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HomeMy WebLinkAboutCouncil Workshop Minutes 02.12.2008 MINUTES COUNCIL WORKSHOP FEBRUARY 12, 2008 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 February 12, 2008. COUNCIL MEMBERS PRESENT: _x_ Emelie Eaton _x_ Kate Hart _x_ Gay Easton _x_ Alex Wilkins _x_ Doug Poehls _x__ Mark Mace _x_ Chuck Dickerson _x_ Norm Stamper OTHERS PRESENT: Sam Painter Mary Embleton Bill Sheridan Kurt Markegard James Caniglia Rick Musson Start Langve Public Innut (three-minute Hmi0: Citizens may address the Council regarding any item of City business not on the agenda. The duration for an individual speal~ng 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. There was no public input. Laurel Police Reserve anoointments: Chief Musson introduced thc new Reserve Officers: Gabe Zeiler, Palmer Henrickson, Michael Lyles, Tammy Harpster, Kennith Bickford, and Kenny DeLoach. The appointments will be on thc February 19~ council agenda. Chief Musson thanked Officer Langve for his service as the Reserve Coordinator. Thc reserve school starts on March 3rd and will continue two nights a week for a total of 150 hours. With these additions, there will be eighteen Laurel Police Reserves. Public Works Deoartment: · Presentation of proposed wastewater project Bill Sheridan stated that the city will contact TSEP and the State Revolving Fund to determine if the City of Laurel can contract with Morrison-Maierle for the wastewater project. Carl Anderson spoke regarding the proposed project, the $750,000 grant for the project, the Wastewater Facility Plan that was completed in 2003, and the improvements in the Preliminary Engineering Report. The improvements include replacement of two lit~ stations and work on the head works facility. A major issue is that the city's wastewater treatment plant is close to capacity. The DEQ negotiates discharge permits on behalf of the EPA and the City of Laurel's pcamit needs to he negotiated. The EPA puts requirements on the TMDL's (Total Maximum Daily Load) at the plant. Carl stated that the proposed contract would allow Morrison-Maierle to do the following: go through pvmdt negotiations with the State of Montana for the discharge permit; update the facility plan; complete the preliminary design; and do the final design and construction. Council Workshop Minutes of February 12, 2008 * Res?lutio.n - Construction agreement with the Montana DeE..amnent of Transportation regarding roaaway nnprovements to Main Street from 3~a Avenue to 8~ Avenue Bill Sheridan stated that Gary Neville, MDT, informed him that the city needs to sign the agreement to allow for complete design of construction, cost estimating and related document preparation. The project is scheduled for 2009. MDT will pay for the milling, repairing and overlay of the Main Street surface and curb and gutter improvements. The city will pay for sidewalk, bulb out and drop inlet improvements. There was discussion regarding the creation of an SID, the style of lights, and drainage issues. The resolution and agreement will be on the February 19t~ council agenda. · Proposed Snow Removal and Handling Policy Bill explained the proposed policy and encouraged the council to submit suggestions. He stated that equipment improvements are needed and the additional equipment needed could be provided through the CIP. The Public Works Department will review all equipment during the period from November 1st to 15t~ each year, and all necessary equipment will be prepared by November 30th. Chuck asked Bill to review the dates because the city has had big snowstorms in October. There was discussion regarding appropriate snow mutes end the need to plow the snow into the middle of First Avenue. Plannim, Board: · Ordinance - Amending the Central Business District zoning James Caniglia stated that the proposed ordinance would extend the Central Business District from Pennsylvania Avenue to Alder Avenue. Alder Avenue is tagged as a future major collector road so it makes sense to bridge the central business district to Alder. It would allow people to have taller buildings, to have smaller amounts of land for landscaping, and to have a higher percentage of lot coverage. Someone is interested in renovating and putting apartments in the old Community Hope building. There is a lack of parking and James hopes parking garages will be built there. With the current zoning, the individual could not build parking garages because there would be too much lot coverage. James stated that very few businesses would be affected. Everything past Alder Avenue on Main Street would continue to be zoned Community Commercial. The Planning Board unanimously approved the pwposed zoning change. Clerk/Treasurer: · Resolution- INTERCAP loans for the new ambulance and fire water tender vacuum truck Mary Emblcton stated that the INTERCAP loan will provide $60,000 for the ambulance and $100,000 for the new water tender vacuum truck. The loan was approved by the Montana Board of Housing for a seven-year term at a 4.85 percent interest rate. Interest rates are variable and change every year on February 15th. The first semi-annual loan payment will be due on August 15t~. The city could prepay the loan without penalty. The resolution will be on the February 19t~ council agenda. · Discussion- 2007-2008 Mid-Year Budget Review Mary reviewed the 200%2008 Mid-Year Budget Report and explained the following funds: General Fund; Planning Fund; Building Department Fund; Light District #2 Fund; Light District #3 Fund; Street Maintenance District Fund; Sweeping District; State Gas Tax Fund; Water Fund; Sewer Fund; and Solid Waste Fund. Mary also spoke regardin~ the city's investments, audit, and upcoming budget. Revenues and expenditures are within expected projections and the city's overall cash position was improved compared to the same period last year. · Schedule of Fees and Charges - Public hearing scheduled on February 19, 2008 Mary stated that some minor changes are needed to the Schedule of Fees and Charges. One change is the amount charged for reproduction of VHS tapes and DVD's for prosecution of cases. If a defense Council Workshop Minutes of February 12, 2008 attorney needs information for a case, the city attorney's office will reproduce the tapes they obtained from the police department and then pass the costs to the private attorneys. Public defenders say they do not have to pay, and the city will deal with that issue later. The cost is only listed for the police to charge for tapes outside of their organization. Clarification is needed to be an appropriate fee as a police and court charge. Mary stated that the fee for 4~ of July spaces is also under review. The schedule can be revised until it is adopted in final form. The public hearing is scheduled for the council meeting on February 19t~. Executive review: · Appointments: o Library Board: Christy Smith to a term ending June 30, 2011 Mayor Olson stated that the appointment will be on the February 19th council agenda. · Engineering firm for wastewater project Mayor Olson stated that the Department of Commerce and TSEP will be contacted to see if Morrison- Maierle can be the engineering firm for the westewater project. If needed, a special meeting will be scheduled to approve the contract with Morrison-Maierle. · Paperless Council Packets Mayor Olson asked for the council's input regarding this idea. Several council members stated that they do not want to be responsible for laptop computers. There was further discussion. The issue will be discussed again at the council workshop on February 26~. · Council Handbook Mayor Oison stated that the handbook is an attempt to address questions regarding common acronyms, employee contact information, resolutions, ordinances, and other information. The resolution and ordinance lists will be updated quarterly. Mayor Olson stated that any ideas and suggestions would be · Discussion- CIP Mayor Olson stated that Mirai Gamradt encouraged the city to go forward with the current CIP process. A goal-setting session for the council could be scheduled in the fall. · Council Issues: o Status of information regarding tracks stopping at uncontrolled intersections (Chuck Dickerson) Copies ora memo from Bill Sheridan were distributed to the council at the meeting. Bill explained the issue two property owners, Joe Zimmerman and Dave Siljestrom, have regarding requiring 18-wheel vehicles to stop at every street crossing in the community when the trucks pass through. There has previously been discussion about guidelines for this in the Federal Motor Carrier Safety Regulations. Neither Bill nor the two individuals could find the regulation in the book. Ifthero is such a requirement, Bill is not aware of it or how it could be enforced. As of this time, he thinks it is a situation in which these folks wish that was the case, but it does not exist. The city could create some kind of legislation, but he does not think it would be in the city's best interest to do so. Bill has informed the individuals that he cannot find anything that supports their argument. o Status of right hand turn sign on South First Avenue coming offthe interstate (Chuck Dickerson) 3 Council Workshop Minutes of February 12, 2008 Bill explained the status of the issue with signage as motorists leave 1-90 onto the exit ramp and heed north on 212 into the city. He contacted Stan Jonutis, the Traffic Engineer at the Billings Office of the lVIDT, regarding this issue. Mr. $onutis indicated that he would discuss this with other officials in the Department to find a solution. Bill suggested putting up a directional sign that indicates that the right h/wa/lane moves to the fight away from the intersection and the lei~ hand land goes straight. However, Mr. Jonutis was not in favor of that. There was further discussion regarding the issue, the island in the street and the approach into Burger King, the future milling project of First Avenue, and the need to write a request to MDT. Bill will write a request. o Garbage cans and fees at the FAP building (Emelie Eaton) Mayor Olson stated that, at today's depa~huent heed meeting, he directed the department heads to find a solution to the issue. Other items: Mayor Olson stated that Yellowstone County requested approval of a buy/sell agreement to purchase land for the Veterans' Cemetery. Coamdssioner Kennedy has indicated that a lump sum payment of $44,500 will be made for the purchase of the property. The resolution will be on the February 19th council agenda. Mayor Olson thanked Norm Stamper for his work on this project. Mayor Olson asked Bill Sheridan to report on the maintenance agreement for the Veterans' Cemetery. Bill stated that he and Kurt m~t with Mr. Kennedy and his staff[ They were concerned about the c/ty's proposal of some one-time capital improvements. A reliable backhoe is needed. The city did not understand the county's irrigation consideration. The county expects to drill a well, find substantial amounts of water and install underground sprinklers, which is a big capital expense but would reduce the maintenanco costs. The city does not have underground sprinklers in the cemetery. Bill stated that they are working towards a solution for first-time and one-time capital improvements with which the county would need to help with as well as an expectation of the ongoing costs. Bill stated that an agreement will be completed soon. Review ofdrati council agenda for February 19, 2008: The second reeding of Ordinance No. O08-01, araending the Judge's salary, will be on the council agenda on February 19°'. Mary asked that the 200%2008 Mid-Year Budget Review be added to the February 19th consent agenda. Attendance at the February 19th council meeting: All council members will attend. Mayor Olson mentioned that city hall would be closed on Monday, February 18°, for Presidents' Day. Emelie Eaton asked if the following items could be on the February 26th council workshop agenda: the city's website; e-mail notification regarding minutes and agendas; update regarding intersections that have sawhorses over them; discussion regarding the process required to improve Railroad Street. Mayor Olson stated that the items will be on the workshop agenda. Norm Stamper expressed appreciation to the staff for attending commission, committee, and board meetings, as well as for providing input at council workshops. It seems like department heads are really 4 Council Workshop Minutes of February 12, 2008 involved and the future looks bright. He really appreciates all these folks and what they bring forward and what they are doing. Chuck Dickerson stated that the pothole on South F~st Avenue needs to be repaired. He also expressed gratitude for the staff's work. Doug Poehls thanked the council for allowing Norm and him to participate in the democratic process last week. Doug mentioned that, if the city sponsored an event in Riverside Park, the police officers could not be involved for security purposes because the park has not been annexed into the city. He asked that this item be on the February 26t~ council workshop agendo~ Mark Mace stated that he addressed the Centennial Committee last week regarding his idea to have some key entertainment in Laurel during the Centennial Celebration on August 8th or 9th. Rob Quist, Odyssey West, has been contacted regarding providing the entertainment, and he would be available for one of those dates. There was discussion regarding: the payment needed to book the event; the $4,000 cost for the event; ideas to raise funds for the event; and issues regarding having a quorum of the council at committee meetings and extra events. The Centennial Committee plans to meet with the Laurel Revitalization League soon. The LRL is a $01(c)(3) organization and has agreed to be the treasury for the Centennial Committee. Mayor Oison stated that the Centennial Committee will present its official mission statement and a resolution to declare its affiliation with the Laurel Revitalization League at the next meeting on February 21~t. The cotmcil could contribute $1,000 from the council's budget for the deposit to secure the event with Rob Quist. Mayor Olson stated that the Centennial Committee has formed a logo, which will be on the bottled water project. Within the next six weeks, Yellowstone Brewery will make a brew called the Laurel Lager available. Mayor Olson stated that Laurel Alive will meet on February 21~t at 6:00 p.m. to conduct business and the Centennial Committee will meet at 7:00 p.m. Norm stated that the individual he contacted regarding serving on the City-County Planning Board is unable to do so at this time. Three county representatives are needed on the City-County Planning Board. The council workshop adjourned at 8:48 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.