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HomeMy WebLinkAboutCouncil Workshop Minutes 06.22.2010 MINUTES COUNCIL WORKSHOP JUNE 22, 2010 7:10 P.M. COUNCIL CHAMBERS A special Council Workshop was held in the Council Chambers and called to order by Mayor Ken Olson at 7:10 p.m. on June 22, 2010. COUNCIL MEMBERS PRESENT: _x Emelie Eaton _x Doug Poehls _x_ Kate Hart _x_ Mark Mace _x Chuck Rodgers _x_ Chuck Dickerson Alex Wilkins Norm Stamper OTHERS PRESENT: Brooke Baracker James Caniglia Bill Sheridan Shirley Ewan Kurt Markegard 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. Doug Poehls gave a short report regarding last night's town meeting. Mayor Olson, Doug and about sixty people, including fifteen city residents, attended the meeting. The information presented had already been stated at the public hearing in December. There were complaints about the rates and some questions were answered. State representatives attended the meeting. Planning: • Resolution — Operating Contract with MDT for transportation service James Caniglia spoke regarding the contract and resolution. The financials are done and there are no changes to the standard contract. The City of Laurel received a $60,000 grant, and reimbursement will be received after the money is spent. James worked with the State to budget for the grant. The program will be combined with the program that is currently run by the Council on Aging. Approximately $9,000, which is 15 percent, of the entire costs can be in -kind services by the City of Laurel. Most of the $71,000 in operating costs will be covered by the Council on Aging. The drivers for the van pool transit service will be volunteers at no cost to the city. James will administer the program and the State will reimburse the administration costs at 70 percent. James explained that the City of Laurel will be responsible for: Providing transportation service to /from Billings weekdays between 7:00 a.m. and 6:00 p.m.; Performing maintenance on all three vehicles; Routine maintenance costs such as the replacement of belts, lubricants, air filters, hoses and batteries for all three vehicles; Providing staff for dispatching, service coordination and overall service administration which includes the upkeep of records and filing reports to regulatory agencies; All costs related to dispatching, marketing and advertising, memberships, office supplies, staff trainings, grant writing and drug testing; Reimbursing the Council on Aging for trips to /from Billings Council Workshop Minutes of June 22, 2010 that exceed the organization's current level of service (Council on Aging currently provides service to /from Billings every Wednesday except the 4 Wednesday, dependent upon demand); Providing funds required for local grant match; Providing reports and all relevant information to regulatory agencies; Acting as a conduit for federal funds to the Council on Aging. The Council on Aging will be responsible for: Providing transportation service within the Laurel city limits weekdays and to /from Billings one day a week; Providing a primary bus driver and substitutes for the above services; Reimbursing the City of Laurel for non routine maintenance, including parts and labor, related to its vehicle (e.g. replacement of tires, air conditioning unit); Submitting service - related invoices for its operating, administration and maintenance costs to the City of Laurel on a monthly basis; Providing relevant information to the City of Laurel for reporting and marketing purposes; Providing insurance coverage on its vehicle; Providing funds required for local grant match for current level of service. • Resolution — Accept buses from MDT The city will be reimbursed in the amount of $59,834 for the two new buses. The Council on Aging would pay the city $14,600 for including them under the city's grant. Individuals would be charged $10.00 per week to ride the van to Billings. There would be an estimated profit of $3,600 per year. There was discussion regarding the annual renewal of the program, the estimated budget, drivers would not be required to have a CDL license, obligations to the Council on Aging, and insurance coverage. At this point, Bob Graham asked if the council would reconsider the rate increase at the water stations. • Resolution — Transit Coordination Plan between the City of Laurel and the Council on Aging James explained the Transit Coordination Plan between the City of Laurel and the Council on Aging. Three vehicles will be used in the program, including two new vehicles received from the grant and the vehicle used by the Council on Aging. The County does not fund the Council on Aging. There was further discussion regarding drivers, trips to Billings, replacement vehicles, and the submission of required reports. Kate Hart stated that this is a great idea with minimal cost to both parties. Chuck Dickerson stated that the response would outweigh any small costs that the city might incur. The council workshop adjourned at 8:02 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. 2