting Minutes of January 6, 2009 issues. Kurt told Stefan that the project needs to be on schedule since the city completed the requirements for the project. Kurt will receive an update on the Main Street project from I" to 8`h Avenue next week. 9 Status of water intake at WTP Kurt stated that Pat Murtagh told COP to review the water intake project weekly regarding the weather and the river and to proceed if possible. A pre-construction meeting with Dick Anderson Construction is scheduled on Tuesday, January 20th, at 10:30 a.m • Alder Avenue Kurt stated that plans need to be made for Alder Avenue. Status of Main Street from 1st to $th Avenues Kurt spoke regarding the easements needed for the project. Tim Casey, from Renegade Marketing, requested three items in exchange for signing the easement. The requests include a long-term lease of a city park near his home for grazing, waiver of system development fees, and not requiring pavement of a parking lot. There was discussion. Kurt, Bill, and Mayor Olson will discuss the issue further before presenting it to the council. Kurt has contacted Jim Horton and Dean Fausnaugh regarding the easements. • Report on progress with South Laurel Business SID The change orders are on tonight's council agenda. • Potential 6th Street SID project There was no discussion. • Status of Wastewater Plant upgrade Kurt stated that the resolution regarding the upgrade is on tonight's council agenda. Carl Anderson informed him that financing could be available in four to six weeks. Mary stated that Morrison-Maierle needs to update the facility plan, which then needs approval by the DEQ. The financing process can proceed after the revised facility plan is approved. • Frozen water line to Riverside Park Kurt explained the issue with the frozen water line to Riverside Park. The controller for the heat tape is obsolete and cannot be repaired. Kurt talked with Pat Murtagh, who suggested that it might be best to install a 3-inch high density poly line through the existing 4-inch line. There will not be water at Riverside Park or service from the fire hydrant for a long time. Kurt stated that the parking lot was not included in the application for the street dance on July Yd. Mayor Olson stated that the application was for the street closures and a different form might be needed for the parking lot. Kurt has told Cheryll not to accept applications for vendors in Thomson Park for the 4`h of July until the events are planned. 5 Department Head Meeting Minutes of January 6, 2009 City Attorney Mary asked regarding the conflict in ordinance between the library pay and other employees. Brooke will let Sam know. Mayor Olson Mayor Olson asked if Jim Huertas is still interested in working on the city's website. Rick will contact Jim and a Tuesday afternoon meeting will be scheduled. Mayor Olson mentioned that the centennial activities were kicked off with a citywide cleanup event. Kurt stated that he directed Chris Rosenberg to organize the event this year, as he thinks code enforcement should take the lead role in the event. There was discussion regarding the effort Vi Hills put into last year's cleanup event. Kurt mentioned that Vi is a county resident, and the focus needs to be on citywide cleanup. Kurt stated that the Public Works Committee will review some of the city's obsolete codes. Chief Administrative Officer • Letter to Cenex regarding water service improvement Bill will write a letter to Cenex regarding needed water service improvements and placement of meters. The letter will also request financial assistance for the water main breaks that resulted during a major fire at Cenex recently. • Bids on removal of wall sections -- Mayor's conference room There was no discussion. Other There was no discussion. The meeting adjourned at 4:53 p.m. Respectfully submitted, " a&e.,, Cindy Allen Council Secretary 6