Loading...
HomeMy WebLinkAboutCouncil Workshop Minutes 10.12.2004 MINUTES COUNCIL WORKSHOP OCTOBER 12, 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 October 12, 2004. COUNCIL MEMBERS PRESENT: x Dick Fritzler _x_ Kate Stevenson Gay Easton _x_ Jennifer Johnson Doug Poehls _x_ Mark Mace Daniel Dart _x_ John Oakes OTHERS PRESENT: Sam Painter Mary Embleton Larry McCann Cai Cumin 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. · None 2003 - 2004 Year-End Financial Report · Mary Embleton explained the unaudited financial report for the following funds: o General Fund · Cash reserves will be used to balance the 2004-2005 budget. · General Fund needs a lot of work. o Lighting Districts Funds · Lighting District cash reserves are falling at about $5,000 per year. · Cost of electricity continues to rise and the assessment has remained the same for several years. · Needs to be addressed. o Street Maintenance Fund ~ Sweeping District Fund · Fund is breaking even. · May need to buy a sweeper in the future. o State Gas Tax Fund · Increased revenue due to re-appropriation of capital expense in 2004-2005 budget o Water Fund · Revenues increased $90,847 due to the annual rate increase. · Debt service includes three revenue bond issues totaling about $9 million. o Sewer Fund · Wastewater Facilities Plan is being used for needed projects. Council Workshop Minutes of October 12, 2004 · Rate study is in process and will be proposed within the next fiscal year. o Solid Waste Fund · Expenditures increased due to the purchase of a new garbage track. Audit is scheduled for December 2004. Mayor Olson stated that the pie charts and the verbiage in the report are accurate and helpful. Mayor Olson asked the council to bring the reports to the council retreat on Saturday, October 16th. MMIA Employee Benefits Program · Bob Worthington presented the program to the Insurance Committee on September 1, 2004. · Program was presented to the employees on September 15, 2004. · On October 6, 2004, the union voted to recommend to the Insurance Committee that the city enter into an agreement with MMIA. · On October 7, 2004, the Insurance Committee voted to recommend that the city enter into an agreement for employee health insurance through MMIA. · Documents will he presented at council meeting on October 19, 2004. · Effective date will be November 1, 2004. · Mary presented some background information. o League of Cities and Towns and MMIA will pool together cities across Montana to control health insurance costs. o MMIA will administer with the assistance of Legacy Enterprises Insurance Services, Inc. o Administrative costs will be lowered. o Pool currently consists of small and medium size cities only. o Benefit level and coverage will remain the same for two years. o Nine plans are available now. · In 2006, members will be able to choose from five plans. o Insurance Committee straggled with the five-year commitment. o As of October 1st, 885 members have joined the program, and the City of Laurel would add sixty more individuals. Chairs for the council chambers · Discussion regarding chairs for the council chambers. · Mayor stated that the appropriation has been included in the council's budget for several years. · Kate and John will work with Mary on the project. City of Laurel/School District - cooperation regarding website · Mark contacted Druann Kerns, the IT person at the high school. · Civics teacher is interested in doing the website project after the election is over. · Individuals will be invited to a future council meeting for discussion. Budget/Finance Committee - Mission Statement · The Budget/Finance Committee's mission statement is: 2 Council Workshop Minutes of October 12, 2004 o The City of Laurel Budget/Finance Committee monitors and evaluates the condition of the city's budget and finances. This committee also provides internal control and oversight, and assistance on budgeting for the city departments, and assists in the development of the Capital Improvement Plan. Budget/Finance Committee Mission Statement will be on the council agenda on October 19, 2004. Planning Board issues: · Elena Subdivision, an addition to the City of Laurel. o Cai Cumin distributed copies of the site location map, the proposed site layout map, and a letter of October 11, 2004 regarding the Planning Board's recommendation for approval of Elena Subdivision. · A copy of the information is attached to these minutes. o The letter stated that the Planning Board recommends approval of Elena Subdivision, 2na Filing, preliminary subdivision plat, annexation to the City, and proposed zoning subject to twelve conditions. o Cal explained the site location map and the proposed site layout of Elena Subdivision. o Existing landowners have submitted a valid legal protest against the proposed zoning. o The proposed subdivision cannot be annexed to the City of Laurel until contiguality has been established and rights of way for the needed water and sewer mains are obtained. o Cai asked the council to set the public hearing for the zone change of Elena Subdivision. · Growth Management Plan o Public heating was held on October 4, 2004. o Growth Management Plan will be presented for council adoption after some minor changes are made. Labor/Management Cooperation Committee · Dick Fritzler, the council's liaison to the LMCC, explained that the committee identifies issues that need to be resolved between labor and management. · Larry stated that some positive results have come out of the meetings. Laurel Drain/Italian Ditch · Larry presented pictures of the Laurel Drain/italian Ditch Drain. · The 1998 Laurel Drain Study starts at the west interchange, runs along the railroad tracks, goes under South 5th Street into the south side of the city along the tracks, goes under Highway 212 East at Town Pump, surfaces behind Burger King, runs down another 200 feet, goes under the highway, and out to the river. · Larry explained the problem with the 42-inch culvert in the drain ditch. o Cenex, who owns the Clark's Fork Ditch, replaced two pieces of the pipe two years ago. o Cenex's sewage lagoon drains into the pipes. o DEQ received a complaint and then contacted the city and Cenex. 3 Council Workshop Minutes of October 12, 2004 o Remaining pipe needs to be replaced in order to continue to comply with DEQ discharge permit requirements. · Roscoe Steel will supply the pipe for $12,253 for 240 feet of pipe. o Low quote of $13,200 to install the pipe. · Larry will ask Cenex to share half of the cost. · Pipe replacement would need to be completed before the ground freezes this fall or before the ditches start running next spring. · Costs would be paid out of the sewer line replacement fund in the sewer budget. Task Orders - Morrison-Maierle · Need to clean up the accounting for the CDBG project and the wastewater rate study work. · Task Order No. 5 will specifically address the wastewater rate work. · With approval of this task order, the associated costs for this work would be credited from the CDBG work and reassigned to Task Order No. 5. · With the next billing cycle, a credit would show up on the CDBG project for the rate study work completed, and a separate, new invoice would be prepared for the rote study work. · By removing the rate study charges from the CDBG project accounting, the budget is back in the black by approximately $4,600. · An estimate of the cost to complete the work, including record drawings, funding agency paperwork, warranty and one-year inspection and report is approximately $3,900. · By transferring the rate study effort to Task Order No. 5, there should be no need to make any further adjustments to the Task Order No. 4 (CDBG work) budget. · Amended Task Order No. 4 and Task Order No. 5 will be on the October 19th council agenda. Executive review: · Project presentations and updating o Dan Dart's letter of October 29, 2004 regarding the 6th Street gutter and curb project was distributed to the council. o Letter stated that the estimated cost for the project is $24,500, which is just below the required bid process amount of $25,000. o Letter stated that "it is appropriate for the full council to be informed on such matters even though . . . the Budget/Finance Committee is jurisdictionally authorized to approve a project under $25,000." o Mayor stated that staff is closely monitoring the cost of the project. o Mayor stated that he could present similar projects to the council. · Update on court relocation o Cost of carpet, which was not budgeted in the project, will be bid soon. o Project should be done by the middle of November. · Paper reduction o Discussion regarding e-mailing agendas, documents, etc., to the council. th o Council will discuss again at the October 26 council workshop. o Items for the October 19th council meeting will be e-mailed. · Council retreat o Saturday, October 16 , at 8:30 a.m. at the fire hall Council Workshop Minutes of October 12, 2004 o Agenda will include a goal-setting session and a review of the General Fund. o Dr. Ken Weaver will attend the meeting. Resolutions * Health insurance · Task orders Announcements · City of Laurel received a plaque from MMIA for the Most Improved Experience Modification Factor (8.1%) in the Workers' Compensation Program for Third Class Cities and Towns. n Yellowstone City-County Health Department award o Kate Stevenson accepted the award at a dinner last week. o Community Health Services Award was given to the Laurel City Council in "Recognition of 30 Years of Commitment to Improving the Public and Community Health for the citizens of Yellowstone County." League of Cities and Towns Conference · Dick, Jenny, Mark, Ken, Mary, and Sam attended the League meeting in Kalispell last week. Attendance at the October 19th council meeting n All five present will attend. Other items * An audience member indicated a desire to address the council. o Mayor Olson explained that public input is the first item on the workshop agenda. o With the council's permission, Dori Lindsey was allowed to address the council. o Dori Lindsey asked regarding the leasing of parks to organizations, specifically the Little League. o Public Works Committee meeting was held at 5:00 p.m. today. o Mark Mace explained that the groups will be contacted individually to address the concerns. o Committee will contact the organizations within the next month and a half in order to complete the lease agreements by January 1, 2005. The council workshop adjourned at 8:19 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. 5 Elena Subdivision, Second Filing TAS iELENA SUBDIVISION, SECOND FIRING LAUREL GOLF COURSE FIGURE t:: S1~£ LOCA'glON Engineering, Inc. ? CITY HALL l15W. 1ST ST. PUB WORKS: 6284796 WATER OFC: 628-7431 COURT: 628-1964 FAX: 628-2241 October 11, 2004 City Of Laurel P.O. Box 10 Laurel, Montana 59044 PLANNING DEPARTiVlF_,NT Mayor and City Council City of Laurel Montana Dear Mayor and Council Members: After holding a duly-advertised public hearing and discussion, the Laurel-Yellowstone City-County Planning Board recommends approval ofElena SubdMsion, 2nd Filing, preliminary subdivision plat, annexation to the City, and proposed zon/ng subject to the following conditions: 1. The Neighborhood Commercially-zoned lot be moved from its location at the northwest comer of Dural Drive and Woods Way to the interior of the subdivision, somewhere in the vicinity of the intersection of Paynes Place and Els Drive; 2. The proposed Residential Multif'amily-zoned lots (Lots 2 through 8, Block 6) be moved to the interior of the subdivision so that they do not back up against existing single- family residences; suggested location: Lots 8 through 12 and Lot 1, Block 3. The zoning requested should also be Residential Limited Multifamily. 3. The Residential Multifemily-zoned lots of Lots 4, 5, and 6, Block 2 need to be Residential Limited Multifamily. 4. The proposed condominium area, Block 5, is planned as one and two-family townhouses or similar structure. A provision that this entire condominium-planned area be zoned as R6000 will allow such structures, and this is recommended. 5. The subdivision preliminary plat not be approved until the City Council has agreed with the proposed zoning. 6. A sound barrier fence be constructed along the south side of Woods Way in the back of existing houses to the south that will become double-frontage lots. 7. Existing irrigation rights and location o f such irrigation ditches must be guaranteed. ClOd Of Laurel is an EEO Employer Equal Housing Opportunity 8. Proposed park #2 not be public park but maintained by the Homeowners' Association for the proposed use of stormwater detention area; however, the proposed bike/pedestrian trail along Big Ditch should be extended to reach the sidewalk along Woods Way. Any remaining lend dedication for parks, if required, should be cash-in-lieu of land or proposed improvements in Park #1. 9. Streets, street widths, rights-of-way, end ADA requiremems must meet the stendards used by the City of Laurel. 10. The requirements for fire protection of the Laurel Volunteer Fire Department be met. 11. The requirements for weed control noted in the commems from the County Weed Department be addressed. 12. The easements requested by the utility companies be provided. There is a valid legal protest against the proposed zoning from existing landowners of record, and this, accordingly, the proposed zoning will require a supermajority of the City Council to approve. It is understood that this proposed subdivision cannot be annexed to the City until contiguality has been established end rights of way for the needed water and sewer mains are obtained. Sincerely, Cai Cumin, AICP Planning Director