HomeMy WebLinkAboutCouncil Workshop Minutes 05.13.2014 MINUTES
COUNCIL WORKSHOP
MAY 13, 2014 6:30 P.M.
COUNCIL CHAMBERS
A Council Workshop was held in the Council Chambers and called to order by Mayor Mark Mace at
6:30 p.m. on May 13, 2014.
COUNCIL MEMBERS PRESENT:
x Emelie Eaton _x_ Doug Poehls
x Bruce McGee _x_ Richard Herr
x Chuck Dickerson _x Scot Stokes
Tom Nelson _ x Bill Mountsier
OTHERS PRESENT:
Heidi Jensen, CAO
Monica Plecker, Planning Director
Kurt Markegard, Public Works Director
Public Input (three - minute limit):
There was no public input.
General items
There were none.
Executive Review:
• Resolution — LURA's grant recommendation
Monica Plecker explained the resolution seeking funds for Trevoc, Inc., which is better known as
Covert Cleaning. She stated that Covert Cleaning previously received a Technical Assistance Grant
for $2,400. This request for $3,599 for facade improvements takes them over the $5,000, which
requires council approval. Due to increased spending with the architect, LURA recommended more
funding for the actual facade project. Since the total Covert Cleaning would receive is over $5,000,
the issue is before the council.
The application was attached to the resolution and the facade improvements are related to the fencing
and the porch. Since it is a reimbursable grant, the money is not disbursed until the project has been
completed. Monica mentioned that it was important for Covert Cleaning to know if they had the
funding from this grant program before deciding how far they would go along with the
recommendations that came out of their technical assistance.
• Resolution — Relinquish transit van to MDT
Monica stated that it is an odd request to ask the council to give up one of the transit vehicles. The
city currently has a 2010 Ford van that has not been used much. For about six months, the city
contracted with Residential Support Services and the van was in service. In order to meet the
requirements of having seats available for the general public and to meet RSS's needs, the city had to
stop that service because there were not enough seats.
Council Workshop Minutes of May 13, 2014
Monica explained that the Transit Planner in Helena suggested that the city return the van that is not
in service in order to apply for a bigger bus during the grant application funding process. On paper, it
does not appear that the city really has a need while the van is still here, but the vehicle is too small to
meet the needs. RSS is still open to partnering with the City of Laurel. Monica recently spoke with
the Executive Director, who asked when the city will have more seats. RSS has a group home facility
in the Iron Horse Station Subdivision. Because of the number of residents and the number of
wheelchairs, their needs fill every seat on the current van, leaving no room for other community
members. The city maintains the van and provides insurance on it, but does not get any use out of it.
It does not even serve as a backup van for the other bus, because ARA of YC provides a backup van,
according to the contract. MDT suggested that the city give the bus back, as it belongs to the State
and there are other communities that could use the van. In the upcoming grant cycle, the City of
Laurel has requested a larger bus and returning the van would help demonstrate that need. There is no
guarantee that the city will get a new bus in this grant cycle, but it should help increase the chances.
• Resolution — Intent to increase solid waste rates
Kurt Markegard stated that the Public Works Committee discussed recycling and solid waste rates at
last night's meeting. The city has not had a residential rate increase for solid waste since 2000. The
city's landfill fees at the landfill in Billings have gone from $11.50 /ton in 2005 to $18.50 /ton now,
and Billings will continue to increase the fees to pay for their improvements at the landfill. Labor
costs have also increased because of the demand on the service. Since 2006, there are more
subdivisions that require garbage service and more businesses that use roll -off containers. The city
increased the FTE, full -time employees, and labor rates went up because of the demand on the
service. However, the increased revenues do not offset the increases in expenses. Kurt also spoke
about the increases in fuel costs. According to charts that were distributed to the council, the expenses
have increased substantially. In 2005, the city increased the solid waste rate for the non - residential or
commercial customers in order to equalize the rate structure as per Laurel Municipal Code. The rate
increase was done over a 5 -year period and ended at the same level as the residential rate for the same
dollars per gallon per use.
Kurt spoke regarding capital improvements, capital purchases for new trucks, costs to maintain the
fleet, new emissions standards for trucks, the need for some reserves for replacement of vehicles, and
the availability of the container site for city residents.
Heidi explained the charts that were distributed to the council, and a copy is attached to these minutes.
The first chart showed the proposed increase for residential rates, including a $1.00 increase the first
year, a $.25 increase in the subsequent four years, and a $.20 increase in the last year. After the last
increase, the residential rate would be $14.00 /month, an increase from the current $11.80 /month. The
increases would raise $77,853.60 in revenues over the five years, which actually works out to six
fiscal years. The second chart showed the commercial rate for 90- gallon cans with once per week
pickup. The third chart showed the commercial rate for 300 - gallon cans that are picked up 6
times /week. The next chart showed the rate for the 200 - gallon cans, etc. Over the five -year period
there would be an increase in revenue of $125,256.42, assuming that all of the users stay the same.
The city continues to grow and hopes to see more commercial growth in town, so the numbers could
increase. The next page showed the dumping fees, tons dumped, cost per ton, wages per year and fuel
costs per year.
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Council Workshop Minutes of May 13, 2014
Heidi spoke regarding the six main things for which the additional revenue will be used. These
include: a building to house garbage trucks; land purchase to build a garage on; new garbage trucks;
increased wages; scales and hang tags; and recycling. The 2013 legislature changed the law requiring
residents in cities to use the city service. If a new subdivision is built within the City of Laurel, those
residents would be allowed to use either the City of Laurel's garbage collection or any service they
choose. The current $11.80 /month fee grants residents unlimited access to the container site.
Residents that use another service would not be able to use the container site, so the city needs to be
more fastidious about checking residents. The city needs to upgrade the facilities to accommodate the
use of scales and hang tags. The city also needs room to house its current vehicles. Staff has had
discussions regarding land acquisition and a new building for storage of vehicles in order to keep
them from freezing and available for service during the winter.
Kurt also spoke regarding the need for a building to house the city's vehicles, the increase in MRL's
lease agreement from $1,500 /year to the current $4,000 /year, and the possibility of purchasing land
instead of leasing from MRL. He stated that, in 2005 -2006, the City of Laurel hauled 7,437 tons to
the landfill in Billings for a total cost of $85,525.45. A chart showed the tonnage hauled over a 9 -year
period. Tonnage hauled went down after the commercial rate increase in 2005, as businesses began
recycling cardboard. In 2008, the city added another FTE that was split out between streets and solid
waste to handle the roll -offs.
Heidi explained that this is a resolution of intent. The ad for the public hearing for the resolution to
increase the solid waste rates must be published once a week for three consecutive weeks and a mailer
must be sent out to all users. As with all utilities, there has to be a 3 -month reserve in the account.
The increased rates would help put a reserve in the fund.
• Resolution — Task order for septic dump site
Kurt stated that private haulers have been asking the city for a septic dump site since 1985. After the
recent council retreat, he was given direction that the council was interested in looking at a sewer
receiving station in conjunction with the construction at the plant. The task order would allow Great
West Engineering to proceed with the final design of the site. The station would have a keypad and
every hauler would have their own keypad. There are nine or ten licensed haulers in Billings and a
state website has state registered approved haulers. A hauler must be registered with the state before
they can haul, so the city should make sure all private haulers are licensed by the state and following
the rules.
Emelie stated that the Public Works Committee voted to support the septic dump site and thinks it
would be good for the city.
Kurt had asked Bob Frank to bring his truck to tonight's meeting to show the council. If the council
approves this, staff will work with the haulers to get their input for construction of the facility.
There was a question regarding the road and any needed improvements. Kurt explained that the
current $9 million construction project includes the delivery of numerous loads of concrete, which is
hard on the road. The road has a good base, but work will need to be done. Homeland Security
Grants should be available in the next funding cycle, and Kurt plans to apply for a grant to move the
road away from the water treatment plant.
• Discussion — Wastewater Treatment Plant update
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Council Workshop Minutes of May 13, 2014
Kurt stated that it is a major project at the wastewater treatment plant, as there is a huge hole in the
ground. The contractors poured 158 yards of concrete this morning and will pour another 158 yards
next Thursday. They will be setting the 18 -foot high walls where the new aeration basins are going.
It is a massive amount of concrete, massive walls, and big huge tanks that will hold millions of
gallons. That is where the plant will do the bug breeding. The UV building is installed and the UV is
on. The plant went from a chlorine based chemical treatment to strictly a UV light treatment. There
is a sludge thickener building. The foundation and concrete have been poured and the block layers
will start building in the next few weeks. Kurt invited the council to contact the secretary if they
would like to tour the project. The project is about 40 percent complete. Due to the long winter, the
contractor's schedule got behind, but they rarely stopped working. The project should move along
quickly now that spring is here.
• Resolution — Adopt Schedule of Fees and Charges (PH 05/20/2014)
Heidi stated that the resolution of intent was discussed two weeks ago and approved at the last council
meeting. The Schedule of Fees and Charges has not changed and a copy was distributed with the
resolution of intent.
• Council Issues:
o Update on relocation of the siren (Chuck Dickerson)
There was discussion regarding removal and relocation of the siren. Heidi explained that the roof is
not being replace on the tall building. The air conditioning unit needs to be leveled, as it causes the
roof to leak. Servpro will remove the siren, level the air conditioning unit and repair the roof at the
same time. In order to hire a crane only once, Heidi has postponed the repairs until the Emergency
Services Committee determines the best site for relocation of the siren. The clerk/treasurer has
18x24 -inch maps that show the city -owned property available for potential sites to place the siren.
Doug will schedule an Emergency Services Committee meeting in early June, so the relocation of the
siren can be discussed further at the council workshop on June 10
• Update on building removed from Riverside Park (Emelie Eaton)
Emelie stated that she brought this forward for the public record.
Heidi explained that the Army Corps required the city to pull the building off its rapidly deteriorating
slab in 2011 when the riverbank sloughed off. If it fell into the river, the city would have had to pull
it out wherever it stopped and then be fined. The city removed the building, but it was of no value to
the city. In order to rebuild it, a CLOMAR would have been required, which is expensive and time -
consuming because it is in a floodplain. The city was going to throw it away by cutting it up with a
chainsaw and hauling the logs away. Dr. Woerner asked Mayor Olson if he could have it in its
current state. There was a verbal agreement and, since the city planned to dispose of it, it was given
to him.
o Lease Task Force update
There was nothing to report.
o Update on 2011 Yellowstone River flooding event
Heidi asked the contractor from Servpro to address the council's concerns on the roofing situation on
the American Legion and the Rifle Club, but he was unable to provide the roofing estimates. She
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Council Workshop Minutes of May 13, 2014
received a contractor's card from a council member who is interested in working on the roofing
aspect, and she plans to contact the contractor soon.
Heidi had a conference call with FEMA yesterday about the city's Environmental Assessment.
FEMA is running out of the 180 working days to either approve the EA or send it back or make some
kind of change to it. Heidi wanted to know where the city stood and if there were questions or
concerns, but there were none. FEMA is tending to numerous disasters and review is slow on their
end. She is more confident knowing that it is still proceeding along and that FEMA does not have any
questions that were missed in the EA.
Other items
Mayor Mace asked regarding the recent meeting with MRL at the Northern Hotel.
Bill Mountsier stated that MRL talked about the containers that they had moved but did not discuss
the plans they set up for evacuation or an event. It was more like a PR type meeting and he did not
get a lot of substance out of the meeting.
Rick Herr stated that it was a great meeting as far as learning about train traffic, but they did not
address what to do in case of an accident. They were focused on Billings and not Laurel.
Review of draft council agenda for May 20, 2014
• Public Hearing:
o Adopt Schedule of Fees and Charges
Attendance at the May 20, 2014 council meeting
All council members present will attend.
Announcements
There were none.
Recognition of Employees
• Les Deines — 33 years of service on May 19
• Michelle Steffan — 20 years of service on May 31'
Mayor Mace stated appreciation for the years of service given by these employees.
The council workshop adjourned at 7:21 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.
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Landfill
$120,000
$110,000
I $100,000
r i
$90,000 —�— Landfill
$80,000
j $70,000
{
f $60,000
2005 2006 2007 2008 2009 2010 2011 2012 2013
Labor
j $310,000
$290,000
[ $270,000
$250,000
$230,000 -+ —Labor
I $210,000
1 $190,000
1 $170,000
$150,000
2005 2006 2007 2008 2009 2010 2011 2012 2013
Gas
$60,000.00
$55,000.00
$50,000.00
I $45,000.00
$40,000.00 - - Gas
$35,000.00
$30,000.00
$25,000.00
$20,000.00
2005 2006 2007 2008 2009 2010 2011 2012 2013