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HomeMy WebLinkAboutCouncil Workshop Minutes 06.12.2007 MinUTES COUNCIL WORKSHOP JUNE 12, 2007 6:30 P.M. COUNCIL CHAMBERS A Council Workshop was held in the Council Chambers and called to order by Mayor Ken Oison at 6:35 p.m. on June 12, 2007. COUNCIL MEMBERS PRESENT: x Emelie Eaton x Kate Hart __ Gay Eaaton _x_ Vonda Hotchkiss _x_ Doug Poehis x Mark Mace _x_ Chuck Dickerson Norm Stamper OTHERS PRESENT: Sam Painter Mary Embleton Steve Klotz Larry McCann Carl Anderson, Morrison-Maierle Rick Musson Scett Wilm Jan Faught Jean Kerr Laurel Road Runners 4-H Club Members Publle Inout (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 minutex While all comments are welcome, the Council will not take action on any item not on the agenda. There was no public input. Ambulance Reserve Aovointments: Ambulance Director Jan Fanght introduced Jason Morgan and Marie Basel. Jason Morgan, an EMT- Paramedic who works for AMR in Billings, would like to be involved in the transition of Laurel's service goio4g to a hi~her level. Marie Besel, who previously served as an ambulance attendant, has regained her EMT certification and wants to serve again. The ambulance reserve appointments will be on the June 19va council agenda. Laurel Road Runners 4-H Club: · Fire lane signs at the Laurel Lforary Mayor Olson asked the representatives of the Laurel Road Runners 4-H Club to introduce themselves. Coutmey Brace, current historian, Christopher Lanaghan, current secretary, Carrie Krug, current treasurer, and Paige Ingrain, vice-president, introduced themselves to the council. As a part of their oath to 4-H, they pledge their hands to larger service, which is defined as community service. The club's community service project is the Laurel Public Lforary, where they plant flowers in the spring, clean windows, end help with the reading program on Wednesdays. Two years ago, the club painted the curb sal~ty yellow so that cars would not park in the "No Parking" zone. On May 26, 2007, the club members were at the Lfora~ planting and noticed that the No Parking sign was not in the best of shape. The members brought in the old sign for the council to view and requested two new signs, one for each end of the drive through in the back parking lot of the l~rary. The pole for a third sign was Council Workshop Minutes of June 12, 2007 all bent out and was pulled out for safety reasons. The club offered to pick up the new signs and install then~ Mayor Olson thanked the 4-H Club for their work on this project and at the library. He stated that the public works director, Steve Klotz, would assist the club with the project. Mayor Olson asked the group to introduce their organizational leader, Lacy Lanaghan, to the group. Mayor Olson again thanked them for their work. Public Utilities Department: * Carl Anderson, Morrison-Maierle, Inc. - Water Facility Plan presentation Carl Anderson presented the Water Facility Plan at the council workshop on May 29th. He asked if the council had any questions or suggested changes regarding the plan. Carl will present the Water Facility Plan and receive public input at the public hearing on July 17~h. Doug Poehls requested that a brief overview of the security measures at the plant be included in the public hearing. Carl stated that any improvements recommended by Morrison-Maierle, i.e. replacement of the flocculation or sedimentation basins, would also address security issues, such as fencing and security cameras. During the public hearing, Carl will explain that the security issues will be inclusive in the projects. City Court: · Remodeling update Judge Jean Kerr updated the council on the remodeling for the court and stated that a contract and resolution would be &ailed soon. Jean recently met with Reporter and Ace Electric, and the costs for the projects could be lower than originally expected. The issue regarding air conditioning has not been resolved yet. There was a brief disenssion regarding the funding for the project. Mayor Olson stated that a small services contract would be distributed to the council soon. Police Department: · Resolution - Interlocal Agreement with the City/County Health Department Chief Musson explained the resolution to enter into an interlocal agreement with Yellowstone County Health regarding pandemics and disasters. Each entity in Yellowstone County would be reepons~le to take care of the security and distribution of supplies received from the National Supply for a pandemic. Thc resolution will be on the council agenda on June 19*. Planning Board issues: · Residential Variance: 1103 East Main Street. Mayor Olson stated that, upon discussion of that particular issue at today's department head meeting, he requested a legal opinion on this variance. The city attorney will distribute the legal to the council and the applicant soon. Mayor Olson asked if the applicants would like to speak. Ray Fiechmer, 507 Eighth Avenue, asked the mayor to explain his statement again. Mayor Olson stated that it was discussed at the department head meeting that staff would like to have a legal opinion on the issue before the council. He directed the city's attorney to prepare a legal opinion on the issue, and the opinion will be sent to both the applicants and the council. Mayor Olson stated that Council Workshop Minutes of June 12, 2007 the reason for that is the fact that the city does not have a planning director at this time and the issue needs to be clear. Ray stated that the [Planning Board] approved it at last week's meeting. · Amending the Laurel Schedule of Fees and Charges for County Subdivision Plat submittals Mayor Olson stated that this item was brought forward in a meeting with the County Commissioners on the area that is outside Laurel's city limits yet within its zoning jurisdiction. The County Commissioners made a recommendation to the Planning Board to review the Schedule of Fees and bring them into accordance with the rest of the County. The recommendation was approved and will go to the County Commissioners for final approval. · Planning Department Services Contract Mayor Olson stated that the current contract for planning services with the City of Billings will expire on June 30th. The city is trying to attain another planner and needs to extend the contract until a planner is hired. The contract will be open-ended until the new planner is hired. Chuck asked if the original contract with the City of Billings was approved with a resolution. He requested that resolutions to amend or replace a prior resolution refer to the previous resolution. The information will be added to this resolution. Mayor Oison updated the council on the planning position. Six requests for applications have been received and four applications have been returned to the city. Mayor Oison has set the selection committee to include the clerk/treasurer, the public works director, the city-county planning secretary, a representative from the City-County Planning Board, the director of the Billings Planning Services, and the mayor. A date will be set to determine a timeline to fill the position by the beginning of August. David Oberly will represent the Planning Board on the committee. Public Works Denartment: · Resolution - Landfill Use Agreement with the City of Billings Steve Klotz explained the resolution and agreement with the City of Billings for use of the solid waste landfill in Billings. The agreement has not changed and the cost is $11.50 per ton. The resolution will be on the June 19th council agenda. Public Utilities Department: · Resolution - Reconciliation Change Order No. 3 - Main Street Waterline Project Larry MeCann stated that this reconciliation cliange order is the last change order for the Main Street Waterline Project. The change order reduced the contract amount by $18,260.93. The resolution will be on the council agenda on June 19~a. Clerk/Tressurer: · Resolution - MMIA Employee Benefit Program Representation Mary Embleton explained that the resolution is to approve the contract for Dave Allen to continue serving as the MMIA Member Representative for the city's health benefits plan. The contract is renewed every year, and Mary recommended approval of the contract. The resolution will be on the council agenda on June 19th. 3 Council Workshop Minu~es of June 12, 2007 There was further discussion regarding tracking amendments to contracts and resolutions by including the prior resolution number in the resolution~ The information will be included in resolutions that are amended but will not be included in resolutions for annual contracts. Executive review: · Ordinance - Building height requirements for canopies Mayor Olson stated that more work is being done on this issue and it will be brought forward soon. The current ordinance will be followed until another ordinance is adopted. · Ordinance - Form ofg0vemment Mayor Olson stated that Dr. Ken Weaver was unable to attend tonight's workshop and will attend the council meeting on June 19th. Appointments: o . Laurel Airport Authority:. · Bob Wieus, 5-year term expiring June 30, 2012 o Board of Appeais: · Ed Thurner, 2-year term expiring June 30, 2009 · One vacancy, 2-year team expiring June 30, 2009 o Library Board: · Clair Killebrew, 5-yeer term expiring June 30, 2012 o Tree Board: · Pat Hart, Chairman, 3-year t~sm expiring June 30, 2010 · Gay Easton, 3-year t~tm expiring June 30, 2010 o City-County Planning Board: · Miles Walton & Hazel Klein, 2-year terms expiring June 30, 2009 o Cemetery Commission: · Norm Stamper, Chairman, 2-year term expiring June 30, 2009 · Chuck Dickerson, Co-Chairman, 1-year term expiring June 30, 2008 · Lee Barndt, 2-year term expiring June 30, 2009 · Chuck Rodgers, 1-year term expiring June 30, 2008 · Luanne Engb., 1-year term expiring June 30, 2008 Mayor Olson stated that Lloyd Shay served on the Cemetery Commission for many years and is no longer able to participate. Park Board: · Bill Haldaman, 2-yesr term expiring December 31, 2008 · Kirk Linse, 4-yesr term expiring December 31, 2010 The appointments will be on the June 19th council agenda. · Discuss ordinance for bond for temporary use permit Mary Embleton contacted a local insurance agency regarding bonding. The city's current ordinance requires a cash payment of $1,500 for a temlJorary use permit for Group 2 or 3. In reviewing the ordinance, other questions have been raised and the whole ordinance might be reviewed. Mary stated that a vendor bond is available for the cost orS100 per year for any increment between $1,000 and $3,000. There has been discussion that $1,500 was not enough if the city needed to restore the site 4 Council Workshop Minutes of June 12, 2007 and $3,000 might be a better figure. The $100 cost would be the same for either bond. Mary is in the process of comaeting the bonding company, CNA, for more information on bonds in general. She will prepare and distn'bute the information. Council Issues: · Update on Wal-Mart project and installation of stop light (Council Member Poehls) Steve Klotz stated that Wal-Mart has several off-site improvements that must be made prior to opening the store. The city does not have a schedule for installation of the traffic signal, except that the Building Department will not finalize the occupancy permit until the improvements are done. The State controls the signalization at the intersection, as well as the approaches onto the primary road. Steve explained the current status of Wal-Mart's request to the State to change the original plan for street lighting density at the intersection. There was discussion regarding the status of the South 4th sto~m drain study. Mayor Olson stated that the ability to proceed hinged on the RFP for engineering services, which has now been accomplished. Steve Klotz explained that the engineer has prepared a task order to design, calculate the SID, and provide initial costs. If tho council approves the task order, the engineer will proceed and will meet with the business owners. Steve stated that the proposed plan will not reconstruct the entire street. The task order will show the design for storm water system that will serve Washington from Railroad to SE 4~ Street and SE 4th and also up 1st Avenue South that will allow storm water to come in on the west side of South 1st Street. The proposed street project would include a leveling course of pavement on Washington and SE 4th a milling, and then a two-inch overlay. This should cost about $2 million, which is substantially less than the costs for a total rebuild. Steve stated that it is planned that the services for vacant lots will be stubbed in. There was discussion regarding the storm water. Storm water would drain into the drain head near Bernhardt Road, cross under the interstate, and siphon underneath the Italian Drain. The storm water would not be put into the Italian Drain and would actually provide some relie£ South 4th Street is not a proposed truck route, but Wal-Mart will mn their tracks down it for local delivery. Wal-Mart had to purchase the corner to make a fit~y-foot radius there for their track turning movements. East Railroad Street will be widened out near the intersection of First Avenue. Other items: Mayor Oison explained that the fire district contracts with Airport Authority and the Yellowstone Girls and Boys Ranch will expire on June 30, 2007. He stated that approval of a letter for extension of the current contracts would be on the council agenda in order to keep them in effect until the 2007- 2008 contracts are prepared. There was discussion regarding the large pothole on First Avenue South, which is a State mad. Many residents have complained to Mayor Olson regarding the pothole, and he has contacted Bruce Barrett several times regarding it. Mayor Olson suggested that a resolution regarding public safety hazards caused by this situation be added to the June 19th council agenda. There was discussion regarding the weeds at the intersection under the underpass. Steve explained that the ditch rider piles up the weeds and the city crew has been cleaning them up every Friday, even though it should not be the city's respons~ility. Council Workshop Minutes of June 12, 2007 Review of draft council a~enda for June 19, 2007: Additional items for tho agenda include: letter regarding the fire district contracts; resolution expressing concern for the safety hazard on First Avenue Somh; and the small services contract for the court remodel. Attendance at the June 19a' council meeting: All council members present will attend. AD~lOuncement s: Vonda Hotchkiss mentioned that the Tree Board recently began a review of the trees in Thomson Park. Emelie Eaton stated that Main Street USA will give a workshop in Livingston tomorrow. Emelie asked if tho following items could be added to the next council workshop agenda: the process to fill the administrative assistant or city planner positions and if the public has an opportunity to express a preference; if the city has a written plan regarding annexation; the status of the city's website; and the status of expansion for the administrative building. There were brief discussions regarding each item. Emelie requested that the city contact the following individuals, who have contacted her several times: Harold Manweiler, 306 Woodland Avenue, 628-7551, has an ongoing situation with the condition of his neighbor's property;, Ruth Frank, 305 Woodland, 628-4476, has extensive questions about the drainage in the alley behind her house. Mayor Olson stated that a group of concerned citizens will meet on Saturday at 8:00 a.m. to prepare the underpass to ho painted on Saturday, June 23~d. The council workshop adjourned at 7:52 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. 6