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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.13.2009MINUTES DEPARTMENT HEAD MEETING JANUARY 13, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson Bill Sheridan Kurt Markegard Jan Faught Sam Painter Nancy Schmidt James Caniglia Council Workshop Agenda - January 13, 2009 Planner • Annexation for RK Development (Randall Swenson - TenderNest) • Special Review for RK Development James explained that Randall Swenson applied for annexation of property at First Avenue and 12`n Street. He plans to expand the two current TenderNest buildings and also add one more building. A special review is needed to allow a retirement community in a residential area. James stated that this would be good for the community. Clerk/Treasurer: • Resolution - Bond resolution Mary stated that the bond is for the WTP project. A commitment agreement with DNRC may be needed, and Dorsey-Whitney is preparing the bond resolution for $690,000. The city may be eligible for a hardship interest rate on the first $500,000 of the loan. • Resolution - Approve contract with Housing Montana to administer the HOME Grant Program Mary stated that the contract with Housing Montana is for administration of the HOME Grant Program Sam reviewed the contract. • Resolution - Insurance Fund transfers Mary explained that the insurance transfers are done in December and June. Funds are transferred from the insurance funds to the General Fund to offset the health insurance costs. Chief Administrative Officer: • School District - Site Plan Kurt showed a Google map picture of the site and explained the location of the proposed parking lot. He stated that grass will not grow in the area because of the alkali. There was discussion regarding leasing or giving the land to the school to provide handicapped parking spaces during stadium events, the city's request that the school district assist to provide bathroom facilities at this location, the need for trees to be planted, the location of water and sewer lines, the availability of electricity, and the process involved with dedicated park land. Sam will review the procedure, and stated that a perpetual lease would be an easier option. Kurt recommended leasing the land to the school with the understanding that the parking lot would provide handicapped parking spaces during stadium events and general parking during non-stadium events. The school district would build the parking lot, and the city could provide millings for the project. There was further discussion regarding the fence at this location, which was incorrectly built 20 feet inside city property. Sam suggested that the proposed lease could Department Head Meeting Minutes of January 13, 2009 include the fenced area. Kurt asked if an ordinance would be needed for the proposed handicapped parking spaces or if the signage is adequate. Rick will look into it. • Presentation of stimulus package Bill stated that a list of eleven infrastructure projects has been prepared for submittal for the economic stimulus package. The State of Montana submitted the following three Laurel items to the federal government: WTP upgrade; new lift stations and new sewer interceptor mains under MRL tracks and I- 90; and the water mains and two new reservoirs north of Laurel. There will be further discussion at tonight's council workshop. Executive review: • Laurel Urban Renewal Agency Mayor Olson stated that six letters of interest have been received and he will make his recommendations for the five positions soon. • Update on the water intake project Bill or Kurt will give an update on the water intake project at tonight's council workshop. Update on the asphalt plant Bill has made several phone calls and reviewed the documents regarding the asphalt plant, which ceased operation six to eight years ago. Burlington Northern and Santa Fe Railroads own the property, which is leased to MRL. Bill contacted a MRL official, who said they do not know what to do with the property. Bill stated that the city wants to remove the structures and clean up the property and will look into grants for that purpose. • Discussion regarding annexation of Riverside Park Mayor Olson stated that discussion is needed to determine the council's direction regarding annexation of Riverside Park. Staff will be asked to provide input at tonight's council workshop. There was discussion regarding the shooting range, the existing lease with the Rifle Club, and the need for leases with the other clubs. Bill will meet with the clubs regarding the leases. A draft agreement was reviewed by the Park Board. Bill stated that potable water is not available in Riverside Park. Mary mentioned that $800 would be assessed to the Street Maintenance Fund annually with the annexation of Riverside Park. Other items Mayor Olson stated that a revised job description for the Utility Plants Superintendent would be presented to the council tonight. The job description has been revised from a non-exempt to an exempt position. Upon council approval of the job description, the process of filling the position will begin. Mayor Olson stated that Carl Anderson, Morrison-Maierle, would present information on the proposed wastewater project and the collapsed wastewater line under the interstate. Mary, Bill and Mayor Olson will report on today's conference call regarding the economic stimulus package at tonight's council workshop. De artment Re orts• Ambulance Service • Update on shower - Darrell Aldinger 245-0777 2 Department Head Meeting Minutes of January 13, 2009 Bill stated that the plumber has not yet looked at the shower. Jan spoke regarding scheduling conflicts when the ambulance department has been scheduled to use the council chambers for training purposes. Planning Board meetings, which are usually scheduled on the first Thursday of each month, have been scheduled on the second Thursday. Scheduling for the council chambers and the conference rooms should be done through the council secretary. James will contact Jan if the Planning Board meeting is scheduled for the second Thursday of the month so Jan can find another facility for training purposes. Nancy mentioned that the library could be used. Clerk/Treasurer • Health Insurance Committee There was no discussion. Fire Department • Preparations for new fire station - plans in place Bill stated that efforts are underway to prepare voters for the new fire station. Library Nancy stated that library traffic is up 2.1 percent from 2008. Stats show that 30.1 percent of the library users are county residents. Police DD artment • Update on sergeant process Rick stated that the two applicants are studying for the test, which will be given on January 27`h. The tests should be back by February 13th, and the goal is to have the new sergeant start by March lst Rick gave Kurt information to post regarding the whooping cough shots. The shots will be scheduled on an upcoming Wednesday and are free to employees. Rick mentioned that the floor is sinking in the squad room in the FAP building and needs to be looked at by some structural engineers. Mark Guy will attend next Tuesday's department head meeting, as Rick will be on vacation. Rick stated that the radio is being installed in the new vehicle and the car should be ready for service next week. About $2,500 was spent on transmission repair issues recently for Car 5, which is a 2005 Chevrolet with 92,000 miles on it. There was discussion regarding the other police vehicles. Rick will submit the paperwork to MMIA as soon as he receives the final bill next week. City Planner Annexation of Riverside Park This was discussed earlier in the meeting. • Bus Transit Grant James stated that the RFP is out and he has received several a-mails already. Bill stated that a second grant is also available. Various grants for "Laurel Dump Cleanup" 3 Department Head Meeting Minutes of January 13, 2009 James will contact Helena regarding available grants soon. Public Works Department • Winter streets Kurt stated that the city crew is doing cleanup and preparing for the next snowstorm. Ice Slicer was ordered last Wednesday and received on Friday. Scott Wilrn has requested that an ordinance establishing a snow emergency route in the city limits be discussed at the next Emergency Services Committee meeting. • Status of streets Kurt had MDT fix the underpass last week. The new computer was set up on Monday, and the programs are being installed and data will be entered. The programs will assist in determining chip seal, crack seal, and overlay projects within the city in the spring. • Status of water intake at WTP Kurt stated that the water intake project is being reviewed weekly. The ice is melting back from the intake, and COP Construction will do the project as soon as possible. • Status of Water Plant upgrade Kurt stated that a meeting with Great West Engineering is scheduled on January 20th. Pat Murtagh will get quotes for three pumps prior to the discussion. There was discussion regarding when to close on the loan. Kurt spoke regarding the event at the refinery on Christmas day that caused a water line break. He explained the need to replace the present gauge with a digital gauge that could be tied into the computer to record historical data for review. Rosebud Engineering would charge $2,300 for a pressure sensor hooked into the computer and $4,470 for the software updates. Kurt will present a small services contract with Rosebud Engineering soon. There was discussion regarding the cost incurred to repair the recent water main break. Kurt estimated that the costs included $1,200 for labor and $1,000 for parts. • Alder Avenue Kurt needs the information about millings that will be available from the state. • Status of Main Street from l st to 8th Avenues Kurt stated that the easements are needed. Tim Casey provided a document requesting leasing the park land across from his house, waiver of system development fees, and waiver of the requirement to pave the entire parking lot. Sam will review the document. Kurt will get an update on this project from Stefan Streeter soon. • Report on progress with South Laurel Business SID Kurt stated that COP did some cleanup work last week. • Potential 6th Street SID project There was no discussion. • Status of Wastewater Plant upgrade Carl Anderson will speak regarding the upgrade at tonight's council workshop. • Frozen water line to Riverside Park 4 Department Head Meeting Minutes of January 13, 2009 Kurt received a quote from Northwest Pipe Fittings for replacement of the water line. The quote was $80,000 for supplies and $6,000 for the controller and heat tape. There is no way to visually inspect for cracks at this time. Kurt recommended running a 3-inch high density poly line through there. He will contact ACE Electric for a quote to pull the new heat tape through. Kurt asked if the water line would be covered by insurance. Kurt explained yesterday's incident with suspected gas in the sewer line at Blessed Beginnings and Gene's Pharmacy. The DEQ was contacted and the lines were flushed out. Kurt stated that direction is needed regarding management of the swimming pool for this summer. Mary will provide Kurt with the information about last year's pool season. Kurt stated that the Public Works Committee met last night. The seven committee members, Kurt, Kelly, and two citizens attended the meeting. Mark informed the committee that it was not a place for complaints, but the committee would make recommendations to the council on public works issues. City Attorney Sam and James reviewed the airport regulations. There was discussion regarding the requests from the airport's engineer and the effects the requests would have on the City of Laurel and the city planner. Craig Canfield and Dr. Smith will present information regarding the new landing strip at the airport at the council workshop on February l0a'. Mayor Olson There was no discussion. Chief Administrative Officer • Letter to Cenex regarding potable and fire flow water service improvement Bill is working on two letters to Cenex and will have Sam review the letters soon. • Bids on removal of wall sections - Mayor's conference room Bill has received one bid and will get another bid. Other There was no discussion. The meeting adjourned at 4:30 p.m. Respectfully submitted, Cindy Allen Council Secretary 5