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HomeMy WebLinkAboutCity Council Minutes 04.06.1993Minutes of the City Council of Laurel April 6, 1993 A regular meeting of the City Council of the City of Laurel, Montana, was held in the Council Chambers and called to order by Mayor Charles Rodgers at 7:00 p.m., on April 6, 1993. COUNCIL MEMBERS PRESENT: Lonnie Kellogg Albert Ehrlick L.D. Collins Norman Orr (late) Gay Easton Bob Graham Ron Marshall COUNCIL MEMBERS ABSENT: Donna Kilpatrick INVOCATION: Invocation was given by Alderman Collins. MINUTES: Motion by Alderman Collins to approve the minutes of the regular meeting of March 16, 1993, as presented, seconded by Alderman Kellogg. Motion carried 6--0. CORRESPONDENCE: Received a Risk Management Bulletin from the Montana Municipal Insurance Authority. Received a letter of resignation from Lael Lueck, City Court Clerk, effective June 25, 1993. CLAIMS: Claims for the month of March were reviewed by the Budget/Finance Committee and recommended that they be paid. Motion by Alderman Marshall to approve all claims in the amount of $ 226,378.94 for the month of March, 1993, seconded by Alderman Collins. Motion carried 6--0. BARBARA CAMPBELL, DOUBLE-TREE, INC. - GRANT INFORMATION: Barbara Campbell, representing Double-Tree Inc., stated they have been in the consulting business for 1S years and have packaged close to $ 200,000,000.00 in project funding for local governments for a variety of different projects. In regard to grant writing, Barbara said there is a lot more involved than simply writing a grant. There are a number of things that they would need to do and work that would need to be done to get Laurel in a position to access state and federal funds that may be available. Barbara said the most important thing she can say is that communities that are ready and have their "ducks in a row" will get funding. Communities that are not ready, miss the boat. If you are truly interested in getting involved in a long term grant program, you will need to spend some time getting organized so when funding becomes available, you will be one of the first ones at the door with your hand out. Barbara said that when they work with a community, it is generally a long term arrangement because it takes about a year to get ready. After that year, projects have been identified that need to be worked on and they are staged out so when available funding cycles come around, Laurel is ready to access the programs. (At this time, 7:08 p.m., Norman Orr arrived at the meeting.) Barbara said there are three areas where they could provide assistance to the council and the community as a whole. The first area has to do with compiling a lot of information about Laurel, not general assumptions but rather hard data about what actually makes up the City of Laurel. Items to be looked at include such things as our demographics, size of water mains, do we have an adequate number of fire hydrants, what is the water flow, do we have adequate sewage treatment, long term needs as far as infrastructure and other public facility buildings, meeting ADA requirements, etc.. Page 2 Council Minutes of the City Council of Laurel Meeting of April 6, 1993 Barbara said planning documents are pivotal to securing funding. Double-Tree is not the type of firm that comes in and plans for the sake of planning. They try to implement plans that have a specific project identified with a time frame and mechanisms for completion of the project. When the company comes into a community, they try to immediately identify a project that they know can be competitive in a grant situation. That becomes the motivation to complete the planning document. Barbara feels that a committee made up of council and/or community leaders can probably identify the first project in a series of meetings. That would give us a start. Then, after they prepare all the documentation to get the first grant application proposal together, it will lay the ground work to support many other projects. The second thing they do is help structure the project. This is the key component that is necessary to secure the funding. Double-Tree generally does not work on projects that are smaller than half a million dollars in size. It is not cost effective for them to come in on smaller projects. After all this base information is gathered, non-profit and community based groups will be able to access the information. Double-Tree has quite a substantial resource library of available funding sources that they can refer organizations to. The third area involves the administration of federal and state programs. Double-Tree stresses the importance of administering their own projects because they created them and they have to live with them. It is very hard to come in and administer a project that is structured by someone else. They like to run a clean problem free project so that when they go back to the same funding source, the source can see that the project was completed with no problems. It will help you be more competitive in the grant world, as time goes on, Barbara said the city would probably be looking at a large grant project every year or at a minimum, every two years. Due to the volume of work that would be required, they are looking for a commitment of at least five years to get us set up in a program where we can access grant funds on a regular basis. Don Hackmann asked Barbara, generally speaking, what is the ratio of matching funds required on most of these grants? Barbara said it varies with the funding source and each particular area that a funding source may address. It can vary from 25% to 100%. One of the tricks to structuring a project where you want to maximize the amount of state or federal money you can put into a project, is knowing which funding sources will blend together. At times, they may have three or four different funding sources coming into one project but they have to be able to mesh. Once the grants are funded, the funding sources do pay for the administration of the grant. As far as Double-Tree's fee~ they work on a flat hourly fee. They would be glad to donate and volunteer some of their time to help establish a committee for them to work with. Generally, they ask the council to appoint two or three people from the council itself and another four or five from the community. Barbara said that when they actually define a project and begin to work on it, they charge an hourly rate. Generally, the range can be from $ 1~500.00 to $ 11,000.00 for an application. On the average, for a $ 5,000.00 investment to them, they return back to the community a million dollars in federal funding. Chuck Rodgers stated he would really like to see the council take this on because he is really concerned about the city's water system. We have some water basins that are 50-60 years old that need to be replaced along with a water reservoir that needs to be repainted inside and out. We are also in need of a backup reservoir. Barbara said this may be the first project you want to address. Minutes of the City Council of Laurel Page 3 Council Meeting of April 6, 1993 It was stated that the city has quite a sewer plant and it is rated to double the population of Laurel with additions. In regard to the water system, Dave said we need repairs to basins, tanks and some parts of the distribution system. Bob Graham asked if you can get grants to repair existing streets? Barbara said streets are a problem because they are not competitive. It's an eligible activity under a number of programs but it's not competitive with higher priority projects. If your replacing distribution lines~ you may get a new street out of it. Bob asked about funding for swimming pools and Barb said this is another tough one to get. There are some small grant programs through the Fish, Wildlife and Parks but Barbara has not had much luck with getting funds. The primary projects they could help Laurel with are water and sewer projects, a senior center, day care, Headstart centers, youth homes and teen centers. Others are housing rehabilitation projects, remodeling construction projects, economic development projects and business related projects. If Laurel is for a lack of a project, Barbara said a good place to start looking is with housing rehabilitation. The older areas of town are generally where people in the lower income bracket live and they simply do not have the money to do the basic maintenance on their homes. This kind of project directly benefits the people who live in the houses but it also promotes an awareness in the community that the City Council is doing something to promote projects in town that will employ local contractors. It is a visible project that has a lot of positive impact on attitudes in town. Chuck thanked Barbara for coming and said the city will try and something together and get back to her. BOBBY SHAW, FIRST BAPTIST CHURCH - NON-PROFIT TEEN CENTER: put Bobby Shaw was not present at the meeting. BIKE-A-THON: L.D. Collins, on behalf of Donna Kilpatrick, asked permission to hold a bike-a-thon at Kiwanis Park on Saturday, April 17th at 9:00 a.m.. She has contacted the Police Reserve and they will assist her in the bike-a-thon. Proceeds will benefit St. Jude's Children's Hospital in Memphis, Tennessee. The prize will be a new bicycle. Motion by Alderman Collins to grant permission for a bike-a-thon to be held on Saturday, April 17th at 9:00 a.m. at Kiwanis Park, seconded by Alderman Marshall. Motion carried 7--0. STEVE COSNER, CPA - 1991-92 AUDIT: Steve Cosner presented and reviewed the 1991-92 Audit report with the City Council. A copy of the audit was distributed to each council member. Bud Johnson spoke regarding the Firemen's Relief Association. They are having an actuarial report done and they found the association is under funded. In speaking to the person who is doing the report, Bud found that the 4% level really has nothing to do with what our liability is. In further discussion, Laurel is the only association that still has this little rule left on it. All the paid fire and police departments have gotten rid of that rule. Bud said the report should be done within ten days. In regard to an attorney general's opinion, Joe Bradley said it would take 90 days but he is not so concerned with that anymore. It seems clear that the 4% has no relationship to their responsibilities. You can assess up to 4 mills and the city has the right to continue the mill levy if there is a need for it. The council was operating in the dark about the need but the association can now show a need for it. Minutes of the City Council of Laurel Page 4 Council Meeting of April 6, 1993 Bud said that after going through this process, he has found that we are possibly the only department in the state who have had an actuarial report done. Motion by Alderman Kellogg to accept the 1991-92 Audit Report, seconded by Alderman Collins. Motion carried 7--0. MUTUAL AID AGREEMENT WITH PARK CITY AMBULANCE: RESOLUTION NO. 2641 A RESOLUTION APPROVING AN AGREEMENT BETWEEN THE CITY OF LAUREL VOLUNTEER AMBULANCE SERVICE AND THE PARK CITY AMBULANCE SERVICE, SAID AGREEMENT RELATING TO AMBULANCE SERVICE Joe said this is a mutual agreement but it is highly unlikely that Park City will be responding to a call in Laurel. They requested this agreement because they have trouble staffing their ambulance at certain times and during these times, they would like Laurel to respond. The agreement states that we will respond if we have the manpower and equipment but calls in our own area will take precedence. When we do respond, we will bill the Park City Ambulance Company for our regular rates and fees. In regard to a question, Pat Shearer, representing the Park City Ambulance Service, stated that their rates are less than Laurel's rates. In an effort to do some fund raising, they encourage people to donate money to their organization. If an individual does donate and at some point has an ambulance call, they waive the basic load fee which is $ 90.00. With the mutual aid agreement, it will assure the responding service a better chance of payment. If Laurel would respond in Park City, our ambulance service would bill the Park City service and they in turn would bill the customer and visa versa. Pat said there has always been an informal agreement to this effect but they wanted to make sure that everyone involved, the dispatchers and office staff, knows the formal procedure for handling a call. Gay Easton stated that Columbus also has the same agreement with Park City to cover the area west of Park City and our resolution defines the boundaries that Laurel would respond to. It was stated that patient requested to there. if we respond to a call in Park City and the be transported to Columbus, we would take them Joe Bradley asked Pat how long they contemplate the need for this mutual aid agreement? Pat said they are in a critical situation because they are short of attendants but that problem is being addressed and it should be resolved by June or July. In any case, Pat said they feel the need for this type of agreement at all times in order to give the residents in our area the best possible service, in any given situation. Gay stated that during the meetings, it was decided to review this agreement on an annual basis to see if anything new has come up or if any changes need to be made. More discussion regarding the possible Marshall said he did not want to see away. transport to Columbus and Ron our ambulance getting that far Pat stated the chances of Laurel transporting to Columbus are very slim. If there was a life threatening situation, the patient should go to Billings because that is where they would end up anyway. Pat clarified what guideline has been established with their insurance company and with the State, regarding the license for the ambulance service. If there is a need for Park City to respond and there is only one EMT available, they can transport the patient in their ambulance as long as they have an EMT from Laurel on board. This would then free up Laurel's ambulance. Minutes of the City Council of Laurel Page 5 Council Meeting of April 6, 1993 DUMPING FEES: ORDINANCE NO. 1072 (second reading) AMENDING SECTION 8.04.210 OF THE LAUREL MUNICIPAL CODE, DUMPING FEES Public Hearing: No comments. Motion by Alderman Marshall to close the public hearing, seconded by Alderman Collins. Motion carried 7--0. Motion by Alderman Kellogg that Ordinance No. 1072 (second reading) be passed and adopted, seconded by Alderman Orr. A roll call vote was taken and all aldermen present voted, "YES". Motion carried 7--0. CITY TO OPERATE CONTAINER SITE: ORDINANCE NO. 1073 (second reading) AMENDING SECTION 8.08.010 OF THE LAUREL MUNICIPAL CODE, CITY TO OPERATE CONTAINER SITE Public Hearing: No comments. Motion by Alderman Graham to close the public hearing, by Alderman Orr. Motion carried 7--0. seconded Motion by Alderman Collins that Ordinance No. 1073 (second reading) be passed and adopted, seconded by Alderman Orr. A roll call vote was taken and all aldermen present voted, "YES". Motion carried 7--0. SOLID WASTE FEES - NON-CITY RESIDENTS: ORDINANCE NO. 1074 (second reading) AMENDING SECTION 8.08.020 OF THE LAUREL MUNICIPAL CODE, SOLID WASTE FEES FOR NON-CITY RESIDENTS Public Hearing: No comments. Motion by Alderman Orr to close the public hearing, seconded by Alderman Graham. Motion carried 7--0. Motion by Alderman Marshall that Ordinance No. 1074 (second reading) be passed and adopted, seconded by Alderman Graham. A roll call vote was taken and all aldermen present voted, "YES". Motion carried 7--0. COLLECTION BY CITY EXCLUSIVE: ORDINANCE NO. 1075 (second reading) ADDING SECTION 8.04.240 TO THE LAUREL MUNICIPAL CODE, COLLECTION BY CITY EXCLUSIVE Public Hearing: No comments. Motion by Alderman Marshall to close the public hearing, seconded by Alderman Orr. Motion carried 7--0. Motion by Alderman Collins that Ordinance No. 1075 reading) be passed and adopted, seconded by Alderman Marshall. call vote was taken and all aldermen present voted, "YES". carried 7--0. (second A roll Motion COMMITTEE MINUTES: --Ambulance Committee ~inutes of March 16, 1993 were presented and reviewed. Motion by Alderman Easton to enter the Ambulance Committee minutes of March 16, 1993, into the record, seconded by Alderman Collins. Motion carried 7--0. Minutes of the City Council of Laurel Page 6 Council Meeting of April 6, 1993 --Ambulance Committee minutes of March 23, 1993 were presented and reviewed. Motion by Alderman Easton to enter the Ambulance Committee minutes of March 23, 1993, into the record, seconded by Alderman Graham. Motion carried 7--0. Gay thanked Joe Bradley for all his help in working up the mutual aid agreement with Park City. --Budget/Finance Committee minutes of March 16, 1993 were presented and reviewed. Motion by Alderman Marshal] to enter the Budget/Finance Committee minutes of March 16, 1993, into the record, seconded by Alderman Collins. Motion carried 7--0. --City Council Committee of the Whole minutes of March 16, 1993 were presented. Motion by Alderman Collins to enter the City Council the Whole minutes of March 16, 1993, into the record, Alderman Ehrlick. Motion carried 7--0. Committee of seconded by --Fire Committee minutes of March 4, 1993 were presented and reviewed. Motion by minutes of March 4, Motion carried 7--0. Alderman Kellogg to enter the Fire Committee 1993, into the record, seconded by Alderman Orr. --Investment Committee minutes of March 22, reviewed. 1993 were presented and Motion by Alderman Kellogg to enter the Investment Committee minutes of March 22, 1993, into the record, seconded by Alderman Orr. Motion carried 7--0. --Laurel Airport Authority minutes of February 23 and March 23, 1993 were presented. Motion by Alderman Kellogg to enter the Laurel Airport minutes of February 23 and March 23, 1993, into the record~ by Alderman Collins. Authority seconded Bob Graham commented on the March 23rd minutes where it is talking about chemical spillage and the recovery of contaminated water from plane and tank wash downs, in regard to Will Metz. He is concerned about the possibility of the city being held responsible for contamination that might occur at the airport. Darrell McGillen stated Will is checking things out now. With his business, he has the contaminants there but according to this paragraph in the minutes, he is wanting to construct a containment recovery system at his hanger so the chemicals do not go into the ground. Chuck said we will check this out. A vote was taken on the motion. Motion carried 7--0. --License Committee minutes of March 24, 1993 were presented and reviewed. In regard to the license for Fox Distribution, Darrell stated that on the initial walk through inspection, that is the cleanest he has seen that building since it was new. The building was full of grain and corn dust and it is cleaned up spotless. Darrell authorized them to burn the area around the building to clean up the weeds. Motion by Alderman Graham to enter the License Committee of March 24, 1993, into the record, seconded by Alderman Motion carried 7--0. minutes Collins. Minutes of the City Council of Laurel Page 7 Council Meeting of April 6, 1993 --Parks Committee minutes of March 25~ 1993 were presented and reviewed. Gay mentioned that the rest rooms in Thomson Park will not be open until school is out. The baseball field group will have their own key to the rest rooms so they can open them up during a game but they are responsible for cleaning up afterwards and locking it back up. Motion by Alderman Easton to March 25, 1993, into the record, carried 7--0. enter the Parks Committee minutes of seconded by Alderman Orr. Motion COMMENTS FROM THE AUDIENCE: Jim Worthington reported that he went to Helena to testify on the Mega-Landfill bill. He was notified by Billings yesterday, that this bill has passed the Senate and is now on the Governor's desk for a signature. The Billings landfill will be able to operate in the future as originally planned. APPOINTMENTS: None MAYOR'S COMMENTS: Chuck commended the city crew for the good job they are doing cleaning the alleys downtown. It will not be too long before we are out on the streets patching holes. There being no further business to come before the Council at time, the meeting was adjourned at 8:13 p.m. Donald L. Hackmann, City Clerk this Approved by the Mayor and passed by the City Council of the City of Laurel~ Montana, this 20th day of April, 1993. ATTEST: Donald L. Hackmann, City Clerk