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HomeMy WebLinkAboutCouncil Workshop Minutes 04.08.2008MINUTES COUNCIL WORKSHOP APRIL 8, 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 6:40 p.m. on April 8, 2008. COUNCIL MEMBERS PRESENT: x Emelie Eaton _x Doug Poehls X Kate Hart X- Mark Mace x_ Gay Easton Chuck Dickerson - Alex Wilkins _x Norm Stamper Sam Painter James Caniglia Mary Embleton Rick Musson Bill Sheridan Jan Faught Kurt Markegard 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. There was no public input. Presentation of Wastewater Rate Study • Carl Anderson, Morrison Maierle Bill Sheridan introduced Carl Anderson to speak regarding the wastewater rate study. Carl Anderson gave a PowerPoint presentation regarding the Phase 2 Wastewater Treatment Plant improvement project and the Wastewater Rate Study. He explained the sequence of events to this point. This included: Review recent wastewater planning and project history; Review of growth projects and current wastewater treatment plant conditions; Review of the TSEP Grant application from 2006; and wastewater rate discussion. Morrison-Maierle was hired in 2003 to compile the Wastewater Preliminary Engineering Report. The PER reviewed the wastewater system, projected the population, and identified needs associated with wastewater collection, pumping, and treatment. A $500,000 CDBG grant was received for Phase lA of the wastewater project, which included the Alder Avenue improvements. Phase 1B of the project had a $500,000 TSEP grant and a $100,000 DNRC grant. The city was awarded a $750,000 grant in 2006 for the Phase 2 wastewater improvements. The total project cost for the recommended Phase 2 projects is $4,300,000. Funding sources for Phase 2 include the $750,000 TSEP grant and $613,700 in CIP funds. Carl explained that, with the future 8'' Avenue project, the city will be required to pay for the water and sewer improvements underneath 8m Avenue. MMI looked at the wastewater rates two different ways. One alternative is to apply the CIP funds to the wastewater project and figure out how to fund the 8`" Avenue project later. The other alternative is to set the money aside now to pay for the 8`h Avenue project. The remainder of the funding for the Phase 2 improvements would come from a State Revolving Fund (SRF) loan. Carl Council Workshop Minutes of April 8, 2008 showed a schedule that Morrison-Maierle had anticipated for the project two years ago. He stated that the city was notified of the grant award, but the start-up conditions have not been finalized in order to actually receive the grant. Completion of final plans and specifications was scheduled for completion in December 2007, and the subsequent events were to occur after that. Morrison-Maierle has not yet started the design of the plans and specifications for the project yet. According to the original schedule, MMI is behind in getting the project completed. Carl stated that this would only be an issue if the TSEP Grant were in jeopardy of being forfeited, which he does not feel it is at this point. Carl stated that it is a year away from being in a position to have plans and specs ready for bid. Part of the reason for the delay is that the State of Montana needs to issue a new discharge permit to the City of Laurel. The State is delinquent in issuing new discharge permits, and the City of Laurel is currently operating under an administratively extended discharge permit. Carl reviewed the funding for the Phase 2 wastewater improvements and some preliminary numbers for average cost per user. If the city holds the money for the 86' Avenue project, the average cost per user would increase from $8.75/month to $10.37/month. Carl reviewed the goals of the wastewater rate analysis, the existing debt service, and new debt service for current project. He had the proposed wastewater rates, but he stated that he would not present them at this meeting. He stated that city staff has seen the draft document and MMI is in the process of making some final edits to the document, which is why the council did not view the rate graph at this point. Carl stated that the good news is that the city currently has a resolution in place that was adopted in 2005 that set wastewater rate increases for five years. There are still two years on that resolution that was passed three years ago. The current base rate is $18.07. On July 1, 2008, the sewer rate will increase to $21.57 and on July 1, 2009, it will increase to $25.57. Carl stated that the work MMI has done to date shows that those are in keeping with what the city would need to start funding this project. Additional small rate increases may be required in 2010, 2011, and possibly 2012 to round out the rate increases to fund the project. When the numbers have been finalized and reviewed by staff; Carl will present the recommendation at a council workshop. The required public hearing and process will follow. Carl stated that the preliminary information shows that, from a funding agency's perspective, the city is on its way towards having the rates in place to be able to afford the proposed project. Mayor Olson stated that it is important for the council to recognize the two options that Carl outlined in the presentation. Carl will give another presentation in the near future. Planning Board: • Land use discussion of the St. Alban's Episcopal Church City Planner James Caniglia stated that St. Alban's Episcopal Church is located on Alder Avenue between East Fifth Street and East First Street. The property is over a half an acre and is currently zoned R-6000. The newly-expanded Central Business District is directly to the south and the zoning is Residential Multi-Family to the east. Since there is an apartment shortage in the area, James felt that it was necessary to see if it is possible to get more apartments in the city and close to downtown so the residents could support the business district. The property is within a short walking distance of the Central Business District. He considered trying to get the land rezoned and not doing a special review process. However, with the special review process instead of rezoning it to allow for more apartments, the city would have flexibility with design as the city would review any proposed project. West of the property on First Street is a triplex of one-story apartments similar to what most developers would want to build. If the land is rezoned as multi-family residential, similar triplexes would probably be built in that location. The city would have no control over what those would look like. Through a special review process, the city could have higher standards. The apartments behind the clinic on Montana Avenue are very nice looking apartments. James stated that he wanted to see if Council Workshop Minutes of April 8, 2008 there was council support for the idea. There was council discussion regarding how this idea fits with past studies done in the downtown area to promote infill and higher density, how it would improve that portion of the community, and the need to make sure the community growth is within the Growth Management Plan. Thirteen units would be the maximum density allowed if the property is zoned residential multi-family. Police Department: • Resolution - Agreement with Beartooth Harley-Davidson/Buell for three police motorcycles Chief Rick Musson stated that this is the sixth year for the agreement with Beartooth Harley- Davidson/Buell for the police motorcycles. The first agreement was for one motorcycle, increased to two motorcycles, and then three bikes. The cost is $1.00 per bike to purchase the bike, which is then returned in November. The objective for use of the motorcycles is for traffic enforcement. Another part of the objective is for public relations and participation in parades and activities. Beartooth- Harley-Davidson has had similar agreements with police departments between Baker, Montana, and Spokane, Washington. Currently, the Billings and Laurel police departments are the last remaining cities to have the $1.00/year deals because of the cost. Some departments pay $100 to $200 per month per bike. The owner has continued to support the local agencies. Some of the benefits are better gas mileage and not putting miles on the patrol vehicle. The 2007 Impala has 18,000 miles this year. Rick explained the costs involved. The setup fee is $300 per bike, the equipment is removed for $150 per bike at the end of the season, and there are costs to put some minor graphics on the bike. Since Officer Wells will not be riding the motorcycle this year, another officer will be sent to training school in Bozeman in May. Chief Musson asked the council to approve the resolution and agreement. Public Works Department: • Resolution- Adopt the March 31, 2008 amendment to the Water System Facility Plan Mayor Olson explained that five items were changed in the Water Facility Plan. A public hearing will be scheduled during a special council meeting on April 29th at 6:00 p.m. A second special meeting will be scheduled at 6:20 p.m to waive the rule to wait until the next scheduled council meeting and to approve the Water Facility Plan. • Resolution - Maintenance Agreement with Yellowstone County for the Veterans' Cemetery Mayor Olson stated that Bill and Kurt spent a lot of time on this issue. Bill stated that the city requested the county's assistance with capital improvements, such as a backhoe and an accounting system. Yellowstone County will complete the landscaping and install the sprinkler system in the cemetery. After one year, the city can re-evaluate to determine if the charges for burials are adequate. The resolution and agreement will be on the April 15'h council agenda. • Resolution - Engineering firm for the wastewater project Bill stated that the resolution and agreement with Morrison-Maierle will be on the April 150i council agenda. This agreement allows Morrison-Maierle to design, to bid, to construct, and to begin the process of putting major improvements in the Wastewater Treatment Plant. • Resolution No. R08-27 -Agreement with MDOT for street sweeping for FY 2007-08 The resolution will be on the April 150i council agenda. However, if the agreement has not been received from MDT by Friday, Mayor Olson will remove the item from the council agenda. Executive review: 9 Discussion - Tour of the city's facilities Council Workshop Minutes of April 8, 2008 Mayor Olson asked regarding the council's interest in touring the city's facilities, including the water and wastewater treatment plants, the city shop, the FAP building, and the administration offices. There was council discussion. Since there are five Tuesdays in the month of April, a tour will be scheduled on Tuesday, April 22'd at 6:00 p.m. Bill will arrange for an employee to be available at the plants and city shop at that time. The tour for the council will be posted to provide public notification. Representatives from Morrison-Maierle and Great West Engineering will be invited to attend the tour. • Resolution - Acceptance of Wastewater Rate Study prepared by Morrison Maierle Mayor Olson stated that this item will be removed from the agenda until after the final product has been presented to the council. • Resolution - Council declares support for Centennial Celebration activities/events Mayor Olson stated that the council resolution declares support for the celebration of activities and events. The resolution will be on the April 15`h council agenda. • Council Issues: o Status report of signage - right hand turn lane, and 25 mph speed limit signs on S I" Ave. (Chuck Dickerson) Mayor Olson stated that MDT has been contacted repeatedly regarding the city's issues with the right hand turn lane in the south entrance to Laurel. MDT has not responded with an answer to the issue. There was discussion regarding the right hand turn lane on South First Avenue, the lack of response from MDT, and suggestions that the city install the signage. Mayor Olson stated that the City of Laurel needs to be represented at the area MDT Board meetings, of which Commissioner Kennedy serves as chairman. There was discussion regarding: drafting a letter to Stefan Streeter and sending copies to the State office; the State Traffic Safety Board; and the rebuild of South First Avenue to Mossmain next year. Mayor Olson stated that the city has received no response regarding the 25 mph speed limit signs on South First Avenue. A letter to MDT will be drafted for the council's review at the council workshop on April 29'h. o Condition of street under the underpass (Chuck Dickerson) There was discussion regarding the condition of the street under the underpass. MDT filled in the potholes in the street today. Other items • Proclamation- Municipal Clerks Week May 4-10,2008 The proclamation will be on the April 15'h council agenda. Bill Sheridan wrote and submitted two grant applications earlier this year. One grant application was for a federal grant to address security improvements at the water treatment facility. The city did not receive that grant but can try again next year. Bill stated that the other grant was a transit grant through the Montana Department of Transportation. The city did not receive that grant either. Bill received information from the man in charge of transit systems, who indicated that they are interested in helping the city. He stated that they usually ask cities to have an approved consultant study the possibilities of providing mass transit, in this case buses, from a city or through a city, and in Laurel's case to Billings. The man indicated that they would help pay for a consultant's study. If the City of Laurel is interested in that kind of situation, the 4 Council Workshop Minutes of April 8, 2008 city needs to communicate with them by letter. If they approve it, they would hire a consultant to do a study, which would be submitted with the next application for funding of a system of a bus or buses with a dispatch and some mechanic assistance. Bill stated that there is a possibility of receiving the grant next year. Bright n' Beautiful is scheduled for April 21'` through 25`h. Vi Hill has been promoting a major cleanup effort in the city on May 3rd and 0. The National Guard will be available to assist in the cleanup project and the city will provide some equipment and use of the container site. Mayor Olson stated that a letter will be sent to the Billings YMCA stating that the City of Laurel will manage the swimming pool for the 2008 season. Mary asked regarding the job description for the pool attendants. Mayor Olson stated that the resolution and job description could be placed on the April 15th council agenda if the documents are received for distribution by Friday. Mayor Olson stated that a title search will be requested to determine the status of the boundaries of Riverside Park and the annexation issue will be discussed further after the information is received. Review of draft council agenda for Auril 15, 2008 The resolution for the Wastewater Rate Study will be removed from the council agenda. Attendance at the April 15`h council meeting All present will attend. Doug Poehls might be late for the meeting. Announcements Emelie Eaton requested that the Yellowstone Historic Preservation Board meeting on April 15tk, at 8:00 a.m , be added to the Dates to Remember on the council agenda. At that meeting, the Board will discuss the City of Laurel's proposed changes to the ordinance. Emelie asked that the issue be on the April 29th council workshop agenda. Norm Stamper stated that the Maintenance Agreement for the Veteran's Cemetery is the last step for council action. The groundbreaking is scheduled for Memorial Day, which is less than two months away. Mayor Olson stated that the pamphlets regarding purchasing bricks, flags, and benches for the cemetery are available. Mary reminded the council that registrations need to be submitted for the Elected Officials Workshop in May. Norm Klein and Bob Worthington will be honored during the workshop. Mary stated that four additional hours have been added to the education program for the clerks. The League of Cities and Towns Annual Conference is schedule for October 8th through l Om in Missoula. The council workshop adjourned at 8:15 p.m. Respectfully submitted, a&t4,-- 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 ltems.