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HomeMy WebLinkAboutCouncil Workshop Minutes 04.26.2011 MINUTES COUNCIL WORKSHOP APRIL 26, 2011 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 April 26, 2011. COUNCIL MEMBERS PRESENT: Emelie Eaton _x_ Doug Poehls _x Kate Hart x Mark Mace _x Chuck Rodgers _ Chuck Dickerson _x Tom Nelson _Norm Stamper OTHERS PRESENT: Brooke Baracker Heidi Jensen Gary Colley 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: • Appointments: o Laurel Ambulance Service: Ray Chapa and Kayla Hunt The appointments will be on the May aid council agenda. Executive Review: • Laurel Downtown Sidewalk Improvement Project Heidi Jensen, City Planner, explained information and pictures distributed to the council regarding a downtown sidewalk improvement project and how it would be funded. The pictures provided an illustration and rough measurements of the worst downtown sidewalks and which sidewalks should be replaced in this project. She stated that this meeting meets the public meeting requirements to apply for a CTEP Grant and the city's CTEP allocation. There will be information in the Laurel Outlook this week. Since TIF money will be used for the downtown sidewalk improvement project, LURA will vote on using part of LURA's funds to pay for half of this project. Heidi will present that information at the May 10 council workshop for council action on May 17 In the interim, the city will apply for the CTEP allocation in order to get it done this paving season. When Heidi talked to the State about how to appropriately apply for the CTEP allocation, she was told that the Transportation Committee that allocates the funds had already set its agenda for May 26`'', and six weeks' notice is required to get on their agenda. Even if they could have added this on the agenda, the council would not vote to allocate the TIF funds until May 17 which would not be enough time. Hopefully, the Transportation Committee will meet in June. Since this project meets CTEP requirements, the committee could allocate the funds quickly as possible to get the project done this season. Council Workshop Minutes of April 26, 2011 Heidi explained that some of the pictures are distorted to show the aggregate and the curb and the bad condition of the curb. The pictures were also taken for the State's benefit, since Mayor Olson, Kurt and Heidi met with Stefan Streeter and Gary Neville last week. The State is doing their best to provide the 13 percent match, so Heidi wanted to give them an idea of the condition of the sidewalks. The estimate of $70,000 is again a rough estimate and could be as high as $80,000, based on concrete costs and tree replacement costs. The last page of pictures provided an estimate of removing eight trees and one stump and replacing them at a cost of $350 each. Heidi contacted Tree City USA to make sure that is a good estimate. The replacement trees will be done correctly with siloing so the sidewalk is not affected, and trees that do not grow as high or as round could be planted. Heidi will ask LURA about tree replacement. There was discussion regarding involving the Tree Board and use of Tree City USA funds. Heidi will present more information at the council workshop on May 10 • Resolution — Small Service Contract with ACE Electric to install power and lights for flag poles at the Laurel Cemetery Mayor Olson explained the small service contract with ACE Electric. The proposal for $13,500 includes installation of conduit and wire from the cemetery shed to the flag poles, four 100 -watt MH flood lights and one outlet pedestal. The electrical will allow the flags to fly day and night, will provide an electrical outlet for volunteers to use power tools, and will provide power for the American Legion's speaker system. The funding will be taken out of the veterans' portion of the CIP Fund. • Small Service Contract with a concrete contractor to install concrete ribbons for the veterans' section of the Laurel Cemetery Mayor Olson stated that the small service contract with P &H Concrete for $2,360 is for headstone banding, including concrete rebar PVC pipe for flower cans, and to set headstone cut outs and concrete pump. The funding will also come out of the veterans' portion of the CIP Fund. • Resolution — Small Service Contract with L &J Machine for a new cemetery irrigation pump and installation Mayor Olson stated that the pump is used in the ditch to pump water out of the High Line Ditch up to the cemetery. The pump was pulled out and the motor has been reconditioned and a new national pump end installed with the intent of increasing the lift if a higher volume of water is needed. The Cemetery Commission is considering putting in an irrigation system, which could require a higher volume pump, so a fifth stage has been put on the four -stage pump. The cost for parts, tear down and inspection totals $7,356.61. The funding will come out of the cemetery budget in the General Fund. • Resolution — Police Union Contract Mayor Olson stated that the four items that the council recently approved have been incorporated into contractual language in the agreement. The resolution will be on the May 3' council agenda. • Resolution — Covert Cleaning Mayor Olson stated that the resolution and contract are for cleaning the FAP building, city hall and the city shop. The library elected not to participate in the contract this year. The resolution will be on the May 3" council agenda. • Council Issues: 2 Council Workshop Minutes of April 26, 2011 o Discussion — Growth Management Plan (Tom Nelson) Tom asked regarding the process needed with the planning and public works departments to review the Growth Management Plan. Mayor Olson stated that Jerry Grebenc would like to meet with the City - County Planning Board to review the Growth Management Plan and find out how the citizens of Laurel would like to see the city grow through public hearings. It would then be the City - County Planning Board's task to review the information, make a recommendation to the city council, and allow the council to review and consider their recommendation. Mayor Olson has been working with Jerry to schedule a date to meet with the City - County Planning Board. o Discussion — Fireworks ordinance (Doug Poehls) Doug stated that the Emergency Services Committee discussed at length whether or not to allow fireworks on streets and sidewalks. There was a lengthy discussion regarding the sentence at 8.16.080 in the ordinance: "fireworks may not be discharged in or on a park, city or public property." Discussion included the city's liability if fireworks are allowed on city streets and sidewalks, the possible gray areas of interpretation with proposed ordinance, the question whether streets and sidewalks are considered as public property or public right -of -way, the suggestion to include verbiage that the person that discharges fireworks assumes any liability for damage to private or public property, and the suggestion that people would already be criminally and civilly liable for damages they caused. Mayor Olson stated that the questions are being raised early in the process, as the public hearing and second reading are ahead, and legal counsel will have an opportunity to review the issue. He stated the importance of including language not allowing discharge of fireworks on public property in order to maintain the least amount of liability for the city. o Discussion — Paint color for the outside of the council chambers There was discussion regarding the paint color for the building, including the suggestion to use paint colors to tie the two buildings together. Kate stated her concern that it does not look like the city cares much about the council chambers building. There was further discussion regarding paint colors, trim colors, the architectural features of the building, the need to accent the new bronze window frames so they stand out against the color of the building, the staining on the building from the drip edge where water has gotten underneath the root suggestions that Chuck Rodgers received from Lori Pitts, and the need to present the ideas to the Boy Scouts that are working for their Eagle Scout badges. Mayor Olson stated that he would personally pay for repair of the red tiles, and he challenged the council to consider personally paying for the needed repairs to the columns. There was further discussion regarding keeping the historical accuracy of the project, asking Lori Pitts for some input on the project, and painting the white sections on the front of the adjoining building. Mayor Olson has asked Butch Branstetter for a bid to fill in the cracks in the stucco. Bradford Roofing will submit a bid for roof repairs. Northern Industrial Hygiene recently took samples of the building and found that there were zero spores noted. The building is ready for occupancy on TWA, time weighted average, and eight hours for five days is not a health hazard. The window replacement project is progressing and has been a huge improvement. Installation of a boiler at the same cost as 3 Council Workshop Minutes of April 26, 2011 the trenching is being considered. There was discussion regarding the tree on the corner and the bushes on the west side of the building. Other items Mayor Olson stated that a resolution for Change Order No. 3 for the 2010 Water Main Replacement Project will be added to next Tuesday's council agenda. Williams Civil Division has agreed to install a valve at the intersection of 5th Avenue and 12 Street. A resolution accepting the bid for the jet rodder will be on the May 3rd council agenda. The jet rodder has been in the capital improvements plan for two years. Staff recommends awarding the bid for replacement of the jet rod truck to Titan Machinery for the purchase of the Vactor jet rod truck with the Kenworth Chassis. The bid was for $296,070.85, with a trade -in credit of $40,500.00 for the city's jet rodder, for a total contract amount of $255,570.85. Mayor Olson will sign a Small Services Contract for $2,500 with P &H Concrete to repair the concrete curb and gutter that was torn out to replace a few water curb boxes last winter. Mayor Olson stated that the city will prepare a RFQ for annual small service contracts for concrete, scada systems, electrical and other needed contracts, which would allow small projects to be done quicker. Review of draft council agenda for May 3, 2011 • Public Hearing: o Ordinance No. 011 -06: An ordinance amending Chapter 8.16 titled "Fireworks" located at Title 8 of the Laurel Municipal Code. (First reading — 04/05/2011) The resolution for Change Order No. 3 will be added to the council agenda. Attendance at the Ma 3 2011 council meetin Doug will not attend the Mary 3 council meeting. Announcements Mark needs someone to take the minutes at the Public Works Committee meeting on May 9th The interviews for the CAO position are scheduled tomorrow and Thursday. The joint City - County meeting is scheduled on Wednesday, May 9 at 5:30 p.m. Reservations are needed by Friday, April 29 The council workshop adjourned at 7:34 p.m. Respectfully submitted, Cindy Allen Council Secretary 4 Council Workshop Minutes of April 26, 2011 the trenching is being considered. There was discussion regarding the tree on the corner and the bushes on the west side of the building. Other items Mayor Olson stated that a resolution for Change Order No. 3 for the 2010 Water Main Replacement Project will be added to next Tuesday's council agenda. Williams Civil Division has agreed to install a valve at the intersection of 5 Avenue and 12 Street. A resolution accepting the bid for the jet rodder will be on the May 3rd council agenda. The jet rodder has been in the capital improvements plan for two years. Staff recommends awarding the bid for replacement of the jet rod truck to Titan Machinery for the purchase of the Vactor jet rod truck with the Kenworth Chassis. The bid was for $296,070.85, with a trade -in credit of $40,500.00 for the city's jet rodder, for a total contract amount of $255,570.85. Mayor Olson will sign a Small Services Contract for $2,500 with P &H Concrete to repair the concrete curb and gutter that was torn out to replace a few water curb boxes last winter. Mayor Olson stated that the city will prepare a RFQ for annual small service contracts for concrete, scada systems, electrical and other needed contracts, which would allow small projects to be done quicker. Review of draft council agenda for May 3, 2011 • Public Hearing: o Ordinance No. 011 -06: An ordinance amending Chapter 8.16 titled "Fireworks" located at Title 8 of the Laurel Municipal Code. (First reading — 04/05/2011) The resolution for Change Order No. 3 will be added to the council agenda. Attendance at the May 3, 2011 council meeting Doug will not attend the Mary 3' council meeting. Announcements Mark needs someone to take the minutes at the Public Works Committee meeting on May 9th The interviews for the CAO position are scheduled tomorrow and Thursday. The joint City - County meeting is scheduled on Wednesday, May 9 at 5:30 p.m. Reservations are needed by Friday, April 29 The council workshop adjourned at 7:34 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. 4 Memorandum To: Laurel City Council CC: Mayor Olson, Cit Clerk and City Attorney From: Heidi JenseelP Date: 4/25/2011 Re: Downtown sidewalk improvements project Attached are photos and rough measurements for the areas of downtown sidewalk in the most need of repair. Funding for the project would be from three sources: 1. The City CTEP fund 2. The downtown TIF district 3. MDT MDT with available funding will be able to provide the 13.42% match for the project, which is roughly estimated at $70,000. The remaining balance would be split between the CTEP fund and the downtown TIF district. The TIF district will need to make a recommendation at the May 2, 2011 LURA meeting and the Council could then determine allocation of the funds to the project. Please let me know if you have any questions. Thank you. 1 Laurel downtown sidewalk improvements project Pictures and rough measurement estimates April 25 2011 I 1 r.� .. ... ..: Jam" ... .... _ _ c L �_ �v- '_ice -+�_t = y o-- . 4 - - , r _ _ r - . , _ ;:vilieT- -. - - - - 103 E. Main -10' x 12' broken segment replacement and 61' feet of curb ....., ..,.: . jy u _ _ „.„„ 0 ' -_- � , m ar. .a,; � � v maims ... • _ J ------1:-,------- ---'-,--f: - - --:s-- V _ '.--.':' -°-' ------'-''''; -. 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