Loading...
HomeMy WebLinkAboutCouncil Workshop Minutes 12.29.2009MINUTES COUNCIL WORKSHOP DECEMBER 29, 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 7:00 p.m. on December 29, 2009. (The 6:00 p.m. Special Council Meeting was adjourned at 6:49 p.m., which delayed the Council Workshop.) COUNCIL MEMBERS PRESENT: x Emelie Eaton Kate Hart _x Chuck Rodgers x Alex Wilkins _x Doug Poehls _x Mark Mace Chuck Dickerson _x Norm Stamper OTHERS PRESENT: Sam Painter Mary Embleton Bill Sheridan Kurt Markegard James Caniglia Rick Musson Dcrck Yeager Public Input (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. General items: • Appointments - Laurel Police Reserves Chief Musson introduced Ashley Kennah, Clinton Mainwaring, Emily Mainwaring, and Bruce McGee, who are scheduled to start police reserve training on January 11th. The appointments will be on the January 5th council agenda. Clerk/Treasurer: • Resolutions -Wage increases for city judge and elected council members Mary explained the two resolutions for the city judge and the council members. The resolution for the city judge's 4 percent wage increase will coordinate with the effective date of the ordinance that allows setting the dollar amount by resolution instead of by ordinance. The resolution for the 2 percent wage increase for the elected council members will be on the January 5th council agenda. • Resolution - Memorandum of Understanding with Beartooth RC&D Mary stated that Carla Lawrence of Beartooth RC&D recently gave a presentation to the council. The resolution approving the Memorandum of Understanding with Beartooth RC&D and the city's membership contribution of $1,523.00 will be on the January 5th council agenda. 9 Resolution -- Insurance transfers Council Workshop Minutes of December 29, 2009 Mary stated that this housekeeping resolution will transfer $208,985.15 in tax revenues from the Employee Health Insurance and the Permissive Medical Levy Funds to the General Fund. The resolution will be on the January 5th council agenda. a Resolution - 8`h Avenue Project Escrow Agreement with MDT Mary explained that MDT has agreed to allow the City of Laurel to put the funding for the water, sewer, and storm water portions of the 8th Avenue project into an escrow account. Funds will be dispersed to the State as needed and the city will earn the interest from the account. The resolution will be on the January 5th council agenda. Public Works Department: + Resolution -- Change Order No. 3 with COP Construction Kurt stated that Change Order No. 3 is for the installation of a 460V hoist motor at the Water Treatment Plant. The additional materials and labor cost $4,492.80. Kurt explained that the new hoist was originally specified as 220V based on the electrician's information. Since it is really 460V, the hoist needs to be upgraded for the 460V service. The resolution will be on the January 5th council agenda. • Resolution - Change Order No. 4 with COP Construction Kurt stated that the contractor performed emergency repairs to replace a cap on the 4-inch water main in Wyoming Avenue after the existing valves did not hold. Additional work was also done at the Water Treatment Plant. The change order is for $2,680.37. The resolution will be on the January 5th council agenda. a Resolution --- Change order for lowering the water service line to the WWTP Kurt explained that a conflict was encountered between the new 12-inch water main and the 24-inch backwash water line, which was actually lower than anticipated. The contractor lowered the water main under the existing backwash water line with a minimum separation distance of six inches between the two lines. The change order is for $5,956.41. Kurt stated that the original estimate for the change order was $7,700, but the work did not take as long as expected. Kurt recently asked Stephanie Seymanski to ask the contractor if the cost could be lowered, and the contractor agreed to do so. Chuck Dickerson suggested that a letter of appreciation be sent to the engineers and the contractor for decreasing the cost of the change order. Mark Mace stated that city star' members are always looking out for the city's bottom line and trying to save money, and he expressed appreciation for that. City Planner: • Resolution - Transit Service Contract James Caniglia stated that the City of Laurel received two responses to the transit service RFP. James will present the recommendation for the transit service tonight. At the next council workshop, the council could discuss the types of things to include in a transit service. At a future council workshop, a contract with the recommended transit provider would be presented. Rimrock Stages, Inc. and Coach America responded to the city's request for contracted services for a Laurel transit service. Rimrock Stages is based in Billings and Coach America is based out of Texas and provides local service. After review of the RFP responses, Bill and James reconunend that Rirnrock Stages offers 2 Council Workshop Minutes of December 29, 2009 the better service. Rimrock Stages has experience with MDT and knows how to do grant writing for MDT and is familiar with other MDT requirements, safety issues, and drug testing. LSC has stated that there will be a lot of bumps along the way if the transit service is started. There was a lengthy discussion regarding the city's MDT grant for a bus transit service, the vehicles scheduled for delivery in January, operation and maintenance costs and responsibilities, the proposed scenarios for the transit service, the cost to the General Fund, grant matches, proposed fare fees for passengers, the request for definitive, written information, and the need to provide a bus transit service in Laurel. Sam stated that two companies submitted bids for the transit service and the city needs to make a decision to select one company, which he understands is Rimrock Stages. The company will then enter into negotiations with the city and propose certain types of routes at certain types of costs. The city needs to know exactly how much money it must spend and work out an agreement for the system for the amount of money available. After that is worked out, a contract can be prepared and entered into with the provider. Sam stated that the city should not lock into a lengthy contract, as the results of the program are unknown. He would suggest a short-term contract with a giant escape clause. If the program fails, both entities need to walk away with no expectations. Sam stated that the first step is to select Rimrock Stages to enter into negotiations for an operations contract. The second step is to work with Rimrock Stages to create a contract for the council's approval. A written agreement will provide the expectations and requirements for the city and the services proposed by the contractor. Sam stated that the city would have no financial obligation until the contract is finalized and approved. Sam will prepare a resolution to select Rimrock Stages as the preferred provider and to allow the city to negotiate a contract with Rimrock Stages. The resolution will be on the January 5th council agenda. Fire Department: • Discussion regarding proposed Laurel Fire-EMS Authority Fire Chief Derek Yeager presented information regarding a proposed Laurel Fire-EMS Authority. The Emergency Services Committee recently discussed this proposal. Some issues have been obvious as Derek has reviewed the current operations and looked at the future operations of fire and EMS being delivered to the Laurel area. These include: loss of service/response areas; reduction or prohibition of types of service; reduction in level of service; loss of operating controls; and inability to achieve cost-avoidance goals both internally and externally. After deliberation, he considered the feasibility of building a centrally located fire station with a larger perspective that encompasses a long-term goal of providing service through a Fire-EMS Authority. A fire authority is legally referred to in Montana Code Annotated as a joint board organized to provide services of a specific nature under a unified organizational structure. If there is intcrest, the formal authority would be formed by an interlocal agreement between the City of Laurel, Fire Districts 5, 7, 8, and the Laurel Urban Fire Service Area. The document would contain the requirements for the board of directors, which would be statutorily tasked with the management and administration of the authority. There was discussion regarding substations, loss of operating control by the city, the future fire station, and service levels. Several council members stated positive comments regarding the proposal. Derek will present an update after he meets with fire district representatives in January. Chief Administrative Officer: 3 Council Workshop Minutes of December 29, 2009 • Resolution No. R09-132: A resolution approving Amendment Number One (1) to Task Order 12 to provide a final payment for water and wastewater rate studies performed by Morrison- Maierle, Inc. (Tabled 12/01/2009) Bill stated that Morrison-Maierle submitted a bill for work done on the water and wastewater rate studies. The city then requested a specific breakdown of work done to substantiate the final payment request. At this time, Morrison-Maierle has not submitted the requested information. The resolution will be on the January 5th council agenda for council action of approval, rejection, or further postponement. • Resolution -- RFP for health insurance benefits Bill stated that the Health Insurance Committee recommended that the City of Laurel do a Request for Proposals (RFP) for health insurance benefits. The resolution will be on the January 5`" council agenda. Executive Review: • Council Issues- o Laurel Historic Preservation Society (Emelie Eaton) Emelie distributed reference material regarding consideration that the Laurel Historic Preservation Society form a CLG (Certified Local Government). The basic reason is for financial help. The Laurel Historic Preservation Society is a private entity and is not related to the city in any way, but there is the possibility that federal funds could help the entity. This would mean that the council would have to either revise the ordinance that allows representation on the Yellowstone County Historic Preservation Society Board or to write a new ordinance that would allow the Laurel Historic Preservation Society to become a CLG because the Yellowstone County Historic Board is also a CLG. Emelie stated that it may all end up being a moot point. The Laurel Preservation Society has not met as a whole since October and they will meet in January to discuss this issue. Emelie contacted the State Historic Preservation Officer who oversees the CLG's. She tried to be positive in a very negative way and pointed out that the State is having problems providing the $5,500 per year funding they give out to each CLG. If they were to become a CLG, they would do it with the understanding that it would be unfunded, which shoots the main idea for becoming a CLG. 't'here are other advantages, and the Laurel Historic Preservation Society may decide to go ahead with the paperwork as it would give the group a reason to have a seat at the table when there is discussion regarding historic buildings, historic districts, and a nomination for a building to the Historic Register. Kate Hampton recommended that the organization consider Preserve America, which has a sub-group called Preserve America Partners. It provides advice and information and different sources of grants for funding. o Update regarding intersection of Main Street and First Avenue (Mark Mace) Kurt distributed information from Jason Shefelbine, the Project Manager for the State project. The retaining wall at V t and Main has been poured and is currently curing underneath a heated tent. The wall was poured on December 21't. so dependent on the seven-day break, backfilling could start as early as December 2$'h.. Riverside should backfill at the retaining wall beginning on January 5th Embankment work in the vicinity of the new foundation of the signal pole will be built first. Pouring the new foundation for the signal is anticipated on January 6th. Dependent on the five-day break, the signal could be set and activated on January 11 th Other items 4 Council Workshop Minutes of December 29, 2009 The Arbor Day Proclamation declaring April 30, 2010, as Arbor Day in the City of Laurel, will be added to the January 5th council agenda. Kurt explained that December 31St is the deadline for the Arbor Day grant, and the proclamation needs to be included in the grant application. Review of draft council agenda for January S. 2009 The Arbor Day Proclamation and the resolution for the bus transit service will be added to the final council agenda. Attendance at the January 5, 2009 council meeting All council members present will attend. Announcements Emelie asked for an update on the status of the Asphalt Plant at the January 12th council workshop. Chuck Rodgers stated that the memorial plaque for the Rosselot family will be displayed in the area just inside the gate right next to the parking facilities of the Yellowstone County Veterans Cemetery on Buffalo Trail Road. A podium will be build for the plaque. Bill Kennedy will provide the layout of the sprinkler system in this area. Chuck Dickerson asked that staff provide information regarding the costs for the city to install a water standpipe station for the resalc of water at the next workshop. Chuck Dickerson stated that when going south on First Avenue South, there are some pretty good dips in the roadway. He would like to know how those are going to be addressed. Mark Mace stated that a motor home has been sitting on the east side of the 100 block of 8`h Avenue up against the retirement center for a few months. The vehicle is stickered so the city has actively pursued it, but someone is storing their motor home there. He asked for a future update. Mayor Olson thanked President Poehls for filling in for him while he was laid up. Mayor Olson stated that Judge Larry Herman will perform the swearing in ceremony for the mayor and recently elected officials at the council meeting on January 5th. The council workshop adjourned at 8:43 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.