HomeMy WebLinkAboutCouncil Workshop Minutes 07.31.2007 MINUTES
COUNCIL WORKSHOP
JULY 31, 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
6:35 p.m. on July 31, 2007.
COUNCIL MEMBERS PRESENT:
~ Emelie Eaton
x~ Kate Hart
~x Gay Easton
Vonda Hotchkiss
~x Doug Poehls
~ Mark Mace
~x Chuck Dickerson
x~ Norm Stamper
OTHERS PRESENT:
Sam Painter
Mary Embleton
Steve Klotz
Rick Musson
Jan Faught
Fran Schwiegert
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 wilt not take action
on any item not on the agenda.
There was none.
Public Works Department:
· Don Vanica, Billings District MDT: Agreement for project on East Main Street (Highway
310/212)
Mayor Olson introduced Don Vanica, who briefly described the whole project. The tentative time
line for tiffs project is to award the contract next summer, with construction beginning next fall. Mr.
Vanica was representing MDT to ask the City of Laurel, as property owner of the park between Birch
and Cottonwood, for permission to issue a temporary use construction permit for a 4-foot wide area
on that property. The MDT will pay the City $850 for the use of the 808 square foot area during the
project. MDT will be replacing the sidewalk, curb and gutter along all those properties from Mabel's
Caf6 to Sid's Place. There will be wheelchair ramps on the Birch side of the city park. Doug Poehls
asked if now would be a good time to discuss with MRL the possibility of building a fence between
the highway and the railroad tracks to prevent pedestrian traffic. Mr. Vanica stated that the state's
right-of-way is not far off the 2-foot shoulder of the south side of the highway. Gay Easton asked if
the existing road will be lowered, and was told that it will be lowered in the appropriate places. Mr.
Vanica stated that he needed the signed agreement sent to the city. Mayor Olson explained that this
can be done through resolution.
· Resolution - Agreement for MDT project
This resolution will be on the council agenda for next week.
Council Workshop Minutes of July 31, 2007
Clerk/Treasurer:
· Resolution - Insurance Fund transfers
Mary Embleton told the council that this resolution occurs twice a year, after the two large tax
collections in December and June. The money collected from the two insurance funds is transferred
to the General Fund to help cover the health insurance costs. However, it is never enough to
completely reimburse those costs, and the attachment illustrates that point. Also, only the budgeted
amounts can be transferred, so there will be a slight cash carry-over in the Permissive Medical fund
for next year. The resolution will be on next week's agenda.
· Resolution- Budget amendments
Mary explained that this action is necessary to account for activities which occurred during the year,
that were not anticipated at budget time. A good example of this is the Johnson Controls project, so
increases in both revenues and appropriations were needed to budget for the project in the General
and Water Funds. The Comprehensive Insurance fund sustained several deductible expenses, which
are not budgeted or anticipated. Therefore, an increase in appropriations was needed, which is offset
by a decrease in reserves. The grant funds are difficult to predict at budget time, so the appropriate
increases in revenues and appropriations are necessary to reflect the activity in those funds. Also
difficult to predict at budget time are the agency funds, which are pass-through funds such as the
Airport Authority and Fire Relief funds. Mary stated that she believed a public hearing was required
before this resolution can be passed, and will seek clarification from the city attorney. The resolution
will be put on the next appropriate agenda, depending on whether a public hearing is needed first, or
not. (NOTE: The city attorney recommends that a public hearing is required.)
· Resolution - Budget transfem
Mary told the council that this is another annual "housekeeping" matter, which transfers budgeted
amounts between line items, within the funds. She will be completing the lengthy list of transactions,
and will have it completed and distributed to the council before the end of the week. The resolution
will be on next week's agenda.
Executive review:
· Resolution- Grievance settlement
Mayor Olson stated that the City and the employee have reached a mutual agreement and settlement.
The grievance was filed due to light duty issues while the employee was off on workers comp. The
resolution will be on the next council agenda.
· Resolution - Letter of Engagement with Local Government Associates
The engagement letter is for travel expenses and services provided by Dr. Ken Weaver and Judy
Mathre, to pay for expenses to date and through the remainder of the process. The resolution will be
on the next council agenda.
· Resolution - Letter of Engagement with TischlerBise for a feasibility study
The feasibility study is for determining which impact fees the City of Laurel would be able to collect
to help offset the costs infrastructure and services impacted by growth in the city, for a fee of $7,500.
Impact fees have been discussed at Budget/Finance committee meetings as well as at Department
Head meetings. Belgrade is in the process of adopting recently developed impact fees by this
company. Doug Poehls recently talked with the city manager of Belgrade, who was impressed by this
funn. Belgrade is in the same situation as Laurel, that being a smaller community next to a larger,
growing community. Mark Mace asked if the city can choose which types of fees to assess, as his
2
Council Workshop Minutes of July 31, 2007
concern is that it may be too overwhelming to encourage continued growth. Mayor Olson stated that
the purpose of the feasibility study would be to help the city council determine which fees would be
most appropriate, and it would ultimately be up to the council to choose. The resolution will be on
the next agenda. (NOTE: Mayor Olson determined that it was best to postpone this to the next
council workshop to allow more time for review and discussion, through the Budget/Finance
committee and staff.)
· Resolution - Approval of Water Facilities Plan
Carl Anderson of Morrison Maierle had made several presentations to the council, with the public
hearing being the next to the last step in this process. Morrison Maiefle will provide copies of the
finished plan to the council and staff. Emelie Eaton questioned that by adopting this plan, the council
is not committed to follow it letter by letter, but that it recognizes these needs to be addressed in the
future, and was told by the mayor that is correct. Chuck Dickerson asked if the adoption of this plan
meets the requirements to apply for grants, and was told by the mayor that this also is correct. The
resolution will be on the next council agenda.
· Ordinance No. 007-08: Form of Government - proposing to amend
Mayor Olson referred the council to the packet of information prepared by Dr. Weaver. The packet
included a letter, a copy of the proposed charter, a copy of the established plan of govemment, and a
comparison chart. Mayor Olson reviewed the following suggested revisions to the proposed charter,
which were mentioned at the previous public hearing:
Section 3.09 - "...by a finding of a super majority of 6 of 8 members of the entire council..."
Section 3.10 (1) - "There may be a chief administrative officer..." instead of "shall". Mayor
Olson stated that this may limit someone from getting the job, but that there will still be a contract for
the position. Doug Poebls stated that voter perception may prefer the proposed language.
Section 3.10 (4) - Mayor Olson wanted the words "...discipline or..." deleted from this
section.
Also discussed was Section 3.04 regarding the mayor's salary being established by ordinance.
There are also language changes to Ordinance No. 007-08 itself, which will require additional action
by the council before final adoption. Mayor Olson stated that the public hearing was continued to
next week in order to discourage ex-parte. He then explained that the council's roles dictate tha the
council is to walt at least one week or until the next regular meeting to adopt an issue after public
heating. He suggested that the council consider a unanimous vote to waive the rule after the close of
the public hearing next week, and place the final adoption on the agenda for action at the same
meeting, due to the time constraints the city is facing to get the issue ready to be placed on the
November 6th ballot.
· City of Laurel Truck Route
Mayor Olson told the council that this issue requires additional staff review, and will be placed on the
next council workshop agenda.
· Council Issues:
o Annexation Policy (Council Member Eaton)
Emelie Eaton stated that she did not want this issue to go by the way-side, especially with the growth
being experienced by the city. Mayor Olson wants to contact former Bozeman Finance Director
Merle Gamradt to assist the city with capital and infrastructure planning to incorporate it into the
city's annexation policy. This issue will be brought back to the council when more information is
obtained.
3
Council Workshop Minutes of July 31, 2007
o Historic preservation issues (Council Member Eaton)
Emelie Eaton stated that there were 2 items on the Historical Preservation list in the Laurel area
proposed as "suggested locations": the VFW Club building at Riverside Park, and the Canyon Creek
Battlefield. She just wanted the city to be aware, so that we are in a position to cooperate and
coordinate appropriately. Mayor Olson thanked Emelie for keeping the council informed.
o Update on Asphalt Supply (Council Member Poehls)
Doug Poehls stated that he has heard rumors regarding this property, and requested an official update.
Public Works Director Steve Klotz was asked to address the council. He reported on the building
across from the Owl Caf6, and the other building nearby, which needs to be repaired or abated. The
owners chose abatement regarding the latter building, and will start demolition. In regards to the
Asphalt Supply property, the buildings have been determined as dangerous, and some repairs have
been done. It was scheduled for demolition until it was discovered that a bank held papers on the
property. Doug stated that a citizen's husband was bidding on the demolition, but was concerned if
there is hazardous waste there. Steve stated that none was found when the property was inspected
with MRL.
o Update on schedule to fill potholes (Council Member Hotchkiss)
Since Council Member Hotchkiss was not present, Mayor Olson stated that he recalled her main
concern was an area in the Village Subdivision. The city crew has a schedule to follow when
patching the streets: the busiest streets are done first, then the arterials to minimize mobilization and
demobilization of equipment. The city also addresses safety concerns as high priority, and urged the
council and citizens to contact the public works department to report these concerns. Village
Subdivision has been addressed. Mark Mace asked how the costs of patching will determine how
much work will be done this season. Steve stated that the goal is to be completely through the entire
city by winter. The city crew and police depamnent assist in reporting pot holes. The new patching
method seems to be holding up better than previous methods.
· Appointment:
o CTEP Administrator- Steve Klotz
Mayor Olson explained that CTEP stands for Community Transportation Enhancement Program, and
Steve explained that it is used for sidewalk improvements as well as entry-way improvements
(Welcome to Laurel). The funds are distributed through the Montana Department of Transportation,
which wants only one point of contact per entity. A list of acronyms will be provided to the council.
Other items:
Doug Poehls asked for an update on the City Planner hiring process. Mayor Olson stated that
interviews for 2 applicants are scheduled for this Friday, August 3~a. One applicant has a planning
degree, and one has GIS experience.
Chuck Dickerson asked for an update on WalMart and related issues. Steve reported that WaiMart
has received final approval from the state regarding the right-mm lane on South 1st Avenue and SE 4th
Street intersection. Work was scheduled to begin August 1st and is anticipated to be completed by the
end of the month. The Italian Drain ditch currently has water, so the issue is more complex. S 1st
Street and E Railroad and the approaches will also be addressed.
4
Council Workshop Minutes of July 31, 2007
Emelie Eaton clarified the Laurel contact to be put on the Historical Preservation prospect list. The
public works director has designated Building Code Enfomement Officer Gary Colley as this contact,
since he is the one who normally issues demolition permits. He will be asked to call the Historical
Society so they can take pictures of a structure prior to demolition.
Review of draft council agenda for August 7, 2007:
· Public Hearing: Ordinance No. O07-08: Ordinance amending the Form of Municipal
Government in the City of Laurel, County of Yellowstone, Montana. (First reading -
06/19/2007; Public Hearing - 07/17/2007; Public Hearing continued to 08/07/2007)
· Ordinance No. O07-05: Ordinance for Laurel Cable Communications. Second reading.
(Postponed June 5, 2007 and July 3, 2007)
The city attorney is asking for another delay, and will have a substitute ordinance ready for workshop
in two weeks.
The truck route ordinance will be removed from scheduled matters.
Attendance at the August 7th council meeting:
Doug Poehls stated he may not be in attendance.
Announcements:
There were none.
The council workshop adjourned at 8:05 p.m.
Respectfully submitted,
Mary K. Embleton
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.
5