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HomeMy WebLinkAboutCouncil Workshop Minutes 06.10.2003 MINUTES COUNCIL WORKSHOP JUNE 10, 2003 6:30 P.M. COUNCIL CHAMBERS A Council Workshop was held in the Council Chambers and called to order by Mayor Bud Johnson at 6:30 p.m. on June 10, 2003. COUNCIL MEMBERS PRESENT: _x_ Lauren Van Roekel _x_ Doug Poehls _x_ Ken Olson _x_ Mark Mace _x_ Gay Easton _x_ Daniel Dart _x_ Dan Mears _x_ John Oakes OTHERS PRESENT: Matt Erekson Mark Anderson Steve Klotz 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. · No public input. Parks - Steve Klotz · Laurel Lions Family Park o Shelter is nearing completion. o Lions Club submitted a request to hold a "Thanks for Giving" Program on November 22ad or 29th. · Completion oft_he shelter brings up the issue of leases. o South Pond area has been annexed into the city and is a city park. o Discussion regarding city's liability for the park o Lions Club has done a large part of the park development for the city on a volunteer basis. o Issues that are encountered in these circumstances: · How structures are built · Cutting of sprinkler lines · Planting trees in locations where the city cannot get a mower behind them · Planting flowerbeds without prior permission · Installing a flag pole without proper engineering · An architect and structural engineer designed the shelter. o City did a plan review on the shelter. o Potential that the Lions Club has the idea that the shelter belongs to them and is under their control to lease and use. o This shelter will be operated just like the Thomson Park shelter. o Public Works Department will schedule reservations for the shelter. Council Workshop M~nutes of Jtme I0, 2003 o If Public Works is informed in advance, the shelter will be reserved for Lions Club functions. o A policy will be written for usage of the shelters. · Discussion regarding park leases o Time to bring the lease issues forward again. o The Legion field and concession stand, the Log Cabin, Jaycees, Rod and Gun Club, Horseshoe Club, Rifle Club, and American Legion lease from the city. o City carries liability for these leases. · City pays increased liability insurance premiums. · City is not recovering the costs. · Lights and water costs at ball field · Water at all leases · Sewer at all leases that apply o Leases are for $1.00 per year. · Leases do not reflect market value or city costs. o Many other clubs are not given the sa.me opportunity. o Need to rewrite the leases fairly and so the city does not lose money. o Some club people understand that the issue will not go away and needs to be resolved. · Lengthy discussion regarding the leases o Need for public input · Suggestion to implement a park policy o Need to be equal and fair to all clubs and the public. · History of Riverside Park needs to be considered o Riverside Park should be in the city limits. · Rod and Gun Club is surrounded. o More buildings and people are located in the area. o It may be unsafe for the target range to be used by the club now. · Suggestion to form a task rome to address the issues · Mayor's suggestion o Develop a proposed park use policy · Policy would define uses at Riverside Park, as well as all other parks. o Develop a proposed lease · City would receive public input after a draft lease is developed. o Proposed policy and leases would be reviewed by the council. · Annexation of Riverside Park and cemetery o To lease the properties, easements would be needed. o Cannot annex property without it being connected to the city. · Discussion regarding cemetery land purchase o Mylars for the plats were received and the mayor signed them. o Mylars were sent to the county to be registered and filed. o Buy/sell agreement has been drafted. o Sale should happen within the next month. Occupational Safe .ty and Health Audit - Steve Klotz · Occupational Safety and Health Audit of the City Hall building was held on August 6, 2002. Council Workshop Minutes of June 10, 2003 ·City is accountable to provide a safe work environment for employees. Another inspection was done recently. o Building was determined to be safe and an inspection report will be submitted to the city. Past leaky water line was one cause of the current problems. A picture history has been kept to track the changes in the building. YMCA Summer Recreation Program - Steve Klotz · The city ran summer recreation programs in past years. · YMCA took over the program in 2000. c> City has been paying the YMCA $3,000 per year to support the programs. · Question whether it is an appropriate allocation of General Fund dollars. · Mayor reviewed history of summer programs. · Discussion regarding the program. o Doug Poehls said program includes co-ed softball, co-ed volleyball, and youth programs. o Program is not tied to parks anymore. o Need for checks and balances between the YMCA and the City of Laurel. · Doug will direct Donna Hirt to generate a report. · Mayor asked that a YMCA report be presented at the council meeting on July 1 o Program report needs to demonstrate the benefits to the city. CIP · Capital Improvements Plan document was distributed to the council. o No resolution for funding was presented. · Mayor hopes it becomes a well-used document in order to come to grips with the challenges facing the City of Laurel. o First time a CIP has been presented to the council. · CIP needs are divided into five sections. o General o Streets o Water o Waste Water o Solid Waste · Need to apply dollars to the needs · Mayor thanked Mary for her hard work in preparing the CIP for distribution tonight. Job descriptions · Finance Director o Discussion during budget review regarding city manager, administrator, and finance director positions. o Need to explore the possibilities for an administrative resource. · Council Secretary o Responsibilities have changed and increased in the last year o Need to bring the job description in line with the responsibilities o Mayor recommends approval. · Clerk-Treasurer o Responsibilities have changed slightly. 3 Council Workshop Minutes of June 1 O, 2003 o Council secretary currently prepares council agenda and minutes. As AEM concludes their review process, all job descriptions will be reviewed and a new format for job descriptions may be used. · Need to include date of final approval on these job descriptions. · Economic Development Coordinator o Job description developed o Question when and if position will be funded or filled · Discussion regarding positions that have job descriptions but are not filled. Insurance Committee · Contract for health insurance consulting o Resolution for an agreement for consulting with Michael DiFronzo on council agenda. · Insurance Committee may take a different structure as the Labor/Management Cooperation Committee goes forward. · Discussion regarding Insurance Committee meeting on June 4th. o Mick DiFronzo presented information about the insurance industry. o Mick said that the city might not be in such a bad position. o Union members participated in the discussion. o Need to educate participants o Will possibly negotiate certain points with Blue Cross. Probably will not do RFP this year. Process to fall city attorney position · A sample Request For Proposal for city attorney position was distributed as a starting point for discussion. · A Request for Qualifications (RFQ) could be used as a basis to advertise to see who is interested. · Mayor suggested forming a panel consisting of: o 1 staff member (Mayor will make recommendation.) · Importance of contract review o Mayor o Police chief · Relationship between attorney and police chief is important. o 2 council representatives · Dan Mears and Doug Poehls offered to be on the panel as the council representatives. o The city judge would be part of the process, but would have no influence as to the choice of the attorney. · Council reviewed the draft request for proposal. · Discussion regarding the proposal and position. o Need to develop a RFQ. o Decisions will be made regarding the position and structure of an agreement after interviews are held. · Doug thanked the mayor for scheduling the city attorney issue so promptly. Montana League of Cities and Towns membership · Discussion regarding lack of feedback and input received from the League of Cities and Towns during the recent legislative session. 4 Council Workshop Minutes of June 10, 2003 · Discussion regarding Alec Hansen's relationship with the legislature. · 2003-2004 League dues are $1,876.50. o Dues are based on 30 cents per capita. o 2000 U. S. Census population figure used for Laurel is 6,255. · Discussion regarding Janie McCall o Lobbies for City of Billings and the hospital · Suggestion to send a letter to the League stating that the City of Laurel is not completely satisfied with their service. o Mayor approached Alex with the thought that the League was the only body to approach the contractual issue; Mayor did not receive good feedback. o League has substantial resources and wants to build a new building. o League should be an association that represents all cities. · Laurel is the eleventh largest city in Montana. o League should provide more input and feedback during the legislative session. · o Lobbyists from other organizations provided information during the session. · Ken Olson is a member of the Legislative Committee. o Ken was unable to attend the last couple meetings. o Ken could address the issue at the next meeting. · Discussion regarding how much influence Alec Hansen has in Helena. · Mayor will draft a letter to the Executive Director and the Board of Directors. o Council does not want to cut association with the League. o City of Laurel wants better service from the League. o If service does not improve, further consideration will be given in the future. o League needs to complete an assessment of services needed by all communities. · League of Cities and Towns has a tremendous opportunity to assist municipalities. o City of Laurel may want to get a representative on the Board of Directors. Resolutions · Resolution authorizing the Mayor to sign Change Order No. 6 for the new water intake and pump station. o Relocation of the potable water line o Contract price increase of $5,830.00 · Resolution authorizing the use of Water Service Line Repair Program funds by the City of Laurel. o Resolution No. R00-68 established the Water Service Line Repair Program. o Resolution would allow city resources to perform curb box repairs. o Public utilities director would submit costs to clerk-treasurer. · Funds could be transferred to cover costs. o MMIA has informed the city that using an outside contractor helps to transfer the warranty issue to the contractor; however, the city still has some liability. · Resolution regarding a call out pay process for city employees. o Four people currently take care of emergencies during offhours. · Two individuals are salaried and two are hourly. · On call person is unable to go anywhere they would be out of contact with the City of Laurel. · A call out pay process would be a way to address the restriction to their freedom. Council Workshop Minutes of June 10, 2003 · Other capable employees are available mad the pool of call out individuals could be enlarged. · Call out process is awkward mad lengthy. o Discussion regarding call out duties being part of the job of a salaried department head. o Discussion regarding possible participation by union employees. · Union employees would not participate until call out pay is provided. · Crew members could take tunas being on call. o Mayor thinks the present situation puts call out ability at risk. Worth $8,000 to get the program started. · Discussion regarding vehicle use. o The four employees currently on call drive city vehicles home. o Mayor said that Steve stopped driving a city truck home. o Employee should drive a city track while on call. o Vehicle Use Policy is being drafted and reviewed. · Call out pay program needs to be implemented. · The call out person is the facilitator to find qualified people to respond to emergencies. Executive review · AEM Report o AEM recently reviewed job descriptions for the council secretary, clerk-treasurer, finance director, mad economic development coordinator. o AEM will review all job descriptions in the near future. · AEM will probably use a different format for job descriptions. o The half-day of training was held. o Performance review is an issue that needs to be addressed. Announcements · None. Other items · Water intake o Work at the intake is moving along. o Will know more about the generator situation on Wednesday · Local Emergency Planning Committee o Mark Mace attended the meeting today. o Yellowstone County will receive $829,000 to deal with emergencies relating to weapons of mass destruction. o When he receives the information, Mark will give it to the mayor. The council workshop adjourned at 8:30 p.m. Respectfully submitted, Cindy Allen Council Secretary NOTE: This meeting is open to the public. This meeting is for information and discussion by the Council.