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HomeMy WebLinkAboutCouncil Workshop Minutes 10.25.2011 MINUTES COUNCIL WORKSHOP OCTOBER 25, 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 October 25, 2011. COUNCIL MEMBERS PRESENT: _x Emelie Eaton _x_ Doug Poehls _x_ Bruce McGee _x_ Mark Mace _x Chuck Rodgers _x_ Chuck Dickerson _x Tom Nelson _ Norm Stamper OTHERS PRESENT: Sam Painter Public Input (three- minute limit): There was no public input. General items There were none. Executive Review: • Resolution — Increase water /sewer rates There was discussion regarding delaying the water and sewer rate increases, as the question was asked during the public hearing last week. Council members mentioned that the increases are needed in order for the city to maintain the plants and to meet the requirements imposed by federal and state mandates. There was further discussion regarding the impacts on the large water users, including the refinery and the school district, which did not budget for the rate increases. City staff extended an opportunity for discussion to the major users. Cenex and the school accepted the offer and were aware of the proposed rate increases several months ago. The water haulers declined the city's offer to discuss the rate increases. The council had asked Great West Engineering to prepare the information regarding the funding sources needed to move forward to upgrade and maintain the city's current systems. Great West Engineering's job is now done. There was discussion regarding prior lack of adequate planning for future system upgrades, the fact that rate increases will have to be implemented sooner or later, and the mandates for the water and sewer plants. There was further discussion regarding the council's current public hearing and decision - making process, which Mayor Olson suggested should be reviewed and discussed at a future council workshop. Council Workshop Minutes of October 25, 2011 • Resolution — Accept U.S. Department of Justice Vest Grant The Department of Justice awarded the City of Laurel a $3,937.50 grant to purchase protective vests for the police officers. The city's matching funds for the grant will be paid from the Federal Equitable Sharing Fund. The vests will be the property of the City of Laurel. • Resolution — Accept MDT Highway Traffic Safety Grant The MDT Selective Traffic Enforcement Program (STEP) Grant is for overtime funding for 2011- 2012 for enforcement of traffic laws pertaining to DUI and seat belt violations. • Discussion — Refund variance application fees to Anne Kero The council reviewed a memorandum from Heidi Jensen showing the breakdown of the city's costs regarding Anne Kero's variance request. The application fee for a variance is $500.00 and current costs were estimated at $760.27 for this variance. There was discussion regarding the costs and the request for a refund of the fee. Doug asked Mayor Olson to thank Heidi for providing the information. The request will be on the November 1 st agenda for the council's consideration. • Discussion — Storage building at the cemetery Chuck Rodgers explained that members from the American Legion asked the Cemetery Commission if the city would purchase and place a shed at the cemetery for storage of equipment and headstones. The shed the Legion wants costs about $3,200 and has steel siding and a steel roof. There was discussion regarding insurance costs, the need for a lease agreement, setting the shed on a concrete foundation or gravel, the sheds that were located by the FAP building, current storage of the headstones at Laurel Auto Parts, maintenance of the area around the proposed shed, a sidewalk approach to the shed, electricity needs, and the suggestion to build an addition to the city's existing building. The funding for the project will come from monies in the Cemetery Fund that were set aside for the veterans' section of the city's cemetery. The Cemetery Commission will meet again on November 14 for further discussion of the issues regarding the proposed shed. Other items • Resolution — Construction and remodel project at Water Treatment Plant Mayor Olson explained the resolution for the addition and remodel project to accommodate staff at the water treatment plant. The facilities superintendent's office is currently located in the public works department. With this project, the facilities superintendent's office will be relocated to the water treatment plant. The city has taken the role of general contractor and got bids for various aspects of the project. The successful bids were incorporated into the $40487.46 cost for the project. The project will be funded out of the water plant funds. The project did not go out for a public bid because it is under the state's $50,000 ceiling for projects that require a public bid. Competitive bids were received and the successful prices are reasonable. Emelie asked regarding a report from the person that installed the solar panels at the water treatment plant. Mayor Olson will contact him. 2 Council Workshop Minutes of October 25, 2011 • Resolution — Contract with Montana Linx for fencing around the water reservoir Mayor Olson stated that two bids were received for the fencing around the water reservoir, and the bid from Montana Linx was the lowest bidder. Tom asked if there was any consideration given to secure a Department of Homeland Security Grant to help supplement the costs on that. Mayor Olson will find out and inform the council. Chuck Dickerson asked if Homeland Security funds were provided for the chain link fence around the pump house at Murray Park. Mayor Olson will find out. Emelie asked regarding the funding for the project and where it was in the budget. Mayor Olson explained that the fencing for the water reservoir and the water treatment plant are in the capital line items in the capital improvements fund. He will inform the council regarding the location of the line item for this project. Tom asked if the city would pursue Homeland Security Grants for this project. Mayor Olson will get the information to the council. Review of draft council agenda for November 1, 2011 The October 24 Emergency Services Committee minutes will be removed from the consent agenda, as there was not a quorum at the meeting. Attendance at the November 1, 2011 council meeting All council members present will attend. Announcements Mark asked for the name of the red tree in Fireman's Park, as there was a request to ask the Tree Board or the Public Works Director to get more trees like that around town. There was a lengthy discussion regarding the project at the Gay Easton footbridge. The council will work on the project on Saturday, November 5 at 9:00 a.m. A council retreat will be held Tuesday evening, November 22n Mark asked if the fire department would burn the weeds near the footbridge. Mayor Olson will check with the fire chief. Chuck Rodgers stated that the imaging company contracted to do the imaging at the cemetery was here on Monday and Tuesday. A report should be available within two weeks. Chuck Rodgers asked if the county has been informed that the abutments to the bridge on Valley Drive are not marked with reflective tape. There was discussion regarding safety issues. Mayor Olson stated that it would be a good topic for the next joint meeting with the County Commissioners. 3 Council Workshop Minutes of October 25, 2011 Mayor Olson spoke regarding the Urban Forestry Grant that Heidi has been preparing. The trees needed for the sidewalk program have been included in the plan. Heidi worked with Fred Bicha to try to incorporate some information opportunities for the public. ExxonMobil Pipeline Company invited the city council to attend the Silvertip Pipeline Incident First Responder Recognition Event on October 28, 2011, at the MSU -B Campus Ballroom — Student Union Building at 6:00 p.m. Mayor Olson suggested scheduling another council retreat on a Saturday in January or February for discussion of roles and responsibilities and liability issues. The council workshop adjourned at 7:50 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 INTEROFFICE MEMORANDUM TO: LAUREL CITY COUNCIL FROM: HEIDI JENSEN SUBJECT:KERO VARIANCE APPLICATION FEE REFUND REQUEST DATE: 10/20/2011 The following table is a breakdown of the time it took to prepare and hear the variance request by Anne Kero. The fee for a residential variance is $500. The numbers below are what were calculable; Staff is sure there were additional things that were missed. Kero breakdown Staff Research to $27.50 /hour 1.5 hours $41.25 Running Total: get map and $41.25 required materials for variance together Legal $48 /ad September 21st $96.00 $137.25 advertising- and October 5th published twice Certified Mail $5.59 /piece 4 mailings $22.36 $159.61 Copies and $0.25 /copy and 4 mailings $2.00 $161.61 envelopes envelope Staff Report for $20.00/ hour 2.5 hours $50.00 $211.61 Planning Board without ancillaries Copies for $0.25 /page 3 pages /14 $10.50 $222.11 Planning Board copies Email and $20.00 /hour 5 hours $100 $322.11 correspondence without time ancillaries Comp -Time for $20.00 /hour 1.5 hours $30.00 $352.11 variance at without Planning Board ancillaries Minutes from $15.59 /hour 8 hours $124.72 $476.83 Planning Board without preparation by ancillaries Council Secretary Staff Report for $32.45 /hour 45 minutes $24.33 $501.16 City Council without ancillaries Email and $32.45 /hour 2.5 hours $81.12 $582.28 correspondence without time ancillaries Copies for City $0.25 /page 3 pages /14 $10.50 $592.78 Council copies Comp -Time for $32.45 /hour 1 hour $32.45 $625.23 Council without Workshop ancillaries Council $15.59 /hour 1 hour $15.59 $640.82 Secretary hours without of pay ancillaries Minutes from $15.59 /hour 2.5 hours $38.97 $679.79 City Council without Workshop ancillaries Council $15.59 /hour 30 minutes $7.79 $687.58 Secretary pay for without 10 -18 -11 ancillaries Minutes from $15.59 /hour 30 minutes $7.79 $695.37 City Council 10- without 18 -11 ancillaries preparation for next City Council 11 -1 -11 10 -25 -11 and 11- $32.45 /hour 2 hours $64.90 $760.27 1 -11 Workshop without and Council prep ancillaries 10 -25 -11 and 11- $15.59 /hour Undetermined ? ? ?? 1 -11 Workshop without amount of time and Council ancillaries attendance for Council Secretary Council $15.59 /hour Undetermined ? ? ?? Secretary without amount of time minutes for 10- ancillaries 25 -11 and 11 -1- 11 workshop and Council Amount of time Multiple staff Minimum 20 ? ? ?? with Applicant members in hours prior to excess of 20 application hours submittal 2