HomeMy WebLinkAboutCouncil Workshop Minutes 03.28.2006 MINUTES
COUNCIL WORKSHOP
MARCH 28, 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.n~ on March 28, 2006.
COUNCIL MEMBERS PRESENT:
~ Dick Fritzler
~x Kate Hart
~ Gay Easton
~ Jennifer Johnson
~x Doug Poehls
~ Mark Mace
~ Chuck Dickerson
~ Norm Stamper
OTHERS PRESENT:
Perry Asher
Dan Dart
Scott Murphy, MMI
Sam Painter
Mary Embleton
Carl Anderson, MMI
Public Input (three-minute limit):
Citizens may address the Council regar&'ng 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
Presentation to Dan Dart:
· Mayor Olson recognized the time volunteered by elected officials to serve the public
o Dan Dart was appointed July 18, 2000 to Ward 3 seat vacated by Norman Orr
o Appointed to Emergency Services Committee, and was chairman for 2-3 years
o Mayor was saddened to learn that Dan's work schedule wouldn't allow him to
continue
o Mayor Olson presented Dan with an iron plaque in the shape of Montana in
appreciation for his services
· Dan stated that one doesn't know how a city works until one sits in the council chair
o Advised current council to keep Christ in their heart, stay the course and stay
strong
Wastewater Grant Application presentation - Morrison Maierle~ Inc.
· Scott Murphy and Carl Anderson of Morrison Maierle, Inc. presented update on
Preliminary Engineering Report through Power Point (copy attached)
· Reviewed recent wastewater planning and project history
o Facility Plan bulk of work was done 2001-2003
o First phase was implemented 2003-2005 - CDBG grant funds used
o Waiting to bid Phase lB (sewer main trunk line to plant) - bids were too high
Council Workshop Minutes of March 28, 2006
· TSEP and DNRC grants received for this project
· Reviewed growth projections and current treatment plant conditions
o Used "lower bounds" growth projections
o Plant is 20 years old with no major upgrades done to date
· Discussed needs for a Preliminary Engineering Report update
o As parts of the Facility Plan are implemented, the remaining phases need updating
based on the coropleted portions of the project
* Review opportunities for 2006 Grant applications
o City not eligfole for CDBG grant for low/moderate income until another income
survey is done
o Recommends TSEP (Treasure State Endowment Program) of up to $750,000 and
some Federal grants such as STAG or WRDA of $500,000 to $2 million
* Estimated cost to upgrade existing plant is $3-4 million
o Will add 20 more years ofnseful life for population of S,100 (lower bounds)
o If upper bounds estimates are used, could increase costs to $5 million
o City can apply for more grants in 2007 to implement more phases
o Most of nutrient problems are addressed with upgrade, but not all
· DEQ has not determined what is pemfissfole
· Discussed RCB's vs. ultraviolet light treatment methods
· Nitrogen and phosphorus are nutrients of concern
· Nitrogen is more critical in streams; phosphorus is more critical in
· Resolution to issue Task Order No. 11 is on agenda later in meeting
Clerk/Treasurer:
· Resolution to amend Big Sky EDA agreement for HOME grant administrative services
o Casey Joyco has done a good job processing applications for these funds
· Screens applicants, brings to Board, attends closings
o Current agreement has $15/hour as donated for grant match
o Expires March 31St, so proposal extends to December 2007 to get through current
and future programs
· Less HOME funds will be available in the future
o BSEDA proposes an increase from $50/hour to $65/hour, with $15/hr grant match
· Grant funds pay for this, so net increase to city is zero
Staffrecommends approval of the extension and increase
o First program helped over 30 people, current (second) program bas helped 28 so
far, so overall program has been very successful
· Resolution to issue bonds for $162,000 for SID #111 - sidewalk portion of East 1 st Street
project
o Prepared by Dorsey & Whitney and review by city attorney
o Montana Municipal Corporation was successful bidder
· Bonds will be issued to them
· City pays the principal and interest on bonds
· Property owners are assessed the SID on their taxes
o Closing would be the end of April, and money would be available by the first part
of May, which fits with construction season
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Council Workshop Minutes of March 28, 2006
Cemetery Proposal:
Mayor Olson pulled this from the agenda, aa it has been delayed, and more information is
being sought
Administrative Assistant:
· Resolution accepting proposal from Johnson Controls for replacement of water meters
with automated meter reading system
o Performance Contract basis
o Two proposals arrived, but one was 1 ~A hours late
· Company appealed to city attorney, administrative assistant, and council
to accept their proposal
· Advertisement was specific that no late submittals would be considered
o Johnson Controls proposal was submitted on time, and meets specifications
o Staff recommends council approval
· Schedule of Fees and Charges
o Sam explained the Emergency Ordinance process
· The amount ofordinance changes required to get the fees and charges out
of code was more than realized at first, and would take considerable time
· Emergency ordinance process would make the changes effective
immediately - for 90 days
· "Emergency" being an administrative issue of notification to
public of fees charged by city
· Gives time to make sure nothing is missed in ordinance
· Working on obtaining an electronic copy of the LMC
· Bring back thc changes to council within the 90 days
· Taking fees out of the ordinances completely
· Set fees by resolution
o Provides staffand council the opportunity to review fees and charges once a year
· Some fees have stayed the same since the early 1980's
· Subdivision application fees were 1/10t~ of what other
communities are charging
· Fees are not covering the city's costs
o City needs to make sure that fees (a) are commensurate with what other city's are
charging and (b) cover city costs
o Discussion regarding the Building Permit fee increases in equal increments
· Varies from $3-4 increases to $14 increases, with no set pattern and is
confusing
· The schedule will be reviewed with staff on Thursday, and revised
if needed - info will be out by end of week
· Permit fees are baaed on a percentage of value from the Uniform Building
Codes - similar to Billing's schedule
o Questions about utility billing deposits and out of town user water rates · Local Government Study Commission recommended deposit equal to a 3-
month water bill
· Current water deposit is $60 - will inereaae to $100
Council Workshop Minutes of March 28, 2006
· No water, sewer, or garbage user rates were included in the list
· Requires a different process
o Questions about defining "Emergency" ordinance
· LMC section that allows the council to avoid the longer ordinance process
o A listing of the "old" charges to compare to the "new" charges was requested
o Mayor stated that this list was one of the first tasks given to Perry and is pleased
to have docannent with fees all in one place, and ability to review it every year
o List can be posted on web site for future public use
· Janitorial Services Contract
o Staffmet with current service providers and reviewed list of tasks
o Laurel Carpet Cleaners currently holds contract
· Fees will increase - tasks have also increased
· Question regarding business license requirement
· Resolution to accept the bid for the mll-offtmck
o Carded over fiom last meeting (pulled fiom last agenda)
o Bid was not dear regarding the option of a tag axel
· Staff asked bidder to provide proof that the option was included in the
total bid price orS 119,986
· Proof was provided, so city can go forward to accept bid
· Documentation will be distributed by Friday
· Resolution to approve Task Order #11 for Morrison Maierle to prepare grant application
o Presentation was done earlier in the meeting
· Estimated cost is $19,188 for their services
Executive Review:
· Arbor Day Proclamation - April 28t~ is the proclamation day, but time has not been
determined as yet
o Sometime between 1:00 and 2:00 p.m. - depending on school testing
o Garden Club is choosing the tree, within the guidelines
o Discussion regarding comments to leave the pine tree there
· Pine tree is in wrong spot
· Plans to install a sidewalk and picnic table
· Question whether the pine tree can be transferred to another location
· Refer to public works director
· Fire Department Officers for 2006-2007
o Scott Wilm is new fire chief
· Will have official change-over at the council meeting on April 4th
· Historic Preservation Board - Mayor Olson would like to appoint Jennifer Johnson
o Jennifer expressed interest a~er attending an event
· Don Woerner, Ed Thumer, and Gloria Wester also attended
o Mr. Hatfield could not continue due to health problems
o Mayor Olson thanked Jennifer for coming forward and volunteering
· Three new firemen will be appointed at the council meeting as recommended by the Fire
Chief
o Matt Wheeler, Tmvis Fox, and Justin Laughery
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Council Workshop Minutes of March 28, 2006
Review of draft council agenda for April 4~ 2006
· Scheduled Matters item (d) will be removed
o Cemetery proposal will come forward at a later date
· Move the "Appointments" of the Fire Chiet~ Historical Preservation Board, and three new
firemen after "Correspondence" section
Announcements:
· Chuck suggested that $10 donation from each councilman, the mayor, and administrative
assistant, for atotal orS100, to buy 3 pickets for Project HELP
o Pickets could be labeled "City Council '06"
o Members can give their donation to the city clerk by next Tuesday
o Announcment that the Denny Washington Foundation (MRL) recently gave
$25,000 toward the project
· Jennifer announced that the Tree Board meeting scheduled meeting for April 20th will
need to be rescheduled
Discussion regarding the remodeling in progress for the council chambers
o Mayor appreciates the effort for improving the council chambers
· More work needs to be done
o Acoustics are much improved with the drop ceiling
o Preliminary budget will include request for new seating for audience
o Chuck commended the Public Works Director for his efforts
Attendance at the April 4, 2006 council meeting: · All present will attend
Other Items:
· None
The council workshop adjourned at 7:48 p.m.
Respectfully submitted,
City Clerk/Treasurer
NOTE: This meeting is open to the public. This meeting is for information and discussion
of the Council for the listed workshop agenda items.
City of Laurel
2006 Wastewater PER Update
and Grant Application
Review Recent Wastewater
Planning and Project History
Review Growth Projections
and Current WWTP Conditions
Discuss Needs for a
Preliminary Engineering
Report Update
Review Opportunities for
2006 Grant Applications
Wastewater Facility_ Planning_=
2001-2003
· PER completed in 2003
· 2022 pop. of ~8100 {lower bounds)
· Outlinedphasedimprovements
over an 8-10 year period:
~ Collection system projects aimed at
flow reduction
~ WWTP projects aimed at upgrade and
capacity improvement
~ Collection system projects aimed at
replacement and reduced
maintenance
Pr~ect - 2003-05 (Phase
· Applied for CDBG Grant in 2003
· Awarded $500000 CDBG Grant in
2003
· Implemented Project in 2004
)~Sewer improvements on Alder
and near RR
~ WWTP Drain Pump Station
~ WWTP effluent flow
measurement
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Pr~ect - 2004-06 (Phase 1B)
· Applied for TSEP Grant in 2004
~ Replacement of major trunk
mains into the WWTP
· Awarded $500,000 TSEP Grant in
2005
· Bid project in early 2006
~ Bids exceeded budget by ~
Sloo, ooo
~ Plan to rebid the project in
August 2006 for Oct-Dec
construction
~ - 2006 and Beyond
(Phase 2_)
· WWTP capacity, permit
compliance, safety and aging
facility issues
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Population Projection - 2003 Facility Plan
2000(~t) 2005 2010 2015 2020 2022
Yellowstone
Coun~
Ci~of Lauml
~ 5% ~ Yellowstone Ci
City of Laurel
wi Allowance for
Significant Development
129,352 136,111 143,244 150,724 158,272 161,245
6,255 6,806 7,162 7,536 7~914 8,062
"Lower Bounds"
6,255 8,075 10,610 12,390 13,754 14,299
"Upper Bounds"
· WWTP designed for population of 7000 people
WWTP Conditions
· Regular summertime permit
violations
· Lack of capacity for anticipated
20-year growth
· Unsafe headworks conditions
· Unable to comply with new MDEQ
regulations
~ Disinfection (certain)
~ Nutrients (potentially)
· ~ 20 year old facility in need of
overhaul
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WWTP Phase 2 Pro'e_j~;~lower
bounds growth~
· Upgrade/Expansion wi 2003
estimate of ~ $ 3.0-4.0 million
· Opportunity to apply for grants to
offset up to 50% of this cost
Wh_W_h~_~pdate a three-year old
document?
· 2003 PER project phasing has
been modified based on available
budgets
· Regulatory changes since 2003
suggest a reevaluation of WWTP
recommendations
· Significant construction cost
changes suggest reevaluation of
budgets
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Why_~pdate a three-year old
document?
Answer:. The City's success in
pursuing competitive grant
funding is directly related to the
PER clarity and conformity with
grant applications
2006 Grants:
· Treasure State Endowment
Program - $750,000 due May 5
· Community Development Block
Grant - $400,000 due May 26
· DNRC Renewable Resource
Grant. $t00,000 due May ~5
2007 Grants:
· STAG and WRDA through State's
Congressional Delegation
~ $0.5-2.0 million possible
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