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HomeMy WebLinkAboutCouncil Workshop Minutes 12.30.2013 MINUTES COUNCIL WORKSHOP DECEMBER 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 6:39 p.m. on Monday, December 30, 2013. COUNCIL MEMBERS PRESENT: _x Emelie Eaton _x Doug Poehls x Bruce McGee _x_ Mark Mace Scot Stokes x Chuck Dickerson x Tom Nelson Bill Mountsier OTHERS PRESENT: Heidi Jensen, CAO Public Input: There was no public input. General items • Appointment: Big Sky Economic Development Authority Board — Heidi Jensen as Ex- Officio Member to 5 -year term ending December 31, 2018 The appointment will be on the January 7ch council agenda. Executive Review • Resolution — Change Order No. 1 with Wilson Brothers Heidi Jensen stated that the resolution is to approve Change Order No. 1 with Wilson Brothers for additional work on the Riverside Bank Stabilization Project. The council recently approved an agreement with Fish, Wildlife and Parks for the boat ramp at Riverside Park and the change order was needed in order to complete the work on the boat ramp before approval of the FWP agreement. The city attorney allowed the mayor to sign the change order so the project could go forward. The resolution is needed to be retroactively approved since the change order was already completed. There was a brief discussion regarding the funding for the change order, which is covered by the contingency costs for the project. There was also discussion regarding retrieval and utilization of the sand used in the project. • Resolution — Amend City Planner job description Heidi explained that the resolution actually created a planning director position and job description. With the potential of the city planner accepting a different position, this was part of the agreement to keep her as an employee. She was the only department head that was not considered a director, aside from the clerk/treasurer, that had supervisory responsibilities and that had taken on more responsibilities since taking the position. Heidi and the city planner revised the city planner job description to make it a planning director position, including the supervision of other employees. The city has asked the planner to become an American Institute Certified Planner (AICP), to write other Council Workshop Minutes of December 30, 2013 policy manuals for the city, and to continue supervising the building code enforcement and safety departments and write the manuals for those departments. Since she was already doing the work, she asked to be made the director for the position, which seemed like a reasonable accommodation. There was discussion regarding whether the city would pay for the AICP certification. The AICP certification is a national standardized test, so a book would be purchased and a board exam would be taken to become AICP certified in a broad course or AICP certified in a specific planning area, such as transportation or land use. The city planner is interested in doing the broad spectrum and has asked if the city would purchase the materials for the exam and pay for the exam. The cost was budgeted in 2012 -2013 and should be budgeted in 2014 -2015. Mayor Olson stated that Monica has exhibited traits that the city needs, as she has a willingness to do things. He stated that this is an opportunity for the City of Laurel to grow because the city will not often be presented with an opportunity like her to represent Laurel going forward. This is also an opportunity for her to grow, be further educated and become a valuable asset for the city. He asked for the council's consideration for the position and job description. • Council Issues: o Lease Task Force update Heidi explained that the last gentleman that looked at the buildings at Riverside Park and at city hall cannot submit an estimate until after the first of the year, so she will contact him soon. She will also contact the school regarding the possibility of a work program. o Update on 2011 Yellowstone River flooding event Heidi stated that FEMA rescheduled the last two conference calls, so the city has not spoken to them in almost a month. Great West Engineering has had two internal meetings in Helena where the principals of the company are pushing to determine the final solution and meet the city's current deadline of the first of the year. By the end of the week, Heidi will be asking Great West for their documents and recommendations from the expert they hired and how they plan to proceed forward. The original timeline slated having some permits by February, but if a solution has not been determined, the deadline will not be met in order to start construction in October. Doug asked regarding a recent meeting in Helena with the Army Corps and other agencies. Heidi had reported on the meeting at the previous council workshop. Heidi attended the meeting, and the public works director, Mayor Olson and Chad Hanson attended via conference call. The Army Corps felt bad for the city's position and agreed to expedite any type of permit needed if the city ran out of water. Last week, the public works director informed Heidi about some severe icing that looked as though it would encroach on the whole channel. The city rented a pump from Rain for Rent in order to be prepared if it is needed. The meeting with Fish, Wildlife and Parks and DEQ was much different from conversation in June, as they understand that, since the city diverged from the weir plan, none of the remaining plans are amazing alternatives that could provide water for the next 50 years with zero maintenance or problems. The agencies understand the city's issues, and Heidi hopes that the conversations continue. Nothing further can be done until Great West provides the recommendation for their preferred alternative to submit with a permit application. There was a question about whether the rented pump runs off fuel or electricity. Mayor Olson stated that it is a diesel pump and he applauded the staff for renting the pump. 2 Council Workshop Minutes of December 30, 2013 Other items None. Review of draft council agenda for January 7, 2014 • Swearing in ceremony for elected officials Mayor Olson thanked Mayor -Elect Mark Mace for allowing him to do the swearing in ceremony for the new mayor and council members. The same thing was previously done when Mayor Rodgers swore in Mayor -Elect Bud Johnson. • Election of Council President and Council Vice - President Mayor Olson stated that the council could decide when to schedule the election of the council president and vice - president. After a brief discussion, it was suggested to schedule the elections on the January 7 council agenda. Attendance at the January 7, 2014 council meeting All council members present will attend. Announcements Doug wished everyone a happy new year. Mark thanked everyone for their support and wished everyone a happy new year. Chuck wished everyone a happy new year and wished Mayor Olson the best of luck in his new endeavors. Tom stated appreciation for having spent the last three years as an alderman on the city council under Mayor Olson's direction, as he has learned a tremendous amount about the function of the city through various meetings and seminars. He looks forward to the future and working with Mayor Mace. Bruce agreed with the sentiments that had been stated. He recently read the letters from the 8 graders that were sent to the city council. Bruce stated that Mayor Olson has done a great job for the city and community and, while it is oftentimes misunderstood and not appreciated as much as it should be, there are supporters who appreciate him and his service to the community. Bruce suggested that the council needs to work from an education aspect for the citizens. He stated the need to emphasize and work to make education a part of what the council does for the community. Mayor Olson mentioned the educational seminar that the Local Government Center has scheduled on Thursday, February 6 from 9:00 to 3:00 p.m. at the Community Room in the FAP. Emelie stated that it has been an education and is incumbent on the council to educate others and share the knowledge. She looks forward to the new year. Mayor Olson stated that, from the time he became mayor in 2003 until today, the council seats have been filled with people of earnest and value. For different people in the community to sit on the council and have a common goal, though opposite views are shared, has always been expressed at this level. He understands that he has been very blessed to have been a part of that. He expressed 3 Council Workshop Minutes of December 30, 2013 appreciation for the council member's endeavors and thanked them for allowing him to serve in the position of mayor. Mark mentioned that a gentleman from the Billings Gazette interviewed him via phone today regarding his plans for the new administration. Mark told him that a lot of things need to be done, but his focus will be on educating the public regarding city issues and the opportunities for input at council meetings and for public involvement. Education is fundamental in getting the community to support the city for many things. The article will be in the paper on January 1 The council workshop adjourned at 7:10 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