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HomeMy WebLinkAboutCouncil Workshop Minutes 04.30.2013 MINUTES COUNCIL WORKSHOP APRIL 30, 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 April 30, 2013. COUNCIL MEMBERS PRESENT: _x Emelie Eaton Doug Poehls _x Bruce McGee _x_ Mark Mace _x Scot Stokes _x_ Chuck Dickerson _x Tom Nelson x Bill Mountsier OTHERS PRESENT: Heidi Jensen Brady MacKay, DEA Monica Plecker Joe Kirkland, DEA Rick Musson 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: Matt Helgeson and Kristi McClellan The appointments will be on the May 7 council agenda. Executive Review: • Request from Bethany Welch, Troop 2086 Heidi Jensen explained the request for Girl Scout Troop 2086 to plant a flower garden in front of city hall where the juniper bush was removed. The Troop will plant the flowers, water the flowers and maintain the garden. • Resolution — MOU with DEA Chief Musson introduced Brady MacKay and Joe Kirkland from the Billings DEA and spoke regarding the Laurel Police Department's ten -year partnership with the DEA. Brady MacKay, the Agent in Charge in Montana, spoke regarding the DEA's relationship with the Laurel Police Department and the proposed Memorandum of Understanding between the Drug Enforcement Administration, the Department of Justice and the Laurel PD. Through the executive branch, the DEA has the authority to enforce the Controlled Substance Act around the world and in the United States. He spoke regarding the local officer, the officer's opportunity to draw from the DEA's resources, a recent pharmaceutical burglary in the city, and the benefits provided by the relationship between agencies. He spoke about the movement throughout DEA to cover traditional drugs and Council Workshop Minutes of April 30, 2013 pharmaceutical drugs, which many believe is the primary drug problem. The DEA has established more than 50 Tactical Diversion Squads around the country, with one located in Billings. The MOU proposal is to assign the local officer to the Tactical Diversion Squad. DEA is funded through appropriations from Congress and through registration and licensing fees that all doctors and pharmacies pay to the Physician's Fee Account. Funding available to the members of the Tactical Diversion Squad for operational costs can be passed on to the assigned officers through the MOU. Joe Kirkland explained the Task Force Program, as he is the Tactical Division Squad supervisor. The new MOU is basically the same as the previous MOU except the money amount is blacked out. If the council approves the new agreement, the DEA will prepare a final MOU with the amount of overtime for this year. The local officer will have a truck and a gas card. Mayor Olson stated that the contract term ends September 30, 2013, so another contract will be presented at that time. • Resolution — Bank loan and bonds for SID No. 114 Heidi asked Monica Plecker to address the two resolutions regarding Elena Subdivision. Monica stated that SID No. 114 is for park development in Elena Subdivision. The city is ready to begin the work and decided to secure a loan through Yellowstone Bank. The first resolution allows the city to seek $80,000 in funds for a ten -year loan at 2 percent interest. The $80,000 includes the cost of construction and any other fees that were budgeted with the resolution of intent and the resolution to create the district. The assessment per lot for the improvements was about $840, and property owners have the option to pay it at any time. Bi- annual payments will be made. There was discussion regarding the assessments and the method of assessment. • Resolution — Accept bid for Elena Irrigation SID Monica stated that bids were opened recently for the Elena park project. A memo from Great West Engineering showing the contractor's bids and the certified bid tabs were distributed. Great West Engineering recommended the low bidder, Good Earth Works in Billings, with the bid price of $54,640. There was discussion regarding the $80,000 loan, the difference between the $54,640 bid and the $80,000 loan, and the legal fees from Dorsey & Whitney that are part of the cost for the project. Monica explained that the bid is just for the direct construction costs, which are only a portion of the overall $80,000 costs. The loan funds are needed in order to pay the contractor to do the work. There was a question regarding the purchase of a lawnmower for park maintenance in Elena Subdivision. Heidi explained that the council adopted the SID for $80,000 and assessed the maintenance fee of $20,000 for this year. From the maintenance funds, $10,000 is for the purchase of the lawnmower. However, there is no grass so public works would like to see if the grass will need to be mowed this year. The contractor has the option of hydro seeding or dredge drilling the seeds. If the grass takes and needs to be mowed, the city will purchase the lawnmower. If the grass does not need to be mowed, the city will wait to purchase the lawnmower next year. The maintenance fee must be assessed before September 1 s ` so Heidi can let the council know then if a lawnmower was purchased. 2 Council Workshop Minutes of April 30, 2013 A bid bond was attached to the bid and the bid gives 45 days for major completion of the work. Mark complimented the staff for their work on the project. • Resolution — RK Development zone change request (Public hearing on May 7, 2013) Monica explained the zone change request from RK Development for the property at First Avenue and West 12 Street, which is known as TenderNest. The application is for a zone change from Residential 7500 to Community Commercial. Monica reviewed her staff findings. The property is located in the Entryway Zoning District, but that does not affect this request. The property is nearly one block in size, so spot zoning is not a risk. The property is adjacent to First Avenue, which is an urban route by MDT standards. The Growth Management Plan states: " The concept of a commercial node on the north side (of the City) is incorporated in the Land Use Plan, but the idea of just letting commercial business string out along arterial roadways is discouraged." That is direct language from the growth policy, but the growth policy has not been updated in many years, so the statement is old. Storm water infrastructure is located one block south of the identified property. At the time of development, all public works standards and developmental standards will be met. The zone change or future development because of these standards will not increase storm water runoff. The Planning Board held a public hearing and there were no protests. One member of the public spoke in favor. The Planning Board felt that the request was within the intent and spirit based on what the property has done in the past. Monica gave some history for the current buildings, as variances were required in order for development. The city had to go outside of the limitations of the code in the past to accommodate what is already there. Assisted living facilities are not allowed in Residential 7500 so variance requests were needed in order to allow that. Monica stated that there was a unanimous decision among the Planning Board to support the zone change. • Resolution — Accept MDT Planning Grant for Transportation Plan Monica explained that the Montana Department of Transportation, Statewide and Urban Planning Section, has a program where they offer match funds. The city budgeted $40,000 for a transportation plan in the capital improvement projects this year and was awarded $40,000 in match funds from MDT for the transportation plan. For this project, the city has to have a coordinated approach with MDT moving forward. MDT helped the city with the selection of a consultant and with review of the scope of work. MDT will also handle demand modeling for future growth and what that could mean for transportation as a part of this. The resolution is to accept the $40,000 in match funds from MDT. Monica stated that the city had to choose from MDT's list of prequalified consultants. Monica was a voting member on the consultant selection team, along with others from MDT, and they agreed to seek out services from Robert Peccia and Associates. Mayor Olson explained that the resolution states that the project would be funded equally by the city and MDT. The council budgeted $40,000 for the transportation plan and the MDT grant is for an additional $40,000 match. 3 Council Workshop Minutes of April 30, 2013 There was discussion regarding indirect costs associated with the modeling and the reason for MDT's list of authorized consultants. Monica explained that choosing from MDT's list of prequalified consultants expedited the process for the City of Laurel, as the city did not have to go out for an RFP. The city's last transportation plan was done in 1972. • Resolution — Contract with Robert Peccia & Associates for Transportation Plan Monica explained the resolution for an agreement with Robert Peccia and Associates. Heidi, Monica and Mayor Olson recently met with two representatives from Robert Peccia and Associates from Helena to discuss the scope of work for the project. The plan will include short-term and long -term solutions and recommendations for the next twenty years. • Council Issues: o Lease Task Force update Tom distributed a draft lease for the Laurel Rod and Gun Club, a map, and the club's Event Safety Protocol. Tom stated that the Rod and Gun Club has agreed to the draft lease. The city will be responsible to maintain the lawn at the Rod and Gun Club, since the club cannot occupy the building. The club will only be there four times this year for events. They will hold the same amount of insurance that has been required in the past for city leases. Prior to each event, the club must request the council's permission for the particular event. The lease includes the safety statement the club abides by for the shooting events. Shooting will sunset at the end of the five -year lease, which should allow time for the club to develop their property south of Laurel for their trap shooting events. The club understands that there is a sunset and a termination of the outdoor shooting and it will not return. A map will be attached to the lease to show the shooting area and the spectator area. Tom stated that the lease task force would like the lease to move forward as soon as possible. Mayor Olson stated that the lease agreement would be on the next council agenda. There was discussion regarding the map, the Rifle Club's lease, the Big Sky State Games, the funding needed to mitigate the issues with the buildings in Riverside Park, the possibility of leasing the building to the Rod and Gun Club after the repairs have been completed and the city's responsibility for fencing and signage. Mayor Olson stated that the Park Board has the authority for the park leases and will address the remaining leases. Other items There were none. Review of draft council agenda for May 7, 2013 • Public hearing: RK Development zone change request The public hearing is scheduled for May 7 The lease agreement will be added to the council agenda. Attendance at the May 7, 2013 council meeting All council members present will attend. Announcements Mark announced that the Park Board met with Jolene Rieck, a land design architect, last night. She answered the Park Board's questions regarding how to proceed with an analysis of the parks and how 4 Council Workshop Minutes of April 30, 2013 to provide a dedicated funding source for parks. The next Park Board meeting is scheduled on May 16 for discussion regarding how to proceed and how to find out if residents are willing to fund park maintenance and park development. Bill requested that the city send a letter to the DEA in Denver thanking the two agents for coming to speak to the council tonight. Tom asked for discussion at the next council workshop regarding the Big Sky State Games and their small bore shooting at Riverside Park in July. Tom thanked Bruce and Bill for their hard work on the lease task force over the past six months. Scot asked regarding the status of the Neptune issue. Heidi explained that Tony Glaser, the Neptune representative, informed her that a local plumber, Gerald Harris, is opening Cornerstone Plumbing on Main Street. Gerald is working with Neptune to submit a proposal. When she talked to Gerald, he wanted to know if the 1,600 meters had to be replaced in thirty days, because he is a one -man show and could not do that. Heidi had asked Neptune to hire a local plumber, so they are following that request. The project is moving forward. Bruce stated that the graduation for the police reserve candidates is scheduled on June 1st. Emelie asked that public works look at the drainage pipe at the corner of Sixth Street and Fourth Avenue. Going up Fourth Avenue, it appears that the drainage pipe is warped and buckled so that it points up in a U- shape. Emelie asked the name of the park by the FAP building. Mayor Olson stated it is the State Memorial Firefighters' Park and it was dedicated by Judy Martz in 2004. Emelie asked if there is a reason why the park named Fireman's Park is named Fireman's Park. Mayor Olson explained that it was called Fireman's Park because the firemen used the park to put up decorations. Emelie stated that she was asked whether it would now be appropriate to change the name of the Fireman's Park, with suggestions being Chamber of Commerce Park, Elsie Johnson Park, Chief Joseph Park, or something else. She asked for discussion at the next council workshop. Mayor Olson mentioned that two trees would be planted at the Arbor Day celebration tomorrow, May 1 at 11:00 a.m. at Firefighters' Memorial Park. Citywide cleanup is scheduled this weekend. Anyone needing help taking items to the container site should contact the Public Works Department. Heidi spoke regarding FEMA day at the river today. At Great West Engineering's request, the permitting agencies were invited to meet for discussion and the opportunity to view the river. Great West previously compiled and distributed a book of the feasible options to the permitting agencies, all 5 Council Workshop Minutes of April 30, 2013 of which were asked to provide comments. Great West felt it was important for the agencies to meet onsite to discuss the nineteen options. Heidi stated that the discussion went well and she is optimistic that the project will be completed by 2016. The FEMA representative informed her that there would be two years of audit and review after the project is completed, which means it could be 2018, or seven years after the flooding event. Heidi stated that the south bank restoration is nearing permanent completion. The city is waiting for approval of the CLOMR, the Conditional Letter of Map Revision, from FEMA. FEMA hired an independent consulting firm to review it, and Great West informed the city today that the application was finally accepted and will be sent to the environmental review agency at FEMA next. Since a lot of work has already been completed at the river, a complete environmental assessment might not be necessary and permitting could be completed this summer. The bidding and construction phases would start then. Once the south bank is finished, work will continue on achieving permitting for the intake restoration with another CLOMR, another environmental assessment, and another Army Corps permit. Permitting could take until the spring of 2014 and construction could start in 2015. The large project to construct the weir and to lower the intake will take a significant amount of time. Mayor Olson stated his hope that the south bank stabilization is accomplished this fall, as it would help identify the parameters for the long -term solution. Heidi stated that, after the south bank is stabilized, the city will try to find the funding to restore the buildings. There is no sense in looking for funding or allocating funding to buildings that are still at the lowest point in the park with no bank stabilization. Heidi spoke about tomorrow's meeting regarding consolidated dispatch services. Heidi and Chief Musson recently attended a meeting at the Red Lodge County Courthouse regarding consolidated dispatch and thought that it was a good idea. At that meeting, it was determined that Laurel would be the most desired location for the dispatch center. City star Carbon County representatives, Sweet Grass County representatives and the city manager from Lewistown and his dispatcher met last week. The city manager from Lewistown was a great resource regarding consolidated dispatch. Heidi stated that space is available in the old ambulance bay. Discussion will continue with Carbon County tomorrow, but the city does not want to enter into an agreement that would be harmful or cost more money. The 911 funds that the other counties contribute to the city would need to make it a self - sustaining department or generate revenue so equipment could be updated and dispatch pay could match the contract. Mayor Olson stated that city staff has been working on many issues and provides reports to the council as the issues become clearer. The council workshop adjourned at 8:04 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