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HomeMy WebLinkAboutCouncil Workshop Minutes 10.31.2006 MINUTES COUNCIL WORKSHOP OCTOBER 31, 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.m. on October 31, 2006. COUNCIL MEMBERS PRESENT: Dick Fritzler _x_ Kate Hart _x_ Gay Easton _x_ Jennifer Johnson __x_ Doug Poehls _x_ Mark Mace x Chuck Dickerson _x_ Norm Stamper OTHERS PRESENT: Sam Painter Perry Asher Mary Embleton Mark Richards Rick Musson Scott Wilm Rlyrm Halverson Public Innut (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 Fire DePartment: · Laurel Volunteer Fire Department: Appointment ofRiyrm Halverson as a fireman Scott Wilm stated that the fire department has been short one person for several months. Three former firemen applied for the opening and the Company selected Rlyun Halvorsen. Rlynn served five and on~-half years before stepping down, and he would like to be appointed again. The appointment would complete the 35-man roster for the fire department. Bie Sky EDA - HOME Promtam Presentation Casey Joyee, who served the City of Laurel's HOME Program for several years, will start a new job writing grant proposals for St. Vincent's Healthcare Foundation. Patty Nordlund, t~om Big Sky EDA, presented the following information regarding the City of Laurel's HOME Program. City of Laurel- HOME Program o June, 2002 - Contract with Big Sky EDA to write Home Investment Partnership (HOME) Grant application. o July, 2003 - Montana Department of Commerce awarded City of Laurel HOME Grant of $280,000. Council Workahop Minutes of October 31, 2006 o August, 2003 - Big Sky EDA began working with homeowners and homebuyers to spend City of Laurel- HOME funds. o August, 2003 through October, 2006 · Big Sky EDA has referred over 250 individuals or households to Homebuyers Education classes. · Big Sky EDA received over 110 City of Laurel - HOME Program applications from interested participants. · Big Sky EDA along with the City ofLanrel - HOME Program Advisory & Loan Review Board assisted 42 homeowners or homebuyars with HOME Program funding. There is cmtly about $50,000 in Program income and new applications are being taken. · The Community Partners include: o Beartooth RC&D; homeWORD; USDA - Rural Development; Yellowstone Bank; Laurel Development Corpomtiun; Western Security Bank; Intermountain Mortgage Company; Stockman Bank; Heritage Bank; Countrywide Home Loans; and Home Owners Mortgage Equity. · The HOME Program Advisory and Loan Review Board members are: o Ken Olson, Jr. - Mayor, City of Laurel; Mary Embleton - Clerk/Treasurer, City of Laurel; Steve Klotz - Public Works Director, City of Laurel; Gay Easton - City Council President; Carole Mayes - Broker/Owner, A Haus of Realty, Inc.; and Robin Herman - Real Estate Loan Officer, Yellowstone Bank. Former members include: Cal Cumin - Planner, City of Laurel; and Patsy Guenthner - Vice-President Finance, AVANTA Federal Credit Union. · The City of Laurel HOME Program for First-time Homebuyers contracts with Big Sky EDA Community Development staffto administer the funds. · Big Sky EDA has sent over 150 applications to potential hemebuyers wishing to live in Laurel. · Homebuyer Stats for Program Income from FFY 1996: o Total HOME $: $117,555.00 for 10 homebuyers o Average of $10,686.82 per homebuyer · Homebuyer Stats for Program Award from FFY 2003: o Total HOME $: $259,106 for 32 homebuyers o Average of $8,097.06 The Advisory Board has recently decided to provide $7,500 per family to help with down payment and closing costs to spend out the $50,000. · City of Laurel - HOME Program o Must not exceed the Area Median Income (AMI) level for low-income households in Laurel. o The total household gross income must not exceed the Median Family Income (80% Area Median Income/AMI) for low-income families in Laurel, Montana, as listed below: Househo~ S~e Income Househo~ S~e Income 1 $30,200 5 $46,550 2 $34,500 6 $5~000 3 $38,800 7 $53,450 4 $43,100 8+ $56,900 2 Council Workshop Minutes of October 31, 2006 Mayor Olson stated that not many communities are actually involved in this type of resource for new homebuyers and Laurel should be proud of the fact that it participates. Forty-two families have been helped with the current pmgrarn, and thirty-three families were helped with the original $400,000 grant. Mayor Olson stated that Casey Joyce's work and his presence in this process will be greatly missed. Patty mentioned that Michael Majerus has replaced Casey and is learning the program. Police Department: · Resolution: Highway Traffic Safety Office Con~'act #200%23-01-18, 2007-02-18 Laurel STEP Chief Musson explained the grant t~om the Montana Department of Transportation for DUI enforcement and seatbelt protection. The available grant monies have been declining each year. Last year's grant was for $9,500 and this year it is $6,750. In the past, there have been four campaigns. This contract includes two mobilizations from October 1, 2006 through September 30, 2007 for seatbelt enforcement during Memorial Day and DUI enforcement during Labor Day. Rick explained the sustained enforcement plans allowed by the contract and stated that the overtime officers would be on patrol as soon as the contract is approved. The resolution will be on the council agenda on November 8t~. Planning Board: · Ordinance: Ordinance amending Ordinance No. 006-06. Mark Richards stated that the textual errors in Ordinance No. 006-06 will be corrected in the proposed ordinance. Other ordinances are being reviewed and the information will be presented to the council soon. Clerk/Treasurer: · Resolution: Increasing capital reserves for water and sewer Mary Embleton explained that this has been in the works for a very long time. In 2000, the auditors brought this issue to the city's attention in an audit that said the capital replacement reserves to replace capital in the water and sewer funds were not adequate. The auditors recommended increasing the reserves. There was a lot of discussion, but no decision was made regarding an adequate funding level. Mary and Larry McCann recently discussed the annual need for capital replacement and decided on $10,000 per month for water and $10,000 per month for sewer. Currently, $2,000 per month for sewer and $2,500 per month for water is put in reserves. Mary recommended that the council adopt the resolution so the increase can begin in November. Mayor Olson stated that the Budget/Finance Committee has the charge to oversee and recognize where further adjustments could be made. Executive review: · Resolution No. R06-116: A resolution of the City Council approving the Performance Contract by and between the City of Laurel and Johnson Controls, Inc. (Delayed 10/17/2006) Council Workshop Minutes of October 31, 2006 Mayor Olson stated that the city staff met with Johnson Controls today. The city contacted MaeNan Ellingson at Dorsey & Whitney regarding the performance contract. The firm reviewed the contract and responded yesterday. Alter today's meeting with Johnson Controls, there are still some questions that need to be reviewed by the city's legal staff At this point, Mayor Olson removed this fxom the November 8th council agenda and stated that it would be on the next council workshop agenda. At that time, there should be answers to the questions ofwbether or not this can be considered a performance contract as compared to an energy performance enntract. There are guidelines in State law, and the city is waiting for further word back to make sure the contract would be covered through State statute. · Resolution: Lease Agreement with Jennifer Krat~ for residence at Riverside Park Mayor Olson likes having someone reside in Riverside Perk to provide a presence at the park. She is no longer the caretaker at Riverside Park, but she is a temporary seasonal maintenance employee. He encouraged the council to approve the lease in order to ensure that the city has a presence in the park through the winter months. Doug asked regarding the payment schedule on the lease agreement. He stated that she pays $225 now and questioned ifsbe would pay $450 if she lek the employment of the city. Mayor Olson stated that is true. He thinks that Jennifer Kraft approaches tasks aggressively, has a can-do attitude, and is a valued city employee. Mary Embleton asked a procedural question. At the October 17th council meeting, Resolution No. R06-116, council action on the contract with Johnson Controls was delayed to the council meeting on November 8th. It was agreed that the item should remain on the council agenda so the council can delay the action to the council meeting on November 21~t. · Appointments: · Police Commission: Reappointment of Mike Michunovich to a three-year term ending December 31, 2009 Mayor Oison stated that Mike Michnnovich bm agreed to serve another thre~year ternx The reappointment will be on the council agenda on November 8th. · Laurel Volunteer Fire Department: Appointment ofRlynn Halverson as a fireman R.lynn was introduced to the council earlier in this meeting. · Yellowstone City-County Board of Health: Need appointment to a three-year term ending December 31, 2009 Mayor Olson stated that an appointment is needed to the Board of Health. Kate Hart explained that it is not that she wants to get offtbe Health Board. Having been involved on the Health Board and al~er seeing the input received from the Billings Clinic and St. Vincent Healthcare, she thinks Laurel could get more benefit from the Health Department if someone in the healthcare profession from Laurel served on the Board. In the last few years, the Health Department has implemented the Public Health Residency Program at the Deering Clinic and it has been an overwhelming success. There is an effort to encourage more Montana residents to go to medical school and then serve in a rural capacity. There are people from Laurel who have done 4 Council Workshop Minutes of O~tober 31, 2006 exactly that, but no one on the Board wes bom and raised in Montana. Kate thinks there is more that Laurel could get and offer to the Board. However, if no one else agrees to serve, Kate will continue to serve. Mayor Olson will look into the possibility and approach some local physicians about this. · City-County Planning Board: Need appointment to fill a term ending June 30, 2007. Mayor Olson stated that a mayor's appointment vacancy needs to be filled. There wes discussion regarding the need for members on other boards and committees, especially the Emergency Services Committee. Kate mentioned that people have attended meetings and expressed interest in different things. She suggested that each council member prepare a list of possible names that might be willing to serve on a board or committee, and personal letters could be written to the individuals. Kate did not start volunteering because she knew there wes a vacancy. Someone had to specifically esk her, which made her feel like they thought she could offer something to the position. Chuck esked for consideration of the times for the committee meetings as it is difficult for people that work in Billings to be in Laurel for a 5:30 p.m. meeting. Mayor Olson stated that the time for the committee meetings could be changed. The council secretary needs to be informed in order to schedule the meetings correctly. Mayor Olson esked the council members to submit a list of ten names to the council secretary before the November 14~ council workshop. Staffwill send a letter and make the request to fill some of the positions. Review of draft council atenda for Wednesday~ November 8, 2006: Resolution No. R06-116, for the contract with Johnson Controls, will be on the agenda to allow the council to delay the decision until the council meeting on November 21 st. Public Hearing: o Ordinance No. O06-11: An ordinance modifying Ordinance No. 002-35 to provide the city council authority to adopt future technical amendments for the previously adopted "Rules and Regulations Governing Utility Services and Streets for the City of Laurel, Montana", to clarify that a copy of the current roles shall be available at either the office of the City Clerk and/or Public Works' Department and to technically emend the current version of the "Utility Rules and Regulations for the City of Laurel". (First Reading - 10/03/2006) Mary explained that the ordinance changes the language that refers to reading meters in the cubic foot reading measurement unit versus a gallon reading. The new meters will read and register usage in per thousand gallons. During the transition with the water meters, water usage will be determined with cubic feet and gallons, so the generic language is needed. The computer system is able to register readings in both cubic feet and thousand gallons. Right now, the billing clerk has to convert the new meters to the cubic feet reading. This is another margin of error that the city would like to eliminate. 5 Council Workshop Minutes of October 31, 2006 Announcements: Mayor Olson mentioned a meeting that the League of Cities and Towns bas arranged a meeting for representatives of the cities and towns to meet with the top management of the Department of Environmental Quality. The meeting is scheduled at 10:00 a.m. on Tuesday, November 14th, in Helena. The meeting will give the cities an opportunity to discuss roads, regulations, and enforcement policies, and other issues for the Department administrators to generally improve communication and understanding between the State and local governments. Mayor Olson will ask Larry McCann to attend the workshop. Attendance at the Wednesday. November 8th, council meatln~, Norm will be unable to attend the council workshop. Other: Gay asked regarding a letter requesting a variance for United Bank. Mayor O/son stated that the council, as legislators, should recognize that there is a process and protocol involved with all of its business. The City of Laurel cannot address items that are under Federal regulations. The city has a process in place for the requested variance. Mayor Olson stated that, if the city were to supersede the Planning Board and its obligation to consider variances, he thinks it would be very detrimental. There is a method in place for an applicant to request a variance. For the council to review the issue would be counter-productive to the whole process, and he does not think the city wants to get involved in circumventing a process that is in ordinance. If that happened, the council would be inundated with special requests. Laurel is a growing community, and he thinks the council should keep its focus on policy. Mayor Olson stated that the process should go forward correctly. Perry stated that the setback issue will go through the Planning Board. The other two issues include a plumbing issue and an ADA issue. The plumbing issue is established by State law and the city cannot supersede it. ADA is a Federal statute that the city cannot supersede. United Bank has to abide by those two requirements. The only issue over which the city has any control is the zoning and setback issue. United Bank needs to pay the $600 fee, go before the Planning Board, and complete the proper procedure. Mark Richards recently centaeted Kevin, the project foreman, and explained all the issues to him. The city can only deal with the setback issue, and the other issues are Federal or State issues. Kevin explained the problems with the building to Mark, who told him to discuss them with the person that represented that the building met Montana code. The Planning Board would probably not review the issue before mid-December. In their conversation this morning Kevin said they might just have to do what is required. Gay asked if the structural engineering stamp is a Federal regulation. Mark stated that is part of what is required to meet ADA specifications. This could have been avoided if the proper procedure had been followed. Mark and Kevin will continue to communicate on this issue. Council Workshop Minutes of October 31, 2006 Chuck thanked Perry for the effort that was made on cleaning up the mom next to the council chambers and complimented whoever did the job. There was discussion regarding the tables and the window coverings. Mark Mace asked regarding the need for a resolution updating the ward boundaries. He would like to have a report on the city's ward boundaries and whether they are adequate since the city has annexed a lot of land since 2000. The ward boundaries were reviewed in 1996 by the Government Review Commission and should be reviewed on a regular basis. Mark stated that a review every ten years might be too long to address a growing community. Chuck asked that the boundaries for city-county planning be reviewed. Mark Richards is working with GIS to review extending the boundaries. The next step is to gather all the documents regarding zone changes and annexations so GIS can update the maps. Mark has ordered updated maps for the council members, the lobbies, the mayor's office, and the public works department. Larry MeCann handles the city's GIS program. Mark Mace mentioned the possibility that Laurel could be included in a GIS program with Billings in which pictures are taken of every street and alley in the city boundaries. It is a useful tool to look at fire plugs, street lights, signs, etc. without using the gas and time to leave the office. GIS is an important tool and it is something the city should review. Mayor Olson stated that the GIS will be on the department head agenda~ The council workshop adjourned at 7:25 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. 7