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HomeMy WebLinkAboutCouncil Workshop Minutes 06.10.2008MINUTES COUNCIL WORKSHOP JUNE 10, 2008 6:30 P.M. COUNCIL CI3AMBERS A Council Workshop was held in the Council Chambers and called to order by Mayor Ken Olson at 6:30 p.m on June 10, 2008. COUNCIL MEMBERS PRESENT: x Emelie Eaton x_ Doug Poehls ~ x Kate Hart x Mazk Mace x_ Gay Easton Chuck Dickerson Alex Wilkins _ _x Norm Stamper OTHERS PRESENT: Sam Painter James Caniglia Mary Embleton Mike Zuhaski Bi11 Sheridan Jean Carroll Thompson Council President Easton led the meeting, as Mayor Olson was unable to attend. Public Input (three-minute limit): Citizens may address the Council regarding any item of Ciry 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 airy item not on the agenda. There was no public input. Centennial Committee update: Jean Carroll Thompson stated that the Christmas to Remember Committee has made arrangements to use the Town Squaze on August 8~' and 9`h to celebrate the Laurel Centennial. The group thought it was important to approach the city council to see if it needed to do anything. The Christmas to Remember Cammittee has had three planning sessions for the event in Town Square. They are trying to provide family fun with games, an ice cream event, and entertainment, and they are encouraging businesses to dress in costume and provide local crafters and organizations an opportunity to celebrate the centennial in Laurel. The committee thought it necessary to ask the council if permission is needed to use certain areas. They have a long list of vendors to invite to the event and do not know if Town Square would be able to accommodate all of them, especially since there will be children's games and entertainment there, too. They would like to use the city sidewalks, especially in front of the businesses. They will go to the businesses and ask permission, but she asked if they needed to request permission from the city, too. They would like to find out how to use the park by the FAP building in case some of the games require grass instead of concrete. President Easton suggested that the committee request use of the park from the fire department. Public safety would be the issue with using the sidewalks for the event. Sergeant Zuhoski did not see any problem. There was a brief discussion regarding closing First Avenue from Main Street to First Street. Council Workshop Minutes of June 10, 2008 Jean Carroll stated that the Centennial Committee has met for over a yeaz and has chosen officers. Fourteen people have attended the meetings regulazly. The committee has been very busy since January. The committee chose a logo and a mission statement, which is "Providing ways to help celebrate Laurel's Centennial days". She explained the centennial products that will be available and sponsored by local businesses. They include: t-shirts and hats from Dynamic Designs; a Laurel beer developed through Yellowstone Brewery in Billings; water battles from Rutts; and a past card. The committee's first Baal was to enhance the 4~ of July, which is always the biggest event in Laurel. Events include: the all-class Reunion, craft sales at the old middle school for two days, the possibility of a circus on July 5'h, and a caz show. Some committee members suggested having events far the day Laurel became a city. The committee is geazing in on August 4~' through 9~' to be Laurel Heritage Days. She suggested that the city should make a proclamation to designate these days. There will be activities during the week, but the main events will be on August $~' and 9t''. There will be activities in Town Square, a BBQ in front of city hall, a parade on August 9`~, and the Odyssey West program that was recommended by Council Member Mark Mace. A letter will come forward that Riverside Park be designated for that event. Jean Carroll stated that the Centennial Committee appreciates the interest and the support that the Laurel City Council has given to this committee. Financial assistance from the mayor's fund and the four wazds of the City of Laurel have provided the seed money for expenses. The committee plans to provide future updates to the council regazding the events. There was further discussion regarding a commemorative medal and future plans for celebration on August $th. Kate will have the individual contact Jean Carroll about the medal if he is still interested. Jean Carroll stated that the committee has discussed the idea of promoting Laurel's heritage annually in August. Norm thanked Jean and the committee for the work on the event. President Easton also thanked them for their work. Mark stated that Intermountain Distributing and Lamaz Signs intend to install a billboard halfway between Billings and Laurel that will draw attention to our 100-year celebration. Jean Carroll stated that Kurt Mazkegazd has been working with the Department of Transportation regazding permanent entrance signs to the City of Laurel. Fire Department: • Discussion - G.O. bonds on November ballot Mary Embleton stated that she prepared information on general obligation bonds in a packet that was distributed to the council a month ago. The deadline date for the council to put an issue on the November ballot would be in mid-August. An issue has to be on the ballot 75 days before the election. Keeping that in mind, the city would develop a timeline if the council decides to fund the fire hall with a G.O. bond. Other options aze being examined for funding the project if it goes forward. Both options would require voter approval because the revenue stream is needed in order to pay for the building, so the city must be aware ofthe August date in order to pass the resolution to put the measure on the ballot. If the city goes with the general election, it would not be amail-in ballot. President Easton stated that it will take a lot of hard work for the fire department and the city to get this information out to the public. Time is ofessence here. 2 Council Workshop Minutes of June 10, 2008 Mary stated that the issue, the cast to the taxpayers, and the mills needed were discussed at last Saturday's capital improvements meeting. Once the information is formalized, it will be distributed to the council. It will be a substantial mi111evy increase for the voters. Dr. Weaver and Judy Mathre provided some interesting information and tools to help educate the public. • Resolution -Fire Agreement with Cenex Doug Poehls stated that some legal issues need to be addressed and there will not be a resolution on the June 17th council agenda. Public Works De~artrnent: • Resolutions - Small Services Contract for heating/cooling issues in city hall Bill Sheridan explained the small service contracts. The contract with Encode Corporation will address the heating and cooling issues in the Court and Public Works Department areas in city hall. The contract with Ace Electric is needed to provide electrical improvements for the heating and cooling project. The resolutions will be on the June 17~' council agenda. • Resolution -Landfill Agreement with the City of Billings Bill stated that Laurel has had a good working relationship with the City of Billings regarding use of the landfill. The charge remains at $11.50 ~er ton or $1.45 per cubic yard of non-compacted solid waste. The resolution will be on the June 17 council agenda. • Discussion -Laurel Library parking lot Bill stated that the library parking needs to be rebuilt and staff parking spaces in the rear of the building need to be addressed. Four bids have been received and the lowest bid was from Winkler Excavating. Bill has talked with Mr. Winkler about reducing the cost of the bid, which was just over $36,000. The contract has been negotiated down to $32,000 to allow the city to remove the existing surface of the existing parking lot and remove and replace Borne sidewalk. Mr. Winkler has also tried to cut some costs and an agreement should be available soon. Bill is hopeful that the bid will be closer to $30,000. The contract will be presented to the council soon. Bill stated that the library has the funding for the parking lot, but the library roof also needs to be replaced. Executive review: • Resolution -Contract with Elk River Law Office Sam Painter stated that this is the third time the contract has come before the council and he has worked for the city for six years. The contract, which is basically the same, has athirty-day termination clause for whatever reason. When he started providing legal counsel for the city, there was some litigation going on with a previous attorney. His original intent was to provide legal services with the agreement for athirty-day notice period for whatever reason. There would be no lawsuits if the parties decide not to continue the agreement. Sarn explained the request fora $S00 per month increase this year. The reason is because the city has become remarkably busy. When he started, it seemed to be aone-person job doing half-time civil and half-time criminal. Right now, the civil work is a full-time position and is incredibly busy. In addition, at some point the executive branch could decide that the city should enforce the work of the code enforcement officer. Those issues have to be brought to the court through the city attorney's office. President Easton thanked Sam for his work for the City of Laurel. • Resolution -Small Services Contract for Ambulance Department remodel 3 Council Workshop Minutes of June 10, 200$ Bill stated that a contractor has been secured for the ambulance office and bathroom remodel project. Sam stated that Mayor Olson talked about this issue at the last council meeting and how the project was dragging on and it was difficult to find a contractor. At that time, Mayor Olson informed the council that he was going to sign a contract before getting council approval. Sarn added a clause in the resalution that acknowledges that the contract was signed a week ago but the council would approve it effective the date he signed the cantract. The resolution will be on the June 17th council agenda. Appointments: • City-County Planning Board: o Council's reappointments: Dan Koch and Deborah Horning to two-year terms ending June 30, 2010 o Mayor's reappointment: Todd Linder to a twa-year term ending June 30, 2010 + Airport Authority: o Reappointment ofBill Brennan to a five-year term ending June 30, 2013 Doug Poehls stated his concern that just because someone has been involved with a committee or board for thirty plus years does not mean they are the best person for the job. Daug and the mayor disagree on this. The mayor feels that he should not appoint someone else if a member wants to be reappointed. Doug thinks that new ideas and people who are more connected with the situation are needed at some point. Board of Appeals: o Reappointments of Bob Western, Marvin Carter, Miles Walton to two-year terms ending June 30, 2010 • Cemetery Commission: o Reappointments of Chuck Dickerson, terms ending June 30, 2010 Chuck Rodgers, and LuAnne Engh to two-year The five-year term for the Airport Authority appointments is in the bylaws, and one term is (re)appointed each year. If there is a vacancy on a boazd or committee, the position is advertised. If the current member requests reappointment, the mayor usually does so. There was not a letter of request from Chuck Dickerson far reappointment to the Cemetery Commission because he is one of the council members serving on the commission. Other items: • Resolution -Small Service Contract far tree trimming Bill stated that the contract is for tree trimming throughout the city. Patrick Riedl, a certified arbarist, provided a bid for $10,640 to make substantial improvements to the trees in Laurel. Approval of the contract would allow the work to be done prior to the 4th of July and Centennial Celebration. The resolution will be on the June 17th council agenda. President Easton stated that the Tree Board met today and discussed this company, who did some work at Kiwanis Park last year. The Tree Board is concerned about the trees at the cemetery as pine trees aze causing some problems. Public works is doing a great job but has a bad situation with no water available at the cemetery. Some of the trees have an acid in the leaves, and when the leaves 4 Council Workshop Minutes of June 10, 2008 drop, they kill the grass. The city may have to require certain trees in certain areas of the city. The resolution and contract will be on the June 17`h council agenda. • Resolution -Fees for swimming lessons Bill stated that the pool manager and lifeguardlinstructors have been hired for the 2008 season. He explained that swimming lessons will be provided for preschool children (ages 3-S), and youth and adult (age 6 and up). The scheduled sessions for swimming lessons are from June 23-July 3, July 7- 17, July 21-31, and August 4-14. The preschool registration fee is $50 and the youth/adult registration fee is $60. Bill stated that there is a good staff of people who will do an excellent job at the pool. The resolution will be an the June 17`h council agenda. • Resolution -Leak detection Bill explained that the city has tried for several months to find a contractor to provide leak detection for the water lines. This is something that needs to be done and a Seattle firm does an excellent job. The company is available in early July to spend two to four weeks to find the leaks in the system so the city can correct the leaks. The cost is $16,000 to $18,000. The references provided to Bill were excellent, and he is hopeful that the results will help the city repair the problems with the distribution of water in the community. Sam stated that the documents for the leak detection contract were not distributed because the contract is still being negotiated. There were a couple provisions in the contract that stated any disputes had to be handled in the State of Washington, which he did not like. Sam prepared same language and asked Bill to send it to them to remove their verbiage and put ours in that all disputes will be in the State of Montana. If the company accepts that language, the resolution and contract will be on the June 17th council agenda. • Resolution -Storm water project for TIFD Mary stated that, according to the mayor's statements at the last meeting and due to the timing issue of how quickly the project needs to be done, something was needed to get it started. A lot of work still needs to be done. The details of the funding issues will have to be decided, but the engineers needed something in order to begin. The resolution explains that the council is exercising its prerogative to state that this project is top priority of the TIFD in lieu of having a committee in place to help advise the priorities for projects to come forward. Once the details are worked out, more documents will be presented for council approval. Mary stated that Sam did a nice job ofwording the resolution. Gay stated that last Saturday's meeting with Miral Gamradt regarding the TIFD was a good session. Review of draft council a enda for June 17 2008: The resolution for the leak detection contract will be added to the council agenda. Attendance at the June 17`h council rneetina~ All present will attend. Announcements: S Council Workshop Minutes of June 10, 200$ Mary stated that, according to the minutes from the June 5~' City-County Planning Board meeting, there was an appointment of the member-at-large because Gerald Shay is resigning. As the planning board information was being reviewed for the interlocal agreement, they came across information that stated that the member-at-large needs to be ratified by both the council and the county commissioners. Since someone was elected by the Planning Board, she asked when that would need to go on an agenda and if it should came along with the appointments on the next council agenda. James stated that Gerry brought this person's Warne forward at the last minute. Gerry was an at-large member from the county and the at-large person can be a city or county person. Since it is difficult to find a county person for the board, having this person as an at-large person in the county is not a good idea. James has contacted the county commissioners to try to get it changed so she could be a county appointment. Sam stated that it makes sense for James to try to work it out. The council workshop adjourned at 7:20 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