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HomeMy WebLinkAboutCouncil Workshop Minutes 07.29.2008MINUTES COUNCIL WORKSHOP JULY 29, 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 July 29, 2008. COUNCIL MEMBERS PRESENT: _ Emelie Eaton _x Kate Hart _x Gay Easton x Alex Wilkins _ Doug Poehls x Mark Mace _x Chuck Dickerson _x_ Norm Stamper OTHERS PRESENT: Sam Painter Mary Ernbleton Bill Sheridan Kurt Markegard James Caniglia Rick Musson Scott Wilm Jan Faught 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 add comments are welcome, the Council will not take action on any item not on the agenda. There was no public input. Joyce Jensen,. Yellowstone Historic Society: • Sign in Riverside Park Mayor Olson stated that Joyce Jensen will present the issue at the council workshop on August 12`x, as she was unable to attend tonight's meeting. Police Department: • Police Reserve Appointment: Sarah Thomas Chief Musson stated that Sarah Thomas previously served on the Laurel Police Reserves and he asked that she be reappointed as a police reserve. The appointment will be on the August 5'~ council agenda. • Resolution -Agreement with Iceland Communications Rick stated that the resolution is to enter into another five-year agreement with Iceland where the fire, ambulance, and police have the repeaters at that location. Sam explained that the city akeady has an additional five-year term an this property. The company is requesting that the city sign an agreement pledging that, if the owner goes to the bank, gets a mortgage for the business, and then goes into default, the city agrees to continue making payments to the bank, not to the business. This will help the owner to get the refinance done. Sam stated that the city still has a valid lease underneath the agreement and does not have much risk with this. The resolution will be on the August 5~' council agenda. Council Workshop Minutes of July 29, 2008 Plannin~- • Resolution - Vacation of Maple Avenue in Russell Park and dedication of Lots 1416, Block 2 James Caniglia stated that this is a notice of intent to vacate Maple Avenue and to set a public heazing so the city can vacate it and dedicate it and the adjoining lots as a pazk. The lots have the restrooms on them and the street is completely grassed over. Sam stated that this is draft resolution and the date for the final resolution needs to be determined. The statute does not require a public hearing. The city has to give notice that the council is going to consider adopting a resolution to vacate the street. The notice is published in the paper and those who object to it can attend the meeting to voice concerns or objections. Any adjacent property owners to the street being vacated can legally protest. In this situation, the city owns all of the property along the street, so there is no one to protest. The city still has to comply with the advertisement requirement and then provide a date for the public to speak. The resolution of intent will be on the August S~' council agenda. • Resolution -- CTEP Project Agreement James stated that the CTEP administrators in Helena sent the agreement. Originally, MDT was not going to allow Laurel to tie the CTEP project into the South First Avenue improvement project. CTEP, Chad Hanson, and James contacted MDT and pleaded with them to allow it and they agreed. There is one small issue. CTEP did an estimate which was lower than what Great West had determined. There is a section that says the city will be responsible for 100 percent of all costs exceeding the proposed $67,000. The city can use CTEP funds for that and would be responsible for 15 percent of anything above that. The CTEP funds pays for 85 percent. Chad Hanson is working to get an SID to cover the 15 percent, so the city will not have to pay anything. The city would be able to kill the project if the SID does not go through. MDT wanted this done by July 31 ~ but has allowed the city until August 6'~ to approve it. The project will take care of approaches, curb, gutter and sidewalk. There was discussion regazding curb boxes. The city's water line insurance program is available for curb box replacement. Clerk/Treasurer• • Public Hearing -Budget Amendments/Resolution Mary Embleton stated that the public heazing for the budget amendments is required by statute. Five funds required amendments. In the General Fund, the $100,000 increase in appropriation for the fire tender vac truck will be offset by the INTERCAP loan. The HOME Grant Frogram received several program income payoffs from participants that did not stay with the program for the full five or ten years. The program income returns to the city and can be allocated again. The Fire Relief Association estimate was for $9,000, but the city will get $9,287. Crime Victims Surcharge is difficult to predict and depends on the amount of activity in the court. The budget was short $6,133 of activity so the budgets need to be amended for both the revenue and expenditure. The money is collected by the city, sent to the county, who sends it to the state. The Airport Authority received unanticipated monies of $780. The public hearing is scheduled for August Sa'. After the public hearing, the council could unanimously waive the rule to act on it that night or scheduled the resolution for action on August 19~'. • Resolution -Budget Transfers 2 Council Workshop Minutes of July 29, 2008 Mary stated that the budget transfers aze done within the fund itself and transferred between line items. The disadvantage is that it does not really paint a true picture of the budget, as the appropriation line is changed to match what was spent. She usually prints two sets of financial pictures in order to see what happened prior to the budget amendments and the transfers and then how it looks after it is fixed. The list that will be distributed next week with the resolution will be fairly substantial. The General Fund had transfers of $203,609; the Special Revenue and Capital Projects Funds totaled $172,940; and the Enterprise Funds totaled $183,864. Mary recommended approval of the resolution as a housekeeping matter. • Yeaz-End Financial Report Mary stated that the report, including the narrative, charts, and graphs, was not ready tonight. She prepazed a brief synopsis using the budget cover pages. The General Fund was budgeted to go into reserves by $260,894. Actually, the revenues did better than anticipated and the appropriations were less than planned. The net result ended with $290,568 more than anticipated. There were mare revenues than appropriations and the city did not have to go into the reserves. There was a vacancy savings in a position that was budgeted but not filled. The City-County Planning Fund should be watched carefully. The fund was $1,400 short in revenues. The $47,237 in appropriations does not reflect a full year of costs, as the city planner was hired in September 2007. Additional revenues need to be generated. The Building Fund is difficult to predict, as it is based on user fees. The $104,622 in appropriations includes the $20,000 transferred to pay for the HVAC system. An additional star member is paid out of the Building Fund and the General Fund. Mary stated that revenues in the Light Districts did not keep up with expenses and the assessments may need to be increased. In the Street Maintenance District Fund, a planned construction project was not done by June 30`" That allows a healthy cash carryover into this construction season beginning July 1s1. If that can be maintained, it will continue to be a healthy fund. The Sweeping District is another assessment district that may need to be reviewed soon to keep pace with operating costs. The $51,000 was spent and $20,000 of that was transferred to the CIP, as budgeted, to save for a new sweeper. Even with the $20,000, the fund is still $7,900 short in revenues to match operating costs. In the State Gas Tax Fund, the city has not seen increased revenues in a long time. It probably will not change until the legislation that establishes the formula is changed. It has a nice cash balance at the end of the year to take into the construction season. Gas Tax, combined with Street Maintenance, provides some money for Public Works to do some projects. The Capital Projects Fund has been a focus and will be watched cazefully. The major planned purchase of the new urban pumper truck for this yeaz is still being built in Bozeman. That was $325,000 expenditure that was not spent but will be reappropriated into the next year. When the fire truck is ready for delivery, $100,000 will come out of the fire department's cash savings and the other $225,000 will be offset by an INTERCAP loan. That will use $100,000 of the $405,000 cash balance. 3 Council Workshop Minutes of July 29, 2008 The Enterprise Funds are usually budgeted for a lot of projects. No major construction was completed in the Water Fund this year, but that will change in the corning months. There is a healthy cash balance to go into the next fiscal year. The Sewer Fund is different from the budgeted because the TSEP Project could have been started by now. It will have to be spent this fiscal yeaz, as one of the requirements of the TSEP Grant for the $750,000. The $750,000 will be reimbursed after the city spends the money. The Solid Waste Fund was tight for awhile, but is looking healthy again. Anew garbage truck was appropriated but did not get purchased this fiscal yeaz. It is about ready to go to bid and will be reapprapriated in the next budget. • Ordinance -Approve recodification of ordinances Mary stated that the ordinance to approve the recodification of the ordinances is done annually after the ordinances are submitted to LexisNexis to prepare for the Laurel Municipal Code. State law requires an ordinance approving the codification, and Sam has reviewed the recodification. The first reading of the ordinance will be on the August S`~ council agenda. Chief Administrative Officer: • Resolution ,Amendment No. 1 to Task Order No. 7 with Great West Engineering -South First Avenue CTEP Project Bill Sheridan stated that the city is pursuing replacement of storm and sanitary sewer on First Avenue South In conjunction with that, the city discussed pursuing the placement of sidewalks, curb, gutter, and driveway approaches in that area. The city applied for CTEP funds. The Montana Department of Transportation decided to incorporate using the CTEP funds on the sidewalks, curbs, gutters, and driveway approaches. Great West Engineering will provide less engineering services, as the Department of Transportation will do some of the CTEP engineering. Therefore, Great West has reduced the amount from $17,811 to $14,608, which is a difference of $3,203. Bill asked that the council consider approval of the resolution Amendment No. 1 to Task Order No. 7 at the council meeting on August S~'. Executive review: • Fire facility safety mill -two proposals for sites Mayor Olson and Gay Easton recently spoke with the property owners of the two proposed sites for the fire facility about the selling prices. The price of the lot on Eighth Avenue is $175,000 and the price of the Ricci's lot is $350,000. Chief Wi1m stated that the fire department's presentation to the public was not well attended last night. There was further discussion regarding an appraisal of the Ricci's lot, the need to educate the public about the safety issues, the advantages of the location of the Ricci's lot, and the infrastructure and groundwater issues with the Eighth Avenue lot. A motion to select the preferred site for the new fire building will be added to the August S"' council agenda. • Police Union contract Mayor Olson explained that the proposal came out of the last negotiating session with Local No. 303, Law Enforcement Dispatch Union. There was discussion regarding the terms proposed, the negotiations of Local No. 316, and the need for more information. Mayor Olson stated that the two unions aze sepazate. At this time, there has been a tentative agreement between Local No. 316 and management. Bill Sheridan explained the 3.75 percent, 4.25 percent, and 4.25 percent wage increases requested by Local No. 316 and stated that there was no increase in the insurance cap. There was discussion regarding further negotiations with the police union. More information will be provided to the council at the August S~ council meetin~ Mayor Olson stated that consideration of the police union contract will be added to the August S council workshop agenda. If the proposed contract is 4 Council Workshop Minutes of July 29, 2008 rejected by the council, the negotiating team would be directed to contact Police Union No. 303 and enter into another phase. If necessary, it would be declared an impasse and go to arbitration. Mazk Mace stated that one of the nice things about Laurel was that everyone was treated the same with one union. He realizes that jobs and people are different, but the inherent risk happened in Billings and there is animosity amongst fire, police, and staff in the city. He thinks that is happening here and is inevitable with two separate unions. • Creation of Urban Renewal Agency Mayor Olson stated that the ordinance to create the Urban Renewal Agency will be presented to the council on August 19~'. That will coincide with the information packet to the community. He would like to put the information to the public on the agency's responsibilities and the requirements for participation an the agency. The ultimate goal is to have the agency formed by November 18~' in order to make recommendations for use of the TIFD funds to the council in January 2009. • Discussion of support for bonding against Street Maintenance Funds Mayor Olson and Mary attended a meeting of the Montana League of Cities and Towns recently where there was discussion regarding legislation to grant cities the ability to bond against the State Revolving Fund for street maintenance. Senator Dan McGee has been contacted regarding takin~ legislation to the legislative body this winter. A resolution of support will be added to the August 5 council agenda. • Discussion of state statute regarding fireworks Information regarding fireworks was distributed to the council at the meeting. Mayor Olson asked the council to review the information for further discussion at the August 12~' council workshop. • Council Issues: o Discussion of LMC 6.16.030 (Mark Mace) Mark had copies of the state statute and the vicious dog ordinance in the City of Billings. The Emergency Services Committee recently appointed a Task Force to review the vicious dog issue, and Scotty Snowden is the chairman. o Discussion of a policy for returning city manuals (Chuck Dickerson) Mayor Olson stated that the Personnel Policy Manual includes a policy for return of city manuals. There was discussion regazding the outgoing council member providing manuals and documents to the new council member. Staff would assist with determining what needed to be given to a new council member. Currently, council members sign for Laurel Municipal Code books and a key to city hall. Other items Chuck suggested having a proclamation for Laurel's 100`" year celebration, declaring August 8~' as Lawel Days, and having the flags put out on this particular day. He contacted Scout Master Lucky Seibert and found out that businesses are charged $250 to put the flags out ten times a year. There was further discussion regarding the suggestion. Mayor Olson stated that a proclamation of Laurel's 100-yeaz celebration would be prepared for the August 5`~ council agenda. The Centennial Committee wants to maintain the group as a Heritage Committee to continue an annual celebration of Laurel's heritage. S Council Workshop Minutes of July 29, 2008 Review of draft council agenda far August 5.2008 The following items will be added to the agenda: a proclamation of Laurel's centennial celebration; a resolution of support for legislation to bond against street maintenance funds; a motion to accept/reject the police union contract; a motion to select the preferred site for the new fire department building; and a motion to select the preferred method to finance the new fire department building. Attendance at the, August St'' council meeting All present will attend. Announcements Mark asked the council members to give their free time to get ready for the upcoming event at Riverside Park. The Centennial Committee will meet an Thursday, July 31st, at 7:00 p.rn. Mayor Olson asked the council members to help serve burgers at the BBQ in front of city hall on Friday, August $t~. There will be many activities during the Centennial Celebration, including a rededication of the City of Laurel to the next 100 years. Riverside Park will be sprayed for mosquitoes during the week prior to the Odyssey West event on Saturday, August 9th. The council workshop adjourned at 7:56 p.m. Respectfully submitted, [~4~ 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