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HomeMy WebLinkAboutCouncil Workshop Minutes 01.30.2007 MINUTES COUNCIL WORKSHOP JANUARY 30, 2007 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 January 30, 2007. COUNCIL MEMBERS PRESENT: Vacant Seat x Kate Hart _x_ Gay Easton Vacant Seat _x_ Doug Poehls _x_ Mark Mace _x_ Chuck Dickerson _x_ Norm Stamper OTHERS PRESENT: Sam Painter Perry Asher Mary Embleton Jan Faught Rick Musson Mike Zuh0ski Steve Klotz Larry McCann Mark Richards Scott Wilm Chad Hanson, ME&A 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 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 Police Reserve: Appointment ofTravis Brewington Chief Musson introduced Travis Brewington to the council. The appointment will be on the February 6th council agenda. Ward 1 and Ward 4 Council Candidate Interviews Mayor Olson introduced Vonda Hotchkiss, who applied for the Ward 4 council vacancy. Vonda Hotchkiss, who has resided in Laurel for three years, came from Gardiner and also lived in Billings for nineteen years. Vonda is the manager at Cost Cutters in Laurel and has worked with the company for seven years. Judge Kerr encouraged her to apply for the position. Vonda has many opportunities to visit with the public in a non-threatening way regarding issues. She often asks the customers what solution they would use to change a situation. Vonda thought this would be a good opportunity to be in a position to communicate with and get input fi:om the public. Doug asked Vonda what she feels is one of the most pressing problems in the City of Laurel. Council Woxkshop Minutes of January 30, 2007 Vonda stated that Laurel is growing end it is a wonderful thing. But she also sees Laurel sitting very idle on Main Street, where some buildings seem to be falling down around themselves. When you drive down the main street of Laurel, there is nothing holding your eye to this town. She questioned Laurel's values, where Laurel will be in one, five, and ten years, end how Laurel is going to build business-wise. On the street where she works, there are some beautiful buildings end it seems to be growing. However, the atmosphere changes at~er going under the underpass. She thinks Laurel should get the building owners to clean up the buildings and get them rented to improve that part of Laurel. Chuck asked Vonda if she enticipated a problem with working in one ward while representing Ward 4 and if she would be able to answer questions in a clear way. Vonda stated that she would not have a problem end would continue to ask citizens about their proposed solutions to issues. She does not think that anything is a problem that cannot be solved. It might take time, but it can happen if there are people supporting it with a reliable source of how to solve the problem. Mayor Olson introduced Emilie Eaton, who applied for the Ward 1 vacancy. Emilie Eaton has lived in Ward I in Laurel since 1984. She unsuccessfully mn for the city council about fitteen years ago, had a brief stint in statewide politics, and now feels the experience in that arena could help in Laurel. Emilie sees Laurel like it was an airplane ready to take off. A lot of growth is going to happen end a lot of changes are going to come, and she thinks it is Laurel's time for that to bappeo. We also need to be very wise about the decisions that are going to come with that. Emilie thinks that opening up the lines of communication with the residents of this city is very important. Doug asked Emilie what she feels is one oftha most pressing problems in the City of Laurel. Emilie stated that looking toward the future right now is most pressing. She stated that the city cannot afford not to take the oppoaunities that the city is being handed right now, but at the same time it is important to be very wise about it and do what is best, not jnst for a small group but for everyone. Chuck asked regarding addressing the conflict of being a business person in one ward end a representative in another ward. Emilie responded, not from the point of view of a business owner, but from the point of view of having campaigned citywide. In the campaign, there were some common denominators that pertained to the city as opposed to a state-wide issue. She firmly believes tb~ one of the best things that the council and city can do is to educate people. Her passion has always been to keep people informed and to let them understand because one of the best ways to diffuse hostilities is to have everybody informed. If everyone has the same information, they might not like it, but at least they will understand it. Mayor Olson introduced Tom Sayre, who applied for the Ward 1 council vacancy. Tom Sayre has lived in Laurel for about ten years. He has spoken to the council during public comment a couple times and had conversations with the mayor at different times. He is surprised that 2 Council Workshop Minutes of January 30, 2007 he applied for the position. A couple years ago, some of his neighbors and acquaintances encouraged him to consider running in the election. He has worked for Union Tank Car in Laurel for the past year and a half. He has questioned why things are done in the city, and he cannot answer without becoming involved in the process. He thinks it is time for him to step up and get more involved in the city in which he lives. Tom stated that the public utilities and streets are the most pressing issues in Laurel and room for expansion for Laurel is also important. Everyone says that Laurel is going to grow, and he believes they are right. Wal-Mart and other businesses are coming ~ This will benefit citizens and the tax base in Laurel. As a taxpayer, he does not like paying any more than necessary, but he knows that somebody has to pay for the costs. A lot of people do not like the fact that Laurel is considered a bedroom community. Laurel does not have a lot of business or industry here to change anybody's mind that we are not. He questioned where the city can get the most benefit and help businesses come in but also get the benefit and the tax base. He also questioned where the businesses would be located to be easily accessible to the people that want to do business with them. Although he does not have any miracle suggestions, he would like to try to figure out something. Regarding addressing conflict with members of other wards, Tom agreed that education and communication always helps. He would explain the facts that businesses are booming in one part of town, mostly because of location. It is not any kind of favoritism, but it is easy access for public and that is what it takes to run a business. All wards benefit fi.om the tax base. He would willingly listen to people's suggestions. Mayor Olson stated that a special council meeting would be held on Tuesday, February 6th, at 6:15 p.m. for the council to make decisions regarding the appointments to Ward 1 and Ward 4. Mayor Olson thanked the applicants for their presentations. Chad Hanson~ ME&A: Storm sewer presentatio,, Chad Hanson stated that ME&A has been working with the city on a Preliminary Engineering Report (PER) of the storm water system. The draft report has been prepared, and a public hearing is needed to get comments from the public, the council, and city staff. Chad distr~uted copies of the PowerPoint presentation that will be given at the public hearing. At the council's request, Chad presented the information at this time. The Administrative Assistant and the Public Works and Public Utilities Departments have draft copies of the report. The city has been through the preliminary engineering report process several times with the water system and the sanitary sewer system. There have been numerous reports on the storm water, but they have never really been compiled. The PER must be completed for all the different funding agencies in the state. The presentation addressed the following items: Evaluation of Existing System; Alternative Development; Selection of Preferred Alternative; and Funding and Implementation Plan. A copy of the presentation is attached to these minutes. The date oftbe public hearing for the PER will be scheduled soon. P~nn~ Board issues: · Resolution - Canyon Creek Station Subdivision Preliminary Plat Mark Richards stated that the Subdivision Improvements Agreement contained some ambiguity regarding traffic flow studies, what would be permitted, and some exclusions. Clarification of the 3 Council Workshop Minutes of January 30, 2007 language was needed, so he refurred it to legal counseL It is currently being reviewed and will be presented at the next council workshop. · Resolution- Steam lucomotive Mark explained the resolution for a steam locomotive for the community, which he stated would be a catalyst for community spirit, leverage for future grants, and an enhancement of the history of Laurel. There was discussion regarding placement of the steam locomotive, the City's Streetscape Plan that was previously approved by the council and the $105,000 Transportation Grant. Gay stated that Firamen's Park was to be the location for the original locomotive and it would be a good location for the proposed locomotive. · Updates to the proposed changes to the subdivision regulations Mark is still working on the updates to the subdivision regulations. Mark stated that he has become overwhelmed with work. From the time he comes in, it seems that people are calling and he cannot focus. He asked for Perry's guidance, and Pary suggested some options. In the morning when he is most effective from 8:00 a.m. till noon, Mark will focus on paperwork From 1:00 to 5:00 p.m,, Mark will remm calls, schedule meetings, and perform the other things he is required to do. As the work load increases, he finds that it is increasingly difficult to get work done, recall where he was, and what his thoughts were. Just when he gets started on something, the phone rings again. Mark stated that he had to take control of that. Administrative Assistant: · Resolution- Schedule of Fees and Charges Perry stated that the Schedule of Fees and Charges is functioning exactly the way he intended. It is a way to keep the fees and charges current with a minimum amount of review by the council The changes on the schedule were highlighted in yellow, green, and red. Sam explained the red highlighted items on the list. At a previous council meeting, another 1/st of the planning fees was distributed. The list had two requested changes to go into the official schedule. An item on page five was changed from "zoning review 1L~e'' to "site plan review fee". "Cash in Lieu of Parking spaces except in the Central Business District... $1,000.00" was added to the planning fees on page six. Mark stated that this was a carryover fi'om the last planning fee schedule that was adopted but was not put on this schedule. There is no change in it and it is a continuation of what was there before. There was discussion regarding the Cable TV Franchise fee listed on page one. Mary stated that the city is currently working on a true cable TV franchise, but there is one currently in existence. There is an overall franchise fee fur any type of i~anchise. "Cable TV" will be removed and the item will be listed as "Franchises... $300.00". There was discussion regarding the fee for '~3exually Oriented Business". The city's ordinance puts specific restrictions on requirements and locations for sexually oriented businesses. The fee is drawn from the ordinance and will remain on the Schedule of Fees and Charges. 4 Cotmcil Workshop Minutes of January 30, 2007 The resolution will be on the February 6th council agend0. · Resolution - Amending union contract to include Memorandum of Understanding regarding alternate work schedule for dispatchers Sara stated that an issue was raised by the clerk-treasurer's office regarding the dispatchers working a different schedule than allowed under Federal law. It was a concern because it has been going on since 2003 and has not been dealt with by the city. Sara contacted the union, who put him in contact with the union's attorney. They worked out the agreement, which is attached to the resolution. The union previously approved the Memorandum of Understanding, and the dispatchers are represented by a union. They are fi'ce to contract a different schedule and it would no longer be a violation of Federal law or State law. That is the Memorandum of Understanding, which was put together between the city and the union. The MOU araends the union contract end that is cited in the actual document. The last paragraph states: '~'he Parties enter into this MOU pursuant to" the Federal and State statutes allowing it. The important part is the last sentence: "Both Parties agree to hold each other b,=rmless and indemnify one another from any claims for overtime compensation by current, past, or future =mployees if this agreement is subsequently dct~nnined to violate any overtime statutes and/or regulations." That is a critical part of the MOU because the dispatchers and the union agreed to this several years ago. The city basically agreed, but the MOU was not presented to the council and there was nothio4g formally in the record to support this change in shift The agreement is that, typically, a party cannot take a position, have another party rely upon that position, end then take advantage of it, meaning the dispatchers cannot agree to do this schedule and ten years down the road say sue for back overtime. The MOU will bring the union contract up to date with what is actually going on. The union already approved the MOU, but the signed agreement was lost. It will be presented to the council end taken back to the union for signature. The resolution will be on the council agenda on February 6t~. · Resolution - Morrison-Maierle, Inc., Additional engineering costs for the wastewater improvements project Perry stated that this has to do with the difficulty that Mordson-Maierle had in designing the system to cross the ditch, They redesigned the method by which the sewer would cross the ditch and they agreed to split the cost of redoing the crossing because it was based on their surveyor's error. Morrison-Maierle agreed to split the cost of the engineering costs. Perry stated that the number represents half of the cost. After Mayor Olson end Perry met with MMI, it seemed like a reasonable thing because a certain amount of the engineering and creating the additional crossing of the ditch would have been more anyway. The only difference is that we did not know then and we know now. The resolution will be on the council agenda on February 6t~. Resolution - Montana Engin~.~ring and Administration, Amendment No. 2 Perry stated that the araendment institutes ME&A's current fee rotes. It does not change the city's contract with them but it just changes the fee rates for the various services they provide. The resolution will be on the council agenda on February 6th. 5 Council Work~op Minutes of Sanuary 30, 200'/ Resolution - Encroachment permit for Themae Lumber Sam stated that the council is aware of the loading and unloading issue with Thomae Lumber. The final pvsmit that was negotiated on the city's behalf with Thomae and his attorney was attached to the resolution. Sam requested that this be put on the agenda in order to get some resolution of the issue. Sam sent the permit to the attorney yesterday with a message that it is going to be presented to the council, and suggested that he sign it or address the council about any concerns. The last couple of issues have been resolved. It is a five-year permit and is a good negotiated position for both parties. The fee for an encroachment permit is $50 per year. The resolution will be on the council agenda on February 6th. · Resolution - Contract with Encode for the FAP building Chief Musson stated that Encode has been doing the heating and cooling work at the FAP for about five years. However, Encode has not held the certificate to be the licensed boiler tech. The proposal for $2,400 a year to contract for those services was attached to the resolution. Some maintenance issues are included in the contract. The resolution will be on the council agenda on February 6~. Executive review: · Appointment: o Emergency Services Committee: Dick Fritzler The appointment will be on the council agenda on February 6th. · Council etiquette Mayor Oison stated that the use of formality when addressing council members and staff during a council meeting is needed. · Legislative Updates Mayor Olson commented regardin~ the Veterans' Cemetery. Mayor Olson commented regarding information received from Dorsey & Whitney about proposed revisions to local government debt limits. It has to do with the ability of local governments to increase the bonding mechanism fi:om 1.51 percent to 2.5 percent. The Clerks' Association is tryi~ to get it set at 2.5 percent, which would allow cities to bond to a 2.5 percent capacity. Upon voter approval, that would allow cities to be able to fund certain things that would otherwise not be possible. Mary explained that the information fi-om MaeNan Ellingson questioned whether a 2.5 percent bonding capacity would be enough, Mary is communicating with Alec Hansen to discuss some alternatives and will keep the council informed. Other items 6 Com~¢il Workahop Minutes of January 30, 2007 Laurel Little League recently contacted Norm Stamper regarding the need for additional ball fields in the city. There was discussion regarding the baseball field at West School end the issues regarding irrigation of the field. Norm will take the issue to the Park Board. Mayor Olson encouraged the council to attend a meeting with Congressman Rehberg on Friday, February 2~l, at 1:30 p.m. in the council chambers. There was discussion regarding previous requests for federal funding for a water reservoir, street improvements, and building space issues. Chief Musson stated that a camera surveillance system could be added to the list. Mayor Olson stated that funding for emergency vehicles could also be included. Review of dr~ft council n~endn for February 6~ 2007 Doug requested that a report of the Emergency Services Committee be added under Reports of Boards and Commissions. Attendance at the February 6th council meetin~ All will attend. Announcements A special council meeting will be held at 6:15 p.m. on Tuesday, February 6t~, to appoint the new members to the council. The council workshop adjourned at 8:12 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. II