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HomeMy WebLinkAboutCouncil Workshop Minutes 10.12.2010 MINUTES COUNCIL WORKSHOP OCTOBER 12, 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 October 12, 2010. COUNCIL MEMBERS PRESENT: Emelie Eaton _x Doug Poehls x Kate Hart x Mark Mace _x Chuck Rodgers _x_ Chuck Dickerson _x Tom Nelson _x Norm Stamper OTHERS PRESENT: Sam Painter Kurt Markegard Bill Sheridan Rick Musson Public Input (three - minute limit): Rick Olson, 1301 Thiel Road, stated that a ditch runs through his property and joins with the park, and it has been flooded for the last six months this year. He would like to get this issue on the docket as the Davis Ditch vs. the Olsons and the City of Laurel. He had previously faxed and e- mailed information to the council members. He does not want the Davis Ditch to be able to do this next year. Mayor Olson stated that the issue would be placed on the council workshop for October 26 He encouraged Rick to bring whatever information he wanted to present at that time. General items: • Appointments: o Laurel Police Department: Jeffrey Childers Chief Rick Musson introduced Jeff Childers to the council. Jeff has been a paramedic for a long time and is excited to be a police officer. Jeff will attend the council meeting next week. o Laurel Ambulance Service: LaVonne Mothershead Mayor Olson stated that the appointment would not go forward at this time. CHS Refinery: • Resolution — Request for abandonment and replacement of sewer line Kurt Markegard spoke regarding the relocation of the sanitary sewer on CHS property. Brandon Gauthier, from CHS Refinery, attended the meeting to update the council on the timeline and that CHS has met the conditions recommended by city staff. Kurt distributed copies of a DEQ letter to the council. Brandon Gauthier stated that the easement document was the only remaining item, and CHS hired Sanderson - Stewart to prepare the document. The language used was similar to what CHS and the Council Workshop Minutes of October 12, 2010 City worked on for the new water line on CHS property between the sewage plant and the water plant. Copies of the draft document were distributed for review by the council and the city attorney. Brandon explained the timeline. The Refinery's goal is to order the manholes on October 20 the day after the council considers the resolution, start the bore under the railroad tracks on October 25 and have COP Construction install the 1,000 feet of sewer line the next week. Mayor Olson stated that the resolution would be distributed in the council's mailboxes. City Planner: • Resolution — Facade Improvement Grant Bill Sheridan presented the resolution, as the city planner was not available. Bill stated that three members of the Laurel Urban Renewal Agency attended this meeting. The Facade Improvement Grant would be useful for improving the looks of buildings, the frontage, the height, and the significance. The grant would provide 50 percent and the owner would provide the additional funding to make improvements. The objective is to paint, provide window treatments, door replacements, and things to improve the facade on downtown businesses. The planner and LURA have been working on this for several months. Linda Frickel, Bruce McGee and Steve Zeier introduced themselves. There was discussion regarding how the new historic designation would affect this program. Steve Zeier explained that the new historic designation would dovetail nicely with the Facade Improvement Grant, as the requirements and criteria mesh with the documents pertaining to historic designation. Review of historic issues could be done by someone from the Yellowstone County Historic Preservation Board or a council member that was interested in historic preservation. Steve stated that the historic designation is a great first step and there is a way to implement further steps to solidify that position. There was further discussion regarding the timeframe for completion of projects, as the document states that projects should be completed by June 10 of the fiscal year. The date was chosen to coincide with the city's fiscal year, but there is no State statute that would require that deadline and TIFD dollars can roll over into the next fiscal year. The encumbrance policy provides a clause that makes it clearer. Mayor Olson thanked those who serve on the LURA. • Resolution — Agreement with Blair Unlimited, Inc. for advertising on buses and benches Bill Sheridan explained that the resolution is for a contract between the City of Laurel and Blair Unlimited. The contract would allow advertisements on transit vehicles owned by the city and on benches throughout the city. The benches will be provided by the contractor. The city would receive 25 percent of revenues from advertising on the buses and 10 percent of revenues for ads on the benches. Blair Unlimited will place the benches and the appropriate signage on the vehicles. The contractor is responsible for carrying liability insurance up to $2 million with an aggregate of $4 million. Bill stated that this is an appropriate contract to bring funding to the city's operation of the bus system. The contractor will be responsible for the maintenance of the benches, and the contract language allows the public works director to order the benches removed for cause. If the benches become unusable or dangerous, the public works director can order them removed. ADA issues need to be addressed in the placement of the benches. 2 Council Workshop Minutes of October 12, 2010 Public Works Department: • 2010 Urban Forestry Excellence Award Mayor Olson asked Kurt to delay this presentation to the October 19 council meeting. • Resolution — Amendment No. 1 to Task Order No. 16 with Great West Engineering for the Elm Lift Station Kurt Markegard stated that, with the recent installation of the lift station, there is a hydrogen sulfide problem that is going up to dangerous levels. The city would like Great West Engineering to tackle that issue to find out why there is a high H2S and where it is coming from. Morrison - Maierle, the engineer that was in charge of the lift station, did not have it identified in the PER or the scope of work in the project. The lift station on Elm Avenue has always caused an odor. With the old lift station, holes were drilled in the side and a vent pipe installed out the top. The new lift station has been lowered down into the ground but has higher than normal H2S levels. H2S is a byproduct of the bacteria that is part of anaerobic conditions in the sewer system. After wastewater flow has been in the system for a long time, it creates a high anaerobic condition and the H2S problem. Great West Engineering will identify the problem, where it is coming from, and how to treat it, instead of masking the odors or putting a vent pipe higher. There was a question regarding where the city stands with Morrison - Maierle. Kurt stated that Morrison - Maierle has met the required tasks, and a reconciliation change order is needed to finalize the account. The administration has drafted a letter to inform Morrison - Maierle that the city expects their final bill to close out the Phase 2A1 project. The issues regarding the generator at the lift station should be resolved soon. Morrison- Maierle and the contractors have a one -year warranty period, so with substantial completion of the project, the warranty period will begin. Kurt stated that city staff met with Carl Anderson last week to review the project. At that time, Carl stated that Morrison - Maierle has no obligation to review the H2S problem, as it was not in the scope of work. City staff recommends closing out the project so there is no more financial obligation to Morrison - Maierle for the city at this point. Mayor Olson stated that there are some concerns regarding the generator at the Village Lift Station, but the subcontractor's obligation will be required for that generator. Kurt stated that, with the council's approval, Great West Engineering is ready to go. They have already set up procedure on how to do the sampling and what the solution could be. • Resolution — Engagement Letter with Dorsey & Whitney • Resolution — Intent to create SID for SE 4 Street Mayor Olson stated that the resolutions would be removed from the agenda until a later date. • Report on silos Kurt stated that this idea has been discussed since the street project on South First Avenue. With the addition of Wal -Mart, the traffic has increased a lot. The Department of Transportation plans to pave East Railroad Street next year. This prompted Kurt to review what could be done with this intersection. James Caniglia, city planner, looked into having a traffic study done there, but it would cost about $15,000, and the city does not have the budget for that. Kurt suggested that, if the silos were demolished, a turn lane could be put in to provide better traffic control. A turn lane coming 3 Council Workshop Minutes of October 12, 2010 from the south to the north into the underpass by the current grain elevators would allow a nine -foot turn lane for people to turn on to East Railroad. The area is too cramped for a sidewalk by the silos. Kurt suggested contacting the Department of Transportation to see what could be done if the silos were removed and a turn lane was installed to make the intersection more conducive to the traffic flow. Norm stated that Park Board discussed this at the last meeting. Although it is not a park issue, there is a lot of interest in getting rid of the silos. The "Welcome to Laurel" sign on the caboose would be visible sooner if the silos were not there. Chuck Dickerson stated his concern regarding traffic going south underneath the underpass on South First Avenue and wanting to turn left onto East Railroad Street, which backs up traffic under the underpass onto Main Street. Chuck suggested that drivers should not be allowed to make a left hand turn on East Railroad since there is a controlled intersection at SE 4 Street. Kurt stated that a controlled intersection with a stoplight costs about $500,000 to $600,000, and Wal- Mart was required to install the light on SE 4 He suggested that a 3 -way or 4 -way stop could be put in at the intersection of South First Avenue and Railroad Street. Mayor Olson stated that those who are knowledgeable about traffic control should speak to the issue. Kurt stated that the State plans to resurface East Railroad Street next year. Kurt would like to use the 8 Avenue funds to rebuild West Railroad Street. Chuck Dickerson asked regarding the temporary stop sign by Taco John's. Kurt explained that MDT is supposed to paint stop bars at the intersection and install a permanent stop sign, and the temporary stop sign will remain up until the State finishes the project. Executive Review: • Resolution — Sale and Purchase Agreement with Yellowstone Bank Mayor Olson stated that the agreement is for $65,000 with $20,000 down. • Council Issues: o Guidelines for Hearing of Individuals and Delegations at Meetings (Norm Stamper) Mayor Olson suggested that a task force review this issue and make a recommendation to the council. The task force will consist of Norm Stamper, Chuck Dickerson and Mark Mace. • Litigation update The council went into Executive Session at 7:20 p.m. and the council workshop resumed at 7:38 p.m. Other items Sam stated that the supplemental hearing was held regarding the water rate, and the council's decision must be made by October 21s Sam distributed copies of a memorandum in which he addressed the issues raised during the supplemental hearing. He stated that the issue would be on the next council agenda for a decision. There will be discussion at the council meeting regarding the council's options prior to taking any action. 4 Council Workshop Minutes of October 12, 2010 Mayor Olson stated that this item was not on the agenda and was not posted for discussion, so the council should not enter into a discussion on this item as it would be a conflict with the posted agenda. Review of draft council agenda for October 19, 2010 The resolution for the right -of -way easement with CHS Refinery and the water rates will be added to the council agenda. Attendance at the October 19, 2010 council meeting All council members present will attend. Announcements Tom Nelson stated that he is thankful to be on the council. Chuck Rodgers stated that a meeting is scheduled on Thursday, October 14 regarding the cemetery. Mayor Olson, Bill Sheridan, Kurt Markegard, Chuck Rodgers and Roger Perkins will attend, and Chad Hanson will also be invited to attend the meeting. Mayor Olson stated that MMIA has scheduled some regional training in Big Timber on December 15 from 8:30 a.m. to 4:30 p.m. Topics will include professionalism and communication skills, risk transfer, effective meetings and council rules of procedure, city /town liability/ workers' compensation issues, and human resource and personnel issues. He encouraged council members and department heads to attend the training session. Norm Stamper asked regarding the next joint meeting with the County Commissioners. There was discussion regarding agenda items, including fireworks and the TIFD issue. October 31 is the date that the City of Billings will require hands -free devices for use of cell phones within the city. Chuck Dickerson suggested that this should be countywide, that police officers should check cell phone records to see if a cell phone was being used at the time of an accident, and that there should be an automatic $500 fine. He asked the council to think about this issue. The council workshop adjourned at 7:55 p.m. Respectfully submitted, ate,A, 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