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HomeMy WebLinkAboutCouncil Workshop Minutes 06.09.2009MINUTES COUNCIL WORKSHOP JUNE 9, 2009 6:30 P.M. COUNCIL CHAMBERS A Council Workshop was held in the Council Chambers and called to order by Mayor Ken Olson at 6:30 p.m. on June 9, 2009. COUNCIL MEMBERS PRESENT: x Emelie Eaton Kate Hart _x Chuck Rodgers X_ Alex Wilkins _x Doug Poehls x Mark Mace _x Chuck Dickerson _x Norm Stamper OTHERS PRESENT: Sam Painter Mary Embleton Bill Sheridan Kurt Markegard James Caniglia Rick Musson Derek Yeager Public In ut three-minute limit : Citizens may address the Council regarding any item of City business not on the agenda. The duration for an individual speaking under Public Input is limited to three minutes. While all comments are welcome, the Council will not take action on any item not on the agenda. There was no public input. Fire Department: • Resolutions - Fire District Contracts Derek Yeager explained the annual service contract for fire protection investigation and prevention services with Yellowstone Boys and Girls Ranch. This year's contract has a 3 percent increase for a yearly total of $6,966.67. The second contract is with the Laurel Urban Fire Service Area. After some consideration and analysis, the department went with a 12 percent increase over the next three years, spaced at 4 percent intervals. LUFSA was agreeable and signed and returned the document. The Laurel Urban Fire Service Area is the structural fee area where residents are assessed a flat fee for their structures. The wild land fire protection comes in the form of a contract from Yellowstone County to do the wild land or protect property. Derek explained that the Yellowstone Boys and Girls Ranch, Cenex Harvest States Refinery, and the Laurel Airport Authority are on one-year contracts. Three remaining districts and the fire service area are on three-year contracts. The Yellowstone County Rural Grass contract for the area inside LUFSA is also an annual contract, but the fee is set by the Commissioners. The resolutions will be on the June 16`" council agenda. Public Works Department: Council Workshop Minutes of June 9, 2009 • Resolution - Agreement with MDOT to accept millings from the 2002 Turn Lane Project Kurt Markegard explained the resolution authorizing the mayor to sign an agreement with the MDT to accept the surplus millings from the Laurel Northeast Project, also called the 2002 Turn Lane Project. MDT will be milling South First Avenue and East Main Street and expects to have 3,000 cubic yards of millings, which is 300 truck loads of millings. This formality is needed to accept the millings. Copies of the Guidelines for Use of Old Bituminous Pavements on Federal-Aid Projects were distributed with the draft resolution. Kurt stated that some of the millings will be used on Alder Avenue. Doug Poehls stated that the Airport Authority is interested in receiving some millings at the airport. Kurt stated that Dr. Smith has contacted him about this. Gary Neville recently told Kurt that the millings can be used for public spaces, such as playgrounds or anything that has to do with public entities. If the school and/or the Laurel Airport Authority requested some of the millings, the city council could grant that as long as it is for public use and benefit. The millings cannot be used for private driveways or private roads. Chuck Dickerson asked about using some millings for the foot bridge on 12th and Grandview. Kurt stated that the area has already been fixed. Kurt stated that the millings will be used on Alder Avenue, for the school district's handicapped parking spaces in Thomson Park, and in Ponderosa, Lions Family, and Riverside Parks. The special provisions in the contract state that Kurt will help direct the hauling operations of the millings so the city does not have to incur any fuel costs hauling it from the shop to the projects. Kurt is trying to line the projects up ahead of time so the contractor can deliver the millings directly to the sites. Kurt stated that, when dealing with non-porous pavement, it is necessary to account for storm water. On Alder Avenue, the storm water will run off into the barrow ditches. Plannin D artment: • Resolution - Old City Dump Grant James Canigha stated that the grant is for the old city dump, and a resolution is not needed at this time. A couple months ago, James presented a Resource Development Grant application for the old city dump. He had thought that Laurel would not be awarded that $25,000 grant, but yesterday he found out that the city will be awarded $15,000 out of the $25,000. The $15,000 will not cover everything that the DEQ wants done at the site. By applying for this second grant, more money would be available to do more work. The grant does not require a match. The engineering will help determine what needs to be done at this site, but groundwater testing and bank stabilization need to be done. The area, which is about an acre in size, is located just north of the Yellowstone River. Executive review: • Resolution - Right-of-way agreement for Riverside Sand and Gravel Mayor Olson stated that this item is not ready for a resolution at this time, and he asked Bill Sheridan to present a report. Bill Sheridan stated that Riverside Sand and Gravel has requested some space and a roadway to a potential sand and gravel location just north and to the east of the city's existing solid waste transfer station. There has been discussion, and Riverside would like to know the city's requirements for the council to approve their use of property across the area north of the city's solid waste transfer facility 2 Council Workshop Minutes of June 9, 2009 to their property. Riverside wants to start mining sand and gravel at the location just north and east of the city's property. To be specific, the city is interested in receiving positive assistance so Riverside can begin building the roadway to their potential sand and gravel site. Bill explained some items that the city will bring to their attention. The city would be turning over close to 1.4 acres of land to Riverside Sand and Gravel for the roadway. As a result, the city would like Riverside to consider turning over comparable property to the city that would provide adequate space for a water reservoir in the future. The second consideration is to ensure that the roadway would be a long-standing roadway, as they will be using rather large pieces of equipment and trucks on that roadway. The city has asked that "x" number feet of roadway be a permanent asphalt roadway with substantial base to allow their trucks and equipment to pass and for possible future purposes. In addition, the city will ask that they fence the area on either side of the roadway, install approach culverts on either side of the roadway with appropriate gates to provide access to the city properties north and south of the roadway, and provide ongoing improvement and maintenance of the roadway. Bill encouraged the council to contact him with thoughts or questions regarding this issue. • Appointments: o Board of Appeals: ¦ Reappointments of Ed Thurner and Don Brown to 2-year terms ending June 30, 2011 o Laurel Airport Authority: ¦ Reappointment of Robert Western to a 5-year term ending June 30, 2014 o Cemetery Commission: ¦ Reappointments of Norm Stamper, Dick Fritzler, and Lee Barndt to 2-year terms ending June 30, 2011 o Tree Board: ¦ Reappointment of Emelie Eaton to a 3-year term ending June 30, 2012 o City-County Planning Board: ¦ Reappointment of Hazel Klein to a2-year term ending June 30, 2011 Mayor Olson read the list of appointments and a list of current vacancies on the boards and committees. He asked the council to submit names of individuals that might be willing to serve on a board or committee. • Council Issues: o Cemetery Commission - Drilling holes in containers (Norm Stamper) Norm stated that the Commission reviewed the veterans' request to have holes drilled for flower containers in the bases for the gravestones. Two bids were received. Yellowstone Concrete Cutting bid $20 for each of the 160 holes to be drilled. Precision Concrete Cutting bid $28.50 for each and gave some additional costs that the Cemetery Commission did not want. The Cemetery Commission voted unanimously to accept the bid from Yellowstone Concrete Cutting. Norm stated that the project should be funded from the proceeds from the sale of the land to Yellowstone County. When the money was received from the County for the land for the Veterans' Cemetery, the council voted to set the money aside for the veterans' section of the Laurel Cemetery. Mayor Olson stated that the contract would be under $5,000, which would allow the mayor to sign the contract. Norm stated that drilling the 160 holes at $20 each would total $3,200. 3 Council Workshop Minutes of June 9, 2009 Mayor Olson asked Mary Embleton to brief the council on the financial process needed for this project. Mary stated that, when the council passed the resolution accepting the money from the County for the sale of the land and dedicated the money for improvements to the veterans' section of the cemetery, the money was placed in the Capital Improvements Fund. The Capital Improvements Fund is utilized for capital purchases and improvements. Another policy says that the capital improvement threshold is $5,000 or more for a project, and there are other things which define improvements. With the Cemetery Commission's action, Mary realized a technical difficulty in complying with this. In order for the veterans' money to be utilized, the council would need to authorize transferring the money out of the CIP Fund and back into the General Fund so it comes out of the regular cemetery budget. Because it does not meet the $5,000 threshold, it does not meet the accounting definition of an improvement. Rather than going through the process of booking it as per the Commission's wishes and then having the auditor say it could not be done that way, it is best to address it now. Mary recommended that the council authorize that a certain portion of the money that was tagged for capital improvements to the veterans' section be put back in the General Fund for use in the veterans' section. Mary offered to draft a resolution and have it ready for next week's council agenda. Norm stated that time is of the essence as the contractor needs to be scheduled. The resolution will be on the June 16th council agenda. o Tree Board (Emelie Eaton) Emelie Eaton stated that Lois Markegard wishes to resign and had sent a letter of resignation from the Tree Board. She spoke regarding Lois Markegard's service on the Tree Board since its inception five years ago. Five years does not seem like a remarkably long time, until it is understood that Lois started serving on the board at the age of 85 and continued to the age of 90. Emelie thinks that is pretty remarkable, considering that most 85-year old ladies would use that as an excuse not to participate in any events. Emelie asked the council to consider presenting a plaque or certificate of recognition to Lois Markegard for her five years of service on the Tree Board. Mayor Olson thanked the Tree Board for its recognition of those who have served. He stated that Lois' endeavor to make this a better place for the people of Laurel to appreciate and live in certainly deserves some recognition. An appropriate time will be determined to show appreciation to her. Chuck Rodgers asked the council to let Emelie Eaton know of anyone who would be available to fill this position on the Tree Board. o Irrigation issues at 408 West 2nd Street (Emelie Eaton) Emelie stated that the irrigation issues on West 2°d Street have been addressed by code enforcement officer, Chris Rosenberg. She stated that this issue involved two individuals, both of whom were erring against the city. Emelie has learned that irrigation in excess and/or excessive water in the gutter ends up costing the City of Laurel more because the water eventually ends up in the sewer system and has to be treated before it is discharged into the river. There is a code enforcement issue that needs to be addressed in that regard. Emelie emphasized that, no matter how upset someone gets with a neighbor, the solution is not to alter city property in order to bring the matter to the neighbor's attention. The citizens of Laurel have a responsibility to maintain their boulevards, curbs and gutters even though it is technically city property. Property owners also need to keep trees and grass trimmed and in good health. The public works director recently instructed crews to clean some gutters and 4 Council Workshop Minutes of June 9, 2009 curb areas, but that is not something that residents should expect on a permanent basis. Emelie stated that the staff addressed the problem, but these are issues that citizens should know. Other items: Mayor Olson asked Derek Yeager to present an item. Derek explained a resolution to execute the payment of a past due balance to the American Medical Response Corporation in return for ALS services that were rendered. He stated that this goes back to March 2007 for 108 trips AMR made at the request of the City of Laurel's Ambulance Service. In the absence of a contract, AMR elected to charge the $130 flat fee that was in a previous contract and they are requesting that the bill be paid soon. Derek stated that AMR has been very diligent and polite with the city, and he thinks this offer is very nice as opposed to their full billing rate. Emelie stated that patients that receive services from Laurel's Ambulance Service are billed for the service. She asked if AMR charges the patients that they pick up. Derek stated that there is no double billing to a single patient. If Laurel's Ambulance Service responds to a medical situation and feels the need for advanced level services, they request American Medical Response Corporation come to aid with an ambulance and a paramedic. The paramedic either hops on board or treats and assesses the patient and the city is billed $130 per call. The patient does not receive two bills. Doug asked if the bills are adjusted or if the city has a flat rate for the ambulance service. Derek explained that there are flat rates for a city resident in city limits, a county resident in county limits, non-resident, and consumable supplies such as certain types of drugs, bandages, oxygen, etc. The fee is not included in the city's billing process, and the bill does not increase by $130 if the city calls AMR. Mayor Olson stated that there is a difference in ALS and BLS services to the patient. Chuck Dickerson asked if there is a reason this bill goes back so far. Mayor Olson stated that, at one time, the city had an agreement and then stopped the agreement, but still continued to call on AMR. There were 108 calls to AMR and the city failed to recognize its $130 responsibility for the responding ALS unit. Norm asked how this would be resolved in the future and whether the city would enter into another agreement with AMR. Mayor Olson has asked the Chairman of the Emergency Services Committee to look at an agreement that is being worked out between Fire Chief Derek Yeager, with the assistance of Sam Painter, and AMR to provide a continuing effort to provide Laurel citizens with ALS services. The city is in the process of finding the best workable agreement between the two entities. Mayor Olson asked Kurt Markegard to report on the city's street stabilization project. 5 Council Workshop Minutes of June 9, 2009 Kurt stated that Hardrives Construction started filling in pot holes last week and completed two days' of work. Kurt instructed Hardrives to begin working on the collector streets in order to alleviate most of the pot holes where people are driving. After the collector streets are done, Hardrives will proceed to other residential streets. Having the collector streets done will provide citizens with an area to travel during road construction projects on other streets. Hardrives did 1 Ith and waskoing to do from West 6th Street down to Main Street on 5th Avenue but ended up doing West 6 Street from 1$' Avenue all the way to 8th Avenue. They worked late that day and put about 45 tons of asphalt on that street. They are blowing out the cracks with air compressors, tacking the holes, tacking the street, and then leveling it up and filling the pot holes, some alligator cracking and the depressions. Starting next week, they will be crack sealing the roads that need to be chip sealed. They will have crews doing patching and crack sealing on the roads identified for chip seal. They would like to follow the next week with actual chip sealing those roads. In three weeks, some roads should be chip sealed. Kurt will walk the streets tomorrow with a can of paint to paint all the cracks that need to be sealed. They will use a hot rubber sealant and grout them out. There should be a lot of activity in the next few weeks. Hardrives is handing out fliers to the affected homeowners and a notice should be placed in the Outlook regarding removing vehicles from the streets for the chip sealing projects. Cars can drive and park on the street as soon as the chip sealing is done, as allowing traffic back on the chip sealed roads actually helps work the chips into the tack or the cover seal. Kurt recently told Hardrives that they did a good job on West 6th Street. Hardrives plans to work Wednesday through Saturday this week. Kurt was notified today that Riverside Sand and Gravel was awarded the contract for the Laurel Northeast Turn Lane project, which is South First Avenue and Main Street. Streets will be torn up around town about the 4th of July. Review of the draft council agenda for June 16, 2009: A resolution transferring funds from the CIP Fund to the General Fund for the project in the veterans' section of the city's cemetery will be added to the council agenda. Attendance at the June 16, 2009 council meetinir Kate will not attend the meeting. Announcements: Chuck Dickerson asked that spraying at the parks be added to the June 30th council workshop agenda. The council workshop adjourned at 7:14 p.m Respectfully submitted, Cindy Allen Council Secretary NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the listed workshop agenda items. 6