HomeMy WebLinkAboutCouncil Workshop Minutes 06.24.2003 MINUTES
COUNCIL WORKSHOP
JUNE 24, 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 24, 2003.
COUNCIL MEMBERS PRESENT:
x Lauren Van Roekel _x_ Doug Poehls (6:37 p.m.)
x Ken Olson x Mark Mace
_x_ Gay Easton _x_ Daniel Dart
Dan Mears x John Oakes
OTHERS PRESENT:
Steve Klotz Paul Hutter, AEM
Public Iupat (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 uny item not on the agenda.
· No public input.
Paul Hutter, Associated Employers of Montana - Dru~ and Alcohol Pro~ram
AEM is providing employee/department head training and is updating personnel records.
Paul will provide a list of tasks in which AEM is currently involved.
One of the tasks AEM identified in the Human Resource Audit was the current Drag and Alcohol
Program, which governs some city employees.
· Public works and public utilities employees that hold a CDL are subject to a federal law that
requires them to be involved in a Drag and Alcohol Testing Program.
· AEM does not plan to do anything with the current policy.
· Allows employers or municipalities to implement a drug and alcohol program for some or all of
its employees if they fit into one of three categories.
· Currently, the Police Department has been doing pre-employmant drug testing, but they have
been doing it without a policy.
o The police chief would like to expand that to be all the same testing perimeters as that
required for employees that have a CDL.
· There are five categories of drug testing:
o Pre-employmant
o Random
o A reasonable suspicion
o Follow-up testing
o Post-accident testing
· Program reduces the city's liability.
Council Workshop Minutes of June 24, 2003
· Paul reviewed a draft of the Montana Workforce Drug & Alcohol Testing Act, MCA 39-2-205-
211, City of Laurel, Montana, Drug and Alcohol Testing Policy.
o The policy is intended to accompany the existing USDOT Drug and Alcohol Testing
Program already in rome for all City of Laurel employees regulated by USDOT (for CDL
operators).
o This policy is intended to apply to all remaining City of Laurel employees and
management that fall within the guidelines of the Montana Workforce Drug and Alcohol
Testing Act.
o Policy would apply to the police department and any non-DOT city employee.
o The police department is the only department that has chosen to be in the program.
· AEM has not looked at any other employees within the city yet, and they may
never do so.
· The city would have to make that choice.
o Employees must fit into three categories in order to be in the state program:
· Employees engaged in the performance, supervision or management of work in
hazardous work environments.
· Position affecting public safety.
· Employees engaged in a fiduciary capacity.
o Steve K10tz will be the policy coordinator.
· Larry McCann and Mike Nieskens will be the back up personnel.
o Police chief cannot be policy coordinator because he is tested along with his staff.
· Paul explained the Agreement to Provide Health Services from St. Vincent Healthcare.
o The public works and public utilities departments currently use a third-party
administrator for drag testing.
o All employees are in a random pool and are selected by the third-party administrator for
testing.
o Testing results are sent to a clinic in Billings and a doctor in Philadelphia, Pennsylvania,
reviews the documentation and reports to the third-party administrator in Montana.
o AEM feels that is not very efficient for the city's needs.
o Proposing a change in third-party administrators from Montana Chemnet Consortium to
St. Vincent Occupational Health.
· Federal government requires that the testing organizations comply with certain
testing and training requirements in order to be able to appropriately sample, test,
and follow through per federal DOT guidelines.
· Both St. Vincent Healthcare and Deaconess Hospital are certified to perform this
service, and they perform it for many companies.
· A change would not necessarily lower costs, but it would be more efficient.
· Employees could go to the Laurel Clinic for testing.
· The Medical Review Officer is located in Billings.
o Discussion regarding the term of agreement:
· Twelve-month agreement versus a twelve-month agreement with a provision to
cancel upon a thirty-day written notice.
Mayor's explanation of agenda items
· Some of the council workshop agenda items are not scheduled for thc July 1 st council agenda.
o Draft Drug and Alcohol Testing Policy and the Agreement to Provide Health Services
o Draft junk and multiple vehicle ordinance
o Draft vehicle use policy
o Draft tool lease
· Further direction is needed from the council regarding these items.
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Council Workshop Minutes of June 24, 2003
· Draft Vehicle Use Policy
o No vehicle use policy currently in form.
o Mayor found some information that needs to be reviewed by council and department
heads in order to get a good perspective of the issue.
o This draft was borrowed from another city.
o City of Laurel may not need all items and may need different items included.
o This is the beginning of a collaborative review process.
Draft junk and multiple vehicle ordinance - Steve
· Steve distributed two samples of abandoned vehicles and storage restrictions.
o It is good to review policies from other communities and then modify them to fit Laurel's
needs.
· One draft specified "no property owner shall have or allow more than three four-wheeled,
motorized vehicles on any residentially-zoned lot in the City. Any such vehicles in excess of
three shall be allowed if kept in a completely enclosed structure that complies with the City
building and zoning ordinances."
o Discussion that stating the number of vehicles allowed on a property is tough to enforce.
· Another sample ordinance classifies and deals with abandoned vehicles and storage restrictions.
· Discussion regarding the committee previously asked to review the junk and multiple vehicle
ordinance.
o Committee probably will not meet.
o Issue was brought to this council workshop instead.
· Further discussion included:
o Parking vehicles on boulevards
o Parking on concrete pads located in the public right-of-way
o The need to educate the public
o The need to specify a definition of trailers (i.e., semi-trailer, camping trailer)
o Will not be able to get everything to work for everyone.
o Suggestion to consider providing an exception to allow seasonal parking of recreational
vehicles during specific months of the year.
o Discussion regarding RV parking on short-term basis when company is in town.
· Mayor asked the council to review the drafts, make notes, and give any suggestions to Steve.
o Will get feedback from council, public works committee, staff, and the police
department.
o Steve will compile comments and provide additional drafts to council.
o Suggestion to have the draft ordinance reviewed by the Public Works Committee and to
hold a public hearing.
· Need to establish a standard and enforce it.
Proposed resolution to change clear vision standards - Steve
Proposed resolution to change tree heights- Steve
· Steve distributed copies of the information to the council prior to the workshop.
· Steve reviewed the proposed changes to the Rules and Regulations Governing Utility Services
and Streets for the City of Laurel, Montana 2003.
o Section 7.12 is a revision and addition of what is included in section 9.2.
o Section 7.12, if adopted, will replace Section 9.2.
o Section 7.2.3 is an addition to the Rules and Regulations missed during adoption.
· Currently, the only way the city can deal with untrimmed trees is by classifying them as public
nuisances.
Council Workshop Minutes of June 24, 2003
o The city currently has no definition of what constitutes a tree nuisance or any references
of what height they should be.
o In the example Steve presented, the specifications for tree branch height in the public
right-of-way reflect what is allowed in the City of Billings and Yellowstone County
jurisdictional area.
o The proposed section 7.2.3 references section 9.5 of the document.
o The standard for tree limbs would be 11 feet above the sidewalk and 14 feet above the
street.
o The standard would allow trees to be trimmed to a standard once a year.
o City has liability for damage caused by trees and branches in the boulevard and streets.
· Section 9.1 regarding "adjoining owners responsibility" is a proposed change to existing
language.
o Steve said that the current language does not appear to read correctly.
o In the draft copy, the bold wording is proposed and the wording with the line across it is
current language proposed for deletion.
· Rules and Regulations can be changed by resolution.
o Resolutions to change the tree heights and clear vision standards will be on the July lst
council agenda.
Draft Vehicle Use Policy
· Mayor asked the council to read the draft vehicle use policy and give suggestions regarding it.
Draft Tool Lease with Fran Schweigert · Mechanic uses his own tools.
· City's insurance does not cover the mechanic's tools for theft.
· Had a verbal agreement with the mechanic to lease for $1.00 per year in order to provide
coverage for theft.
· Mechanic's attorney wrote another lease that goes beyond the scope that the city wanted to cover.
· Steve wants the agreement worked out before it is placed on the council agenda.
· The intent is to provide coverage and protection of the mechanic's tools.
· MMIA suggested a few ways to do it.
o One way is to have the tools covered by a homeowner's insurance policy.
o Another way is to have the city lease the tools.
Resolutions/Ordinances:
· A resolution authorizing the Mayor to sign a task order with Morrison-Maierle, Inc., to complete
the ranking criteria for thc CDBG Program.
o Task order was for Morrison-Maierle to write the CDBG grant.
o Mayor will get more background information.
· A resolution authorizing the Mayor to sign an agreement with the Montana Department of
Transportation for street cleaning on the primary road system in Laurel.
o Yearly contract renewal for the street cleaning agreement
o Increased personnel costs are reflected in the dollar amount.
· Ordinance amending Chapter 17.62 of the Laurel Municipal Code relating to Conditional Use
Permit. First reading.
o Conditional use permit ordinance resulted from the request to place a coffee kiosk in the
parking lot at Helena Chemical.
o The process for conditional use permits has been a Planning Board issue.
o This change would make it a council decision.
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Council Workshop Minutes of Jane 24, 2003
Executive review
· Matt Erekson has filed a lawsuit against the city.
o Legal guidance will be obtained.
· A city-county meeting is scheduled on Thursday, June 26~, at 5:30 p.m. at the Billings Airport
restaurant.
o Roger Boschee, Yellowstone Air Pollution Control, is on the agenda and will speak
regarding proposed changes.
o Mark Mace, John Oakes, and Bud Johnson plan to attend.
· Soil Conservation District appointment
o Appointment is made jointly between the City of Billings, City of Laurel, and Town of
Broadview.
o Mayor will reappoint Marieanne Hanser at the council meeting on Tuesday.
· Rural Business Opportunity Grant (RBOG)
o Laurel received $7,000 from the Beartooth Resoume Conservation and Development
Area Development District under the U.S. Department of Agriculture's RBOG.
o Project funding ends in September.
o Adjustments for the $7,000 line item need to be made.
o Revenue in- expense out item
Other items
· Ken Olson- suggestions for funding sources
o Shortfall of $126,000 in this year's budget
o Funding issue for the city needs to be addressed.
o Franchise fee
· Have staff investigate why/if it applies only to cable TV.
o Park Maintenance District
· Parks and pool budget is $190,000 this year.
· Proposed assessment could be up to one cent per square foot with a $200 cap for
larger lots.
o Suggestion to have the staff, with the mayor's direction, put together proposals for a
franchise fee and a park maintenance district.
o Steve's stated that a parks plan is needed in order to identify a long-range plan for the
parks.
o Discussion
· Need to do something to address issues.
· A park maintenance district would help with needs in the General Fund.
· YMCA
· Sports groups need to come together as a whole to develop a community
center and finish projects that have been started.
· Lewistown has a Foundation that provides monies for their parks program.
· Lady donated money for swimming pool in Laurel; other people might be
inclined to do so also.
· Amend Park organization has an agreement with the City of Billings.
· A park maintenance district is really an SID, and it is important how it is defined.
· Steve stated that he is in favor of a park maintenance district but is concerned
that it might go down the same path as the sidewalk SID.
· Mark stated that Steve does not have time to develop a park maintenance
district.
Council Workshop Minutes of June 24, 2003
* Need to involve qualified people to develop a park maintenance district.
o Discussion regarding:
· Need to increase assessments in the street maintenance district and get work done
on the streets in this city.
· Need to get income estimates regarding a park maintenance district.
· Public hearing would be required.
· Issues facing the city
* Streetscape
· Parkscape
· Entryway zoning district
· Sign code
· Need to help the Laurel Revitalization League finish the downtown park.
· The park maintenance district could be proposed at the current funding.
· Emergency Services Committee meeting
o Dan Dart mentioned that a YMCA meeting prevented PTA members from attending the
Emergency Services Committee meeting.
o Helmet ordinance will be considered at the next meeting.
· Attendance at the July 1st council meeting
o Gay will be absent.
o Need to add item to the council workshop agendas.
· Insurance Committee
o Mick DiFronzo was hired as a consultant.
o Committee members have been more actively participating in the meetings.
o At the Insurance Committee meeting, Jason Wells thanked the council and mayor for
approving the consultant contract.
The council workshop adjourned at 8:44 p.m.
Ci~ouncil Secretary
NOTE: This meeting is open to the public. This meeting is for information and discussion by the
Council.
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