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HomeMy WebLinkAboutCouncil Workshop Minutes 02.26.2013 MINUTES COUNCIL WORKSHOP FEBRUARY 26, 2013 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 February 26, 2013. COUNCIL MEMBERS PRESENT: _x Emelie Eaton _x_ Doug Poehls x Bruce McGee _x_ Mark Mace x Scot Stokes _x_ Chuck Dickerson x Tom Nelson x Bill Mountsier OTHERS PRESENT: Kurt Markegard 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 Laurel Airport Authority: Kyle Albers to fill a term ending June 30, 2013 The appointment will be on the March 5 council agenda. Executive Review: • Council Issues: o Park Board recommendations for city parks (Mark Mace) Mark explained that a Park Board member requested that a review of some issues in the parks. He asked the Public Works Director to speak about the items. Kurt Markegard stated the first issue of the old swing set in Thomson Park. It was built in the 1930's out of old drill stem pipe and one of the welds is cracked and the concrete at the bottom is exposed. He spoke about the possibility of welding it and putting new swings on it. There are issues with the baseball field being in close proximity and the possibility of children getting hit by a ball. The cheaper alternative would be to remove the swing set than to fix it. The horseshoe pits in the middle of Thomson Park just south of the tennis courts are never used. The backboards are falling down. Under new standards, there needs to be control of people entering and exiting the pits so no one gets hit, but there is no fencing around the horseshoe pits. The Park Board recommends removal of the horseshoe pits. Council Workshop Minutes of February 26, 2013 The tennis courts are hard to maintain as the cracks are very wide from when the pool leaked. There would be a cost to remove the tennis courts, and to put in grass and a sprinkler system. There has been discussion about building a spray park at this location. There was discussion regarding foul balls posing a problem at the swimming pool and for a possible spray park, mitigating the foul ball problems with netting, the ball club's use of a big net on wheels during batting practice, and the status of the school's process to build tennis courts. Kurt spoke about the issues with the lack of grass in Kiwanis Park. Because of all the people that go to Kids' Kingdom, the soil is compacted and the grass seed does not grow. Aeration could help, and it is possible to use a product of plastic mats that are rolled underneath the grass, filled in and allow grass seed to grow over the top in spite of the foot traffic. With the amount of traffic at a playground, the grass has little chance of survival. There was discussion about the park signs. Kids Kingdom is open from dawn to dusk. The city parks are closed from 12:00 midnight to 6:00 a.m. There was further discussion about removing the fence at the tennis courts. Kurt considered leaving the fence up while trying to get grass to grow, but it would be difficult to install sprinklers then. Mayor Olson asked Mark if the Park Board would prepare a plan for the council's consideration regarding park equipment, the tennis courts, etc. Mark agreed that the Park Board could do so. There was discussion regarding the Billie Riddle's donation for a new swimming pool. The city attorney has advised the city to write a letter to the heirs explaining that the money would not ever be enough to build a swimming pool and to present an option to use the money and another revenue stream to build a spray park. There was discussion regarding building a spray park close to the pool, a system of recycling the water through the existing pool filters, the use of on/off switches versus constant running water, the number of Laurel residents that are interested in having a spray park, the suggestion to call it Riddle Spray Park, the council's timeframe and desire to see the project go forward, the possibility of having the manufacturer of the spray park give a presentation to the council, and the suggestion to invite the heirs of Billie Riddle to the presentation and other events for the spray park. Mark stated that the first item on the Park Board's agenda would be the formation of a spray park committee. Kurt mentioned that the Laurel Lions Club has requested permission to put in a three -foot sidewalk from the parking lot to the shelter, since everyone currently cuts across the parking lot. The Lions are willing to donate the concrete, the form setting and the placement of the concrete path to go from the parking lot straight to the shelter. The Park Board recommended going forward with the project, which will be presented at a council workshop soon. Kurt spoke regarding the need for the City of Laurel to provide a boat for the emergency services to use in the event of an emergency at South Pond. The boat would be purchased through the parks budget and available for any city emergency services crew to use. The fire department recently had cold water rescue training, but they do not have a boat in the rescue gear. 2 Council Workshop Minutes of February 26, 2013 o Small water contract projects (Emelie Eaton) Mayor Olson thanked Emelie for the email that identified the discussion points from the recent Budget/Finance Committee. Copies of Task Order No. 27, for water and sewer rehabilitation projects on Fifth Avenue and Cottonwood Avenue, were distributed for the council. (The discussion points are in bold type.) The funding is coming from a combination of monies in the categories of sewer, water and street maintenance. Mayor Olson stated that the water and sewer funds have set aside money for water lines every year. These projects will use the water and sewer funds and also street maintenance funds. Street maintenance is the most critical of the three funds because its funding is more diverse than just covering up projects for water and sewer. Presently the only thing being paid for are Engineering costs to draw up the plans. Mayor Olson explained the costs in Task Order No. 27, which was approved via Resolution No. R12 -103. The task order for $159,000 includes the plans and specifications for the replacement of existing water and sanitary sewer mains in Fifth Avenue from Main Street to Second Street and water mains in cottonwood Avenue from Fourth Street to Seventh Street. Plans and specifications will also include provisions for complete curb and gutter and full width asphalt removal and replacement. The Preliminary and Final Design Phases are $86,000, the bidding for the Fifth Avenue project is $9,000, the Construction Phase for Fifth Avenue is $59,000 and the Post - Construction Phase for Fifth Avenue is $5,000. Great West will include the Cottonwood project in the bidding phase. After the bids are received on both projects, the city will go forward with the Fifth Avenue project and then reevaluate the funding available to see if the Cottonwood project can be included. If funding is available, an amendment to Task Order No. 27 will be needed for the construction and post- construction work. The two projects currently being forwarded are a two block project on 5 Avenue and a three block project on Cottonwood Avenue. Mayor Olson stated that the Fifth Avenue project will go forward, and the Cottonwood Avenue project will go forward if there is funding available for it. Both projects involve replacement of water and sewer pipes, one project involves the replacement or movement of a fire hydrant, both projects involve updating sidewalks for ADA access, both projects involve paving of street after pipe work is completed, both projects propose replacement of curb and gutter. Mayor Olson explained that the Fifth Avenue project includes water and sewer lines, the overlay, and curb and gutter. The Cottonwood Avenue project includes water lines, the overlay, a fire hydrant, and curb and gutter. The fire hydrant is currently being serviced by a four -inch cast iron line and it the only hydrant that is in proximity to a large multi - family dwelling, the big blue apartment complex by Cottonwood Avenue. The new fire hydrant will improve the firefighting ability for that area. It is hoped that both projects can be combined into one for purposes of advancing an SID for payment of the improvements. 3 Council Workshop Minutes of February 26, 2013 Mayor Olson stated that, whether the SID goes forward or not, the water and sewer projects will go forward. Since the engineers were already involved, the city thought some money could be saved by also including an SID for the sidewalks. If 51 percent of the property owners affected by the SID oppose the SID for the flatwork, their sidewalks, that portion of the project would not be done. The curb and gutter, street restoration, water and sewer and fire hydrant projects will go forward. There was then discussion of whether all of the proposed Small Contract Projects would need SID's to fully fund their completion. Mayor Olson stated that they are separate. The only reason the city tied the SID's in with the small capital projects was to have a cost savings because the engineers were already involved. There was explanation of the term "Small Contract Projects'. Mayor Olson explained that small contract projects should be called small capital projects. At the retreat on January 22 the council had a discussion about the large capital projects for water and sewer and the small capital projects. There was a lengthy discussion regarding large capital project versus small capital projects. A large capital project would be a reservoir or the sediment basins, which are projects that cost $4 to $10 million. Small capital projects would be between $1 and $2 million. The water and sewer rates include a capital surcharge, which is budgeted for the large capital projects. Funds are saved for ongoing water and sewer line replacement projects. The city applies for grants for the large capital projects, and the small capital projects should be done every year as O &M (operation and maintenance). The city received a $750,000 grant for the sewer treatment plant project, and the city will apply for grants for future large capital projects. There was discussion regarding the frequency of advancing these projects every other year; more frequently or less frequently, and how that ties into the funding of them. Mayor Olson spoke regarding the explanation of the amount of funding available and the amount of anticipated money that could be put into a particular project. It could take a few years to save the funds for a project. Street maintenance funds are used to cover up the trench restoration and the rest of the street, so that is the critical fund that is also used for the annual O &M of the streets. Large utility cuts and potholes are repaired using street maintenance funds, so the fund gets taxed to the max. Mayor Olson thanked Emelie for bringing the discussion forward. There was further discussion regarding the inflation costs for projects when the city delays projects in order to save the funds. Bruce suggested that it might be better to borrow the funds in order to finish the project and prevent additional expenses. o West Railroad Street (Emelie Eaton) Emelie asked for clarification as to where the project stands. Mayor Olson explained that, at a past council workshop, Stefan Streeter and Gary Neville (MDT) talked about different traffic roads and issues. At the end of that session, Mr. Streeter stated the need 4 Council Workshop Minutes of February 26, 2013 for the City of Laurel to get a traffic study done because questions were asked that did not have a foundation for a logical answer. The council approved $40,000 in the current budget for a Transportation Study. Staff is currently working with MDOT to prepare an acceptable RFP for the best possible traffic study. There might be an additional contribution from MDOT for this Transportation Study. Mayor Olson stated that the answers to questions regarding the West Railroad project would be clearer after the Transportation Study is completed. There will be further discussion at the March 12 council workshop. o Neptune update Mayor Olson stated that Heidi and Sam recently met with Mr. Glaser from Neptune. Mr. Glaser offered to change out the remaining 1,600 meters at Neptune's expense. There will be a 10 -year warranty on those meters. The percentage of failed meters from those that have been replaced has been very low, and they have not failed for the same reason. The 10 -year warranty would start when the meters are replaced. Staff is compiling a list of the meters that need to be changed out and the process should start soon. o Left hand turn signal / First Avenue to Main Street (Chuck Dickerson) Chuck stated that nothing further can be done until MDT gives an opinion. o Noise ordinance (Bruce McGee) Copies of LMC 5.44 regarding transient merchants and the city's business license application were distributed to the council. Bruce explained that the actions by transient merchants at Christmas time that imposed an unnecessary burden on the police department and took advantage of citizens. The discussion involved regulations concerning transient merchants in order to safeguard the citizens and still not prohibit people from exercising their constitutional rights to peddle their wares. The salesman knocked on doors after dark and was forceful to enter people's houses, which Bruce stated is crossing a line. He asked if the council would consider strengthening the transient merchant ordinance and quiet hours ordinance. Bruce read an example of a quiet hours ordinance he received from the sergeant at the police department. There was discussion about stating solicitation hours on the business license, having merchants sign an agreement to solicit only between certain hours, the need for a punishment phase, the suggestion to have the Emergency Services Committee review the issue, the school children that go door -to -door collecting canned goods or selling various items, the suggestion to have transient merchants pay for a background check, the need for every door -to -door salesman to show identification and their business license, a recent example when a council member called the police department about a disturbance of the peace, and Doug Poehls accepting the issue for the Emergency Services Committee to consider. o Lease Task Force update Tom stated that the next meeting is scheduled on Monday, March 4 at 5:30 p.m. A draft lease will be prepared for the council's consideration. Other items There were none. Review of draft council agenda for March 5, 2013 5 Council Workshop Minutes of February 26, 2013 There were no changes to the draft council agenda. Attendance at the March 5, 2013 council meeting All council members will attend. Announcements Doug requested that the dog ordinance be placed on the next workshop. A draft of the ordinance has been sent to the city attorney for review. There was a brief discussion regarding a suggestion to send a letter of congratulations to the boys and girls basketball teams for representing Laurel in the state basketball championship. Bill asked for an update about the skate parks. Scot explained that the skate park task force met with the Jaycees last week and they are looking at a location by Fir Park now. The Jaycees are getting involved in the project. Scot asked regarding the ADA requirements at the pool and the proposed contract with the YMCA. Kurt has received two quotes for a pool lift. The pool life cost about $3,800 and installation would be about $650. The costs are under $5,000 and are in the park budget. Kurt stated that John Cummings at MMIA is reviewing the YMCA's proposal to operate the pool. Sam Painter has reviewed it and given his comments. The proposed contract will be presented to the council soon. Mayor Olson stated that the employees recently attended a harassment class that was presented by John Cummings of MMIA. Mayor Olson stated that the city is currently in contact with the BNSF Railroad. The city will buy insurance from BNSF for the next thirty days to allow the contractor to be in their right -of -way to dig the diversion ditch that will bring water into the north intake. The ice jam broke and the water level has gone down, but it still has six or eight inches before it is in danger. Dormes, Inc. should be digging the diversion ditch in the river by the end of this week to allow the water to pool around the north intake. Another conference call is scheduled with FEMA, the Army Corps, and other agencies next Monday. Great West Engineering has determined the best alternatives for the long -term solution, and a recommendation will be presented to the council soon. The council workshop adjourned at 7:59 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. 6 Cindy Allen From: wardl b ©laurel.mt.gov Sent: Tuesday, February 19, 2013 8:14 PM To: Cindy Allen Cc: City Mayor; Heidi Jensen; Ward 1A; Ward 2A; Ward 2B; Ward 3B; Ward 4B Subject: 02/19/2013 request for workshop Agenda Item on 2/26/2013 Mayor Olson: Per your request of my request for a topic on the February 26th workshop agenda, the following is a rough outline of the items discussed at the Budget and Finance meeting earlier this evening. Under Mayor Comments, Item 9, you stated you had nothing to bring up for discussion and you wondered if anyone had any questions. The question offered was: How are the Small Contract Projects currently being forwarded by staff being funded? The information that was then brought forward and discussed among that committee included: 1. The funding is coming from a combination of monies in the categories of Sewer, Water and Street Maintenance. 2. Presently the only thing being paid for are Engineering costs to draw up the plans. 3. The two projects currently being forwarded are a two block project on 5th Avenue and a three block project on Cottonwood Avenue. 3a. Both projects involve replacement of water and sewer pipes, one project involves the replacement or movement of a fire hydrant, both projects involve updating sidewalks for ADA access, both projects involve paving of street after pipe work is completed, both projects propose replacement of curb and gutter 3b. It is hoped both projects can be combined into one for purposes of advancing an SID for payment of the improvements. 4. There was then discussion of whether all of the proposed Small Contract Projects would need SID's to fully fund their completion. 5. There was explanation of the term "Small Contract Projects ". 6. There was discussion regarding the frequency of advancing these projects every other year; more frequently or less frequently, and how that ties into the funding of them. Thank you for your consideration of this discussion item at your next workshop. Emelie Eaton Ward 1b Councilwoman 1 MINUTES City of Laurel Park Board Thursday, January 3, 2013 Members Present: Chairman Mark Mace Gretchen Paulson Amy Pollock LuAnne Engh Staff Present: Kurt Markegard, Public Works Director No public comments. Board Member, LuAnne Engh, had sent an e-mail to all Park Board Members with concerns regarding park conditions. She had toured the parks and asked that we address the following issues: (LuAnne's concerns are in blue.) Old Swing set in Thomson Park needs to be removed. The Park Board voted unanimously to recommend the swing set be removed. It is broken beyond repair and is unsafe. There is a horse shoe pit right in the middle of Thomson Park. Why is that there when we have pits at Kiwanis Park? The Park Board voted unanimously to recommend the horseshoe pit in Thomson Park be removed as it is a liability to the city to have horseshoes flying with others around. The tennis courts have weeds 3 feet high. It looks horrible and the net on the court should be removed. It is unsafe as it is. The Park Board voted unanimously to recommend the Tennis Court be removed and grass planted instead. They are in such poor repair, they are a liability to the city. The board has discussed alternative locations, but funding would be required. Kiwanis Park — what to do about the sad state of the grass or lack of. Could this be plugged or scrapped in order to loosen the soil so it could be seeded and blocked off even this winter? Kurt Markegard said currently they are working on other projects like cleaning the storm ditches out and they don't have the man power in the winter to do this. He will have to see what happens in the Spring. In general the weeds everywhere need to be knocked down. Matt says Exxon has donated lots of weed eaters, hedge trimmers and Toppers, etc. They have not been added to inventory yet but these should be used even this winter to clean up the sad areas of parks and abandon Tots. Is this something that volunteers could help do? Again, Kurt said currently they are working on other projects and hope to have this ready for Spring. Volunteers might be able to assist depending on liability. What happened about the park hours...did new signs go up? The parks are open from Dusk to Dawn. They are in the process of making the signs. Kurt also reported that Larry Peterman, asked for a recommendation on how to improve Laurel Parks, specifically those affected by the Exxon spill July 2011. Many of the ideas suggested, ie removal of landfill, walking path, dock, etc., were dismissed due to the changing of the flood map. According to Kurt, we cannot change the flood map. Other suggestions that might work include a floating dock at South Pond. Mark talked to Bret Rutherford about putting the Park Maintenance District on the November ballot. New legislation might make it more difficult. The Park Board Meeting adjourned at 6:43 pm. Submitted by, Amy Pollock, Park Board Member.