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HomeMy WebLinkAboutCouncil Workshop Minutes 04.29.2008 MINUTES COUNCIL WORKSHOP APRIL 29, 2008 6:30 P.M. COUNCIL CHAMBERS A Council Workshop wes held in the Council Chambers and called to order by Mayor Ken Olson at 6:30 p.m. on April 29, 2008. COUNCIL MEMBERS PRESENT: _x_ Emelio Eaton Kate Hart _x_ Gay Eeston Alex Wilkins __ Doug Podfls x Mark Mace x Chuck Dickerson __ Norm Stamper OTHERS PRESENT: Sam Painter Bill Sheridan Mary Embleton Rick Musson Public Inout fthree-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 none. Police Department: · Resolution- MDT Equipment Grant Rick Musson stated that the resolution and contract with the Montana Department of Transportation is for a $1,500 grant for the purchase ora radar unit. In October every year, the contract for overtime foads is presented to the council, and this is another section of that for equipment funds. Chuck Dickarson asked if the motorcycles are equipped with radar or if it is strictly in the cars. Rick stated that the two motorcycles used by the officers have radar equipment. When Officer Sauter first star, ed, he had a handheld unit. The bikes have moving radar, moaning that the officer can move like a car, and they are equipped with front and rear antennas. The new radar unit will be placed in one of the police cars. The resolution will be on the May 6t~ couacil agenda. Public Works Denamnent: · Resolution - Utility Agreement with MDT for the 2002 - Turn Lane - Laurel project Bill Sheridan stated that the contract would allow the Montana Department of Transportation to deal with utilities while making improvements to Main Street in the City of LaureL The Department of Tran~ortation expects to make adjustments to three water valves, eight sanitary sewer manholes, and two fire hydrants on Main Street. The total mount of cost expected for these improvements is $8,835. The agreement ensures that the DOT will make the improvements and will adjust manholes, water valves, and two fire hydrants in the reconstruction of Main Street. Bill stated that, if MDT has Council Workshop Minutes of April 29, 2008 any other issues in that right-of-way, tho amount of money available for those improvements to additional sewer manholes, hydrants, and water valves is up to $25,000. Bill asked the council to consider the agreement, go forward with it, and allow for it to be signed by the mayor so it can be returned to the Montana Department of Trensportation. The resolution will be on the May 6* council agenda. Planninc, Department: * Discussion- Russell Park James Ceniglia referred to a Google map of Russell Park, which was distributed to the council. James stated that Russell Park lies just north of the interstate and there are a few things with the park that need some attention. Two streets have never been abandoned. Maps show that the streets are still there, even though there is grass over and park over them. The street on Cedar runs next to a person's house. If the city wanted to abandon that street, the city would write a petition to abandon it, and the neighbor would also need to sign often that. The property owner would get half of tho street and the city would get half of tho street. State law does not allow the city to sell the street. James explained that the other issue is that, when looking at Cedar Avenue, there is the green space below the propeaty. There is one home just west of Cedar right on tho south side of FiRh, and below that are five lots that the city has the option of selling or dedicating as a park. The land adds up to about 25,000 square feet. If the city sold the lots, whoever bought it to develop would likely need to pave Cedar Avenue. So the city would not want to abandon it because the other access is from a very narrow gravel alley, which would probably not be appropriate for multiple units going in down there. Up to ten units could be built there with the amount of square footage, which is just over 25,000 square feet. If the city decided to sell the lots, it would have the option to do whatever it wanted with the money. It could be used for park improvements. James stated that the shape of the lots that are not park do not really fit in with the rest of the park very welL It could be dedicated as a park, but it does not really work well because of the trees and the angle gets very narrow on the east end of the lots, which connects to the main part of the dedicated park. James stated that it is not the most useful space for a park, but it may not be the best use for home sites either because it is so close to the be*way. It would be rather noisy and he does not think anybody would want to put a single family home there. It would probably be several rental units that would go in there. Emelie asked if the neighboring property owner has assumed maintenance of the lots. James agreed that ho b. as and also has placed a flower pot end things that are actually not within his property line. The property owner believes that his property goes further south and east than it actually does. He knows that the street is still technically there and he likes to park his RV there, which is a safety hazard and a liability to have an RV parked in what looks like park, but technically is a street. Emelie asked regarding issues with water in this location. James state that a developer would have to loop sewer and water, and the city would require them to pave Cedar Avenue, which would be an expensive project. It is up to a developer to decide if it is worthwhile or not, but it would certainly be a big investment to get the services there. Mark stated that it seems in reverse to him to give up right-of-way and give it back to the property owner, especially if the lots could be developed. He asked if the money from the sale of tho lots could ho used to develop half of the street and then allow the developer to develop the side of the street where the houses are and use that as parking. There wes further discussion regarding this suggestion and the development west of this location. 2 Council Workshop Minutes of April 29, 2008 Mark thinks there should always be some kind of access there. Every time the city annexes a piece of property, it takes the fight-of-way, and this would be doing exactly the opposite by giving it back and vacating it. He does not want to see it vacated if it can be used. Chuck stated that the city could possibly be setting precedence. He is under the impression that a certain amount of land is required for a park whenever a subdivision is developed. This seems that if it does not need to be a park, it can be changed back or turned over. James stated that the minor subdivisions do not require any park land dedication. If it is five lots or less, there would not be a requirement for any park land dedication. Since these lots were never dedicated as park, the city has the option to do whatever it wants with the land. If it has been dedicated as a park, it could not be sold. Emelie stated that the thing that bothers her is that it is easy to sell park land but it is not as easy to obtain park land. It is a very underused park, but it concerns her to think that five more houses could be built right under the interstate that add to the perceived aura that the south side is nothing more than low income rental property. She does not think that putting in five more duplexes or whatever is going to add anything to the area. Chuck stated that the city has a lot of parks and it seems like it is hard to maintain all the parks. As far as having five units built, it would be beneficial to the tax base. Some of the housing being developed on the south side has improved quite a bit. If this is done in that manner, it would develop the south side and take away from the aura of being a less expensive neighborhood. The tax base would increase where a park does nothing for the tax base. Mayor Olson stated that this was the beginning of education about the issue. The discussion will continue to the next council workshop on May 13th. Gay mentioned that the little triangle in Russell Park that sits back on the south side of the interstate was part of the original park. A little triangle was sold to Cenex Refinery. Gay stated that it is a peculiar situation and requires more study. · Ordinance - Revisions to LMC 17.56.030 James stated that the proposed revisions to LMC 17.56.030 were presented to and approved by the Planning Board at the end of Cal's tenure. The changes were meant to clarify some wording in that section of the codes. The change would allow non-conforming one and two-family residences to rebuild to the same footprint if it was destroyed, regardless of non-conforming lot coverage. CXm-ently, the regulations only state that if it is a non-conforming use with multi-family and the building is burned down, they have to reduce population density. So if there are four units, they can still be non-conforming fftbey go down to three units. This would allow any non-conforming one or two-family homes to rebuild to the same footprint. But four would have to go down to two, unless it had the lot coverage. The proposed revisions more clearly define what can and cannot be rebuilt. Banks and real estate agents ask a lot of questions about this. This helps define that someone can rebuild a one or two-story unit if it is over lot coverage, but anything above that would have to go down to two. The Planning Board passed this about two years ago, but it never came forward to the 3 Council Workshop Minute~ of April 29, 2008 council. James stated that he added language that said it would have to conform to setbacks if it is located on an arterial or projected arterial street. Chuck asked that the date of the Planning Board minutes be referenced in the ordinance in order to provide clarity in the process. Sam stated that this could be included in a "Whereas" clause of the ordinance to make a record of how and why it was cha~ged, but it should not be included in the text oftbe city ordinance. The change will be made to the draft ordinance. Clerk/Treasurer: · Resolution - Accept donated playground equipment · Resolution - Transfer General Fund monies to Park Improvements CIP · Resolution - Budget amendment increasing Park Improvements CIP appmpriatious Mary Embleton explained that the three resolutions are linked together. The first resolution is to accept the phyground equipment donated by Project HELP. Project HELP had money leftover after the Kids Kingdom project so additional playground equipment was purchased. The council is obligated to either accept or not accept the donated equipment. The Park Board discussed this and determined that it would not make sense to accept the phyground equipment if there was no funding to install it. If the playground equipment is accepted, the second resolution would provide funding to install it. The Park Board recommended that, since funding earmarked for a master plan would not be spent this year, a portion of the money could be used for installation of the playground equipment. The Public Works Department determined a cost of about $8,500 for the installation costs. The playground equipment will be installed in Nutting and Lions Parks and fencing will be installed for safety reasons. Nutting Park is located at Alder Avenue and East 6t~ Street. Lions Park is located at South Pond. The second resolution authorizes transferring funds from the General Fund to the CIP. The amount of monies needed to install the equipment would be added to the value of the equipment. For bookkeeping purposes and accounting of the asset, it would all be wrapped together for a value of the asset on the city's books. Additional funding is needed since none of this was appropriated in the CIP and it was also determined that there was not enough money appropriated to properly install the two new bathrooms. The third resolution links the phyground equipment and the bathroom equilYment, as well as one more issue that just came up. The budget amendment resolution provides the appropriation or spending authority to do all those park improvements. Mayor Olson noted that the creation of a Park Board is being utilized. He stated his appreciation for the work the Park Board is doing, which is evident by what the city is able to do with some oftbe available funds. Chuck stated appreciation for Mary's efforts to find the necessary allocations to make everything work. Mark stated that Kurt Markegasd is a licensed phyground inspector and recommended fencing the playground areas at the parks for safety reasons. Mark thinks it is advantageous for the city to look at safety features, and that is why the Park Board wants to use the funds for this purpose. The master plan will be done in the future. Mark also stated appreciation for Mary's work. · Quarterly Financial Report Mary stated that the quarterly report shows the financial condition of the major funds for the City of Laurel as of March 31, 2008. With three-quarters of the year gone, it is expected to see marks of about three-quarters of the appropriations spent and revenues received, and it is pretty close to that. 4 Council WorEshop Minutes of April 29, 2008 Mary reported on the city's investments and stated that the investment interest rates have dropped some. Mary plans to set aside the time to pursue better interest rates at the two local credit unions. The charts were not attached to this report because t~h~ey were distributed with the monthly report as of March 31, 2008, which were distributed on April 15 . Basically, the figures show that the city is on track. Streets and Gas Tax are of sharp focus right now to see if money is available for projects. Mary, Bill Sheridan, and Mayor Oison have discussed funding of some projects and there are limited monies to do some things this construction year. The problem is that the fiscal year does not coincide with the construction year, so it is a matter of managing a reserve to carry through the construction year. Mary stated that the water, sewer, and garbage funds are in pretty good shape. The sewer fund looks odd because the big phase two sewer project was in this year's budget. Since that will probably not occur, it will be re-appropriated in next year's budget. Mary is cautiously optimistic in the General Fund, as it is the toughest one to manage and the revenue sources are limited. Mayor Olson stated that Mary has an obligation to the council to report quarterly and make sure that the financiai situation of the council is communicated. He stated that Mary does a fine job. Executive review: · Fire Hall Task Force update Mayor Olson asked Bill Sheridan to give an update. Bill stated that there was a short discussion at today's department head meeting about the task force and the placement ora new fire station. At this time, there is consideration of additional sites. A meeting is scheduled soon with the owners of a piece of property on Eighth Avenue. It is a sizeable piece of property that could be very well used for the fire department's new fire station and possibly other needed facilities. A specific site has not been recommended yet and additional work is needed by the task force. · Resolution - Job description for the Chief Administrative Officer Mayor Olson removed this item from tho council workshop agenda. · Resolution - Contract for revision of the Personnel Implementation and Instruction Guide Mayor Olson stated the resolution and contract are needed for Associated Employers to review and modify the Personnel Implementation and Instruction Guide to reflect some needed changes and the addition of the new chief administrative officer. The cost will be $2,975. Mayor Olson stated that the department heads have been looking forward to this for some time. · Appointment: o Yellowstone County Veterans' Cemetery Board: Norm Stamper, ex officio member Mayor Olson will appoint Norm Stamper to the Yellowstone County Veterans' Cemetery Board as an ex officio member for the next year. The Board will have three ex officio members represented f~om the City of Laurel, Yellowstone County, and the City of Billings. Norm currently serves as the chairman of the City of Laurel's Cemetery Board. · Review of dral~ letter to MDT regarding the right hand mm lane and the 25 mph speed limit signs on South First Avenue Mayor Olson stated that Bill Sheridan prepared the draft letter. There were no additional comments. Council Workshop Minutes of April 29, 2008 · Update on Interlocal Agreement Mayor Olson stated that the interlocal agreement'is for the County Commissioners support of our Planning Department. There has been past history and documentation of certain levies that were proposed. Work is being done on the agreement, which will be presented to the County Commissioners for input. · Council Issues: o Ordinance - Yellowstone Historic Preservation Board (Emelie Eaton) Emelie stated that the draft ordinance addresses concerns regarding the time period for notification by having someone fi:om the City of Laurel employee photograph buildings for which a demolition pomfit has been applied. Since the city planner in Laurel works closely with the Planning Department in Billings, she had asked the planner whether or not he would be willing to receive notification of an application for a demolition permit so he could photograph the building, and then e-maiL mail, or store the picture. The planning department was willing to do so. Emelie presented the dralt ordinance to the Historic Board last month. There were no complaints bemuse it took away the concern about mail time ifa letter of notification were sent. One paragraph was reworded to make it very clear that the Board did not want to hinder the demolition process. It was an opportunity to show that the Laurel Planning Board could work with the City Planning Board. Mayor Olson stated that it is a prime example of two different departments and another city can work hand-in-hand to ensure that some of the prize possessions are documented. He thanked James for stepping forward. Sum stated that this issue was discussed at the department head meeting today. The discussion was whether it would be more appropriate for the Public Works Department to take the picture. There was discussion, but the depashaent heads. If they do, it would make sense for them to shoot the picture while they are there. If not, James is willing to do it. Mayor Olson stated that the best department to capture the event will be listed in the ordinance. Mayor Olson explained a small service contract with Winkler Excavating Inc. for paving a bike trail at Riverside Park. He stated that this was brought to his attention because the work was done prior to council approval. He asked for the council's consideration to authorize the small service contract with Winkler Excavating for the paving of the bike trail. Mayor Olson stated that he represented the City of Laurel at the conclusion of the Peaks to Prairie event last weekend. Bruce Larson thanked the city for thirty years ofpartioipation in the event. Mayor Olson stated that Peaks to Prairie will pay for the pathway. Mayor Olson asked the council regarding scheduling a special meeting on Wednesday night to approve Resolution No. R08-37. There was a brief discussion. The resolution will be placed on the May 6~a council agendm Review of draft council agenda for May 6, 2008: Resolution No. R08-37 and the resolution and small service contract with Winkler Excavating will be added to the council agenda~ The minutes of the second special council meeting will be removed fi:om the agenda, as the meeting was not held due to lack of a quorum. Council Workshop Minutes of April 29, 2008 Mary asked that the Quarterly Financial Report be added to the consent agenda on the May 6th council agenda. Mary stated that Clerks Institute begins on Sunday, May 4th, end the Elected Officials Workshop begins on Wednesday, May 7z. A social event honoring Bob Worthington is scheduled for Wednesday evening at 8:00 p.m. Mary, Sam, end three council members will attend the meetings. Attendence at the May 6* council meeting: All present will attend. Announcements: Mark Mace stated that people have asked him about the aleetmnic sign issue. Since the sign ordinance was adopted so long ago, he does not know how many council members were on the council at that time. He asked that the Public Works find out how the new breed of signs fit into the city's sign ordinance. Mayor Olson stated that the entryway zoning district and sign ordinances were adopted at the same time and have greatly impacted how the community has grown, He agreed that the sign issue needs to be reviewed and will be added to the next council workshop agenda. Gay Easton stated that the walk bridge is on site in Murray Park. Welding of the braces for the fencing for protection on the side is being done, and the walk bridge should be installed this week. Emelie Eaton thanked Council President Easton for his hard work on the Tree Board for the Arbor Day celebration on Friday, April 25th. The kindergarten children plented lilac bushes along the west end of Russell Park and the Tree Board plented a tree. Emelie stated that it was enother fine celebration end the children enjoyed it, and it is a good way to slowly make improvements to the park. Chuck Dickerson stated that the Centennial Committee will meet on Thursday, May 1a, at 7:00 p.m. The council workshop adjourned at 7:33 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. CITY HALL PUB WORY~I: 628-4796 PWD FAX: 628-2241 W-~-3'l~lt OFFICE: 628-7431 w'r~ F~ 625-2289 MAYOR: 628-8456 City Of Laurel P.O. Box 10 Laurel, Montana 59044 Quarterly Report as of March 31, 2008 For Third Quarter Fiscal Year 2007-2008 CLERK/TREASURER DEPARTMENT Introduction: The third quarter financial reports for fiscal year 200%2008 are provided herein. These reports compare the budget to actual revenues and expenditures. This report is intended to provide a quick overview of each fund's activity in comparison to the budget and amount of time elapsed since the fiscal year began. We ere now at 75% of thc year expired. Any funds showing revenues at more than 75% are better than projected. Any funds showing expenditures at less than 75% are better than projected. The following major funds are included: General Fund(*) Street Maintenance Fund(*) Gas Tax Fund Water Fund Wastewater Fund Solid Waste Fund It is important to remember that not all revenues and expenditures occur evenly throughout the year. This is especially true in those funds that receive their revenues from tax collections, designated above with (*). Taxes are collected in two large installments: taxes due in November are paid to the city in December, and taxes due in May are paid to the city in June. Cash reserves play an important role in these funds, as it is these reserves thmt allow thc city to carry through the months when little or no revenue is received, yet monthly expenditures still occur. The city also has money invested in various institutions. The city is limited to investing in instruments that are backed by very secure assets. State law provides that acceptable securities include direct obligations of the United States, or instruments that are guaranteed by the United States, or their successors, or general obligation bonds of thc state or of any county, city, school district, or other political subdivision of the state. The following is a list of the city's investments: Institution APY $ Term Montana Board of Investments 3.13% $5,000,000.00 month Western Security Bank 2.40% 100,000.00 month Yellowstone Bank 2.57% 1,843,504.75 month Avanta Federal Credit Union .55% 100,000.00 month SEG Federal Credit Union .85% 100,000.00 month Interest rates have gone from an average of 3% last year to around 1.9% this year. The city's operating cash is handled by Yellowstone Bank, and this money also carps interest (.5% APY) on an average balance of $617,470. Please refer to the financial charts attached to the March 31, 2008 Financial Reports, distributed on or before April 15, 2008, when reviewing this summary report. City of Laurel is an EEO Employer Equal Housing Opportunity Quarlerly Report for 3~ Qumtcr FY2008 imputed at April 28, 2008 council wo~shop meeting GENERAL FUND(*): Tho total revenue for the General Fund as of 3/31/08 is $2,119,139, which is 73% of the budget. Included in this figure are three quarterly payments o f FY '08 Entitlement revenues from HB 124. The General Fund expenditures are at $2,314,332 or 73% of the budget. Therefore, revenues are exceeded by expenditures by $195,192. Last year, the deficit was $391,504 at the third quarter mark. The General bund cash balance is $722,279 as of 3/31/08. STREET MAINTENANCE FUND(*): Revenues as of 3/31/08 for this fund are at 62% ofbudgat for a total of $352,076. Expenditures for the same period are at $177,332 or 37% of budget. Revenues exceed expenditures by $174,744. Th~ cash balance as of 3/31/08 is $286,092. GAS TAX FUND: This fund is utilized along with the Street Maintenance fund for street work. The annual revenue, received monthly, is determined by the state, based on the number of miles ofstrcets'and alleys within city limits. As of 3/31/08, a total of $100,564 or 76% of budget has been received. A total of $76,936 or 31% has been expended as of 3/31/08. Revenues exceeded expenditures by $23,627. The cash balance is $183,872. WATER FUND: Revenue for this fund totals $1,719,362 or 75% ofbudgat as of 3/31/08. Expenditures so far this year total $1,204,415 or 36% ofthe bndget. Revenues exceed expenditures by $514,947. Operating cash had a balance of $1,050,064. SEWER FUND: The Sewer fund has collected revenues at 18% of budget, or $1,028,881. The expenditures are at 9% of budget, or $608,251. These are below the benchmark of 75% due to the Phase II project which was budgeted for both revenue and expenses th~ fiscal year. This project (plant improvements and lilt stations replacement) has been delayed. Revenues exceeded expendimras by $420,630. Operating cash balance is $1,112,791 as of 3/31/08. GARBAGE FUND: As of 3/31/08, revenues total $518,378 or 80% of budget. Expenditures are at 43% of budget, or $371,838. This is due to the budgeted purchase of a new collection truck, which has not occurred this year as yet. Revenues exceeded expenditures by $146,540 as of 3/31/08. The March 31, 2008 cash balance is $529,457. If you have any questions alter reviewing this report, or any of the monthly financial statements, please feel free to call me at 628-7431 ext. 2. Respectfully submitted, Clerk/Treasurer Qu~terly Report for 3~ Quarter FY2008 presented at Apnq 28, 2008 counoil workshop meeting 2 DRAFT C~~ ~ C it Uf Laurel 115 W. 1st St. PUS WORH.S: 628796 _ PWD FAX: 628-2241 p O, BO% ZO i - ~- ~,.' , , WATER OFFICE: 62&7431 WTR FAX: 628-2289 Laurel, Montana 59044 ••~. ~~ ' M~IYOR 828-84Ci8 Mr. Stefan Streeter April 29, 2008 DEPARTMENT District Engineer Montana Department of Transportation P.O. Box 20437 424 Morey St. (DRAFT) Billings, MT 59101 - Dear Mr. Streeter: For a number of months, if not years, Elected and Department Officials of the City of Laurel have been concerned about the lack of signage installed by the Montana Department of Transportation (MDT) on South 1St Ave. (State Route 212) in Laurel Montana. Traffic leaving the west bound lanes of Interstate 90 and turning north on South 15`. Ave., going into the City of Laurel proper, are NOT provided (1.) a speed limit sign nor (2.) a directional arrow sign that directs traffic to the left lane, going north, and a directional arrow sign that directs traffic to the right lane, going right. A number of traffic accidents and bottlenecks have happened in the area above. As a result, the City of Laurel desperately requests your assistance regarding this matter. The City receives many complaints, on a weekly basis, to provide the above signs. The City will pay for and install the signs if you will approve of their placement. Any assistance you can provide to improve this situation will be greatly appreciated. One further request, The Mayor, Council Members and I would appreciate a meeting with you to confirm when specific construction projects will begin in or adjacent to the City of Laurel. When you have time to meet with us at Laurel or at your office, please let me know. Thank you for your time and attention to these matters. Sincerely, William Sheridan Public Works Director City of Laurel 115 West First Laurel, MT 59044 ~~ City of Laurel is an EEO Employer Equal Housing Opportunity