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HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.03.2009MINUTES DEPARTMENT HEAD MEETING FEBRUARY 3, 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 Scott Wilm James Caniglia Council Agenda -- February 3, 2009 Scheduled Matters: • Confirmation of Appointments: o Laurel Urban Renewal Agency: Bill Kampfer to a one-year term ending December 31, 2009; Shirley Girard McDermott to a two-year term ending December 31, 2010; Dirk Frickel to a three-year term ending December 31, 2011; Daniel Klein to a four-year term ending December 31, 2012; Dean Rankin to a four-year term ending December 31, 2012. o Public Works Committee: Bill Kampfer a HOME Program Advisory Board: Chuck Rodgers The appointments are on tonight's council agenda. Ordinance No. 009-01: An ordinance of the City of Laurel, to repeal a portion of Table 17.20.020 of the Laurel Municipal Code entitled Breweries, Alcoholic Distillation and to replace it with a new section entitled Alcoholic Beverages, Manufacturing and Bottling. First reading. James stated that the ordinance would provide zoning needed to allow breweries in downtown and commercial areas. + Ordinance No. 009-02: An ordinance of the City of Laurel, to repeal a subsection of Section 17.40.090 of the Laurel Municipal Code entitled Off-street Parking Requirements - Procedure --- Specifications. First reading. James stated that the ordinance deletes the code which will then allow parking in the front yard. • Resolution No. R09-11: A resolution approving a Small Service Contract between the City of Laurel and Rosebud Engineering, Inc. for the provision of equipment and services to upgrade the existing WonderWare Control system Kurt stated that the contract is to upgrade the computer controls and install pressure sensors at the WTP. Draft Council Workshop Agenda - February 10, 2009 Craig Canfield and Dr. John Smith: + Presentation regarding the new landing strip at the Laurel Airport Bill stated that the representatives will explain the project at the airport. Planning: • Presentation of proposed 2009 Inter-Local Agreement and 2009 Bylaws - Laurel/Yellowstone County Consolidated Planning Board Bill stated that this agreement has been worked on since he started working for the city. Department Head Meeting Minutes of February 3, 2009 • Letter of intent to annex Riverside Park James stated that the city needs to submit a letter of intent to annex Riverside Park. • Resolution - Annex public right-of-way adjacent to RK Development James stated that the wording was incorrect on the document signed by the property owner. The city needs to annex the public right-of-way at this location. Clerk/Treasurer: • Resolution - Intercap loan for urban pumper fire truck Mary stated that the resolution and loan documents will be presented at the council workshop on February 10th and at the council meeting on February 17th. • Resolution - Budget amendment - Water Fund, Water Plant Project Mary stated that a budget amendment is needed for phase 1 of the WTP project. • Resolution - Dorsey & Whitney, Bond Counsel Acknowledgement Letter Mary stated that a resolution is needed to approve the acknowledgement letter. • Resolution - Setting up the inter-fund loan between TIFD and water and sewer for the storm water project Mary stated that a loan needs to be set up for the TIFD to pay back the water and sewer funds for the storm water project. Chief Administrative Officer: • Resolution - Maintenance Shop Superintendent job description Bill stated that the job description for the Maintenance Shop Superintendent needs to be approved. • Ordinance - Judge's salary Bill stated that an ordinance is needed to increase the judge's salary. Executive review: * Ordinance - 2.12.100 City Officers -Salary determination (except Library employees -Library Board) Mayor Olson questioned this item. Mary explained the conflict in ordinance regarding setting the salary for the library employees, which is the responsibility of the Library Board. Mayor Olson removed this item from the workshop agenda for further discussion. • Appointments: o Big Sky EDA Board, Ex-Officio Member: Alex Wilkins o Laurel Urban Renewal Agency: AdvisoryMembers Mayor Olson asked Sam regarding ex-officio vs. advisory members. Sam explained that the LURA bylaws explain the responsibilities of the LURA Advisory members. Mayor Olson stated that two non- residents that applied for the Laurel Urban Renewal Agency could be considered for the advisory positions. Rick asked that five Police Reserve appointments be added to the February 10th council workshop agenda. 2 Department Head Meeting Minutes of February 3, 2009 Department Reports: Ambulance Service • Update on shower - Darrell Aldinger 245-0777 Bill stated that Darrell Aldinger agreed to look at the shower on Wednesday at noon. Jan mentioned that the ambulance service had a successful refresher class last weekend. Clerk/Treasurer • Health Insurance Committee Mary stated that no progress has been made regarding the guidelines for the committee. The guidelines in the draft Personnel Implementation and Instruction Guide need further review. On January 29th, Mary received a call from United Healthcare in Denver, as a response to Mark Guy's letter. She told the representative that she was not authorized to provide the information at this time. Mary forwarded the E-Gov Link information to the department heads, but has not received any feedback. She also forwarded it to Jim Huertas for his opinion. Mary has forwarded information regarding the economic stimulus package to the mayor, council, and department heads. Mary has not yet received feedback regarding her request to review city properties to clean up the titles. Fire Department • Preparations for new fire station - plans in place Scott stated that it is up to the CAO and the mayor now. Scott has provided information regarding the new fire truck to the mayor. He asked if part of the payment could be held back until the department makes sure the truck meets the standards. The 120 to 180-day timeframe for shipping has not been met. The truck should be delivered within the next couple weeks. LiibraU Nancy stated that the library has been busy, and people are using the library to file for unemployment. Nancy has received a good response from the advertisement. Twelve applications have been sent out and eight applications have been returned. Nancy asked to be excused from the meeting so she could fill out some paperwork for the Gates Foundation. Police Department • Update on sergeant process Rick stated that the tests were sent in and the scores should be returned by February 13th. The Police Commission will interview the two applicants, as well as one applicant for the police officer position. Whooping cough shots will be available at the police department on Wednesday from 7:00 to 9:00 a.m. and at the fire hall at 7:00 p.m. Shots are free for employees but not for spouses. 3 Department Head Meeting Minutes of February 3, 2009 Rick stated that the equipment is being installed on the new police car, and the work should be done in about a week. He mentioned that recent transmission repairs on the 2005 vehicle cost $3,000. City Planner * Annexation of Riverside Park James stated the City of Laurel needs to submit a letter of intent to annex Riverside Park. There was discussion regarding the timeframe for council approval of the letter of intent (February 17th) and the required public hearing advertisement in the newspaper (February 18th) for the Planning Board meeting on March 5th. Mayor Olson stated that it should not be a problem, as the advertisement could be canceled if the council does not approve the letter. * Bus Transit Grant James stated that one responder to the RFP would provide enough information to satisfy the MDT deadline for the grant; however, the public hearings could not be done. * Various grants for "Laurel Dump Cleanup" James stated that a lady in Helena added the dump cleanup project to a stimulus package list. James will contact her again next week. Public Works D artment * Swimming pool update Kurt stated that the Budget/Finance Committee will review the operational costs of the pool. He would like the council to tour the pool facility in the spring. The Park Board will review the idea of adding a spray park. * Winter streets * Status of streets Kurt stated that that street patching will be scheduled next week if the weather permits. * Status of water intake at WTP Kurt mentioned that ice froze over the top of the water intake last week. COP Construction is mobilizing equipment at the water intake. * Status of Water Plant upgrade The contractor has been jack hammering the undergrade this week. Cenex offered to provide the equipment needed to make the filter replacement progress faster. Kurt told Cenex to talk to the contractor and engineers about it. The deadline for the project is March 31't. * Alder Avenue James will contact the county attorney regarding annexation of Alder Avenue. The annexation process needs to be completed prior to June or July when millings will be available for Alder Avenue. The county needs to quit claim deed the street to the city. * Status of Main Street from 1St to 8th Avenues Bill will attend a meeting with MDT on February 18th regarding the project. Kurt will not be able to attend the meeting. Kurt stated that Dean Fausnaugh wants to make sure there will not be an SID for the curb, gutter, and sidewalk improvements in the project before he signs the easement. 4 Department Head meeting minutes of February 3, 2009 + Report on progress with South Laurel Business SID Kurt stated that an SID for a street project on Southeast 4 h Street should be reviewed. The curb, gutter, and sidewalk project on South First Avenue will be let on May 14th. The CTEP grant is for 85 percent with a 15 percent city match. Mary stated that the city has paid Great West Engineering $8,600 for the engineering. The estimate for the curb, gutter, and sidewalk project is $100,000. There was discussion regarding forming an SID for the property owners versus allowing them to pay upfront for the costs. Bill, Kurt, Mary, and Sam will meet with Great West Engineering on Wednesday, February 11 t', at 11:00 a.m. for further discussion. • Potential 6`h Street SID project There was no discussion. • Status of Wastewater Plant upgrade Kurt stated that Morrison-Maierle is surveying for the activated sludge project. He spoke regarding a waterline located under I-90 and the possibility of upgrading the line from an 8-inch line to a 10 or 12- inch line in order to provide water to Entertainment Subdivision in the future. Kurt stated that the storm drain at the I-90 crossing belongs to the Railroad, as the Railroad has a discharge permit for the storm drain at this location. Kurt asked to meet with Bill to discuss upgrading the line. • Frozen water line to Riverside Park Kurt explained that the city will wait for warmer weather to address the frozen water line issues. He spoke with Howard Rickard regarding the February 14`h event at the park. The lack of water is not an issue because they will provide port-a-pots, bottled water, and sani-soap. • Solid waste truck purchase Kurt stated that a demo truck will be here on Thursday. New regulations for diesel trucks will become effective in 2010. Kurt stated that Leonard Fitchner is seeing permission to move the Laurel Drain/Italian Drain/Italian Ditch Company. Kelly Brester has been asked to provide documents showing ownership of the ditch and an easement for irrigation water. The PER showed that the ditch needs to be widened. The city has a 1933 easement document for a drain ditch under the railroad on 5`h. There was discussion regarding the issue. Kurt thinks that the Italian Ditch Company's ownership of the ditch ends at 8th Avenue and the city owns the ditch from 8th Avenue to the river. Leonard Fitchner wants the issue regarding moving the ditch on the February 10`h council workshop agenda. Mayor Olson stated that research needs to be done. Kurt spoke regarding the application for street closure for the July 3rd street dance. The application was amended to include the City of Laurel and Yellowstone Bank parking lots and to change the end time for the event. After approval by department heads, Mayor Olson can approve the application. Rick received a request from the school regarding closing East 8`h Street for bus parking during a future event. The school will get a street closure application and go through the proper process. Kurt stated that union negotiations are scheduled on Thursday and Friday. City Attorney There was no discussion. 5 Department Head Meeting Minutes of February 3, 2009 Mayor Olson There was no discussion. Chief Administrative Officer • Letter to Cenex regarding potable and fire flow water service improvement - changes Bill stated that Cenex has made some improvements, so he will revise the letter. Kurt stated that the east fire pump cistern is leaking 8 to 10 gallons a minute. The city needs to find a method to effectively meter the water. Bids on removal of wall sections - Mayor's conference room Bill stated that another contractor will submit a bid. Other Rick asked Bill to look at the sinking floor in the FAP building. The meeting adjourned at 4:10 p.m. Respectfully submitted, " at&,.,-, Cindy Allen Council Secretary 6