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HomeMy WebLinkAboutCouncil Workshop Minutes 11.30.2004 MINUTES COUNCIL WORKSHOP NOVEMBER 30, 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 November 30, 2004. COUNCIL MEMBERS PRESENT: _x_ Dick Fritzler Kate Stevenson _x_ Gay Easton _x_ Jennifer Johnson _x_ Doug Poehls x Mark Mace x Daniel Dart x John Oakes OTHERS PRESENT: Mary Embleton Cal Cumin Keith Molyneaux Dave Bequette 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 wilt not take action on any item not on the agenda. · Dave Bequette, 1665 South 59th Street, is the legal owner of the property named Elena Subdivision. o Dave lived in Laurel for fourteen years. o He apologized that he was unable to attend the public hearing on November 16th, but he had a prior commitment. o Dave stated there were complaints concerning his subdivision. o He feels that the traffic and water issues have been addressed by the engineer for the project. o Dave stated that he did not refuse to meet with his neighbors. Through his engineer, he told the residents that he could not meet with them that week or the following week, and they took that as a total refusal. o Dave asked the neighbors to address their concerns in writing, and they refused to do that. o The lots are 10,000 square feet in size, and the average lot size in Billings is 7,600 square feet. o Dave plans to install curb, gutter, and sidewalk in the project. o If allowed to do the project, he will pursue it as a challenge and is looking forward to it. o Dave thinks the subdivision will be a welcome addition to the City of Laurel. Clerk-Treasurer: * General Fund budget amendment for special assessments Council Workshop Minutes of November 30, 2004 o The General Fund budget amendment is necessitated because the street maintenance assessment increased from ½ cent to 2 cents per square foot. o The timing of how all the budgets were approved necessitated a budget amendment because the street maintenance assessment was approved after General Fund budget was set. o The impact was unknown until the tax bills were received and the total was tallied. o City-owned lands, including parks and other smaller parcels, need to be reviewed regarding continued ownership and corrections of areas in a street or alley right- of-way. o The final tally is $16,260, but only $7,000 was budgeted. · The expenditure needs to be increased by $9,260 in the line item. · The offset will come from reserves because no unanticipated revenue is expected. Adoption of the Investment Policy o State law is fairly uniform about investing public funds for cities, counties, and school districts, but policies can be tailor-made. o Cities have been encouraged over the last several years to develop an Investment Policy to better define guidelines to fit the city. o The prior clerk-treasurer drafted an Investment Policy using the City of Billings' policy as a guideline. The policy has been further developed and has been fine-tuned several times. o Nathan Tubergen has reviewed the latest version and thinks it looks good. o The Investment Policy will provide a framework for the types of things Mary has been reluctant to do. o Mary explained the following: · In the past, the city's investments were in CD's, which matured in three- month cycles but did not provide a good interest rate. · She was reluctant to change the process until she became familiar with the ftnancial health and cash flows of the city. · A policy needs to be developed in order to invest the city's cash in longer term and different types of investment instruments. · The policy would set stricter guidelines and provide the framework for investing the city's money so the decision is not up to the treasurer. · Mary distributed and explained the list of the city's current investments. · Some time ago, a lot of the city's money was pooled into STIP, the State's pool. · STIP is liquid, and can be added to or withdrawn from at any time without penalty. · For the amount of projects being done, liquidity needed to be maintained for cash flow. · STIP has been a good tool, but the city has had almost 74 pement of its investment money in one place should diversify. · The auditors would like to see the $100,000 accounts pooled in order to get a better rate. 2 Council Workshop Minutes of Noveraber 30, 2004 · The city has a money market account of over $1 million in Yellowstone Bank since the bank provided the pledged securities required by law in order to keep the money there. o Dick stated that it seems prudent to have an investment adviser work with the treasurer. o Mary explained that two signatures are required any time the city moves money. · The clerk-treasurer has a lot of responsibility for investing the city's money wisely, and she would seek advice from financial advisers regarding the market. · The policy will provide the guidelines on the types of instruments in which the city can invest. · Mary attends education classes every year to learn more about investing and would rely on a banker or an investment company broker for advice on good deals. o Dick explained that his concems are for the city's and Mary's protection because he sat on a grand jury that investigated a county bankruptcy. o Mary explained the ripple effects the Orange County incident had in Montana. · The same kinds of instruments are not allowed anymore and the types of instnunents that public funds can be invested in have been changed. · Mary would not do anything drastic without the approval and oversight of the Budget/Finance Committee. · This document would require the treasurer to present detailed quarterly investment reports to the council. o Discussion regarding municipal bonds. o Mayor Olson stated that we have to realize that the city's current budget has a certain encumbrance on the city's investments. o Mary explained the interest breakdown. · The $4 million is made up of General Fund money in water, sewer, garbage, and any other excess amounts. · The money is pooled and the interest earned is redistributed every month based on the level of funding or level of cash in those accounts each month. · Mary said that the city plans on encumbering and borrowing money from itself to help provide some of the funding for the East 1st Street project, if that would be a legitimate way to finance it. · Mary stated that it is nice that the city is healthy enough to have $5 million in investments that never changes from month to month, unless it is increased. · The city has not had to dip in the investments, but we could dip into it and charge ourselves interest on the money to borrow from the General Fund to the Street Maintenance Fund for the project. o Mayor Olson stated that we have to realize that, although the money is there, it is taxpayer dollars and the interest is what is balancing our budget now. · If we decide to use that money elsewhere, we will be taking away that ability or the cushion in our existing funds. 3 Council Workshop Minutes of November 30, 2004 © © · Mayor Olson stated the importance of realizing that this type of money is for the big catastrophic event that will hopefully never happen. · The city must be fiscally responsible and recognize this as the tool that it should be. · Mayor Olson believes that the city has a lot of oppommity for investment to increase the ability to make money on money, and he does not necessarily see this as a tool for a type of construction. · The council would have to look at it pretty hard, and that would take a lot of input from the finance department to assure that future generations would not be encumbered by a decision early on in the program. Mary stated that her predecessor worked very hard to get these investments at a level that they were and he is to be commended for leaving the city in a good shape. · The written Investment Policy will look good to other investors when the city needs to sell bonds. Mayor Olson stated that the Investment Policy went through the Budget/Finance Committee, and there are lines of responsibility for its control. Discussion and explanation of the city's FDIC accounts. Planning Board issues: · Growth Management Plan (GMP) o The GMP is scheduled for council adoption on December 7th. o The Planning Board and the council held the required public hearings, and Planning Board recommended approval subject to some miscellaneous changes. o Cal distributed copies of the updated pages for the Growth Management Plan. o Cai plans to have the GMP on the City's website by January 2005. o GMP is a guideline for the city, but it is not bound in cement. o Next year, work will be done on the city zoning ordinance and the city-county subdivision ordinance. o As various parts of the GMP are implemented, the council will realize that some of it has already been included in subdivisions like Elena Subdivision. · Some of those concepts are the need to mix the land use and housing to prevent one vast subdivision of one-acre lots. · A commercial lot was put in Elena Subdivision to encourage people to make their neighborhood seem like a neighborhood w/th a place to buy groceries. · Zone change, subdivision plat, and annexation for Elena Subdivision - council decision on December 7th o The Elena Subdivision came forward, as allowed in the city ordinance, with the zone change, subdivision plat, and mmexation all at the same time. o Zoning is the first phase of the process. o The second phase of the council's decision-making process is the subdivision plat, which is designed as an addition to the City of Laurel. · When approved by the council, Elena Subdivision becomes an addition to the City of Laurel. 4 Council Workshop Minutes of November 30, 2004 · The city also allows a subdivider to request zoning on the property as it is annexed into the city. · Cal explained the zoning request of the developer. · Cai explained some of the changes the developer made since the public hearing at the Planning Board meeting. · Cai explained the situation with property owners Mark and Karen Moran, who will have a street on the north, south, and the west sides of their property. · Maryland Lane has been scheduled to go through since the Transportation Plan was done for Laurel in 1985, and that is the only place to get through to Golf Course Road. · The Planning Board recommended that the developer be required to put in a sound fence on the south side of Woods Way, and the developer agreed to do so. o The important thing to realize about this subdivision is that the water and sewer will come from the city. o The developer needs access easements for the water, sewer, and the road because the city is requiring a bridge on the Big Ditch at Maryland. o If the developer does this alone, he will have to acquire those things across someone else's property, which would be costly. o If the council grants approval on December 7th, the developer has the right to finalize the project by getting the construction engineering drawings prepared, working out the cost estimates, and obtaining necessary approvals. o The council's approval would not go into effect until the developer presents a final plat to the council and show how the improvements are going in or already have them completed. o There is a lot of opposition to the project, as people with the large lots do not like the idea of the city coming out next to them. o Discussion regarding: · Flagpole addition · Maintenance costs for the city after completion of the project · Subdivision will raise property values. · Need to get city services to Golf Course Road. · Federal law requires the city to supply affordable lots to the public. o Zoning, subdivision plat, and annexation will be on the council agenda on December 7t~. Self-help housing development - Solid Foundations Subdivision o Planning Board will review the Solid Foundations Subdivision at the meeting on Thursday, December 2ha. o Cal explained the following things: · Subdivision includes twenty-three lots in the location of the former Liquid Air Plant and three house designs will be used. · There is an organized opposition to the subdivision. · The houses will be built ten at a time in a cooperative effort by the future owners. 5 Council Workshop Minutes of November 30, 2004 · A professional construction manager will oversee the construction performance. o Discussion regarding Village Subdivision: · John asked how boulevard sidewalks could be installed out there next summer. · John mentioned the continuing problems with landlords. · It is difficult to improve existing developments. · An SID could be used for improvements. Set public hearing for CTEP application o Public hearing on January 4, 2005 o Federal Highway Grant o $194,000 available from 2003 o 2004-2005 monies have not been allocated yet. Attorney: · Resolution to extend MDU franchise agreement o Forms and procedures have not been completed, so the existing franchise agreement with MDU needs to be extended again. · Resolution correcting Resolution No. R04-112 o Change resolution from "Montana Department of Transportation" to "Board of Crime Control". Executive review: · Big Sky Economic Development Nominating Committee o Reappoint Gay Easton to a one-year term ending December 7, 2004 · Maintenance Superintendent job description o Mike Nieskens moved to Glasgow, and the advertising process has begun for this position. o Some minor changes need to be made to the job description, and it will be distributed again at the end of the week. · City hall remodel o Work is progressing and should be completed soon. o Mayor's office will be located in the former judge's quarters. o Council mailboxes will be in the former court clerk area. o Small conference room and a computer will also be available in that location. o Ambulance department will use the two rooms formerly occupied by the city attorney. · City/School joint meeting o Joint meeting needs to be scheduled to address the issue of the parks on East 7th Street. o City is in the process of reviewing the documentation of Schessler Park. o Gay gave a brief summary of the available information, and the information has been give to the city attorney. o Mayor will contact Josh Middleton to schedule the joint meeting in January. o Discussion regarding agenda items for the meeting: · Park issue 6 Council Workshop Minutes of November 30, 2004 · Shared website Resolutions: · Resolution No. R04- : A resolution amending Resolution No. R04-112 changing Montana Department of Transportation" to "Montana Board of Crime Control" who is the correct grantor of the City's grant. · Resolution No. R04-__: A resolution extending Ordinance No. 653 for ninety (90) days. · Resolution No. R04-__: Budget amendment resolution increasing the General Fund appropriations for payment of special assessments. · Resolution No. R04-__: Resolution relating to the adoption of an Investment Policy for the City of Laurel. · Resolution No. R04-__: Resolution adopting a job description for Maintenance Superintendent. Announcements: · Meeting with Governor Martz on December 9* at 2:00 p.m. o Increase the bid requirement for cities from $25,000 to $50,000 o Allocation of funding for Yellowstone County · Opportunities for the City of Laurel that are not being brought forward Attendance at the December 7th eouncil meeting: · All present will attend. Other items: · None The council workshop adjourned at 8:14 p.m. Respectfully submitted, Cindy Alle~ 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.