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HomeMy WebLinkAboutCouncil Workshop Minutes 12.28.2010 MINUTES COUNCIL WORKSHOP DECEMBER 28, 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 December 28, 2010. COUNCIL MEMBERS PRESENT: _ Emelie Eaton _x_ Doug Poehls Kate Hart _x_ Mark Mace _x_ Chuck Rodgers _ Chuck Dickerson _x Tom Nelson _x Norm Stamper OTHERS PRESENT: Sam Painter James Caniglia Kurt Markegard 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 Mayor Olson introduced Representative Krayton Kerns and invited the council to ask questions or express concerns regarding the upcoming legislative session. There was discussion regarding the Treasure State Endowment Program (TSEP), the Local Government Center in Bozeman, Tax Increment Finance Districts (TIFD), and the medical marijuana issue. Clerk/Treasurer: • Resolution — Annual $2.00 service fee for all water users Shirley Ewan explained that the Department of Environmental Quality annually assesses $2.00 per active service connection, and the City of Laurel charges its customers for the pass - through fee. The DEQ uses the money for pollution control and water testing. Shirley stated that the $2.00 fee could be included in the monthly base rate, which would increase the base rate 17 cents per month. Mark Mace stated that including the fee in the base rate would remove the opportunity to explain the cost to the water users. Mayor Olson stated that Great West Engineering is currently reviewing the city's water rates and this could also be reviewed. Public Works Department: • Resolution — Award bid for diesel - powered backhoe loader Kurt Markegard recommended that the city accept the bid from RDO Equipment for a new John Deere diesel - powered backhoe loader model 310 SJ. The bid was advertised twice and five bids were Council Workshop Minutes of December 28, 2010 received from four vendors. The total price for the backhoe loader is $89,500, the trade -in value of the city's 2002 John Deere 310 backhoe loader would be $34,170, and the final price after trade -in would be $55,330. The council previously approved $80,000 for replacement of the backhoe loader, and the remaining $25,000 would go back into the water and sewer funds. • Resolution — Federal Aid Project No. UPP 6903(1), East Railroad Street — Sidewalks Kurt stated that the agreement is for the sidewalks at the intersection of Bernhardt Road and East Railroad Street and at South First Avenue. The Department of Transportation uses the standard agreement when doing urban pavement and preservation projects. MDT is scheduled to do the paving project on East Railroad Street next spring. • Resolution — Federal Aid Project No. UPP 6903(2), East Railroad Street — Water and sanitary sewer Kurt explained that MDT requests permission to raise or lower the manholes and valve risers in the asphalt during the paving project next spring. MDT will pay up to $25,000 and anticipates the costs to be $4,614.14. City Planner: • Resolution — Vacate alley in 300 block of First Avenue South James Caniglia stated that the resolution is to vacate the alley at Town Pump in the 300 block of First Avenue South. The council approved the intent to vacate the alley last week. The Department of Revenue discovered that it was a platted alley and contacted the city about it. The alley ends just before the diesel pumps and provides no access for the city. The city would receive increased tax revenue from this property. Executive Review: • Resolution — DMV Agreement with Yellowstone County Mayor Olson stated that there are no changes in the agreement with Yellowstone County for the DMV office in city hall, which provides a benefit to the community. • Resolution — Intent to adopt an official Schedule of Fees and Charges Mayor Olson reviewed the changes in the schedule of fees and charges. The resolution will be on the January 4 council agenda. • SummitNet agreement Mayor Olson stated that SummitNet has not charged the city for internet services but will begin charging $177 per month beginning in January. Mayor Olson signed an agreement with SummitNet for the services. The monthly charge will increase to $350 per month in 2012. • Council Retreat Since the Local Government Center cannot facilitate the council retreat on January 29 or February 12 Mayor Olson will contact them for another possible date. Proposed discussion items should be submitted to the council secretary. • Informational Meeting on January 11, 2011 regarding Initial Design Phase of US Hwy 212 Reconstruction Project, Rockvale to Laurel 2 Council Workshop Minutes of December 28, 2010 Mayor Olson suggested that one or two council and staff members should attend this meeting, as this project will impact the Laurel area. There will be further discussion at the council meeting on January 4 • Council Issues: o Village Subdivision (Norm Stamper) Norm stated that a resident recently asked him about the city's snow removal and sanding policy. Kurt explained that the city's policy is to plow the collector and arterial streets first. The city's website, www.laurel.mt.gov, shows a map that highlights those streets, which include First Avenue, Main Street, 12 Maryland, 5 Avenue, 8 Avenue, SE 4 Street, and South 8 Street. After the main streets are plowed, the department determines if other streets need to be plowed. In Village Subdivision, there are usually drifts at the intersection of East Maryland and the highway and at Milwaukee, so the city usually plows those intersections. The city sands all stop intersections, crosswalks and schools, but does not sand every intersection. If every intersection was sanded, every street in town would be covered in dirt. There are not enough funds to put sand down everywhere and pick it back up in the spring. Norm stated that the resident also was concerned about the lack of lighting in Village Subdivision. Mayor Olson will get some information regarding lighting districts from the clerk/treasurer. There was discussion regarding sanding the underpass and the turn lane to the underpass. Kurt stated that the city sands this area if needed, since MDT is usually working outside the city until mid- morning after a snowfall. o Council e-mail (Mayor Olson) There was discussion regarding providing city e -mail accounts for all council members. Further discussion will be scheduled on the January 11` council workshop agenda. Other items Kurt spoke regarding the waterline across the bridge to Riverside Park. After the heat tape failed in that line during cold weather a few years ago, the line was slip -lined with a three -inch HDP pipe. Since heat tape cannot be used with that, the city has been running water on the other side through a garden hose in cold weather. As part of the water system improvements project, SRF agreed that the city could use the remaining $180,000 in loan money to replace this waterline. COP Construction submitted a change order for $131,792.00 for the waterline. Kurt spoke regarding alternatives, which include drilling a well or running water through a hose during the cold months. Since the park is in the flood plain and DEQ ruled that well water would be influenced by the river due to groundwater in the summer, the water would have to be treated as a surface water treatment plant. This would mean that the city would essentially be operating two water treatment plants. Floodplain regulations would require the buildings and electrical to be three feet above floodplain and the buildings would have to be designed and constructed to house the chlorination system. Kurt stated that a secondary discharge and filter system to run that side of the park would not be feasible. Great West recommends that COP Construction's change order request is reasonable for replacement of the waterline. 3 Council Workshop Minutes of December 28, 2010 Kurt estimated that the city spends approximately $1,000 to run water through a garden hose to keep water flowing to the park. Comparing $1,000 per year to $131,000 is a big quandary that is up for the council's discussion. There was discussion regarding the timeframe for the project. The Department of Transportation will not allow the project to interfere with the bald eagles and the trumpeter swans that nest in the spring. The work has to be done from the middle of March to the end of March. Kurt stated that there is a six -week lead time to get the pipe, which would leave 45 days for construction. Staff will further investigate the $180,000 ARRA funding, the timetable and restrictions, the installation of water meters in Riverside Park, and the park leases. Further discussion regarding the waterline across the bridge will be on the J a n u a r y l l th council workshop agenda. Review of draft council agenda for January 4, 2011 • Public Hearing: o Ordinance No. 010 -05: An ordinance amending Section 10.52.020 of the Laurel Municipal Code titled "Reserved parking at city hall — Parking by non -city employees prohibited" to create three reserved parking spaces adjacent to the Fire, Ambulance and Police (FAP) building for EMS employees located at Chapter 10 of the Laurel Municipal Code. (First reading — 12/21/2010) Mayor Olson stated that the appointment of Shirley Ewan as the clerk/treasurer for the City of Laurel would be added to the January 4th council agenda. Attendance at the January 4, 2011 council meeting All present will attend. Announcements The Emergency Services Committee will meet on Monday, January 3' at 5:30 p.m. to discuss the FAP addition. The council workshop adjourned at 8:04 p.m. Respectfully submitted, ete 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. 4