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HomeMy WebLinkAboutCouncil Workshop Minutes 08.25.2009 MINUTES COUNCIL WORKSHOP AUGUST 25, 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 August 25, 2009. COUNCIL MEMBERS PRESENT: _x_Emelie Eaton Doug Poehls x_Kate Hart Mark Mace Chuck Rodgers _x_Chuck Dickerson Alex Wilkins _x Norm Stamper OTHERS PRESENT: Sam Painter James Caniglia Mary Embleton Matt Wheeler Bill Sheridan Kurt Markegard Public In gut 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. LSC Transit Consulting Services Presentation Michael Felschow, of LSC Transportation, gave an update on the Laurel Transit Development Plan. A copy of the information is attached to these council workshop minutes. Information presented included the project overview and schedule update, the public involvement process, vehicle types, and options. Service types include demand response, fixed route, and regional route. Coordination is possible through a vanpool program, a call center, and shared vehicles. The recommendation is to use Options I and II with elements of Option IV. This would include 4,080 service hours and 29,920 trips per year to cover the greatest need areas and link the region to the City of Billings. The preferred service plan would be developed in three phases. Phase I would include a local demand response service, regional route, and vanpool program. Phase II would add regional service to Billings and expand the vanpool program. Phase III would expand the demand response service and vanpool program. Michael reviewed the projected costs from January 2010 to June 2010, and the years from 2011 through 2015. For the six-month period in 2010, operating costs of$90,060 are projected, with a local match of $21,830 and projected fares of $8,227. Michael explained the proposed implementation plan for the three phases. Phase I would hire a transit coordinator, apply for grants, purchase vehicles and capital equipment, develop inter-governmental agreements for sharing vehicles, and request for proposal (RFP) to operate the transit service. The final report will be completed in September 2009. There was discussion regarding the city's required match. Based on the financial analysis done so far and the information from MDT, Michael stated that the city's match for January to June 2010 would Council Workshop Minutes of August 25,2009 be about $20,000 to $22,000. This assumes that $8,000 to $9,000 would be collected in fare boxes. The city would need to budget about $30,000 for the transit program. Mayor Olson stated that the City of Laurel was awarded $105,000 for two buses, and the city would be obligated to fund about $30,000 for the local match. Mike stated that the Federal government changed the rules and regulations on what quantifies a local match. The match does not have to be cash out of the general budget. If another community agency provides transportation services and the city and agency enter into an inter-governmental agreement and contract, the agency's portion of the money spent on the services could be the city's local match. Michael stated that between $20,000 and $40,000 in transportation services are being spent in the community right now and just needs to be spent in a better way. Michael explained that two agencies are providing transportation services now. One is spending dollars out of Title 3, which is the senior center. Those dollars can be used as match against FTA dollars, which is the dollars for the transit program. That was not allowed a few years ago, as Federal dollars could not be used to match Federal dollars. The rules changed because the Bush administration thought it was silly to have the different agencies in competition with each other to pick up the same people. They said that people needed to work together to come up with a better way. One of the appendices in the document Michael prepared is a coordination plan that is required before the first dollar is received. If an inter- governmental agreement is not agreed upon, the city would have to front the initial $30,000 in order to get the program going. Michael stated that, since $5,000 to $6,000 is still available in his contract, he is willing to continue working for the City of Laurel. Mary asked if the grant is a reimbursable grant or if the monies are available up front. Michael stated that the grant is reimbursable. Further discussion regarding the Transit Program will be on the September 8"' council workshop agenda. Clcrk/Treasurer: • Resolution—Amendment of TSEP Contract for the City of Laurel Wastewater Project Mary Embleton presented a resolution for an amendment to the TSEP Contract for the City of Laurel's Wastewater Project. The 2007 Legislature awarded the grant to the City of Laurel for the wastewater project. During the last legislative session, Laurel was successful in obtaining additional monies for the wastewater project in the form of American Recovery and Reinvestment Act, or the stimulus money, or ARRA. It is referred to as the Montana Reinvestment Act of 2009. The Department of Commerce needs to amend the contract with TSEP and the City of Laurel to include the additional ARRA and Federal requirements. Mary stated that there are quite a few additional reporting requirements. The grant administrator, Crystal Bennett of Great West Engineering, has already submitted the first of the required monthly reports. They are tracking jobs retained, and at this point, only the engineering jobs have been retained. There has not been any construction yet, but that will follow soon. The city clerk and city attorney in Plentywood discovered that the insurance requirements are higher than what the city has covered. The city is self insured through the Montana Municipal Interlocal Authority, and that was in conflict with these contracts. This was brought to MMIA's attention. They met last week in Helena and determined to do everything within their power to enable cities to meet the higher insurance requirements. Additional accounting requirements by the 2 Council Workshop Minutes of August 25,2009 Feds have been incorporated into the contract amendment. Mary stated that another contract will come forward soon for the 7t' Street ditch mitigation project. Although it will be a totally separate contract,the same requirements would apply to that project, even though the scope is quite different. Mayor Olson stated that the city received an additional $750,000, of which $300,000 plus was for grant forgiveness and $300,000 plus was for a low interest loan. There is quite an advantage and incentive for the city to go forward with this. Planninx + Ordinance—Zone change for CHS James Caniglia stated that the zone change request from CHS mirrors their recently approved request for Residential Manufactured Horne to be rezoned to Light Industrial. This request is for 2.96 acres, including a small parcel just north of 9`h Street lying between 9'" and I-90 and another parcel north of South 9 between South St' and Yellowstone Avenue. The two parcels are located on the northeast corner and the southeast corner of the prior zone change. The applicant wanted to include these in the first application, but the public hearing had been advertised and it was too late to include the additional parcels. As the last zone change was approved and the two smaller parcels are next to Light or Heavy Industrial on almost every side, CHS has a strong case. It is more or less a formality that, when parcels are surrounded by that much Industrial zoning, they would get approval for Industrial on these parcels. James stated that there is Heavy Industrial zoning to the east, so it seems like a fitting zone change request. The Planning Board held a public hearing on the zone change request. However, there was not a quorum at the meeting so the Planning Board did not vote on the zone change. James stated that public hearings were held on the main parcel next to these parcels, so the public was well aware of the zone change request. Mayor Olson stated that the ordinance process includes the first reading, public hearing, and second reading, which will allow for public input. Chief Administrative Officer: • Introduction of the new Maintenance Shop Superintendent Bill Sheridan introduced Matt Wheeler, who began as the new Maintenance Shop Superintendent last week. Matt stated that he is glad to be working for the City of Laurel. Executive Review: 0 Scott Wilm—Request for variance for a fence at 602 West Maryland Lane Mayor Olson stated that Laurel Municipal Code states that the request for a variance for a fence should be considered by the Zoning Commission, which is part of the City-County Planning Board. • Tree issues in Riverside Park Kurt Markegard stated that Riverside Park has a lot of older cottonwood trees. About five years ago, the city started getting trees trimmed in the parks and the cemetery, and one of the last items is Riverside Park. The Tree Board has discussed how best to deal with the trees in Riverside Park, which has been an ongoing issue. The Tree Board is looking at grants to maximize the dollars spent on tree trimming in the city. Kurt recently met with a tree trimmer to discuss the best ways to address the tree issues in Riverside Park. Since Laurel is a Tree City, the city must spend $2 per resident, or about $13,000 per year, on trees in the parks and cemetery. The city has been spending anywhere from $13,000 to $15,000 trying to trim trees in town. Kurt stated that estimates to trim some of the trees at Riverside Park are anywhere from $400 to $600 per tree. The city could do a fraction of the 3 Council Workshop Minutes of August 25,2009 trees in Riverside Park, and it would take ten or fifteen years to get the funding to take care of all the trees. Kurt stated that the trees in all city parks and the cemetery have been trimmed for the last five years. After last October's storm, a lot of cleanup was needed and funds were used to address the damage from the storni. The city plans to spend more money this fall to address some of the trees. The city hired a contractor to trim 42 small trees in Riverside Park this year, and the big trees still need to be addressed. Board Training—October 28'or 29t' Mayor Olson stated that some of the boards and commissions have asked regarding their authority and jurisdiction. Dan Clark and Paul Lachapelle, of the Local Government Center in Bozeman, are versed in the rules and orders of how boards and commissions operate. They are willing to present a seminar on October 28'h or 29t'. The chair nen of the boards, commissions, and committees have been asked to contact their members to decide which date would be most appropriate to schedule an evening meeting for this educational opportunity. There will be further discussion at the September 8"council workshop. Other items Bill Sheridan introduced Nicholas Broussard and Scott Harvey, of Johnson Controls, to give a presentation of the Performance Contract Results Overview. Mayor Olson stated that the City of Laurel contracted with Johnson Controls three years ago to find energy saving options for the city. Johnson Controls implemented the new water meter reading system, was instrumental in weather stripping the fire hall, caulking the fire doors at the FAP building, and addressing some lighting issues. Nicholas Broussard stated that Scott Harvey would be taking over the project, as he will be leavin Johnson Controls. Nicholas distributed copies of the presentation and the Performance Year 2, 4 Quarter (April to June 2009) Water Consumption Reporting and Billing Analysis to the council. A copy of the presentation is attached to these council workshop minutes. Nicholas will also make some energy checks throughout the city on Wednesday. Nicholas stated that the handout showed the Performance Contract Overview over the twelve years of this project provides for $916,425 in guaranteed project benefits. The project benefits come from utility cost avoidance from HVAC optimization, including efficient heating/cooling controllability and energy efficient equipment upgrades, lighting and lighting control upgrades, and building envelope leakage reductions. Operations and maintenance and capital cost avoidance is a small fraction of the savings. The biggest savings over time will come from the new water meters and automated meter reading system. A chart showed the comparison of the 2005-2006 year, which is the base line year, as compared to the July 2008 to June 2009 year. The chart showed 2-inch meters and smaller and there was an 11.8 percent increase between the two periods. Another chart showed a comparison between each specific diameter of either commercial or residential meters. The most contribution came from the commercial 1.5-inch meters. Residential 0.75 meters made more of a percentage as far as comparison relative to gallons of use. The last chart showed the top 25 consumers for the gallons per year. Review of draft council agenda for September 1, 2009 4 Council Workshop Minutes of August 25,2009 Mayor Olson stated that all items on the next council agenda have been discussed tonight. Attendance at the September 1. 2009 council meeting All council members present will attend. Announcements Chuck Dickerson thanked Kurt for his work at Riverside Park. Emelie Eaton thanked Council Members Poehls, Dickerson, and Hart for their help at the Heritage Days' event. The Heritage Committee assessed what went well and what went wrong and the committee is looking forward to planning for next year. Council Member Rodgers attended the event as a past fireman, and the fire chief helped pack up. Emelie mentioned that the POW sign and the sign Keith Wheeler for an Eagle Scout project were installed in Riverside Park prior to the event. Mayor Olson mentioned that former fire chief Jim Stevens attended the event. Jim moved to Wyoming, where he became a Deputy Fire Marshall. Mayor Olson stated that Riverside Park is a gem and the city needs to move forward in its efforts to improve the park. He thanked the Heritage Committee for its work on last weekend's event. The council workshop adjourned at 7:55 p.m. Respectfully submitted, az&4,�� 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. 5 Laurel Transit Development Plan Meeting August 25, 2009 Agenda • Introductions • Project Overview & Schedule Update • Public Involvement Process • Draft Report — Preferred plan — Implementation plan — Coordination plan • Next Steps .r_: DI�gnd Dilgnd �r F »�e 1 Y Jop ouaI�� - d 4 l Figure Updated ! • • Task Month Mar Apr May June July Aug Sept Phase I Compile Community Information © identify Transportation Needs © Evaluate Current -#f Transportation Services • Phase 11 Analysis of institutional Alternatives Phase III © Develop Goals and Objectives Analysis of Service Alternatives Phase IV Preferred Service Plan - Prepare Strategic ' Implementation Plan Phase V Service Monitoring Plan - Phase VI m Develop Coordination Plan mGrant App#ication Support _ ® Develop Draft and Final Reports u LEGEND: 49 Technical Advisory Committee Meeting A Draft Report Submittal Public Meeting Final Report Submittal 6 Working Paper Submittal TR ANSPQRTATIQN CONSULTANTS, INC. Public Involvement Process • Second open house — City Council room — Service options • Public meeting — Senior Center — City Council meeting — Draft report Figure II-1 Study Area Clly of Laurel Boundary Inlerslales Highways �y HlghwayslMejor Roads A Local Roads Laurel Airport v Waler Bodies Yellowstone County a 4 21 y Irlterstates Water Bodies Highways S1udyArea y m Cty of Laurel Boundary Yellowstone County City or Billings Boundary "r 0 Ova '2 c 11th 13th N 12th r. 101h 11th " -' 1Oth 10th o s � � O 9th w. Sth o Q' Beartoot.h Beartooth Bobcat _ W°i Forcest � W. Se Z. 1 t7urland a s 5th 5 Yellowston S 4. CL 01 S W Y S. .... ... �r .. y Woodland Cedar Maple O �.2nd afoO \ o 1st is � y' m C A A Washington 0.1 B Washington a ©u Idaho ti © eP' Bernhar o AIdgL. � . Birch .. m n T = 5 Cottonwood °+ C a Dale � Bate Elm C ?I Fir C Hazel \�J tp �9 Lindy Juniper p W Strauch Locust to COIf • x • • • ` + Strauch St kyerd . >LC • + • • • • • • Cn r + N + • • m • 0 • • • • r • • 0 Vehicle es Figure III-1 Vehicle Types • Standard Vans - • Modified Vans gig£ Y • Body on Chassis Large Body on Chassi :z 4 : 0 FA rowel i ISM Large Body on Chassis Options • Service types — Demand response — Fixed route — Regional route • Coordination — Vanpool program — Call center — Share vehicles Recommendation • Options I and III with elements of Option IV — Level of service of 4,080 hours — 29,920 trips per year — Covering the greatest need areas — Link the region to the City of Billings • Coordination — Coordination council — Joint grant — Sharing vehicles — Coordination of schedules and trips — Contract service Preferred Service Plan • Preferred service plan developed in three phases • Phase — Local demand response service, regional route, and vanpool program • Phase II — Add regional service to Billings, and expand vanpool program • Phase III — Expansion of the demand response service and vanpool program Ij TI E�11 th 3r G '12th a loth -41 i101h' Frggrns - 8th - est n 0 Beirtooth 0 obCat 6to p �. n Y1,11 rl`anei �� 6th w s 5 h 146 Wnvdland. - — .r alh e� Cedar 3rd i. 2. able 2n� 1ndo'J 0 n cu G� y iVJynMing,.� ashmoon ddi� g a Bernha t9irch T Ck�tfon d ry Daia ' b l Fir alCL x °F '+gyp 1�R. auei 2) Lady or �°~� _ trauch ru&t f7 $ nc-o to D m N O Er U C $ z © CO) ap IP a ' Straucn Sir) yarn N $ 33 a Yon:1Of(ii:ra vo _r m G U2 N CA _ xr - .. .. G m 3 M g lss — _-----...... ............ a � en m 80th SFit�Fig i.)n ------------ r� :-_ - y ,P.A :<D All naalA GO (C� Figure X-2 Phase 11 4` Lauril Nrncirt ?= ca Sage Cns C Downy r Ramshorn i� Pinyon BUONOIlorn o c. 1?3Ih MeaiiovrtO' Lk?;e Duee C•l3th=;� 13th Laurel Medical Center 4. m - Ridge w Alpine View RFC? t t1tr, CrossingSenior To r Post Office Maryland 9 ,��`a"-" Billings 1h c - $ -8th -8th c 7th._.-..; 7trl E 7lh 3 �rron gt3 �• gym:� u. 5h Q ath City Hall -m - - -- - r 7: i° a Railroadrm S Laurel m _ Ott, s �.. z _ r � :a Walmart Billings 9th - Senior Center ye, m } ��. ..... ............. Frank - t1 Key Transit Locations �Stewart Park ..........• i Downtown Billings :s._r'rar`src;nt.--i , f Interstates _......... . Highways Grz-",ci P' Highways/MajorRoads Local Roads Demand Response Service Area Annual Annual • • Annual ! • HoursMiles Cost Phase 1 2 43,605 2,805 18,311 $17%695 $9.81 Phase 11 4 66,555 3,315 23,457 $238,186 $10.15 Phase 111 6 81,090 4,080 29,920 $290,063 $9.69 i i I Operating $90,060 $189,120 $2589000 $270,910 $347,500 $3649890 Cost Capital $105,000 $3,150 $142,300 $3,473 $105,650 $3,829 Cost Grant Ops $60,000 $949 847 $130,766 $137,600 $177,170 $186,400 g Funding Grant $105,000 $2,741 $123,800 $3,021 $91 ,900 $3,330 Cap. Funding Local $21 ,830 $86,460 $135,400 $123,440 $170,740 $165,660 Match Fares $8,227 $8,227 $10,337 $10,337 $139336 $13,336 Implementation Plan • Organizational Plan — under the City of Laurel public works department — Hire new staff — Coordination with other transportation providers • Management Plan — Hire a transit coordinator Implementation Plan • Phase I - - Hire transit coordinator — Apply for grants — Purchase vehicles and capital equipment — Develop IGA for sharing vehicles — Request for proposal (RFP) to operate the transit service • Phase II — Benchmarks: $12.75 per trip — Apply for additional grants — Purchase vehicles and develop vehicle sharing agreements — RFP to operates services in Phase 11 Implementation Plan • Phase III — Benchmark: $18 per trip — Apply for additional grants — RFP to operates services in Phase III Next Steps • Final Report — September 2009 Questions Michael Felschow LSC Transportation 719-633-2868 Mfelschow@LSCCS.cam sy lM i City Of Laurel Performance Contract Results Overview July 27, 2009 Nicholas Broussard Performance Assurance Engineer Littleton, Colorado Johnson 06, Controls [i Performance Contract Overview Project Commencement: January 29, 2007 Completion: June 16, 2007 $916,425 in Guaranteed Project Benefits over 12 years. ■ Utility Cost Avoidance from: ■ Heating Ventilating & Air Conditioning (HVAC) Optimization ■ Efficient heating/cooling controllability ■ Energy Efficient Equipment Upgrades ■ Lighting & Lighting Control Upgrades ■ Building Envelope Leakage Reductions ■ Operations & Maintenance (O&M) and Capital Cost Avoidance ■ Utility Cost Avoidance ■ New Water Meters & Automated Meter ■ O&M/Capital Avoidance Reading (AMR): ■ AMR ■ 2/3 of overall project benefits Johnson 06, Controls i i Performance Year 2 (2009) vs. Base Year (2005): Comparison of City-Wide Billed Consumption — OVERALL July08 -Jun 09 Overall Average Meter Consumption vs.July-Jun of the Base Year (Meters 2"& Smaller) 120000 100000 = - 80000 N C 60000 cc U 40000 20000 0 Overall Avg/Mtr ■Jul 08-J un 09 95380 ❑Jul-Jun Base Year 85294 Johnson 06, Controls i I• Performance Year 2 (2009) vs. Base Year (2005): City-Wide Billed Consumption — METER SIZE/RATE CODE SPECIFIC July 08 -Jun 09 Average Meter Consumption by Rate Code vs.July -Jun of the Base Year (Meters 2" & Smaller) 1600000 1400000 1200000 1000000 800000 - 600000 400000 - 200000 0 COM- COM- COM- COM- Rate Code 0.75 1.00 1.50 2.00 RES-0.75 RES-1.00 ■J u!08-Jun 09 102279 273744 758108 1294735 73405 81215 Jul-Jun Base Year 1 88752 189717 346137 1365055 1 65393 1 171900 Johnson 061 Controls t Performance Year 2 (2009) Vs. Base Year (2005): METER SIZE/RATE CODE SPECIFIC Contribution to OVERALL Consumption July 08 -Jun 09 Average Meter Consumption by Rate Code vs.July-Jun of the Base Year (Meters 2" & Smaller) 1600000 200.o% 1400000 1200000 o 1000000 _ - 100.0% p 50.0% c 800000 __ 0 s00000 0.0% 400000 _ -50.0% O - w 0 200000 100.0°/° d -- - 'a 3 0 COM- COM- COM- COM- -150.0°/0 Rate Code 0.75 1.00 1.50 2.00 RES-0.75 RES-1.00 M ■Jul 08-Jun 09 102279 273744 758108 1294735 73405 81215 oJul-Jun Base Year 88752 189717 346137 1365055 65393 171900 }%Pct of Total 4.6% 1 15.4% 11 24.7% -6.0% 62.6% -1.3% Johnson Controls Consultative Billing Review - Top 25 Consumers 1 27210-00 WATER SAFETY ROOM COM-10.00 280660827 42.9480% 227209-00 STEAM ROOM COM-6.00 42294044 6.4720% 3 27255-00 11 SO.9TH AVE. COM-2.00 11102990 1.6990% 4 27256-00 11 S.9TH AV. COM-2.00 9264534 1.4177% 5 27051-00 3201/2 S. 15T AV. COM-1.50 6168913 0.9440% 6 04044-00 725 WASH INGTON-IRRIGATION COM-3.00 3503228 0.5361% 7 27119-00 YARDS COM-6.00 3305247 0.5058% 8 0140G-00 1303 E.6TH ST. COM-2.00 3130821 0.4791% 9 27365-01 FOOTBALL FIELD IRRIGATION METER#2 COM-2.00 3029692 0.4636% 10 11400-00 820 3RD AV. COM-3.00 2756612 0.4218% 11 27202-00 ADMIN BUILDING COM-3.00 2451248 0.3751% 12 27206-00 FIRE LINE SPC-FIRE LINE 2241883 0.3431% 13 27166-00 SEWAGE TREATMENT PLANT COM-1.50 2224941 0.3405% 14 27056-00 101 BERN HARDT RD IRR-2.00 2058152 0.3149% 15 01635-00 1102 SUNHAVEN DR. COM-2.00 1757965 0.2690% 16 27360-01 E 8TH ST IRRIGATION METER#3 IRR-2.00 1747560 0.2674% 17 15391-00 14 6TH AVE COM-1.50 1741209 0.2664% 18 27025-00 310SOUTH 1STAVENUE COM-2.00 1741127 0.2664% 19 37148-00 600 ROUNDHOUSE DR IRR-1.00 1671054 0.2557% 20 05005-00 608 WYOMING COM-3.00 1546206 0.2366% 21 27079-00 205 SE 4TH ST. COM-3.00 1527296 0.2337% 22 27057-00 101 BERN HARDT RD COM-3.00 1508679 0.2309% 23 27143-00 SOUTH OF LAUREL COM-1.00 1259363 0.1927% 24 27143-00 TRUCK TERMI NAL COM-1.00 12505891 0.1914% 25 27343-00 520 8TH AVE-IRRIGATION IRR-1.50 1 12370121 0.1893% Johnson Controls Johnson Controls