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HomeMy WebLinkAboutCouncil Workshop Minutes 06.29.2004 MINUTES COUNCIL WORKSHOP JUNE 29, 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 6:30 p.m. on June 29, 2004. COUNCIL MEMBERS PRESENT: x Dick Fritzler x Kate Stevenson _x_ Gay Easton x Jennifer Johnson x Doug Poehls x Mark Mace x Daniel Dart x John Oakes OTHERS PRESENT: Mary Embleton Peg Arnold Paul Hurter - AEM Cai Cumin Diane Lehm - BSEDA Patty Nordlund - BSEDA John Redman Guy Rolison Public Input (three-minute limit): Citizens may address the Council regarding any item of CiO: 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. · None Insurance and Benefit Committee: Recommendation to accept health insurance renewal contract · Guy Rolison, Chairman of the Insurance and Benefit Committee, presented a history of the process. · Blue Cross Blue Shield premiums will not increase with two changes to the policy: o Increase co-payment from $20 to $25 o Increase prescription co-payment to $10/$20/$40, with no deductible Union approved the two changes in a letter dated June 16, 2004. · Insurance and Benefit Committee recommends approval. · Resolution will be on the July 6th council agenda. Permission for disposal of records - resolution to approve · Mary Embleton explained the process for disposal of records: o Inventory the records o Appraise the value of the records o Apply the schedule o Dispose and destroy the records Council Workshop Minutes of June 29, 2004 · Council approved Resolution No. R04-12 in February 2004 to begin the task of addressing the records of the City of Laurel. o Council approved use of Schedule No. 8, as approved by the Montana State Local Government Records Committee. · Mary explained the request for permission to begin the process of disposal of records. o Explanation of the five-year and ten-year timeframes o Records older than ten years must be offered to the public. · Listing of items is posted on the State of Montana's website and advertised for six months. · Resolution will be on the July 6th council agenda. Yellowstone County Pre-Disaster Mitigation Plan · Diaune Lehm, of Big Sky Economic Development Authority, presented information regarding the development process of the Yellowstone County Pre-Disaster Mitigation (PDM) Plan. o A copy of the information is attached to these minutes. · The plan was developed to meet the requirements of the Federal Emergency Management Agency (FEMA) and the Department of Homeland Security. · To be eligible to receive funding for any future pre-disaster mitigation projects or for reimbursement for disasters that occur within Yellowstone County, each incorporated city or town and the County must sign a resolution adopting this plan. The PDM Plan will be updated on an annual basis and will continue to seek public involvement through the County website. · Diane presented a complete copy of the Yellowstone County Pre-Disaster Mitigation Plan to the City of Laurel. · Resolution will be on the July 6th council agenda. Ci~ of Laurel Personnel Policy Manual · Paul Hutter, Associated Employers of Montana (AEM), presented the draft policy manual to the council at a Council Workshop on April 27, 2004. · No substantive changes have been made to the manual. o Table of contents was changed. o Additional references were added in sections that apply to union employees to go to the bargaining agreement. · Resolution will be on the July 6th council agenda. · After council approval of the manual, Paul will set up a series of meetings to explain the policy manual to the employees. Montana Shared Catalog · Peg Arnold presented information regarding Montana Shared Catalog. o A copy of the information is attached to these minutes. · Montana Shared Catalog, a consortium of twenty-three libraries, will be joined by twenty-six libraries, including the Laurel Public Library, in the next fiscal year. · Money is available in the grant funds. · Peg will submit the request to the Budget/Finance Committee on July 6th. 2 Council Workshop Minutes of June 29, 2004 Fire code ordinance · Fire codes need to be updated from the 1997 edition to the 2003 edition. · Ordinance will be on the July 6th council agenda for the first reading. Ordinance: Changes to the Residential Tracts involving animal units allowed and timeframe for continuance of non-conforming uses. · Dick Fritzler stated that a variance was granted to Willow Pederson to allow two horses on the property in High Point Subdivision. · Dick questioned how and why the proposed ordinance allows ten animal units on a five- acre tract. · Cai Cumin explained that the City-County Planning Board revisited the entire residential tracts code within the City of Laurel's jurisdiction, not just in High Point Subdivision. · Discussion regarding: o Concern that the number of allowed animal units was increased o Question whether or not the Department of Health and the Department of Agriculture had been contacted regarding the animal and human health issues. o Concern regarding the consideration of the terrain in each tract o Concern regarding the possible effects on the environment o Allowing fewer animal units on a five-acre parcel o Concern regarding the effect on the neighbors · Cai stated that this is not rangeland and supplemental feed is always necessary. · Cai stated that it would be difficult to defend allowing two animals on a one-acre tract and allowing fewer than ten animals on a five-acre tract. · Sam stated that any impact should be identified before debating the number of allowed animal units. · Sam mentioned that a public hearing will be held on the issue. · The first reading of the ordinance will be on the July 6th council agenda. Self-help HOME Program · Cai stated that the Laurel Development Corporation recently received $10,000 for this program. Garbage can issue on East Maryland · Jenny Johnson talked with Josh Middleton today, and she explained the status of the garbage can issue. o Josh Middleton has no problem with the present location of the garbage cans. o Draft document granting the city permission to pick up garbage will be presented to the school board on July 12th. o School currently has no plans to fence the lot. o School will leave a twenty to twenty-five foot gravel path behind the paved parking lot. o Sam will review the draft document. o Property owners need to contact the school board to get an easement to their property. · John Redman, 120 East Maryland, thanked Jenny for her work on the issue. 3 Council Workshop Minutes of June 29, 2004 · Dan Mears, 206 East Maryland, thanked Jenny and then voiced some concerns. o Dan stated that the school board members did not know anything about the information in the letter. o Josh Middleton was concerned that the school's name was used in the letter. · Mayor Olson stated his appreciation that the staff brought the liability issue forward. o Josh Middleton, Roger Heimbigner, Steve Klotz, and Mayor Olson will meet to discuss the draft document. o Garbage cans will remain in the same location at the present time. Franchise ordinance · Franchise ordinance will be presented at the council workshop on July 13th. Notice of intent to increase the Street Maintenance District assessment · Public hearing regardin~the intent to increase the street maintenance district assessment is scheduled for July 20 . · Street maintenance district assessment resolution will also be on the July 20th council agenda. · Mayor Olson stated that the street maintenance district is an important issue. Executive review · Temporary use permit application for Ricci's - snow cone kiosk on old north school lot o Planning board meets on Thursday, July 1st. o Planning board minutes will be available on Friday. o Request is for temporary use for a limited timeframe. · Appointments to boards and committees o Laurel Airport Authority - reappoint Bob Western o Doug Poehls gave Mayor Olson a letter of interest in thc position on the Airport Authority that he received from Tom Maack. · SRO agreements o Resolutions for the agreements will be on the July 6th council agenda. o Agreements will include a 70/30 split for the SRO costs. Resolutions: · Resolution - Pay Estimate # 1 from COP Construction · Resolution - Health insurance renewal contract with BCBS · Resolution - Yellowstone County Pre-Disaster Mitigation Plan · Resolution- Policy Manual · Resolutions - SRO Agreements · Resolution- disposal of records Mayor Olson's comments: o Resolutions will continue to be included in the consent agenda of the council agenda. o Mayor encouraged the council to separate any items for discussion. 4 Council Workshop Minutes of June 29, 2004 o Ordinances, appointments, and zoning issues will be listed under scheduled matters on the council agenda. Ordinances: · Ordinance No. O04-__: Changes to the Residential Tracts involving animal units allowed and timeframe for continuance of non-conforming uses. First reading. · Ordinance No. 004-__: Amending Chapter 15.40 of the Laurel Municipal Code to adopt the NFPA 1 Uniform Fire Code, 2003 Edition. Announcements · Mark Mace asked regarding the possibility ora traffic stud.~ on West 12th Street in order to have a stop sign at the corner of 6th Avenue and West 12"' Street. o Mayor Olson will contact Bruce Barrett. · Discussion regarding the county's intentions to widen 12th Street West · Dan Dart mentioned excessive speeds driven on 8th Avenue and West Maryland. o Mayor stated that issues should be addressed through him and he will contact the department heads. · Discussion regarding annexation of properties that use the City of Laurel's infrastructure o Properties can be annexed in without protest if they use city services. o City would need to provide both water and sewer services to the properties after annexation. · Council appointment to City-County Planning Board: Dick Cla~on o Gay Easton has been unable to make contact with Dick Clayton but will continue to try. · Swimming Pool Committee o Kate stated that the committee is in the process of scheduling meetings. o Mayor Olson stated that Kathy Black would be the school's representative. · Cemetery Board o Dick Fritzler is researching the powers of the Cemetery Board. · Project at 1st Avenue and 12th Street o Ro-Bec Construction issued an inquiry. o City's legal staffis addressing it. · Attorney o Sam Painter mentioned that the civil work outweighed the criminal work for the first time. Attendance at the June 30th special council meetine · Nathan Tubergen will present the ten-year cash flow projections. · All council members will attend. Attendance at the July 6th council meeting · All council members will attend. Other items · None Council Workshop Minutes of June 29,2004 Rocky Smith - Kukes property · No presentation or discussion Pay Estimate #1 from COP Construction · Submittal for the first payment of $181,000 from COP Construction · Resolution will be on the July 6th council agenda. The council workshop adjourned at 8:14 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 Hems. 6 Yellowstone County Pre-Disaster Mitigation Plan 2004 Summary: The Yellowstone County Pre-Disaster Mitigation (PDM) Plan was developed to meet the requirements of the Federal Emergency Management Agency (FEMA) and the Department of Homeland Security. Each County and Reservation within the United States is required to have a PDM Plan that is adopted by the County and each incorporated city and town within the County. Yellowstone County requested funding to develop the PDM Plan in May 2002. In November 2002, the County received notification that the grant request had been funded. PDM Plan development began by holding community planning sessions which were open to the public and in conjunction with the Local Emergency Planning Committee (LEPC) meetings, held monthly. In addition, information was posted on the County website allowing for input from the public at all phases of plan development. At the meetings several natural and manmade disasters were identified to be a risk to Yellowstone County. Some of these include: Flooding, Wildfire, Wind and Hail Storms, Tornadoes, Winter Storms, Drought, Insect Infestations, Urban Fire, Dam Failure, Expansive Soil, Landslides, Earthquake, Volcanic Ash, Transportation/Mobile Incident, Hazardous Materials Incident/Accident-Fixed, Terrorism/Bio-Terrorism, Civil Disturbance/Riot/Labor Unrest, and Enemy Attack. Areas with a history of disaster events were identified through these sessions and through historical research. Once all potential disasters were identified and profiled including the areas where the disasters were most likely to occur, the impact of each disaster was assessed and loss potential estimated. Critical infrastructure and facilities were identified. County development trends were analyzed and projections were made based off researched data. After reviewing all the information received, mitigation goals were then developed and within those goals, projects and action items were determined. Projects ranked as a high priority include: Highway 3 Storm water Runoff Mgmnt Resolution of Clarks Camp problem 12-Mile Creek-Dam Failure-Box Spdng Rd Highway 87/Alkali Creek Crossing Rural Dry Hydrants (15 identified) Storm Drain-Laurel, refer to mit. plan 1/22/02 Firewise Rimrock Road/Molt Road Flooding Floodplain Mapping New Floodplain Regulations Floodplain Awareness High Winds Awareness Wiidland Fire Mapping Public Alerting System Upgrade Rural Communication Systems West End Retention Pond/Diversion Channel Weather Awareness Enemy Attack/Terrorism plan update This PDM plan will be updated on an annual basis and will continue to seek public involvement through the County website. To be eligible to receive funding for any future pre-disaster mitigation projects or for reimbursement for disasters that occur within Yellowstone County each incorporated city or town and the County must sign a resolution adopting this plan. Montana Shared Catalog, a consortium of twenty three libraries, will be joined by another twenty six libraries in fiscal year 04-05. The 04-05 group will include the Laurel Public Library. The consortium includes academic, public, school, and special library members, stretching across the state from Whitefish to Glendive. MSC members make financial and policy decisions by consensus, with an executive committee and topical working groups attending to operational decisions. This catalog will be available seven days a week, twenty-four hours a day, in the Library, or from home, work, or school. All that will be required to use your library's catalog is a Web browser and an Internet connection. The Laurel Public Library's new catalog will be on the cutting edge of Web technology with a rich, easy-to-use 'Amazon.corn-like' interface. Catalog listings for new books usually include cover art, table of contents, summaries, review information, and sometimes the first chapter--giving readers a chance to see if they like the book before they check it out. What joining the Montana Shared Catalog will do for the Laurel Public Library? - provide better service to our patrons -users will have access to our collection through an easy to use catalog - provide increased availability to other libraries collections through intedibrary loan -will use the MSC as a tool for inventory control and collection assessment -circulation and system support tasks will be streamlined -free up staff time to use for other patron services -will have another tool to market our collection -give us more value for our money during times when funding for libraries is a challenge -save staff time and tech fees previously used for maintaining software -no tech charges to migrate a circulation system when operating systems change -take advantage of the technical support available in this consortium The Laurel Public Library has been chosen to receive $8,960 in assistance to join the Montana Shared Catalog. The Montana State Library is using Federal LSTA money to assist the Laurel Public Library with up-front costs and will pay the $8,960 directly to the system vendor. Our original one time cash match was set at $5,224 but has been lowered to approximately $4,100 due to negotiations between the consortium and the system vendor. Our one time in kind match includes library staff and volunteers to re-barcode our collection. We are getting a $19,980 product for $4,100. We have $5,600 budgeted in our grants fund for this purpose. Our on going costs of approximately $1,800 will be met with the yearly grants that we receive from the Federation and the 'per-capita per-mile' grant. All that is needed to proceed with this project is purchase requisition approval for the cash match and to pay the invoice the month it is received.