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HomeMy WebLinkAboutCouncil Workshop Minutes 06.08.2010 MINUTES COUNCIL WORKSHOP JUNE 8, 2010 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 8, 2010. COUNCIL MEMBERS PRESENT: _x Emelie Eaton _x Doug Poehls Kate Hart x Mark Mace _x Chuck Rodgers _x_ Chuck Dickerson _x Alex Wilkins _x Norm Stamper OTHERS PRESENT: Sam Painter Kurt Markegard Bill Sheridan Rick Musson Derek Yeager Brent Peters 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. There was none. General items: • Appointments: o Board of Appeals: Robert Western, Miles Walton, and Marvin Carter to terms ending June 30, 2012 o Cemetery Commission: Chuck Rodgers, Wallace Hall and LuAnne Engh to terms ending June 30, 2012 o Library Board: Bruce McCullough to term ending June 30, 2015; Lisa Russell to fill term ending June 30, 2013 o Tree Board: Pat Hart and Chuck Rodgers to terms ending June 30, 2013 o Planning Board: Greg Nelson, David Schreder, and Dan Koch to terms ending June 30, 2012 As of June 30 there will be one additional vacancy on the City - County Planning Board and one vacancy on the Laurel Airport Authority. The positions were advertised in the Laurel Outlook. Mayor Olson stated that the appointment of Brent Peters as the interim fire chief for the Laurel Volunteer Fire Department would be added to the June 15 council agenda. Mayor Olson stated that Chief Derek Yeager has accepted a position as a chief for the DNRC. Brent Peters will be the interim volunteer fire chief. Council Workshop Minutes of June 8, 2010 Mayor Olson presented Derek Yeager with a plaque of appreciation for his service to the City of Laurel and stated that Derek has displayed a passion for the fire department. Mayor Olson congratulated Derek on his new position. Public Works Department: • MDT — Update on the 8 Avenue project Ted Thronson, the project manager for the 8 Avenue project, attended the meeting on behalf of Mike Taylor of MDT. Ted stated that the first two blocks from Main Street to 2" Street are scheduled to be paved on Thursday this week. The project will continue to the north, as the utility subcontractors install the sanitary sewer, storm sewer and water mains. They are approaching the fourth and fifth blocks at this point. In spite of a few rain days, the project is close to being on schedule. The sidewalk, curb and gutter, and ADA ramps are almost completed. Efforts will be made to provide close access for residents during the project. The coating of 8 Avenue will be scheduled in the summer of 2011. • Resolution — Jack Roma's request for a right -of -way easement across city property Kurt Markegard stated that Jack Roma does not want to pave the road. At a previous council workshop, there was discussion about allowing millings on the road. The Public Works Department always refers to Montana Public Works Standards for road construction. The Standards do not address the design of a road, and Jack would be required to hire an engineer to design the road according to Montana Public Works Standards. Kurt does not object to allowing millings on this road, and Jack agreed that millings would be an acceptable condition for the easement. There was further discussion regarding millings, road requirements for a fire truck, and examples of paved roads versus roads with millings. The resolution will be revised to reflect the proposed change, and the other conditions will remain the same. • Resolution — Utilities Helping Utilities Agreement — WARN The resolution was removed from the council workshop agenda. • Resolution — Change Order No. 1 for the 7 Street Drainage Improvements Project The resolution and change order are for seven additional days for the 7 Street Drainage Improvements Project due to weather issues. Kurt stated that the project did not go smoothly and actually ran over another week. • Resolution — Amendment No. 2 to Task Order No. 10 with Great West for 2010 Street Maintenance Project The resolution and Amendment No. 2 are for the preliminary and final design phases and the bidding and construction phases for this summer's street maintenance project. Kurt stated that the project list will be presented to the council prior to the bid process. • Resolution — Change Order for HVAC modification at the Water Treatment Plant The resolution was removed from the council workshop agenda. • Resolution — Landfill agreement with the City of Billings Kurt explained that the charges for the landfill agreement with the City of Billings increased from $13.75 per ton to $16.80 per ton. There was discussion regarding the City of Billings' pilot program that uses green barrels for grass, the expenses involved with such a program, the capacity of the city's new garbage truck, and the system used to weigh the trucks at the landfill. 2 Council Workshop Minutes of June 8, 2010 A Laurel resident recently informed Mark Mace that John Curfman was very helpful when she used Laurel's container site for the first time. Planning: • Preliminary budget for the Bus Transit Service Bill Sheridan reviewed the preliminary budget for the bus transit service. • Resolution — Approving the Operating Contract with MDT for transportation service • Resolution — Approving the Transit Coordination Plan between the City of Laurel and the Council on Aging City staff would assist with dispatch and the shop mechanic would assist with repairs. Fire Department: • Resolution — Airport Authority fire service agreement • Resolution — Yellowstone Boys and Girls Ranch fire service agreement Derek Yeager explained that the fire contracts did not increase from last year, as there were only two calls. The contract with the Airport Authority is $3,320.08 and the contract with the Yellowstone Boys and Girls Ranch is for $$6,966.97. The resolutions will be on the June 15 council agenda. Police Department: • Speed limits /signage on East/West Railroad Streets Chief Musson recommended that the speed limit should remain at 25 mph on East Railroad. A traffic study would need to be done before any change is made. Additional signage is needed on West Railroad, and the city is waiting for a response from Del Henman at the County. Executive Review: • Resolution — Contract with Elk River Law Office for legal services The resolution was removed from the council workshop agenda. • Resolution — Contract with Chief Administrative Officer The resolution was removed from the council workshop agenda. • Proposal from Yellowstone Bank Kurt explained the proposal received from Yellowstone Bank regarding real estate located on West Main Street in Solid Foundations Subdivision. Yellowstone Bank offered the lot to the City of Laurel for $85,000. There are currently easements for a fire service road and a storm water pond. There was discussion regarding the need for a turnaround for the city's garbage trucks and the lack of sewer, water, and storm utilities in Highway 10. City garbage trucks and residents have used this property as a road, and the bank has stated that cannot continue. Kurt explained that residents would be required to take their trash cans to West 4 Street for pickup if the garbage trucks are not allowed continued use of the road. There was further discussion regarding options for the city, doing another appraisal of the land with consideration for the easements, the suggestion for negotiations with Yellowstone Bank, the need for two accesses into the subdivision, the city's proposed uses for the property, the possibility of selling a portion of the property, and questions regarding funding to purchase the property. Discussion of this matter will continue at the June 29 council workshop. • Council Issues: 3 Council Workshop Minutes of June 8, 2010 o Elena Subdivision — development of a park area and construction of wall (Chuck Dickerson) There was discussion regarding the development of a park area in Elena Subdivision. Mayor Olson stated that the Subdivision Improvements Agreement states that a park maintenance district would be formed when the proper amount of people own property in Elena Subdivision. One individual recently contacted the Public Works Department regarding improving the park. The individual was asked if interested residents would form a park maintenance district for park improvements and park equipment. The individual has not returned for further discussion. The Public Works Department could create a park maintenance district. Mayor Olson stated that the Park Board is reviewing the creation of a citywide park maintenance district. Questions from residents should be directed to Bill Sheridan. There was discussion regarding the construction of a wall in Elena Subdivision, which the developer has not yet constructed. Sam Painter stated that the city has worked on this issue a long time and tried to get an agreement with the owner for a lien on the title to the vacant unsold lots. That has not been accomplished. The developer's corporation has some lots for sale and one lot is for sale personally by the developer. The developer claims he does not have money to put up a wall. That leaves the council with a couple of options. First, the city could file suit and try to force the developer to put up a wall. The second option is for the city to file suit, try to get a judgment, and then build the wall. Questions have been raised regarding where the city would come up with proper design for a wall, how much it would cost, where to get the funds, and if the city should go to litigation. Chuck Dickerson stated that the council should make a decision as to whether to file suit. Emelie expressed concerns regarding the financial feasibility of filing suit to get any money if the developer does not have money and of setting a precedent for other developers not to fulfill their responsibilities if the city built a wall that was a developer's responsibility. Chuck stated that the developer made a commitment for Elena Subdivision, and the city is following through on that commitment, not setting a precedent. Sam stated that, if the council wants to consider the issue, it could consider a motion at the next meeting to either file suit or not file suit. That would provide direction for him to proceed. Mayor Olson stated that further review and discussion is needed and the issue will be on the June 29 council workshop agenda. Other items Mayor Olson added two resolutions for job descriptions to the council workshop agenda. One job description is for the Environmental Health and Safety Officer and the second is for the Chief - Emergency Medical Services. The resolutions will be on the June 15 council agenda. Review of draft council agenda for June 15, 2010 The appointment of Brent Peters as fire chief will be added to the council agenda. Attendance at the June 15, 2010 council meeting All council members present will attend. 4 Council Workshop Minutes of June 8, 2010 Announcements Mayor Olson stated that the clerk/treasurer position was advertised in Sunday's Billings Gazette and will be in Wednesday's Laurel Outlook. The vacancy has also been posted with Job Service and on the clerk/treasurer's website. Applications close on June 18` Mayor Olson contacted a lady that was previously a clerk/treasurer in a similar sized community regarding doing the clerk/treasurer duties until someone is hired. He stated that the office staff has given a joint effort to keep city business going, and all of the ladies, especially Deputy Clerk Cathy Gabrian, have worked hard during the last couple months. Applications will be reviewed after June 18 and a clerk/treasurer should be hired soon. There have been a series of water line breaks in Ward 2 recently. In a span of 60 feet on 3' Avenue, there have been seven breaks. Kurt explained the issues with the water line breaks and the need to replace the failing infrastructure soon. Mayor Olson stated that he was impressed with the work and dedication of the city's crew during this event. Kurt stated that the Yellowstone River crested on Sunday and washed some of the river bank away in Riverside Park. Kurt recently noticed that a power pole that feeds Riverside Park was close to the river, so he contacted NorthWestern Energy, and they have relocated the pole. Kurt contacted the Army Corp of Engineers about stream bank stabilization after the high flows are done. The fire chief was called to evaluate the possibility of an emergency flooding situation in the park. Derek contacted Jim Kraft regarding the availability of sandbags. The situation will be monitored every day. The council workshop adjourned at 8:39 p.m. Respectfully submitted, az64,_ 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