HomeMy WebLinkAboutCouncil Workshop Minutes 06.08.2004 MINUTES
COUNCIL WORKSHOP
JUNE 8, 2004 6:30 P.M.
COUNCIL CHAMBERS
A Council Workshop was held in the Council Chambers and called to order by Mayor Ken Olson at
6:34 p.m. on June 8, 2004.
COUNCIL MEMBERS PRESENT:
x Dick Fritzler _x_ Doug PoeMs
x Kate Stevenson x Mark Mace
_x_ Gay Easton _x_ Daniel Dart
x Jennifer Johnson x John Oakes
OTHERS PRESENT:
Steve Klotz
Rick Musson
Larry McCarm
Cai Cumin
Nathan Tubergen
Casey Joyce
Earl Tufte
Dan Koch
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 Councd will
not take action on any item not on the agenda.
· None
Combination vibratory roller
· $40,000 from the CIP and $4,000 from Gas Tax Fund
· Discussion regarding:
o Use of the roller for patching applications
o Three bids received
· Resolution on June 15m council agenda
Deep cut reclaimer/asphalt milling machine · Discussion regarding use of the milling machine
· Purchase will be funded with an Intercap loan.
· Delivery will be 60 to 90 days
· Resolution on June 15th council agenda
Remodel of City Hall for court relocation option - estimate from architect
· Council direction is needed to proceed.
· Cost for architect plans is estimated at $7,800
o Architect's plans will bc used to go out for bids.
· Electrical panel needs to be updated prior to start of thc project.
o Steve will remm to council with an estimate for the electrical work.
Council Workshop Minutes of June 8, 2004
· Discussion regarding:
o Lift/elevator not included in the remodel option
o ADA accessibility
· Public Works Department will come downstairs to meet with people who
cannot go upstairs.
· Resolution on June 15th council agenda
Agreement with the State for water valves and manhole adjustments in conjunction with
urban route preventive maintenance project on First Avenue
· Utility work includes:
o Adjust two water valves at approximately $227 each
o Adjust three sanitary sewer manholes at approximately $390 each
o Total project cost is anticipated to be $1,624.
· Resolution on June 15th council agenda
· Discussion regarding thc two preventive maintenance projects
YMCA contract at the swimming pool
· Discussion regarding amendments to existing contract:
o YMCA staff will clean the filters daily (instead of weekly).
o Annual management fee will increase from $30,000 to $32,000 per year.
o A 20-ticket book will be available for $15.00.
o For all other uses where charges are other than the regular swimming fees or for use
after public swimming, a rental fee shall be applied as per the City of Laurel rate
structure.
· Discussion regarding:
o City versus YMCA management of the swimming pool
o Schedule of fees
o Closing date of the pool
o Liability insurance coverage by YMCA
· Resolution on June 15th council agenda
Police car bid results
· Bid of $21,980 was received from Laurel Ford for a 2005 Ford Crown Victoria Police
Interceptor
o Radio, siren, and light package will be purchased sepamtely.
· Police car will be purchased through the CIP Fund.
· Resolution on June 15th council agenda
Intercap loan for fire bunker gear · Intercap loan of $36,150 at 2.7 percent rote
· $10,000 from CIP Fund
· Resolution on June 15th council agenda
HOME Grant Program update · Casey Joyce, BSEDA, presented an update of the HOME Grant Program.
· Implementation Schedule was prepared in May 2003.
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Council Workshop Minutes of June 8, 2004
· Contract prepared in November 2003 required the City of Laurel to spend the HOME
Program funds from the previous grant prior to release of the 2003 funds.
· Casey distributed information regarding the six homebuyers and one housing rehab project
assisted by these funds.
· Casey explained the HOME Program Advisory Board.
Casey distributed copies of the HOME Program Management Plan for Fiscal Year 2003.
· Department of Commerce requires the City to provide a match of $88,400.
o Requesting $5,000 out of the 2004-2005 budget
o Remaining amount (in kind match)
· Resolution on June 15th council agenda
2004-05 Fire Agreement with Laurel Airport Authority · Agreement includes a 3% rate increase
· Discussion regarding substantial rate increase last year.
· Discussion regarding need for Emergency Services Committee to address the issue next
year.
· Resolution on June 15th council agenda
Avenue and 12th Street
· Pre-bid conference held on Monday, June 7th.
· Bids are due on Friday, June 11th.
· Information will be given to council members via e-mail or telephone after the numbers are
received.
· Resolution on June 15th council agenda
Paving of Alder Avenue
· Discussion regarding change order for paving Alder Avenue
· Larry explained the need for the change orders for paving Alder Avenue and putting in
additional sewer lines in the alleys.
o Public Utilites Department recommends paving the street.
· Nathan stated that the change order would have to be for the full amount of $231,367.60.
o Water Fund monies of $36,483.56
o CDBG funds of $28,000
o Street Fund monies of $166,914.04
o Total cost of $231,367.60.
· Nathan stated that approval of the change order would necessitate approval of the two-cent
assessment in street maintenance district.
o Nathan stated that the funds would have to be borrowed.
o Nathan stated that the change order is borderline.
· Sam Painter explained the situation regarding the defensibility of the change order on the
existing contract.
o Value of the work to the City of Laurel is defensible.
o Unsuccessful bidders may challenge the change order.
· Discussion regarding the change order for the generator at the water treatment plant.
· Mayor stated that the staff has been directed to give the council information regarding the
project, but the final decision is with the city council.
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Council Workshop Minutes of June $, 2004
Resolution for change order for paving Alder Avenue on June 15th council agenda
Resolution for sewer lines on the June 15th council agenda.
This is in addition to the Alder Avenue Project because funding left over from Alder
Avenue has been approved by CDBG to be used for new sewer lines.
o Sewer lines were not included as part of the original bid process.
o Approximate cost of $120,000
Service truck bid - change resolution to 2005 model · Resolution No. R04-42 approved the bid from Laurel Ford for a 2004 service truck for the
Public Utilities Department.
· Resolution on June 15th council agenda to amend the resolution for a 2005 service truck.
Nathan Tubergen: Draft of sewer rate study
· Nathan distributed copies and presented an overview of the draft sewer rate study.
· Debt service is estimated to be $150,000 per year.
· Proposed 6% yearly sewer rate increase
· Need to have $500,000 in reserve funds
· Base charge is currently $9.56
o Base charge should be $18 to $19.
o Every customer, i.e. residential and commemial, pays the same in the current rate
structure.
o Should be based on meter size
· Additional analysis of the sewer rate study will be done and updates will follow.
Budget · Budget public hearing is scheduled to begin on June 15th.
· Mary has received updated figures from the State of Montana.
· Insurance issues have been resolved and the appropriate changes will be made to the budget.
Planning Board issues:
Variance request - Richard Guffey
· Cai Cumin explained the request for variance from Entryway Zoning District setback and
landscaping requirements for 3150 Shannon Road.
· Planning Board recommends approval of the request subject to completion of the
construction of the accompanying landscaping plan by September 1, 2004.
· Request is based on the narrowness of the lot.
· Nopublic hearing is required.
· Variance request will be on the June 15th council agenda.
Subdivision, annexation, and zone change of lron Horse Station Subdivision · Planning Board recommends approval.
· Platted as "an addition to the City of Laurel" and therefore does not go through the
annexation process.
· Requesting the zoning desired which is allowed during such annexation.
· Subdivision includes small lots (R-6000) and large lots (up to half acre), multi-family, and
Community Commercial zoning.
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Council Workshop Minutes of June 8, 2004
· Developers are seeking master plan approval and phased development in which only the
phase currently being worked on can be actually developed and sold.
· Park lands will be left natural, and the provision of park land along Nutting Drain conforms
to the adopted BikePed Plan; no improved trail is planned at this time.
· The park land along East Maryland is recommended for landscaping in first phase.
A Park Maintenance District is recommended.
· List of seventeen (17) conditions for approval were outlined in a letter Cal distributed to the
council and mayor.
Beartooth Pointe Estates Subdivision
· County subdivision
Growth Management Plan
· Cai will present to council next month.
Planning Board - council appointments: · Appointment of Dan Koch to a two-year term ending 06/30/06
· Ed Thumer plans to resign fi.om the Planning Board.
Labor/Management Cooperation Committee
· Vicki Knudsen did not attend the meeting on June 8th.
· Larry gave a short update on the meeting.
o Committee discussed some of the language in the contract.
· Dick Fritzler will be the council's representative on the LMCC.
Executive review:
· Joint meeting with City of Billings, City of Laurel, County Commissioners
o July 22nd at 5:30 p.m.
· Laurel Volunteer Ambulance:
o Appointments of Hattie Kuper and Shanc Kuper as Ambulance Attendants
· Library Board:
o Re-appointment of Gall Brice to a five-year term ending 06/30/09
· Planning Board -Mayor's appointment:
o Re-appointment of Todd Lindcr to two-year term ending 06/30/06
o Laurel Haggart is unable to continue serving on the Planning Board.
· Labor/Management Cooperation Committee:
o Council representative - Dick Fritzler
· Insurance and Benefit Committee:
o Council representative - Mark Mace
· Job description for GIS technician
o Larry presented a brief update on the GIS position.
o MSU student is working on the mapping project.
· Job description for Riverside Park Manager
o Need to amend the job description to correct some typographical errors.
o Resolution on June 15th council agenda.
· Special City Council Meeting
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Council Workshop Minutes of June 8, 2004
o Scheduled for Wednesday, June 30th at 5:30 p.m.
o Nathan will address the General Fund problems.
Resolutions:
R04-__: A resolution approving an agreement between the City of Laurel and Laurel
Airport Authority, said agreement relating to fire protection.
· R04-__: Intercap loan for fire bunker gear
· R04-__: Combination vibratory roller
· R04-__: Deep cut reclaimer/asphalt milling machine
· R04-__: Remodel of city hall for court relocation - estimate from architect
· R04-__: Agreement with State for water valves and manhole adjustments in conjunction
with urban route preventive maintenance project on First Avenue
· R04- : 2005 service track
· R04-__: Resolution authorizing the Mayor to sign an amended contract between the
City of Laurel and the Laurel YMCA for management of the swimming pool at
Thomson Park.
· R04-__: Bid for 1st Avenue and 12th Street project
· R04-__: Change order for paving on Alder Avenue Project
., R04-__: Change order for sewer lines in alleys on Alder Avenue Project
Announcements
· Air Pollution Control Board is now under the Health Department.
o John Oakes no longer has an obligation to the board.
* Public Works Committee met on Monday, June 7th.
o Mayor anticipates that the Emergency Services Committee will meet soon.
· Planning Board vacancies need to be advertised and filled.
· Montana State Firefighters Memorial groundbreaking ceremony
o Friday, June 11th, at 6:00 p.m.
o All council members plan to attend.
· Town Square looks great.
Attendance at the June 15th council meeting
· All council members plan to attend.
Other items
· None
The council workshop adjourned at 9:15 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.
CITY HALL
W. 1ST S
115
Cit
of L
l
WORKS: : 628-4796
PU
PUB
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aure
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WATER OFC: 628-7431
COURT: 628-1964 P
O
Box 10
FAX: 628-2241 .
.
Laurel, Montana 59044 M014
PLANNING
DEPARTMENT
June 8, 2004
Mayor and Council
City of Laurel
Laurel, MT 59044
RE: Richard and Susan Guffey, Request For Variance From Entryway Zoning
District Setback and Landscaping Requirements for 3150 Shannon Road
Dear Mayor and City Council:
This request for variance comes to you from the Planning Board with a recommendation to grant
the requested variance subject to completion of the construction of the accompanying
landscaping plan by September 1, 2004.
The request is based on the narrowness of the lot. Denying the owner use of the property
because of its shape would be denying the owner property rights enjoyed by other property
owners along the interstate and within the Entryway Zoning District.
Sincerely,
Cal Cumx , P
Planning Director
City Of Laurel is an EEO Employer
Equal Housing Opportunity