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HomeMy WebLinkAboutCouncil Workshop Minutes 04.11.2006 MINUTES COUNCIL WORKSHOP APRIL 11, 2006 6:35 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 April 11, 2006. COUNCIL MEMBERS PRESENT: _x_ Dick Fritzler _x_ Doug Poehls x Kate Hart x Mark Mace _x_ Gay Easton _x_ Chuck Dickerson _x_ Jennifer Johnson _x_ Norm Stamper OTHERS PRESENT: Sam Painter Perry Asher Cal Cumin Mary Embleton Rick Musson Public lnnut (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 Public Works Department: · TwelRh Street west of Valley Drive o The drainage issue on Tweltth Street west of Valley Drive will be reviewed in the storm water study that is scheduled to go out for bids soon. When the storm water study is completed, priorities will be set for the drainage problems within the city. o More than half of this street is in the county, and the city must be careful not to solve problems in which the county should participate. o Discussion regarding the joint meeting with the county commissioners in November 2005: During negotiations, there was no consensns on how to resolve the problem. There are safety issues with the blind spot at the intersection, concerns regarding the ditch and possible liability issues, and revenue is needed to address the problem. o Mark stated that the city needs to partner with the county commissioners to obtain some grants and figure out how to solve the problem together. Discussion regarding Thomson Park - picnic shelter, lights o ACE Electric will install damage resistant lighting in the park. o It is not practical to bolt down the picnic tables because organizations want the tables set in different configurations. o The current park ordimmce states that the park is open until midnight. o Discussion regarding: Council Workshop Minutes of April 11, 2006 o o o o · Changing the ordinance so the parks close from 10:00 p.m. to 6:00 a.m., with exceptions for games and the 4t~ of July activities · Using the curfew as guidelines · Rick stated that, since the curfew is currently 11:00 p.m. on week nights and 1:00 a~r~ on weekends, he would not recommend using the curfew as a guideline to close the parks. · He thinks that 10:00 p.m. is a reasonable time to close the parks and would enhance the police department's ability to enforce the problem of vandalism in the parks. · Chuck asked that a light be installed on the booster station in Murray Park. · An ordinance is needed to post 'No skateboarding in the picnic shelters" signage. Draft ordinances regarding curfews in the park and no skateboarding in the shelters will be presented at the council workshop on April 25t~. Information regarding the status of the restrooms will be distributed soon. Cal mentioned that the county parks are open one-half hour before sunrise and close one-half hour after sunset. Concerns should be submitted to Perry before the next council workshop. Plannimx Board issues: · Planning Board will hold Public Hearing for annexation of Riverside Park, Wastewater Treatment Plant, and Water Treatment Plant. o The Planning Board will hold a public hearing on the annexations at the meeting on May 4th. o According to State statute, the city has the authority to annex the properties, even across the river. · Recommendation on Conditional Use Permit for St. John's Lutheran Home Project in Iron Horse Subdivision. o The Planning Board held a public hearing at the meeting on April 6~. Cal stated that this is a nice project and is coming along as envisioned fi.om the start. o Some variances have been allowed in that area beeanse the concept of having a St. John's Lutheran Home facility there was an attractive idea and addition to the City of Laurel o St. John's has requested a conditional use in order to construct a three-story building in the end of the facility closest to Alder Avenue, and then the building will taper down. o The second pm of the conditional use permit was their definitions of what they propose to do. o The descriptious in Laurel Municipal Code are different than their descriptions, so Cal asked them to describe them clearly. · St. John's wants to have elderly independent living, assisted living, and future nursing cottage. · The nursing cottage actually is the closest thing to a nursing home. · Cai will have St. John's define all three very carefully before the council meeting next week. o Cai stated that St. John's ha~ a reputation for doing nice work and taking good care of its clients, and he thinks it will be a real asset to the city. · Status of revised subdivision regulations for City-County Planning Board Jurisdictional Area o The Planning Board is working on the subdivision regulations. Council Workshop Minutes of April 11, 2006 o The city needs to complete the subdivision regulations by October 1~t. o It is an extensive process bemuse: · the city's subdivision regulations are quite outdated; · the city must have all the previsions of the last legislature incorporated into the new subdivision regulations; and · there are a lot of things in the subdivision regulations that need to be changed; · The county commissioners would like the city to use their subdivision regulations in our jurisdictional area. o Cal stated that Laurel has never been open to the fact of doing the same thing Billings does or using the same regulations, but a compromise can be found. o Items in the Growth Management Plan, which the council has adopted for the city, that deal with subdivision regulations or can be implemented by subdivision regulations will be integrated into the subdivision regulations regardless of what the county wants. o The revised subdivision regulations will be presented to the council in several months. Police Department: · Resolution - Contract for motorcycles with Beartooth Harley-Davidson/Buell o Rick mentioned that this is the fourth year for the motorcycle program. o It has been good for the department and he requested pcaudssion to continue. o Mayor Olson stated that the city has gained at least a year on the patrol cars because of the use of the motorcycles and the savings in fuel resulting from this program. o The department is patrolling more efficiently, and he complimented the department for bringing this program forward. o Discussion regarding how much has been saved through use of the pregrem: · An in-depth study has not been done, but Rick stated that there is savings in the wear and tear on the patrol cars and the difference in the cost of fuel. · When the motorcycles are used to patrol the city, increased revenues are brought in through tickets written. o Public relations opportunities are increased for the motorcycle officers. o Laurel Ford donates a car every year for the school resource officer, and another SRO vehicle was provided by the State. o The resolution will be on the council agenda on April 18th. · Resolution - Contract for phone system for the FAP o The phone system at the FAP, which was installed in the 1990's, is old and needs to be updated. o Rick received a quote fi'om AB TelCom and is still waiting for a quote from Connect Telephone. o The item will be presented at the council workshop on April 25th. Library: · Resolution - Lawn care services at the Laurel Library o Peny explained that, since the proposal for lawn care services was $1,000 for the season (under the $1,500 limit), the library director can make a decision. o Proof of insurance and a city business license will be required. o Discussion regarding why the city does not provide the lawn care services: · The city sets the library's budget, but the Library Board decides how to spend the money. Council Workshop Minutes of April 11, 2006 Clerk/Treasurer: * Resolution - Intercap loan for E-911 equipment o Mary explained that the resolution will proceed as soon as the serial numbers are received for two major pieces oftbe E-911 equipment. * Quarterly Report o Mary will distribute the document tomorrow and will be available to answer questions at the council meeting. Administrative Assistant: · Review of schedule of fees and charges o Perry stated that there were some errors on the foe schedule approved by the council last week. o A version showing what was actually passed and what should have been passed was distributed to the council. o Two blocks of fees that were completely let~ out were reinstated on the list, and all changes were highlighted in gray. o In order for the permanent foes to be in place by the end of the 90-day emergency ordinance, the first reading oftbe permanent ordinance must be held on April 18th. o The public hearing and the second reading will follow in a timely manner to allow for the proper thirty-day period aider the second reading. o Council and public comments can be made after the first reading on the ordinance. o Discussion regarding a situation last week: · Pcuy stated that tho school district had been given a dollar amount based on the old fees for the building permit and had prepared their budget with that number. · When the school district came in last week after the council approved the new fee ordinance, it was decided that it was appropriate to charge the original amount as quoted instead of the new fee since thc school had already established their budget, gone out to bid, and begun the project. · According to Perry, building fees have not yet been quoted for other upcoming projects. o Mayor Oison stated that the fees and charges can be reviewed through the process of approving the permanent ordinance with the first reading, public hearing, and second reading. o Although public hearings are not usually required for resolutions, it will be included in the annual resolution regarding the schedule of fees and charges. ~ Discussion regarding: · Liability · Waiving the new fee to the school · Negotiations for fees · Problems resulting because the foes have been addressed individually for so many years o Sam explained that the revisions to the ordinances would strike out language that deals with exact fees and insert verbiage requiring the council to review the schedule of fees and charges annually by resolution. · That will require anyone looking for a fee to come to the city and request the resolution establishing fees. · If the city is required to do it annually by resolution, the schedule of foes and charges will be up-to-date. 4 Council Workshop Miaut~ of April 11, 2006 · Council Chambers Use Policy and application form o A request for the use of the council chambers on Sundays was received recently; however, there was no policy in place. o The proposed policy includes guidelines about use of the council chambers and arrangements for the building to be unlocked and locked again. o A resolution would be needed to adopt it as official city policy. o Discussion: · Doug stated that the group would probably not meet the requirement that the "user must pay the cost of overtime for a City stalT member of City official to be in the building through the entire time of the use..." · Doug mentioned that the policy is essentially the same policy the l~rary uses for the back room. · Perry's concern was the security issue. · Chuck stated that there should be some respect for the area, as he has entered the building and seen people with feet up on the table and food in the council chambers. · Mayor Olson stated that the improvements in the council chambers provide a respectable and dignified area · The group will be informed that respect is needed for the area in which city business is conducted. o A resolution will be on the council agenda on April 18~h. · Presentation on Cost Allocation System o The presentation was rescheduled to the council workshop on April 25th. o Perry needs to present the proposed system to the auditors first. · Funding alternatives for East First Street project o The presentation was rescheduled to the council workshop on April 25th. o Perry explained three alternatives: · Take the needed $330,000 out oftbe Street Fund, which would leave no money in the fund. · Borrow the money from the General Fund, which would be the reserves · Take out an Intercap loan and pay it out of the Street Fund over the next four to five years. · This would reduce the amount of money taken out of the Street Fund down to perhaps $100,000 per year and leave money in the fund for other projects. Executive review: ,, Digital camera o A digital camera will be available soon. · Proclamation- Municipal Clerks Week o Mayor Olson will make the proclamation at the council meeting on April 18th. o Mayor Olson acknowledged that Mary is currently President of the Clerks Association. · Cemetery proposal resolution o Dick stated that the resolution would be on the council agenda on April 18a'. o Sam asked if the resolution needed to be revised since there were two proposals from Interstate Engineering. Council Workshop Minutes of April 11, 2005 o Dick explained that the general proposal from Interstate Engineering is dated February 21, 2006; however, the city has $25,000 to do the projects described in the second letter, which is dated March 14, 2006. · In order to define the plan for the money, Imerstate Engineering clarified it in the second letter. o Both letters were mentioned in the Cemetery Commission's motion to recommend approval by the city council. Dick reported on the recent walk-thru at the cemetery. o Representatives from DNRC, Commissioner Kennedy, Gay Easton, and members of the VFW and American Legion attended. o Meetings are scheduled for Friday, April 28th, at 8:30 a.m. in the council chambers and Sunday, May 7t~, at 8:30 mm. at the Eagles in Billings. Review of draft council agenda for April 18, 2006: · Additions to the council agenda include: o Emergency ordinance for the mended portion of the schedule of fees and charges o First reading of the ordinance for the schedule of fees and charges o Resolution to adopt the council chambers policy and application form o Conditional use p~mdt for St. John's Lutheran Home - set public hearing o The Clerk/Treasurer's Quarterly Report will be listed under the consent agenda on April 18th. Announcements: · Grant application for new ambulance o Perry explained that this is the first year FEMA has allowed non-affiliated ambulance companies to request an ambulance under that prograrca o Last Thursday, he submitted an application for a new ambulance for our ambulance service under that program o Since the older of the two ambulances is thirteen years old, he thinks that there is a good possibility that Laurel will receive the grant. · In order to apply, he had to certify that the old ambulance would be completely taken out of service. o Applications will be awarded by December 2006. · Reminder to get council photographs taken for lobby and website · Discussion about the summary for the web site · Information regarding the asphalt plant will be distributed soon~ · Discussion regarding the proper way to discard tattered flags: o Boy Scouts have a program to discard flags in a respectable manner and the VFW in Billings also collects tattered flags. o Norm stated that the Boy Scouts would be glad to have a proper burning ceremony for tattered flags. · Jennifer spoke regarding the Arbor Day celebration on April 28t~ at 1:00 p.n~ The original plaque in Veterans' Park says: "May 9, 1944 - Dedicated to the men and women who have served in World War II". o A new plaque will say: "In support of all those who have served our nation - April 28, 2006". · Kate asked regarding handicapped parking and two-hou~ parking, and Mayor Olson responded that it is still being reviewed. Council Workshop Minutes of April 11, 2006 Attendance at the April 18th council meeting: * All will attend. Other items: · Mary encouraged the council to attend Institute on May 10th - 12t~, and a special recognition celebration is planned for the banquet on May 11th. · Discussion regarding possible signage for diagonal parking at Murray Park: o Perry will talk to the public works director. · Discussion regarding the parking area at the soccer park on Fir Avenue: o Work is planned to improve the parking area. · Discussion regarding Project HELP: o Project HELP bas obtained all of the funding for the playground equipment at Kiwanis park. o Construction of the equipment is scheduled for the first week in May. o Suggestion to make a proclamation for the first week of May. The council workshop adjourned at 8:16 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.