HomeMy WebLinkAboutCouncil Workshop Minutes 02.22.2005 MINUTES
COUNCIL WORKSHOP
FEBRUARY 22, 2005 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 February 22, 2005.
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:
Josh Middleton, Laurel Schools
JGA Architects representatives
Mary Embleton
Rick Musson
Peg Arnold
Terry Ruff
Gary Colley
Sam Painter
Cai Cumin
Public Input {three-minute limit):
Citizens may address the Councd 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
Laurel School District: Update on school construction proiect
· Josh Middleton, school superintendent, introduced two representatives from JGA
Architects.
· The representatives gave a brief overview of the middle school construction project.
· Discussion regarding the project concerns:
o Boundary areas
o Final resolution of the ditches
o Extension of sidewalks - curb, gutter, and sidewalk issues
o Plans for improvements on Alder Avenue
o Parking lot
o Right-of-way dedication
· Explanation of resolution of annexation of the tract
o Further review is needed.
o Resolution will not be on the March 1st council agenda.
· Josh Middleton stated that the school district's concern is about the land gift issue.
· Sam explained that the resolution of intent to transfer the land did not include the legal
description and the city is waiting for the survey to be completed.
Council Workshop Minutes of February 22, 2005
Police Department:
· Resolution- Montana Public Vehicle Fueling Program
o ChiefMusson briefly explained the Montana Public Vehicle Fueling Program.
o Program currently serves over 260 individual agency accounts for approximately
10,000 vehicles in Montana, including state agencies, local governments,
municipalities, school districts and special districts.
o City has used the Laurel Servicenter for fuel purchases, but the pumps are not
reliable and there is no tree control over usage.
o Police, fire, ambulance, public works, and public utilities departments, as well as
the WTP and the WWTP will participate in the program.
· Police department will have one card issued for each of its vehicles.
o Program provides the ability to track mileage and gas purchases and to spread the
sales throughout the community.
o Resolution for the Montana Public Vehicle Fueling Program will be on the March
1st council agenda.
· Resolution- Purchase patrol car
o Bids were received from Laurel Ford and Fichtner Chevrolet.
o Chief Musson recommended accepting the bid from Fichtner Chevrolet for a 2005
Chevrolet Impala police package for $19,280.
o Purchase of the police car will be funded through a grant and the CIP.
o Discussion regarding:
· Advertising in additional newspapers
· Receiving bids from other car dealerships
· SRO vehicles provided by Laurel Ford
o Resolution to accept the bid for the police car will be on the March 1st council
agenda.
Library Board: Annual Report
· Peg Arnold distributed copies of the Laurel Public Library annual report, and a copy is
attached to these minutes.
· Peg spoke regarding the following items:
o Staff
o Library Board
o Library use statistics
o Computer and Internet use
o Displays and volunteer activities
o Community room use and library sponsored activities
o Policy revisions
o Training and certifications
o Virtual Reference Project
o Montana Shared Catalog
What to watch for at the Laurel Public Library in 2005
Fire Department: Annual Report
· Terry Ruff distributed copies of the Laurel Volunteer Fire Department annual report, and
a copy is attached to these minutes.
2
Council Workshop Minutes of February 22, 2005
The report, which was compiled by the LVFD Fire Marshal's Office, included the
following items:
Yearly Summary of Fire Calls by Area
Yearly Summary of Fire Calls
o Yearly Summary of Incidents by Fire Service Area
o Fire Service Man Hours for Year of 2004
Fire Districts Dry Hydrants
Public Utilities:
· Resolution - Change Order No. 6 for CDBG/Alder Avenue Project
o Total net change in the contract amount is $3,407.15.
o Final contract amount of $837,901.55.
· Resolution - Main Street water line replacement bid recommendation
o City council previously authorized the design engineering for the water line.
o The city bid the project and received five bids to rebuild the north side of Main
Street from 1st Avenue to 3'a Avenue.
· Low bid of $71,196.40 was received from Four Beers, Inc., of Columbus.
o Discussion:
- · Project will be done by April 15th.
· Millings will be used on the street if possible.
· State has not let bids for the Highway Department's part of the project.
· Engineering, Inc. will do the inspections on the project.
o Resolution will be on the March 1st council agenda.
Clerk-Treasurer:
· Resolution - declaring Laurel a third class city
o According to state code, a resolution declaring Laurel a third class city should be
done every ten years.
o A city with a population between 5,000 and 7,500 could be classified as a second
class city.
o A city with a population over 7,500 must be classified as a second class city and
have a paid fire department.
o Resolution will be on the March 1st council agenda.
· Resolution- Technical Edge Consulting agreement
o Mary explained the agreement with Technical Edge Consulting for computer
network administration.
o Present agreement is for Sg0 per hour, and the new one-year agreement would be
for $93 per hour for a block of 80 hours of work.
o Agreement would be effective from February 1, 2005 through January 31, 2006.
o Resolution will be on the March 1st council agenda.
o Explanation of the computer system and e-mail services available for the council
in the council conference room.
o Discussion regarding the city's wehsite.
· Budget/Finance Committee is reviewing the possibilities.
· Resolution- Disposal of city records
Council Workshop Minutes of February 22, 2005
o Resolution No. R04-12 set the retention schedules for city records, as per
Schedule 8 of the Montana State Local Government Records Committee,
Municipal Records Schedule.
o Resolution would approve of disposal of the documents that are ten years and
older.
o Resolution will be on the March 1st council agenda.
Planning Board issues:
· Reimbursement of utility extension costs - proposal
o Cai explained that the ordinance would allow developers of new subdivisions to
be reimbursed, when certain circumstances or criteria are met, for the cost of the
extension of water and sewer mains that become available to adjacent or nearby
subdivision developments.
o Reimbursement fees would be negotiated by the public works department and the
developer, and the city would not be obligated in any way.
o Mayor Olson stated that staff needed to review the item further, and it could be
presented again at the council workshop on March 8th.
o Cal will arrange a meeting for discussion.
· Resolution - Annexation of Certificate of Survey 2385, Tract B2 - School District No. 7
o Cal stated that the additional provisions were included in the draft resolution.
o The resolution will be presented again at a future council workshop.
· Resolution - Agreement with the City to administer the CTEP Project
o Resolution to authorize the mayor to execute a one-year contract with Cumin
Associates for the procurement and administration of the City of Laurel's 2005
Community Transportation Enhancement Program "CTEP".
o Copy of the agreement is attached to the resolution, which will be on the March
1st council agenda.
Executive review
· Authorization for the mayor to sign the DNRC loan application for the street part of the
East First Street project.
o Mayor Olson explained that Nathan Tubergen requested that the resolution be
placed on the March 1st council agenda, as it is a time-sensitive issue.
o The loan application is for $1 million.
o The resolution will be distributed to the council as soon as it is available.
· Council conference room
o Information regarding the East First Street project, including the manuals, maps
and diagrams, will be available for the council's review in the council conference
room.
· Local Government Review Commission
o Doug Poehls will replace Jenny Johnson as the ex-officio member of the
commission.
o Mayor Olson will make the appointment at the council meeting on March 1st.
Review of draft council agenda for March Iv 2005
· Mayor Olson asked the council to review the draft council agenda.
4
Council Workshop' Minutes of February 22, 2005
· Resolutions will be listed on the draft agenda instead of the council workshop agenda.
Announcements
· The Emergency Services Committee is reviewing information received from the City of
Whitefish regarding their ambulance district.
· Jenny Johnson recently received a copy of Kristoff Bauer's presentation regarding
proposed annexation for the City of Billings and a copy of the Heritage Trail information.
· Kate Stevenson gave a brief explanation of the pool layouts as presented by Interstate
Engineering.
o An informational kiosk would be located in the center of Thomson Park.
o The cost of the proposed option is estimated at $2.1 million, and the city's bond
issue limit is $1.6 million.
o Pool committee is asking for letters of endorsement to include in a PowerPoint
presentation.
o Brief discussion regarding closure of the present pool
· Senator Conrad Brims' office - Federal appropriations
o Mayor explained the need to write a letter requesting federal appropriations for a
water reservoir by the airport.
o Mayor will make a separate request for funds for an administration building, the
wastewater program, and the streets.
Attendance at the March 1st council meeting
· All council members will attend.
Other items
· None
The council workshop adjourned at 8:51 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.
LAUREL PUBI,IC LIBRARY
'HERE TO SERVE'
720 West 3rd Street
Laurel, MT 59044
406-628-4961
Winter Hours-Labor Day to Memorial Day
9 am to 7:30 pm Monday- Thursday and Saturdays 9 am to noon
Summer Hours-Memodal Day to Labor Day
9 am to 7:30 pm Monday- Thursday and Fridays 9 am to noon
Open for 45 hours per week and staffed with one full time employee and four part
time employees for a total of 2.74 F.T.E.
Staff
Peggy Arnold, Library Director
Nancy Schmidt, Assistant Library Director
Geralyn Stevens, Clerk
Michelle Taylor, Clerk
Rosanne Coy, Substitute Clerk
Library Board-meets every second Tuesday of the month at 6:30 pm
Margaret Freund, Chairman
Gall Brice, Vice Chairman
Katherine Kucera, Federation Advisory Board Representative
Bonnie Latham
Clare Killebrew
Library Use Statistics
Library users visited the library 20,519 times in calendar year 2004 for an
average of 395 visits per week an increase of 10% over calendar year 2003.
They took home 40,277 items in 2004 an increase of 12% over calendar year
2003. Items that are lent include books, dvd's, talking books on cassette, talking
books on cd, and videos.
Computer and Internet Use
-Research and online classes
-Word processing
-E-mail
-Job search
-Tax filing
-Games
Displays and Volunteer Activities
-Lions display of school activity projects
-Town and Country Quilter's quilt display
-Laurel Road runner's 4H flower beds and planting
-Story time every Wednesday morning
Community Room use and Library Sponsored Activities
-Edward Jones financial workshops
-4H presentations
-Holiday program presented by Yellowstone County extension Agent
-Laurel Federated Woman's Club annual Play and Egg Hunt
-Summer reading program
-National Library Week
-Children's Book Week
-Free guitar lessons given by Bob Engel
-Book Club meets every third Tuesday of the month
-Proctor tests
-Occasional use by Laurel School District for tutoring
-Area school tours with special story times
-Council and other City meetings
Policy Revisions
-Community Room Use and application form
-Collection Management Policy was approved by the Montana State Library
Training and Certifications
-Gates Foundation training attended by Peggy Arnold
-Montana Shared Catalog training attended by Peggy Arnold
-Library Advocacy Workshop attended by three trustees
-Level three Voluntary Certification approved for Peggy Arnold by the Montana
State Library
- All library board members have read and discussed the Trustee Handbook
published by the Montana State Library
Virtual Reference Project
The Laurel Public Library is participating in a trial project to answer question
on line through live chat. Staff at the library monitors and answers questions for
two hours per week through Ask a Librarian.
Montana Shared Catalog
Laurel Public Library has joined with other Montana libraries to purchase and
install its new library catalog and circulation system. The Montana Shared
Catalog is a project of the Montana Library Network, part of the Montana State
Library, and is partially funded by federal Library Service and Technology Act
funds. This catalog will be available seven days a week through an Intemet
connection twenty-four hours a day, from home, work, school, or at the Library
during library hours. The Library's new catalog is sold by Sirsi Corporation, from
Huntsville, Alabama. Sirsi calls its catalog 'iBistre', and it's familiar Web-based
look and feel helps library users easily search their library's catalog and look
through other libraries' catalogs in Montana and around the world. Users will be
able to scan best seller lists, and on some titles see table of contents, see the
cover art, and sometimes read an excerpt from the item. Library card holders will
be able to see if an item is in, reserve an item, renew what they have borrowed,
or make purchase suggestions.
Employees and volunteers have bar-coded 10,000 of the 17,000 plus items in
the Laurel Public Library's collection. The new catalog and circulation system will
be available when bar coding is completed, staff is trained, and a trial period is
completed. Library customers will be offered training on the new system.
What to watch for at the Laurel Public Library in 2005
-A user survey
-Classes on using the Library catalog and online resources
-Access to 58 million titles through Interlibrary Loan
-Formation of a Friends of the Library Group
-A long range plan prepared by the Library Board
Fire ca~
:~: :: :i : for:
Ci~°fi~ure~ ~i l)istrict,~-Di~t,#7 ~ D~ct ~8
~0~ AUt~o~--L~.~ ~~ ~ ~~ Ar~
YelloWstone'Treatment center Out of D~Ct
Yearly Summary of Fire Calls By Area
Estimated Dollar Loss per Fire Service Ama
City of Laurel $261,950.00 45.0%
District #5 $30,600.00 5.3%
District #7 $289,500.00 49.7%
Distdct #8 $0.00 0.0%
LUFSA $0.00 0.0%
YTC $0.00 0.0%
AA $0.00 0.0%
Out of District $0.00 0.0%
Total $582,050.00
Average Response Time per City of Laurel Call
Time of Day Calls Avg. Response Time
1201 hrs - 0800 hfs 9 7,6
0801 hrs - 1600 hfs 38 5,6
1601 hm - 2400 hfs 22 6.5
Total Calls 69 6.2
Time of Day
1201 hfs - 0800 hfs
0801 hfs - 1600 hm
1601 hfs - 2400 hrs
Average Response Time per District #5 Call
Cells Avg. Response Time
0 0.0
2 4.0
I 8.0
Total Calls 3 5.3
Time of Day
1201 hfs - 0800 hrs
0801 hfs - 1600 hm
1601 hfs - 2400 hrs
Average Response Time per District #7 Call
Calls Avg. Response Time
11 10.6
17 9.4
27 8.1
Total Calls 55 9.0
Time of Day
1201 hfs - 0800 hfs
0801 hrs - 1600 hfs
1601 hrs - 2400 hrs
Average Response Time per District #8 Call
Calls Avg. Response Time
I 11.0
0 0.0
1 14.0
Total Calls 2 12.5
Average Response Time per Laurel Urban Fire Service Call
Time of Day Calls Avg. Response Time
1201 hm - 0800 hm 8 10.5
0801 hm - 1600 hfs 10 10.3
1601 hrs - 2400 hfs 21 12.0
Total Calls 39 11.3
Average Response Time per Yellowstone Treatment Center Call
Time of Day Calls Avg. Response Time
1201 hfs - 0800 hrs 0 0.0
0801 hfs - 1600 hfs 0 0.0
1601 hfs - 2400 hrs 0 0.0
Total Calls 0 0.0
Average Response Time per Airport Authority Call
Time of Day Calls Avg. Response Time
1201 hfs - 0800 hfs 0 0.0
0801 bm- 1600 hfs 0 0.0
1601 hm - 2400 hm 0 0.0
Total Calls 0 0.0
Average Response Time per Out of District Call
Time of Day Calls Avg. Response Time
1201 hm - 0800 hrs 0 0.0
0801 hfs - 1600 hfs 9 14.3
1601 hm - 2400 hrs 6 17,3
Total Calls 15 15.5
Yearly Summary of Fire Calls
Total Calls thru
Total Loss
Avg. Personnel per call
Avg. Response Time per Call
December 31, 2003
Range $0 to $140,000
Alarm to Ardval in minutes
183
$582,050.00
16.4
9.0
District
District ~5
Distdct #7
District #8
Airport Authority
City of Laurel
LUFSA
YTC
Out of District
Time of Day
1201 hfs - 0800 hrs
0801 hrs - 1600 hrs
1601 hrs - 2400 hrs
Response Time
0 - 5 minutes
6 - 10 minutes
11 - 15 minutes
16 - 42 minutes
Day of Week
Sunday
Monday
Tuesday
Wednesday
Thumday
Fdday
Saturday
NFIRS Code
100 sedes
200 sedes
300 sedes
400 sedes
500 sedes
600 sedes
700 sedes
800 sedes
900 series
Calls
3
55
2
0
69
39
0
15
29
76
78
44
8O
42
17
30
32
20
29
23
29
20
82
0
15
22
3
39
22
0
0
Percentage of Calls
1.64%
30.05%
1.99%
0.50%
37.70%
21.31%
0.00%
8.20%
15.85%
41.53%
42.62%
24.04%
43.72%
22.95%
9.29%
16.39%
17.49%
10.93%
15.85%
12.57%
15.85%
10.93%
44.81%
0.00%
8.20%
12.02%
1.64%
21.31%
12.02%
0.00%
0.00%
series Heading
t00 Fire
200 Overpressure, Ruptures, Explosion, Overheat (no ensuing fire)
300 Rescue & Emergency Medical Service
400 Hazardous Conditions (No Fire)
800 Service Calls
600 Good Intent Calls
700 False Alarms & False Calls
800 Severe Weather & Natural Disestem
900 Other Type of Incidents
Personnel per Call Calls Percentage of Calls
5 I 0.55%
6 4 2.19%
7 3 1.64%
8 7 3.83%
9 3 1,64%
10 6 3.28%
11 9 4.92%
12 5 2.73%
13 11 6,01%
14 16 8.74%
15 21 11,48%
16 17 9.29%
17 13 7.10%
18 13 7.10%
19 9 4,92%
20 13 7.10%
21 9 4.92%
22 4 2,19%
23 4 2.19%
24 1 0.55%
25 4 2.19%
26 4 2.19%
27 1 0.55%
28 1 0.55%
29 1 0.55%
30 0 0.00%
31 0 0.00%
32 0 0.00%
33 2 1.09%
34 1 0.55%
35 0 0.00%
Month of Incidents Percent of Incidents
January 15 6.2%
February 7 3.8%
March 19 10.4%
Apdl 22 12.0%
May 15 8.2%
June 16 8.7%
July 18 9.8%
August 24 13.1%
September 9 4.9%
October 10 5.5%
November 14 7.7%
December 14 7.7%
Month of Average Response ~me (mins)
January 7.6
February 13.3
March 10.4
April 9.8
May 7.3
June 9.5
July 7.7
August 8.1
September 10.2
October 7.9
November 8.5
December 10.6
Month of Manpower per Month Percent of Available
January 16.2 46.3%
February 17.6 50.3%
Mamh 16.6 47.4%
April 16.0 45.7%
May 17.9 51.1%
June 14.6 41.7%
July 17.7 50.6%
August 16,4 46.9%
September 18.0 51.4%
October 15.5 44.3%
November 15.0 42.9%
December 16.3 46.6%
Manpower figured on full roster of 35 Firemen. We were short some most of the year.
Yearly Summary of Incide. ts by Fire Service Area
NFIRS
Code incident Type City Dist ~5 DiM ~/ Dist #8 LUFSA Y'I'C AA OOD
100 Fire, Other 2 I 1
111 Building Fire 7 6 3
121 Mobile Home Fire 1
131 Peasenge~ Car Fire , 4 3 t 1
132 Road Freight Veldde Fire I 1
133 Rail Vehide Fire 3
138 Off-road/Heavy Equipment Fire 1
140 Natural Vegata~xt Fl~ 1
142 Bresh Fire 2 4 1
143 Grass Fire 3 2 9 I 7 3
100 Oatside Rubbish Fire, Other 4
161 Outside Trash Fire 3 2
154 Dun%oster Fire 3 t
160 Special Outside Fire I
182 OutSide Eqallmlent Fire 1
t73 Cu#Jva~ed Tree Fire 1
311 Medical Assist I I I 1
322 Vehicle w/injmes 1 2 3
352 Extrication I 3 1
400 Hazardous Condil~on (No Fire) 1
4t2 Gas Leak 4
413 OII ~ 1
422 Chem~al SpiB or Led~ 1
424 Carbon Monoxide Incidant 3
443 Breakdown oW Ught Ballast 1
444 Power Line Down 1
4~0 Accident, Oilier I
462 Alrcre~ Slandby 1
463 Vehicle Accident, General Cleanup 4 2
481 Attempt to Bum 1
522 Water or Shtmn Leak 1
661 Assist Police 1
6~0 Good Intent 11 8 7 2
8tl Di~l~ched and C, enoaded 2 I I 1
620 Wreng Loc~lkoJ 1
631 Authorized Corden~ad Bum I 1
661 Smoke Scare 1
8~2 Steam or dust Ihougkt to be smoke 1
67t Hazardous Mahtdal Irlvestlgalk~ 1
700 False Alamz or False Call 2
711 False Municipal Alarm I 2
712 Direct Tie lo FD, False Call
716 Local Malicious Fa~e Almm 1
732 ExUn~uisher System Malfmietion 1
733 Smoke D~eator Malfunction 2
736 Alarm Sydem MalhmcDen ?
736 CO Detector Malluitclkm 1
746 CO Detector Activatiofl 1
Total Calls 8g 3 67 2 30 0 0 16
NOTE: Dialdct ? had 66 calls. 'fide mmiber ktcludea 2 exposure reports.
*FIRE SERVICE MAN HOURS FOR YEAR OF 2004
Firs Ground Man Hours per Month
Month of: Hours
January 210
February 210
March 402
April 524
May 310
June 470
July 460
August 555
September 277
October 334
November 267
December 405
Total for Year
Total Training Man Hours for Year
Total Fire Prevention Man Hours for Year
Red Zone Mapping Software Setup
** Total Service Man Hours for Year
4424 hours
1531 hours
500 hours
150 hours
900 hours
Total Man Hours
***Average Hours per person - 35 men
Work weeks per year per man
Total Hours in a Year
Hours a Year a person works 40 hr won~ week
7505 hours
214.4 hours
5.4 weeks
8750 hours
2080 hours
*This report does not include the many hours spent by members on the 4th of July,
Christmas, and other projects and committees.
** Includes extra hours spent by fire chiefs, fire marshals, submitting NFIRS reports,
doing tours, vehicle maintenance, training preparation, and various administrative tasks.
***Department 2 men short starting in September and 3 short starting in October. 2 put
on in mid December. Currently 1 man short of 35 and I man on military leave.