HomeMy WebLinkAboutCouncil Workshop Minutes 12.09.2014 MINUTES
COUNCIL WORKSHOP
DECEMBER 9, 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 December 9, 2014.
COUNCIL MEMBERS PRESENT:
_x Emelie Eaton(7:04 p.m.) _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 Norm and Zada Stamper
Kurt Markegard, PWD Iry Wilke
Chad Hanson, Great West Engineering
Public Input (three-minute limit):
There was none.
General items
• Reappointments to the Laurel Urban Renewal Agency, Police Commission and Park Board
The appointments will be on the December 16th council agenda.
Executive Review:
• Resolution—Budget Amendment
Heidi stated that the budget amendment is for fiscal year 2013-2014. The clerk/treasurer has closed
the books for this fiscal year and the auditors will be here in the middle of January. This is the only
budget amendment needed. The amount that could be in the reserves for the health insurance plan
was exceed so the clerk/treasurer had to move funds out of it, which left the fund underfunded, in
order to make sure the city is within its reserve amount for the budget as a whole.
• Resolution—Contract with Great West Engineering
Heidi explained the resolution for a contract with Great West Engineering. The city went out for RFP
for Engineering Services, interviewed two engineering firms, and found that the city was best served
to continue with Great West Engineering. The 67-page contract has been reviewed by the city
attorney, who negotiated changes regarding mediation and arbitration. The changes have been
approved by both entities. The actual contract would be effective January 1, 2015, after Great West
has finalized their fee schedule.
o Discussion—WWTP Update
Heidi asked Kurt and Chad to give an update on the WWTP project that is nearing completion.
Council Workshop Minutes of December 9,2014
Chad Hanson stated that the wastewater treatment plant project is nearing completion. The aeration
basin is scheduled to go online next week. The seed sludge will be coming on Tuesday and the
operators will receive training all week. When that is done, the old RBC basins will go offline. The
main construction will continue for about a month or month and a half, followed by site restoration.
The main treatment plant should be up within the next two months. As the project comes to a close,
Chad explained some changes submitted via Change Order No. 4, which was added to tonight's
council workshop agenda.
The change order included:
• Miscellaneous changes to mechanical plans to meet MDU requirements on gas service lines
and to replumb water lines and manifold in Blower Building as requested by City;
• The City requested two additional, exterior plug valves on the RAS lines outside of the blower
building;
• The City requested two additional, interior plug valves on the sludge suction lines from the
secondary clarifiers;
• During construction, the conduit for power from the blower building to the secondary
clarifiers was discovered to be severely corroded and a large section needs to be replaced; and
• Separate, additional circuits are required for the air dryer units on the new compressors in the
blower building.
Change Order No. 4 is for$33,445.29, for a total of$74,619.21 in change orders for the project.
There was discussion regarding the needed electrical work and the conduit. The DEQ has received
comments regarding the proposed septic receiving station and Chad will prepare a response. Since
the contractor has a specific timeframe to complete the WWTP project, the septic receiving station
will probably be completed in the spring of 2015.
• Update on 2011 Yellowstone River flooding event
Heidi asked Chad and Kurt to give the update on the flooding event.
Kurt explained that the council recently considered an emergency resolution for the city to get permits
in place and to do additional contracting, dig a pit and install the pump that was delivered two weeks
ago. Kurt spoke regarding the recent slush ice and ice jams on the river. He also distributed pictures
of the river. The pictures are attached to the original council workshop minutes.
Chad mentioned that the engineers completed the survey work for the long-term solution. Work
continues on the base map and the easements.
Heidi stated that, in today's conference call with FEMA, the city was informed that the project
worksheet to pay for the engineering for the long-term solution should be to the city and to Great
West by the end of next week. That is a big step in obtaining funding for the intake. When Great
West Engineering asked FEMA if they should continue working on the long-term solution, FEMA
said they saw absolutely no problem and encouraged the city to get the permitting done as quickly as
possible.
• Resolution— Contract with Marstaeller Construction
Heidi explained the resolution and contract with Marstaeller Construction. About three months ago,
the Chamber of Commerce approached her about the need for a new roof on the building. After
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Council Workshop Minutes of December 9,2014
research was done, no signed lease between the Chamber and the City of Laurel was found. A lot of
minutes talked about a lease and directed various staff to do something about it, but no signed lease
was found. As the city owns the property and the roof replacement was not budgeted, Heidi asked the
Chamber to get three quotes. The three quotes were presented to the Budget/Finance Committee.
The committee denied the request the first time and asked for more information. Heidi requested the
information from the Chamber Secretary, who attended the next Budget/Finance Committee meeting
to explain the need for the roof and the type of material that needed to be used. The building
currently has a cedar shake roof and the Chamber wants a steel roof. The Budget/Finance Committee
approved the expense. This contract authorizes the mayor to sign a small service contract with
Marstaeller Construction, since it is over the $5,000 amount.
Heidi stated the need to acquire a lease with the Chamber of Commerce. As a member of the
Chamber board, she will work with them to obtain a lease in the near future.
Bruce asked if there were any other options than metal.
Heidi explained that the Chamber presented two different types of roofing material, an asphalt roof or
the metal roof. The Chamber preferred the metal roof, which was also preferred by the two quotes
received from the roofers.
• Resolution—Lease Agreement with American Legion Baseball
Heidi stated that this should be a discussion item and not a resolution, as it was voted down last
council meeting with the suggested $1,200 lease amount.
Doug stated that he is not opposed to a tiered lease agreement, as proposed by the American Legion.
His concern is that the American Legion's proposal never reached the $1,200 fee for four months or
$300/month for four months. He asked for some justification of the city's costs involved in
maintaining the area and for clarification if the lease includes the Little League fields.
Heidi explained that she discussed the maintenance of the fields with the Public Works Director, who
stated that the $300/month covers the wages to mow and weedeat the fields. The $300/month does
not include trash, electricity, water or any other type of maintenance.
Doug asked if the fields included the American Legion and Little League fields.
Heidi stated it includes the fields and the concession stand, according to the map. The $300/month
only covers mowing and weedeating. Staff understood that it was expensive to go from $1.00 to
$1,200 but felt that council's direction had been to provide a more realistic cost based on the use of
the city's facilities.
Doug asked if the lease included both the Legion field and the Little League fields.
Heidi thought that the lease included all of the fields.
Doug questioned if it would only be a Legion field and if there is a separate lease with the Little
League.
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Council Workshop Minutes of December 9,2014
Heidi said there is a separate lease with the Little League that would be entered into as soon as the
Legion lease is completed.
Doug stated concern that the American Legion would pay for the maintenance of the Little League
fields and questioned if a lease with the Little League would also include the maintenance costs.
Heidi was glad that the Stampers attended the meeting because the language in the lease was brought
to her as the American Legion proposed. If the Little League information needs to be removed, she
would like the American Legion to suggest that.
Norm Stamper, 523 Date Avenue, represented the Laurel Dodgers. He stated that the Dodgers met
recently and the Little League had a board meeting on Monday night. These same questions have
come up in the respective board meetings. Little League and the Dodgers are two separate entities,
and the Little League has made it clear that they do not want to be considered part of the American
Legion's lease. Norm stated that the Dodgers have nothing to do with the two small fields and do not
want to be the leaseholder on the two small fields. Norm suggested that the issues should be
discussed by a committee and the Dodgers.
Chuck stated that, if the Little League does not want to be a part of the American Legion's lease, a
lease with the Little League could cover the maintenance costs for its own fields. If the two entities
pay amounts that equal$1,200/season, the maintenance costs would be covered without the American
Legion having to foot that whole bill.
Bruce McGee spoke regarding a recent memo from legal counsel that suggested that staff and lessees
discuss and agree upon the terms of the leases prior to presenting them for council approval.
Heidi stated that the staff did work on this together before it was brought to the council.
Bruce stated that it was not hammered out with the resolution that came before the council last week.
He asked that everyone take a step backwards, and that staff and the lessees get together and then
present the council with resolutions rather than involving the council in the discussion. He sees it as a
tremendous waste of time for council in something that eight people are never going to agree upon.
Bruce stated that he appreciated Norm's desire for discussion with a committee, but stated that
committees are the worst way in the world to kill things because people cannot agree. He would
rather that the entities and staff get together, as Sam suggested in his memo, and then bring the
council a resolution to approve or disapprove.
Heidi stated that, unfortunately, the amount will probably never be agreed upon and the council will
still need to vote on the lease amount.
Bruce stated that, the way this shook out, the council had a proposal and the Legion had a counter
proposal. The counter proposal never had an opportunity to be seriously entertained before it was
presented as a resolution before council, and that was not what legal counsel's memo dictated. The
memo dictated that there be some kind of consensus. If that's the point where staff tells a leaseholder
that they heard their request but staff's recommendation is different, then the council can say yes or
no. But it does not involve the council in the discussion, which is what he wants to get away from for
two reasons. One, because it was suggested by legal counsel and two, because he sees the council
wasting time and energy on something that it cannot come to terms with anyway.
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Council Workshop Minutes of December 9,2014
Mayor Mace stated that, either way, it would be a completely different resolution.
Bruce agreed that every lease agreement would be a completely different resolution. On the list of
leases included with the memo, there were some properties that the Park Board has identified that are
not even on here and no lease exists. Bruce stated that, to be real honest, the city is a horrible
landlord. He wants to see that improve, but it is not going to improve if the council gets involved in
every lease discussion. Council needs to say yes or no to the lease discussions that staff hammers out
with the lessees. The Park Board is involved in pursuing a lease right now, and the Park Board has no
business being involved in that lease. This is something that needs to be hammered out between staff
and the lessees per the directions of legal counsel and then brought to the council, whatever the staff
and they can decide together or whatever the staff can decide, and then the council can approve or not
approve.
Doug stated agreement with Bruce but knows that staff needs direction. He stated that Chuck's
statement was accurate and he agrees that the costs should be divided between the American Legion
and the Little League.
Emelie stated that staff did draw up a lease with regard to what had been discussed previously. The
council had been discussing that the city had been taken advantage of by only charging $1.00 for
leases. The city needs to start charging for the fact that it is a city park and there are costs involved in
that. If an entity wants exclusive use of an area of the city's land, they need to realize that there is a
cost to it. She realizes that there is sticker shock all over the place, but it needs to be understood that
the city cannot always be giving to the community.
Norm clarified that the American Legion wants to pay its fair share. However, they think the
thousands of dollars that the Dodgers have put into the field for years and the fact that the
organization is run by donations and fundraising by the youth that benefit should be taken into
consideration when discussing the costs. The board did not feel that $1,200 was an equitable and fair
amount. Norm stated his appreciation for the opportunity to have further discussion with staff.
Bruce pointed out that legal counsel's directive had four parts. Staff identifies the property owners.
Once they were identified, the Mayor, the CAO, the Public Works Director and legal counsel would
meet with those groups and discuss costs, terms, maintenance, and repairs to the facilities. If
alternative terms are requested, the renter, club or group could meet and negotiate with staff. A final
agreement, after approval by the renter, the club or the group, would be placed on the council agenda
for the council's approval or disapproval.
Bruce stated that he would like to see this footprint followed since he was under the impression that it
would be done since it came out October 14th. He understands that there could be an impasse and the
group may not be fully satisfied and the council may get directed by the Mayor, the CAO, the Public
Works Director and legal counsel that the lease amount needs to be set at a specific amount, with
which the group does not agree. The council would then take that into consideration. Bruce stated
that the city is wasting time if the established guidelines are not followed, and he would like to see
that done.
There was further discussion regarding whether or not the guidelines were followed, the issue that the
American Legion's counter offer showed up the night the resolution was on the council agenda, the
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Council Workshop Minutes of December 9,2014
need to have staff, not the council, deal with the counter offers from the entities, the American
Legion's surprise regarding the $1,200 lease fee, the need for staff to prepare and propose a separate
lease agreement with the Little League at the same time as the American Legion's lease, and staff s
desire to follow legal counsel's procedure more closely.
• Request from Laurel Rod and Gun Club
Iry Wilke requested that the council grant permission for the Laurel Rod and Gun Club to hold three
turkey shoots as per their current lease with the city. The proposed dates are January 4, February 8,
and March 15, 2015. Shooting would start at 10:00 a.m. and the events will be done prior to 6:00
p.m. Per Irv, the protocols set in the lease agreement will be followed to the letter.
• Council Issues:
o Timeframe for board, commission and committee minutes (Chuck Dickerson)
Chuck stated that it would be nice for the council to receive board, commission and committee
minutes in a timely manner, as some minutes have been submitted months after the meetings were
held.
Mayor Mace stated that he intends to send a directive out to every board, commission and committee
by next week.
o Update on 2011 Yellowstone River flooding event
This discussion was held earlier in the meeting.
Other items
There were none.
Review of draft council agenda for December 16, 2014
• Arbor Day Proclamation
The Emergency Services Committee will not meet in December.
Starting on January 8, 2015, the Park Board meetings will be held in the council chambers.
Attendance at the December 16, 2014 council meeting
All council members present will attend.
Announcements
Bruce recently received an email in his junk mail from the Laurel Little League.
Emelie stated that yesterday's Public Works Committee meeting was cancelled. In January, the
committee will be closer to resolving the recycling issue. Public Works Director Markegard had
some very interesting information that he discovered. Emelie asked if the Public Works Committee
had a full roster. The council secretary will check on this.
Recognition of Employees
• Les Riddle—Water Treatment Plant 24 years of service on December 6th
• Dave Saylor—City Shop 24 years of service on December 17th
• Guy Rolison— City Shop 15 years of service on December 6th
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Council Workshop Minutes of December 9,2014
• Kevin Budge— City Shop 7 years of service on December 18t
• Dave Waggoner—City Shop 7 years of service on December 26th
Mayor Mace acknowledged the service of the employees.
The council workshop adjourned at 7:28 p.m.
Respectfully submitted,
6f---Lefy
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.
7
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,
07 December 2014 I ,'
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____________
Laurel Rod and Gun Club
Honorable Mayor Mark Mace and the Laurel City Council Members,
The Laurel Rod and Gun Club respectfully request the opportunity to
host three turkey shoots as per our lease with the city. The dates we
are asking for are January 4th, 2015, February 8th, 2015, and March 15th,
2015 weather permitting of course. Shooting would start at 10:00 and
should be done by 18:00. The event would be open to the public and all
protocols set forth in our lease would be followed to the letter.
The J. C. Hall has been reserved for our lunch break gathering location.
Respectfully requested,
\ 71 r , / tit,,
Com.,( . VN
Iry Wilke
Pres. LRGC
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