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HomeMy WebLinkAboutCouncil Workshop Minutes 11.09.2010 MINUTES COUNCIL WORKSHOP NOVEMBER 9, 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 November 9, 2010. COUNCIL MEMBERS PRESENT: x 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 James Caniglia Kurt Markegard Rick Musson Shirley Ewan 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 no public input. General items: • Appointment: o Public Works Committee — K. Dan Koch and Tom Nelson o Emergency Services Committee — Tom Nelson Mayor Olson stated that the appointments will be on the November 16 council agenda. Clerk/Treasurer: • Resolution — Budget amendments for FY 2009 -2010 Shirley Ewan stated that the budget amendments are for 2009 -2010. The exhibit shows the cause for the amendments, the amount of the amendments, how much the fund was overspent, and the amount of the reserves after the amendments are made. Shirley stated this is cleanup for the last fiscal year. Shirley stated that the books should be closed by the middle of December and the audit is scheduled in January. Emelie Eaton stated that the 911 Emergency one says "cause of over expenditure under estimated cost of year's expenditures." She asked what the 911 Fund pays for. Shirley explained that the 911 Fund has not been paying for the CJIN. This past year it was decided to start taking money out of the 911 Fund because revenues were being put in this fund for those programs. This was not thought of at the beginning of the budget period, but it was decided to do this halfway through the fiscal year. Some other equipment was purchased with 911 Emergency funds. Council Workshop Minutes of November 9, 2010 Emelie asked if the fund paid for equipment and personnel. Chief Musson stated that 911 funds are for equipment. He explained that substantial money is received every quarter. It is costing money to get the Enhanced 911 work done, so an amendment is needed sometimes because there is not enough authority budgeted, even though the money is available in the fund that can only be spent for E -911 equipment. Chief Musson stated that wages are not paid out of 911 funds. Phase 2 of the E -911 program will be online soon. This will allow dispatchers to pinpoint the location of cell phone calls. Information regarding mapping was presented to the Budget /Finance Committee a month ago, and work is being done on that. Chief Musson stated that these projects cost money Emelie stated that it paid for equipment. She asked if it was new equipment for which the cost was underestimated. Chief Musson explained that $240,000 was spent for the basic equipment three or four years ago, new equipment needs to be purchased and updated, and repairs need to be done. During the last budget cycle, it was found that 911 rules allow the funds to be used for CJIN, which is used to check driver's licenses, vehicle registration and warrants. The city had been spending General Fund money for which 911 funds could be used. The previous clerk/treasurer and Chief Musson had discussed moving that expense to save some money in the General Fund. About $7,000 was saved on two different items. Emelie asked if the $77,000 or $72,000 is an annual expenditure for updating equipment or if it was above and beyond the annual budget. Chief Musson explained that the department did not spend $77,000. The 911 debt is still being paid off with 911 funds, which is the $1.00 per month fee paid by all phone users. Shirley stated that she would provide Emelie with a total breakdown of everything that was spent for equipment, repairs of equipment, and the software program for the CJIN. She stated that the city is paying off a debt service that comes out of the 911 Fund. There are enough reserve funds to pay the expenses, but it just was not budgeted to the actual amount needed. Chief Musson stated that budgets are planned but then things come up. There will be another expenditure for $2,400 to add caller ID to the phone system for the 628 line at the FAP. Phase 2 of the E -911 project will provide caller ID for cell phones in the near future. Mayor Olson stated that the terminology for budgeting can be confusing when speaking about expenditures or appropriations as compared to revenues. Oftentimes the appropriations do not meet the revenues and that is when a budget amendment is needed. A budget is only a tool that is used to try to forecast the anticipated expenditures. When the budgeted appropriations do not equal the expenditures, budget adjustments are needed. Emelie asked how the budget is doing. Shirley stated that for the first quarter of the fiscal year, the budget is at 16 percent revenues and 16 percent expenditures. It is doing well, but a lot depends on emergencies. 2 Council Workshop Minutes of November 9, 2010 Mayor Olson stated that the current budget has a 20 percent reserve. The city hopes to meet the requirements from May to November with the 20 percent reserve, since the reserve is used to pay the city's bills until tax monies are received in December. It is recommended that the city have 30 percent reserves, and 25 percent is acceptable. But at 20 percent, the city is not very flush. The 16 percent is working because the budget is at 16 percent in and 16 percent out. It is a matter of how the city is going forward with the amount of revenues as compared to anticipated expenditures. Shirley stated that the management and supervisors are staying within and/or under budget at this point. Public Works Department: • Resolution — Task Order No. 19 for Pavement Management System with Great West Engineering Kurt Markegard stated that Task Order No. 19 is for updating the city's pavement management system. The software program helps rate the city streets for pavement conditions and how to expend the street maintenance funds on the streets. The program was developed in 2003 with Steve Klotz and Chad Hanson. It was updated in 2006 and 2009 because the Department of Transportation wanted the pavement management plan in order for them to fund the urban routes. A year ago, the Public Works Committee discussed the need for a street program plan. This software program will help the city get documents prepared for council consideration to show the best use of dollars for street maintenance projects. Crack sealing might cost $.30 a square foot, an overlay might cost $3.00 per square foot, and total reconstruction would cost $8 to $10 per square foot. Chad Hanson stated that the pavement management system, MicroPaver, is an intensive program. With the program, they will inventory sections of streets and measure distresses that will be entered into the database. The program can then calculate pavement condition index, with 100 being a perfect street and zero being gravel. The program categorizes the conditions and helps determine whether a chip seal, overlay, or complete reconstruction is needed. Chad did the inventory of the entire city in 2003 and helped set up the original database. It has been updated a little bit, but it should be updated regularly. MDT requires it as part of the urban funds. Chad spoke regarding pavement deterioration, the changes in pavement condition indexes after chip sealing and crack sealing has been done, the need to redo the inventor to include recent maintenance, the need to get the newest version of the software, and the training that Jackie, Kurt and Matt recently received. Kurt spoke regarding the intense training course, the need to have a long -term plan for streets, the iro g g g advantages of preventative maintenance to extend the life of the streets, and using the computer program to determine the budgetary amounts available for street maintenance projects. There was further discussion regarding infrastructure issues that need to be addressed prior to street maintenance and reconstruction projects. Kurt stated that the city should contact all utility companies regarding updating their infrastructure prior to any city street reconstruction projects. There was discussion regarding deterioration of streets on the east side of Laurel. Kurt stated that there is nothing but mud underneath the streets on the east side, which has been proven in the project by Graff School. There was 1' /2 inches of asphalt and a little bit of black gravel and mud. The pavement management program will identify the need for crack sealing in order to get the water out of the asphalt. At a certain point, the pavement management system will show that alligator cracking 3 Council Workshop Minutes of November 9, 2010 is not an asphalt condition but is a symptom of a poor base. When there is poor base underneath a street, the asphalt will start breaking into pieces. That is a base condition, and treating it and overlaying it is just a stop gap procedure. Severe alligator cracking is a symptom of poor base, and the program will suggest reconstruction. Kurt stated that the data in the pavement program is specifically for Laurel and will provide information as to how the city's dollars should be spent. • Resolution — Task Order No. 20 for water rate study with Great West Engineering Kurt stated that the council requested a study of the city's existing water rate structure to prepare recommendations for modifications to the existing rate structure. Chad Hanson stated that the task order is for a detailed rate study. Chad has reviewed the letter Doug Poehls wrote, and he asked the mayor and council to submit any specific questions or concerns that he should review and address for the city. He will also review the minutes from public hearings to address those concerns. He stated that, based on Doug's letter, the council is looking for a lot more detail than the typical water rate study would provide. It will require some time and background research to get the information together. Emelie asked if Great West Engineering was part of the initial decision making process for the water rates. Chad explained that Great West did not help set up the rates. Their only input was that the previous clerk/treasurer asked Great West if the city should go to an EDU structure for the base rate or keep the rate structure that was in place. Great West recommended that the city go to an EDU structure because it is State standard for the funding agencies. Harry Whalen, of Montana Rural Water, assisted the city with the rate structure and Great West was not directly involved except to give some input and put the hearing together for the city. They were not involved in the calculations per se. Executive Review: • Council Retreat Mayor Olson stated that January 29 and February 12 are the proposed dates for the council retreat. He asked the council members to e-mail the council secretary within the next week regarding their preference. Agenda items for the council retreat should also be submitted to the council secretary. Mayor Olson proposed that a goals and strategy format be used for the agenda. Dan Clark, from the Local Government Center at MSU in Bozeman, will be the facilitator for the council retreat. Other items The County Commissioners invited the Laurel City Council to attend a joint meeting on December 1 s`, 8 or 9 There was discussion regarding the dates, and the consensus was that Thursday, December 9 was the preferred date. Agenda items include the interlocal planning agreement, the speed limits on Buffalo Trail Road, the fireworks issue, and relocation of the motor vehicle office. Emelie Eaton asked regarding the speed limit issue on West Railroad Street. The speed limit on West Railroad just beyond South 8 Avenue changes to 60 mph, and she does not know if that was ever presented to the County Commissioners. There had been conversation with Del Herman at that time, but she wants to know if the County Commissioners think the speed change would be appropriate. 4 Council Workshop Minutes of November 9, 2010 Mayor Olson stated that there is a council appointed vacancy on the City - County Planning Board and one council position on the Health Insurance Committee is vacant. The presentation regarding TIF Districts is scheduled on Wednesday, November 10 at 7:00 p.m. at the MSU -B Extension Office. Mayor Olson, Doug and Mark plan to attend the meeting. Review of draft council agenda for November 16, 2010 • Public Hearing: o Ordinance No. 010 -04: An ordinance amending Section 12.08.070 of the Laurel Municipal Code titled "Curb Cut Lengths" located at Chapter 12 of the Laurel Municipal Code. (First reading — 11/02/2010) The public hearing is scheduled on November 16` Beartooth RC &D will present the Project Summary and Memorandum of Understanding on November 16` Attendance at the November 16, 2010 council meeting Tom Nelson will not attend the council meeting. Announcements Emelie Eaton asked that discussion regarding enclosing the ditches in town, particularly the ditches on the east side of Laurel, be added to the next council workshop agenda. Mayor Olson stated that there will be a Shoot and Toot at the Veterans' Cemetery on Veterans' Day, November 11 at 9:00 a.m. There will be a veterans' presentation at the Montana Pavilion in Billings at 10:00 a.m. and a rededication of the Purple Heart Wall at the County Courthouse at noon. The council workshop adjourned at 7:19 p.m. Respectfully submitted, jtzttj 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