HomeMy WebLinkAboutCouncil Workshop Minutes 02.14.2006 MINUTES
COUNCIL WORKSHOP
FEBRUARY 14, 2006 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.r~ on February 14, 2006.
COUNCIL MEMBERS PRESENT:
x Dick Fritzler
x Kate Hart
_x_ Gay Easton
Jennifer Johnson
Doug Poehls
x Mark Mace
_x_ Chuck Dickerson
_x_ Norm Stamper
OTHERS PRESENT:
Rick Musson
Sam Painter
Mary Embleton
Perry Asher
Cai Cumin
Jim Kraft
Brian Hamilton
Mark Hamilton
Carl Anderson
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 spealdng 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.
Mr. Stevenson, who moved to Laurel about four years ago, spoke regarding his opposition to the
proposed Wal-Mart. He appreciates the fire and ambulance departments and the businesses in the
city. Mr. Stevenson does not think that Wal-Mart employees are paid a living wage, and he asked
the council to think about the high cost of low prices.
Jim Kraft: Yellowstone County Emergency Operations plan
· Jim Krai~ explained the Emergency Operations Plan for the City of Billings, the City of
Laurel, the Town of Broadview, and Yellowstone County.
· The plan, which has been updated and revised, is an over-all plan dealing with emergencies
and disasters that could impact Yellowstone County and the communities.
· The plan gives guidance to local emergency officials on how to respond to disasters and is
required locally, by the State of Montana, and FEMA.
· Jim explained the following additions and changes in the 2006 Emergency Operations Plan
(EOP) since the last revision and adoption in 2001.
o Reference to National Incident Management System (NIMS) as the overall
management policy of emergency services of the City and County, added an ICS
Chart.
o Added the reference to WMD along with Terrorism to fit the Federal guidelines.
o Added the "Preparedness Guide for the Homeland Security Advisory System"
(color-coded conditions).
Council Workshop Minutes of February 14, 2006
o Changed and updated the personnel roster to reflect new elected officials, department
heads, phone numbers, etc.
o Added a new annex dealing with "Debris Management" which gives guidelines for
handling major mounts of debris at, er a disaster.
o Format of the plan was reorganized somewhat for ease of finding annexes and
SOWs.
o The former Mass Casualty Annex and Mass Fatality Annex were included in a new
Annex called Medical and Public Health Services and a new SOP called the
"Disaster Medical Health Plan." Public Health and the Hospitals just corr~pleted this
plan.
o Updated the Volunteer Annex in coordination with the United Way Volunteer
Center.
o Grammatical and spelling verified and changed where needed.
o Also had all Department Heads in the City and County review their particular area o f
respons~ility and sign offon an approval.
Jim encouraged the city council to approve the document, and he thanked the council for
their time and attention.
The resolution to adopt the updated Emergency Operations Plan will be on the council
agenda on February 21, 2006.
Plannine Board issues:
· Recommendation fi:om Planning Board regarding application for conditional use at 314
Pennsylvania to allow expansion of Smith Funeral Home parking lot: Set public hearing for
March 7, 2006
Cai Cumin explained the conditional use request.
o The old house located on the property is not worth renovating or moving, and Smith
Funeral Home would like to tear it down and expand their parking lot.
o The purpose of the conditional use permit under Laurel's ordinances is to review the
proposed use in a residential area to see if it would adversely impact the residential
area~
· If there is a potential impact, conditions can be placed on the proposed use.
o After holding a public hearing, the Planning Board recommended approval with the
condition that a hedge be put along the north side of the expanded parking lot to
delineate the parking lot fi'om the adjacent residential use.
o The action before the council next week would be to set a public hearing on this.
· Two public hearings are required for conditional uses because they are an
introduction o fnon-residential uses in residential areas.
· Recommendation from Planning Board regarding a request to extend the one-year approval
time,amc for Laurel Business Park, 2"a Filing, Preliminary Plat
o The Planning Board and the city council approved this preliminary plat about a year
ago, and it was pm of the long-term development of Laurel Business Park
Subdivision, formerly Entertainment Park Subdivision.
o The request is for an extension of the preliminary plat approval, which is limited to
one year on the original approval, and final plat approval would be extended for
another year.
o The resolution will be on the council agenda on February 21, 2006.
2
Council Workshop Minutes of February 14, 2006
Police Department:
* Industrial Communications: E-911 presentation; Resolution to accept bid
o Chief Musson introduced Brian and Mark Hamilton, of Industrial Communications
and Electronics to present information to the council.
o Brian explained that Industrial Communications responded to the city's request for
proposal on Enhanced 911 system and updating the radio console, master clock, and
furniture.
o Prior to this meeting, the council received comprehensive information regarding the
bid proposal received fi:om Industrial Communications and Electronics.
o Mark distn"outed copies of Appendix E, Detail Pricing Schedule, and a letter from
Government Capital Corporation with information relative to proposed financing for
the CIVIL/E911 Telephone System.
o Brian gave a lengthy summary of Industrial's response to the request for proposal.
· The proposal is for the CIVIL Patriot, which is the standard in digital voice
over interact protocol technology and is backwards compatible to regular
analog lines and provides the needs for the future.
· The police department currently has a data base with a master street ad&ess
guide.
· It takes a GPS coordinate of every structure in the city and matches it
with the telephone record.
· There are two data bases:
· ANI, which is Automatic Number Identification
· ALI, which is an Automatic Location Identification
· Laurel is Phase I capable, which means the ANI comes across the screen and
shows the phone number.
· With Phase II, which is Enhanced 911, it is possible to use the ALI database
to provide the phone number of the call, the name, the street, and determine
which emergency service department should respond.
· Cellular phones will be included soon.
· Every cell tower will have 100 pseudo numbers so that when that
tower is called, it will assign its own 10-digit number and then the
phone has a GPS assist chip in it.
· It will be possible to determine the location within a two-block area.
o There was further discussion regarding:
· Two redundant workstations are needed in order to guarantee "no single
point of failure."
· Issues with clocks on the various components of the present system
· Optional elements of the proposed system
· Warranty for the proposed system if relocation to a new facility is necessary
· Life expectancy of the proposed system
· Correction needed in the Optional Maintenance Proposal
· Weekend hours should end at 8:00 mm on Monday, not 8:00 p.m. as
· Updating of the data base
· The funding source for the proposed equipment
· E-911 funds of approximately $175,000 will be used to fund the
purchase.
3
Council Workahop Minutes of February 14, 2006
,, About $32,000 is received annually from 911 funding.
· Mary, Perry, and Rick will review the options for the remainder of the
funding and the information will be in the council boxes prior to the
weekend.
· The resolution to accept the bid for the E-911 equipment will be on the
council agenda on February 21, 2006.
Racial Profiling Policy
o The policy was mandated by the State of Montana legislature.
o The draft model pohey cemes from the Depa~h~tent of Justice.
o Ten model policies were implemented for the Laurel Police Department in 2003, and
this is the eleventh policy mandated by the State of Montana.
o Laurel police officers have cempleted a racial profiling class.
· Since then, Officer Mark Guy went to instructor school and is now certified
to teach racial profiling to the police department's employees.
o The resolution for the Racial Profiling Policy will be on the ceuncil agenda on
February 21, 2006.
Public Utilities Department:
· Morrison-Maierle: Bid for the sewer trunk line project
o Perry introduced Carl Anderson, of Morrison-Maierle, who spoke regarding the bid
for the sewer trunk line project and the grant application to the State on
improvements to the Wastewater Treatment Plant.
o Bids opened on February 9th for the sewer trunk line project included:
· Western Municipal Construction $1,260,165.00
· Chief Construction $1,484,289.50
· COP Construction $1,502,512.00
o The engineer's estimate for the project was $853,600.
o Morrison-Maierle has not had an opportunity to debrief contractors to find out why
there was such a big discrepancy.
o Carl explained the effects of Hurricane Katrina on the prices of gas and building
supplies, which has caused a volatile bidding climate in the last six months.
· The cost of PVC pipe is 50 to 60 percent higher now th~an in 2003.
o Carl recommended that the council reject all of the bids at this time.
o Morrison-Maierle will talk to the contractors to see if there are ways to reformulate
the project.
o If the council rejects the current bids, the project would be rebid late in the summer.
o Construction of the project will be completed after the ditches are shut down in the
fall of 2006.
o Perry and Larry McCann also recommended that the council reject the bids for the
sewer trunk line project.
· The City of Laurel will still receive the grants for the sewer trunk line
project.
· Motrison-Maierle: Presentation on wastewater for grant application to the State
~ Carl explained that the trunk main project was part of the first phase of the
improvements recon~aended in the Wastewater Facility Plan.
o Phase Il includes some improvements to the treatment plant, and the deadline for
TSEP grant applications is May 2006.
4
Council Workshop Minutes of February 14, 2006
· The applications would be taken to the legislature in January 2007, and the
grant monies would be available in July 2007.
In the plan, the Phase II improvements were to be submitted to TSEP again for the
second phase of the improvements to the wastewater facility.
Morrison-Maierle intended to have a small contract amendment to their contract to
write the grant and amend the facility plan, based upon what that project will be
today and what they will submit to TSEP for the grant application.
Some improvements need to be done to the wastewater facility regardless of the next
permit limit.
· There are some issues with grit removal and the head works.
· Some clarifier hydraulics need to be corrected.
· The water system and drain system need to be upgraded at the treatment
plant.
When the plan was written in April 2003, the city was supposed to have a new
discharge permit written within the next year.
· The State has postponed actually writing the discharge permit and has
extended the city's current permit.
· The reason is that the EPA is requiring all states throughout the country to
determine a TMDL, total daily maximum load, for the receiving stream for
wastewater facilities.
· The State has to do a study of the biology of the river (what causes it harm),
the recreational uses of the dyer (how human beings use it), and then they
will determine the nutrient loading that can go into the river.
· That will ultimately produce the numbers in the discharge put t~dt.
· The State is in the process of doing the study, which will not be done for nine
months to a year.
There are some discharge violations at the treatment plant during the course of the
year due to the fact that the plant is at or above its capacity and needs to be
increased.
The Wastewater Facility Plan recommended two alternatives.
· One alternative was to add another RBC unit to expand the plant and help
with the permit violations.
· Unfo~unately, the treatment process is not very good at removing
nutrients and, in fact, would require additional treatment units to be
added on the tail end of that if the discharge permit l'maits were
lowered for phosphorus and nitrogen.
· The other alternative is an activated sludge process that is an additional
treatment train, and the city would keep its current treatment systen~
· It is a different process that would allow nutrient removal of
phosphorus and nitroger~
The council needs to make a decision regarding going with the less conservative
approach and add capacity by duplicating what you currently have with the RBC or
taking the more conservative long-term approach if there are phosphorus and
ff~trogen limits placed on the activated sludge process at the plant.
· The difference in cost is about $600,000 between the RBC unit versus an
activated sludge process that would be better in the future for treating
phosphorus and nitrogen.
5
Council Workshop Minu~es of February 14, 2006
o Morrison-Maierle will present a contract amendment to apply for the TSEP grant.
o Mayor Oison thanked Carl for the presentation.
o Perry stated that he recommends the more conservative approach.
· Even if the phosphorus and nitrogen counts are not lowered this time, it will
happen in the future.
· The more conservative approach is the more sensible even if it costs more
money now, as it will be required in the future.
o Carl stated that nitrogen and phosphorus Y~mits are being placed on discharge permits
for municipalities around the state, so it is a matter of time before that is required of
the City of Laurel.
· The more costly alternative allows that flexibility sooner than it would if tho
city put in a similar type treatment system to the current one.
o There was a brief discussion regarding the situation with sna'~, which is one of the
problems encountered with RBC type treatment systems.
· RBC's attract snails, which weigh down the RBC, start breaking shatts, and
cause motor problems.
o Further information will be presented at future council workshops so the council can
make an informed decision.
Clerk/Treasurer: SID gill update
· Mary Embleton updated the council on the SID #111 project.
o The SID #111 was created about a year ago for the sidewalk portion of the East First
Street project.
o The original bond issue was determined to be $162,000.
o The city signed an engagement letter with Dorsey & Whitney, the bond counsel, in
Deeamber 2004.
o Creation of the district was completed in February 1, 2005.
o The whole project was bid and let to JTL in July 2005.
o The water and sewer lines were done last summer, and the project is in standby mode
in order for the next construction season to begin for the sidewalks, curbs, gutters,
and streets.
o The sidewalk portion of this has been the longest portion of the project and under the
most consideration.
· The total budget to replace the sidewalks is $273,941.
· Construction, which was awarded last summer, is $200,246.
· The engineering portion should be about $39,820.
· A contingency of about 10 percent of tho construction is about $20,000.
· Bond counsel is $5,750.
· The city must also set aside 5 percent of the bond issue ($8,100).
· Of the $273,000, $100,000 comes fi.om CTEP, $162,000 fi.om the bonds,
$8,100 from the revolving fund, and $3,800 will come from other city funds.
o Dorsey & Whitney prepared the resolution authorizing the sale of the bonds.
· Dates will be added to the resolution and advertising will be done for the
competitive bidding process.
o The resolution will be on the council agenda on February 21~t.
6
Council Workshop Minutes of February 14, 2006
Administrative Assistant:
· Budget amendment: $7,000 for the lobby and $7,000 for the computer
o l%try stated that a budget amendment is not necessary, as the amounts are very
small.
o Adjustments fi:om budget line item to budget line item will be made at the end of the
year to cover the costs.
o Perry asked the council to approve the expenditure of funds for these items because
they are not budgeted.
· Perry will compile a detailed list of the Rems, the cost, the amount currently
budgeted, and the difference.
· Annexation of cemetery, WTP, WWTP, and Riverside Park
o Perry is working on resolutions of annexation for some of the city's outlying
property.
o Annexation of Riverside Park will be delayed because the task force will meet soon
to review fees and other issues, including what to do about the rifle range.
o Annexation of the cemetery and the reservoir will also be delayed as the city works
on the land swap for property the city owns by the reservoir for property near the
o Annexation of the treatment plants will move forward.
· With annexation, the police department would have jurisdiction to patrol and
enforce Laurel ordinances at the treatment plants.
o There was discussion regarding annexations of property that is not contiguous to
current city property, known as flag pole annexations.
· If annexation is petitioned by the property owner, it does not have to be
contiguous.
· Discussion of talking points for negotiations with Wal-Mart
o Perry explained that the city has no legal authority to keep Wal-Mart out of Laurel.
o The property Wal-Mart has selected is zoned for commercial, and once that zoning is
in place, any business has the right to build the business they want build.
o Now the city is in the position of trying to get the best Wal-Mart possible.
o F~Lty plans to set up a meeting with representatives fi:om Wal-Mart in the next
couple weeks to discuss requests and priorities.
o There was a lengthy discussion regarding this subject, which included:
· Concerns regarding the traffic problems that will result.
· Wai-Maxt's traffic study was conducted assuming that South Fourth Street
would not be cut through to Bernhardt Road, but the site plan shows South
Fourth Street as a through street.
· The m~i for a traffic light at South Fourth Street and South First Avenue
· The extension of time to approve the final plat for Laurel Business Park
Subdivision
· Options for the facade of the building
· Grants available for communities impacted by Wal-Mart
· Concern that the exterior elevation stays in line with the surrounding
buildings
· The Bozeman Wal-Mart
o Cai and Steve had a meeting with Wal-Mart representatives some time ago, and the
discussion was regarding:
7
Council Workshop Minutes of February 14, 2006
· Wal-Mart would have to pay to put South Fourth Street through to Bernhardt
Road and for the condemnation of the surrounding properties.
· Boulevard sidewalks along South Fourth Street down into the south side of
the parking lot, which will be a drainage area that would become a small park
with landscaping, etc.
· Landscape plan along the interstate would have to comply with the Entryway
Zoning District.
· Wal-Mart wants to install one pylon billboard at the southeast comer of the
property next to the interstate, which they have a right to do under the
Entryway Zoning District; however, they said that the two out properties,
which will be separate businesses, would not be allowed to have billboards.
· Wal-Mart would have to pay for installation of a traffic light at South First
Avenue and South Fourth Street.
· Subdivision Improvements Agreement
Additional suggestions for discussion with Wal-Mart included: · Feasibility study for affordable housing
· Effect of increased traffic on the Laurel police force
The city cannot control architecture requirements, but suggestions can be presented
to Wal-Mart.
At the City-County Planning Board meeting, it was suggested that this Wal-Mart
should allow RV parking.
Perry asked the council to submit additional suggestions to him in the next couple
weeks.
Discussion regarding Perry's response to letters of opposition regarding Wal-Mart
· The public's perception is that the council is asking Wal-Mart to come to
Laurel and/or that the council has the ability to stop Wal-Mart t~om coming
to Laurel
· Perry has written an article, which will be published in the next issue of the
Laurel City Voice, regarding the city's position on Wal-Mart.
· Dick suggested that the article should also be published in the local
newspaper.
Discussion regarding Cable TV:
· Perry has talked with Cable Montana, and the city could have access to a
reader hoard and nm pre-recorded tapes.
Wal-Mart'sfflat map will be presented at the City-County Planning Board meeting
on March 3'~.
· Gary Colley mentioned that Wal-Mart's architects will be here on February
23ra to review fire and building code issues.
· Gary stated that a log facade would not meet fire codes.
Executive review · None
Review of draft council agenda for February 21~ 2006 · The open house for the YMCA's new director is scheduled for Monday, February 20t~, at
DJ's Restaurant from 4:30 to 6:30 p.m.
· The resolution for sale of the bonds for SID gl 11 will be on the council agenda.
Council Workshop Minutes of February 14, 2006
· Council's decision regarding the sewer tnmk line bids will be on the council agenda.
· Additional infomtion regarding funding for the E-911 system will be distributed prior to
the weekend.
Announcements
· Mayor Olson updated the council regarding the County's meeting with residents of the
current West Maryland Lane.
o The street name change is necessary to provide proper clarification for emergency
services.
Attendance at the February 21st council meeting, * All present will attend.
Other items
· None
The council workshop adjourned at 8:44 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.
9
APPENDIX E - DETAIL PRICING SCHEDULE
THIS PAGE TO BE SUBMITrED WITH PROPOSAL RESPONSE
E-911 PSAP CPE EQUIPMENT, RADIO CONSOLE, AND MASTER CLOCK
PARAMETERS
I E911 ANIIALI Control Unit (Base Price) I 57,572.0; 57,572.0{]
2 Workstation Computers for E911 Phone System 2 3,237.0; 6,474.0{]
with two (2) 19" LCD Monitors
3 CAD Interface 2
CAD may bs implomactod acveral months after installation of other Includes Includeci
required elements
4 R3 Mapping Interface 2 Includes Includec~
5 ANIIALI Detail Printer System 1 2,065.0; 2,065.0;
6 Radio Dispatch Console (Base Price) 1 60,477.0; 60,477.0;
7 Workstation Computer for Radio Dispatch 2
Console with one (1) 19" LCD Monitor 2,654.7; 5,309.4;
8 UPS System for all new Equipment in PSAP 0
Backroom & Workstations
Minimum 30-Minute Backup
9 Additional UPS Pricing to add Radio Dispatch 0
Console 0.0; 0.0;
Minimum 30-Minute Backup
10 GPS Master Clock System I 8,365.0; 8,365.0;
11 Spare Parts Kit for E91 I Phone System t 7,730.0; 7,730.0{]
12 Spare Parts Kit for Radio Dispatch Console I 11,403.0; 11,403.0;
13 Other Materials, Pa;ts, And Equipment 1
Required to Complete System, Interface with existing phone system, 1,805.0; 1,805.0;
and Make System Operational
14 On-Sita Installation for E911 Phone System I 27,846.0; 27,846.0;
15 Training on E911 Phone System 1
For All Dispatchers & Admlnletrators 9,716.0; 9,716.0;
16 On-Site Installation for Radio Dispatch Console I 7,040.0; 7,040.0;
17 Training on Radio Dispatch Console 1
For Ail Dispatchers & Administrators 1,750.0; 1,750.0;
18 On-Sita Installation GPS Master Clock 1 2,695.0; 2,695.0{]
19 WorkstaUon Dispatch Furniture 1 14,611.0; 14,611.0{]
(both positions per drawings)
20 On-Site Installation of Dispatch Furniture I 5,593.0; 5,593.0{]
TOTAL BID AMOUNT $230,451.40
Bid Optional Elements Description ;luantit~ Unit Price Total Price
Item
1 Phase II E911 Dynamic ALI re-bid 1
feature Include~ Include~
2 Transportable E911 Operator Position 1
(Includes installation and training) 14,992.0{~ 14,992.0(]
3 MIS Statistics Software Package 1
(includes installation and training) 8,972.0(~ 8,972.0(]
4 Ergonomic LCD Flat Panel Monitor 2
Stand 625.5{] 1,251
Capable of holding up to four 19" Monitoro
5 Upgrade of Four (4) 19" Flat Panel 4
Monitors to Four (4) 19" Flat Touch 1,110.0{] 4,440.00
Screen Monitors
6 Wireless Headsets capable of 2
operating on E911 Phone System and 1,805.0{] 3,610.0(]
Radio Dispatch Console
7 Optional Dispatch Furniture Center L~ &
Articulation Input Platform for credenza 1 330.5{] 330.5(]
8 Optional Dispatch Furniture Total Comfort System 1 2,996.2-~ 2,996.25
TOTAL BID WITH OPTIONS $267,043.15
From the Desk of:
DC Greer
SOUTHEAST REGION
303 Hwy 51S
Brookhaven, MS 39601
800 561~461
601 823`6009 fax
CORPORATE OFFICE
345 Miron Ddve
Southlake, TX 76092
800 883-1199
817 488-8477 fax
SOUTH CENTRAL REGION
3914 Rocldedge Ddve
Aus6n, TX 78731
512 346-9980
512 346`6565 fax
4842 Sunshine Drive
Sugar Land, TX 77479
281 565-6545
281 491-7820 fax
2384 Highway 59 East
Bsevills, TX 78102
361 362-2760
361 362-2763 fax
Date:
To:
February 14, 2006
Laurel PD, UT
The information below is relative to the proposed financing for the acquisition
of the following:
CML/E911 Telephone System
Contract Amount .Terms
Factor
Annual Payment Amount
$ 75,000.00 3 yrs .37266 $ 27,949.81
5 yrs .23696 $17,772.29
The first annual payment wit[ become due February 1, 2006, and continue
annually thereafter.
The above is subject to audit analysis, documentation and bank qualification. If
dosing occurs after March 13, 2006, we reserve the right to index rates to
current market.
We appreciate the opportunity to submit this proposaL. If you have questions,
please feel free to caLL me at (800) 561-0461.
Submitted by:
DC Greer
Cc: Brian Hamilton/ICEMT