Loading...
HomeMy WebLinkAboutCouncil Workshop Minutes 10.28.2008MINUTES COUNCIL WORKSHOP OCTOBER 28, 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 October 28, 2008. COUNCIL MEMBERS PRESENT: x_ Emelie Eaton Rx Kate Hart _ Vacant Alex Wilkins _x Doug Poehls Mark Mace _x Chuck Dickerson (6:42 p.m.) _x Norm Stamper OTHERS PRESENT: Sam Painter Mary Embleton Bill Sheridan 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 all comments are welcome, the Council will not take action on any item not on the agenda. There was no public input. Fire Department: • Report on fire hall mill levy Fire Chief Wilm stated that the yearly amount the average property owner would pay for the fire hall mill levy was published incorrectly in last week's newspaper. Mary distributed copies of the corrected ad which will be published in tomorrow's Laurel Outlook, and a copy is attached to these original council workshop minutes. Bill spoke regarding the incorrect information on the flyer that was distributed and stated that the city did not intend to give the wrong figures. Scott stated that the fire department will hold another informational public forum on Thursday, October 30th, at 7:00 p.m. in the fire hall. Cemetery Commission: • Recommendation for the Laurel Cemetery Master Plan Norm Stamper distributed copies of the City of Laurel Cemetery Master Plan. A copy is attached to these original council workshop minutes. This is the final rendering by Peaks to Plains Design for the cemetery master plan. It was approved by the Cemetery Commission last week and needs to go to the council for approval. A resolution will be presented at the council workshop on November 11th for council consideration on November 18th. Norm stated that this is just a guideline and is not written in stone. There was discussion regarding the entryway, the need for a public restroom, the maintenance building, the retention pond, runoff from the current cemetery, and the Gathering Plaza and Columbarium. If the city accepts the master Council Workshop Minutes of October 28, 2008 plan, Interstate Engineering will proceed with the cost estimates. There was further discussion regarding replacement of trees in the current cemetery, possible phases for construction, and the irrigation system. Public Works D artment: • Resolution - Change Order No. 2 with COP Construction for a five-day extension on the South Laurel Storm Water & Sewer Improvements project Bill Sheridan explained the need for the five-day extension. Three days were weather days due to the recent snowstorm There was also an adjustment in the movement of the storm water pipe from its location on South Fourth Street. The engineers and contractors were aware of a petroleum pipe going down South Fourth Street, but the pipe was in a different place than expected. The pipe was not broken, but the kind and size of the pipe had to be changed in order to get around the petroleum pipe. The issue has been resolved, and a change order will probably be submitted for the additional work. A water leak in the street by Wal-Mart has also been addressed recently. The project is scheduled to be completed the first week of December. There was discussion regarding two shifts on the project, if the bid was based on night and day work, and if the petroleum line is a high pressure line. Bill will check on these items. Chief Administrative Officer: • Resolution - Task Order No. 8 with Great West Engineering, Inc. for CHS Plant water issues Bill Sheridan stated that Cenex contacted him recently about testing their fire flow, which requires use of the city's water system. The refinery's insurance company will eventually come to the city and Cenex to insure that there is enough fire flow to meet the demands to fight a fire at the refinery. Last time this happened, Cenex operated in a way that caused a number of broken pipes in the city. The city contacted Great West Engineering and Pat Murtagh, who is very capable about water systems. Pat suggested meeting with CHS to explain the city's problems with the fire flow task. The city relayed its concerns about any broken water pipes that may be generated by exercising the system in the way they think they need the water to flow. The representatives of CHS have said they are willing to work with the city. The city may require a bond or cash in case CHS creates some problems with broken lines. Pat Murtagh has indicated that the problem is two-fold: one, the city can drain all its system for this fire flow task they need to do for their insurance company, but it is not in the city's best interest; second, when Cenex shuts down the system, it affects water hammer and creates a possibility of broken pipes. Initially, there was discussion regarding the parameters and the problems. Cenex has no problem with Pat Murtagh or representatives being there to turn the water on and off. Cenex will contact their superiors to make sure that is acceptable. The city is going to push for that and for the possibility of them paying for any breaks or problems. The third item to present to Cenex is the need for their own storage facility and system so they can address their problems without draining the city's system dry. Cenex is thinking seriously about that. The last consideration is that Cenex help the city with a reservoir in the community that would allow for enough fire flow for them as well as the city, especially when there is a fire. Mayor Olson thanked Bill for his work in this regard. It has been an issue Laurel has had for many years and breaking ground on this particular topic is going to prove very beneficial. • Resolution - Maintenance Agreement for the Yellowstone County Veterans' Cemetery Bill stated that the city met with Commissioner Kennedy and two Veterans' Cemetery Board members today. There is now an understanding regarding the charges, the equipment the County will 2 Council Workshop Minutes of October 28, 2008 provide, and how the Cemetery will be operated. The city had concerns about the cost of vaults, which is not the city's responsibility. The county has taken the responsibility to pay for the vaults. The County provided hardware and software to track the burials in the cemetery, and city personnel are learning how to use it. The resolution repeals Resolution No. R08-33, which approved a maintenance agreement for the Veterans' Cemetery. That afeement has been revised and will be presented for council approval at the meeting on November 4 . Sam and the County Attorney will prepare the proper verbiage and review the final agreement, and it will be distributed to the council by Friday. Veterans' Day events are scheduled at the Laurel High School at 10:00 a.m. and the dedication of the Yellowstone County Veterans' Cemetery is scheduled at 11:00 am. on Tuesday, November I I r''. Executive review: • Resolution - Assigning certain statutory powers to the Laurel Urban Renewal Agency; Bylaws of the Laurel Urban Renewal Agency The Laurel Urban Renewal Agency was created through Ordinance No. 008-09. Mayor Olson stated that the Laurel Urban Renewal Agency would have authority to make recommendations to the city council. Sam explained how the powers were selected for the resolution. The powers that were not included in the resolution are the powers that enable the agency to bind the city to contracts and expend money on the council's behalf. This was based on discussions at a previous council meeting. The powers that are assigned provide the authority to put together recommendations for the council. Sam stated that the city clerk pointed out that it appears that a budget will be needed, but has not been provided for the agency at this time. City staff will be directed to assist the agency for the next half year until the next budget is formulated. This gives the opportunity to see how much staff time the agency will require and to see what percentage of funds, if any, can be used for administration out of the TIFD funds or another funding mechanism. This agency will be similar to the Planning Board, in that the city staff will guide the agency through the first year. At that point, the city council would decide if the Agency needs a budget. After approval of the resolution, the next step would be to advertise the positions and decide on the actual members. Sam will add the position of recording secretary in the bylaws. There was discussion regarding the requirements to be a member of the Agency and the role of the advisory members of the Agency. The resolution will be on the November 4`h council agenda. • Discussion regarding a citywide storm water district Mayor Olson stated that the storm water part of the current project on Southeast Fourth Street and South First Avenue will be funded through reserves until the TIFD funds are received. The city should consider the creation of a citywide storm water district for further work. There was discussion regarding the storm water system and the Nutting Drain. • Council issues: o Council selection of the Council President 3 Council Workshop Minutes of October 28, 2008 Doug Poehls stated that he is willing to be president, Mark is willing to be vice-president, Chuck is interested in serving on the Budget/Finance Committee, and Emelie agreed to be the member-at-large on the Executive Board. Mayor Olson stated that the selection for the members on the Executive Committee would be brought forward on the November 4th council agenda. He asked the council to wait until the council vacancy is filled before going forward with the committee appointments. o Letter regarding the Police Department (Emelie Eaton) There was discussion regarding the community policing concept, how the council should address and respond to issues presented by constituents, and how the three branches of government interact. These topics will be discussed at the November 11 th council workshop. o Disposition for millings at the city shop (Chuck Dickerson) There was discussion regarding the millings at the city shop and the possibility of putting the millings on Alder Avenue. Bill explained that the city needs equipment to grind the millings, which are very hard. Mark stated that heat causes the problems with millings, not the cold. Mark will find some information about a business in North Dakota that recycles millings. The city recently did maintenance work on Alder Avenue. Mayor Olson stated that the city needs to get information regarding the core samples that the county took from Alder Avenue. Other items There were none. Review of draft council agenda for November 4 2008 Mary asked if council approval of the Laurel Urban Renewal Agency resolution should coincide with the effective date of the ordinance that created that agency. Sam stated that it is not a concern because the Agency will not be established until the thirty-day effective period of the ordinance has passed. Kate stated that the Park Board meeting will be on November 13th instead of November 6th. The Centennial Committee will make a presentation under the Ceremonial Calendar. Attendance at the November 4th council meeting Norm will not attend the meeting. Announcements Doug asked if the city had received any communication from Alex Wilkins recently. There has been no communication. Chuck recently spoke with an individual who expressed how proactive Laurel has become in the last few years. Norm asked regarding the utility work on East Main Street. Bill will find out the information. Emelie asked regarding the historic sign in Riverside Park. Bill stated that the sign has not been installed yet, and he will contact the person that is making the sign. 4 Council Workshop Minutes of October 28, 2008 Bill stated that the Nez Pearce are tracing their history and would like to build something in Riverside Park that denotes that they stopped there. More information should be received in the future. Mark stated that trucks park on the corner of the Helena Industries (Fifth Avenue and Main Street) parking lot during weekends. He has received complaints regarding the site distance to the west when the trucks are parked in the lot. The code will be reviewed. Mayor Olson stated that the city is working to transport branches to the container site after the normal daily workload is accomplished. Bill contacted the State regarding the possibility of disaster funding for removal of the broken tree branches. The State would require the city to approve a two mill levy and to provide pictures of the event. The council workshop adjourned at 8:06 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. 5 OCT-2S-2008 09:06 AM LAUREL OUTLOOK 4066288260 R. 01 NOTICE TO (AD PROOF In, l1M Laurel Outlook kw cmWi mr' 01ft" WN 628.4412 LAUREL CITIZENS or Paz. 6286280 by 2:00 p.m, Tuesday d no re?+ar?e. by 9 p m w1 nnIt has come to the City's attention that figures , NCw,ea?N,?ao,( M n,./„dr,u ,yr ronrtt In pow, adl used in the City flyer were not correct, in ' '"'' "'' tipolmH regard to the Proposed Fire Hall Mill Levy: 8r?uralnn Ilak. 1'V.+6 .??lntie The $30/year average was a mistake. The 1r1r?N correct information should have read. OFFXEO?LY 1 care! Oallnak The IA? PROOFING Average City Residential ; i property owner will pay This mmdlw byft ' approximately $72.58 per year, `,.?i or $6.05 per month, Ads Various Cliy of Laurel Fire Hall for a New Fire Hall. IN THE RUSH TO INFORM THE PUBLIC, AN HONEST MISTAKE WAS MADE. THE CITY APOLOGIZES. THIS MISTAKE WAS NOT MADE, INTENTIONALLY, NOR WAS IT MADE TO MISINFORM ANYONE, ESPECIALLY THE TAXPAYERS OF LAUREL. THERE WILL BE ONE LAST PUBLIC FORUM ON THE PROPOSED FIRE HALL ISSUE ON THURSDAY, OCTOBER 30TH AT 7:00 PM AT THE FIRE HALL. PLEASE COME. Please call Bill Sheridan at 406-628-4796 or Mary Embleton at 406-628-7431 ext. 2 if you have any questions or comments regarding the above. Tree Ornamental Tree Large Shade Tree Gated Entrance for Maintenance Road ..._-.__...... Laurel Air art Road 7 - ? - 1-7 - - F I :.. ? - SS???FIF`{C1r! ?•' F I it i•?k ? ? ... ?r ??' ? i 1 _ I ? i??:"???i-ai f'? ih:! ? 7 4 },_ e tr f '` ° Fi t girt rl rc r ;. I 20' Wide Roads with Curb and Gutter 20' Wide Maintenance Road. ^? . j'"` , ?{}'•? ? tar., .. .. 1; - - ? ? YF` '?:ex _ \' ??ii(-= :u:=p_ ?r'• - + I y17 :• P: . l ..{i? "3'1 •a •• °'. ::.?,:.; ? ?{, M _ -7 •, t...f: •. ,.: t = 51;:.: F lr-.?1;-: ,: 1_. I t •.:I;i I +R l?:nl . V•-. .,:.if{ Vi:. ,.lu: F; s: ?•!- ? ? ? .21 _r ;?aI 1i? } I:? "..: ,.(?i?;'??'.I?'.; 6i• - 0 '? - . li:.l:'. '"I;;. C?••'.:ii.r-.• . :7Fr Ir,:. . ?,.. ..-:.? ? 5!,I EV 7, -4 Urn! I Connections to•gYeli t" ? I ?:?; I `bounty VeteFari"' ?` ? ?/ 7y , 'r `e,,_ %^?t ?" and???Itlt'ni?anU ,.F ^,?. ?• - yr r: ii ?„$N?,i (T? u? i \\??:l• 1 ? + 71 C'F +t S _ I , i ,Maintenance' Building: I .i I h t r t.ti ? 7 _ ? ^ rikr 1 ?, pr 5 ^i. i I 5??; ??r ^' ? f ????J? tyyrcr ,F ,;??r? r t f+ X17 .,NI .t iw ^'.; i I ,Wi't' f w Irk' . r?' f: d.?•+?y ?'P . ,f ?iy { r This concept provides an additional 6,111 gravesites and 1200 niches. It connects to the Yellowstone County Veteran's Cemetery. The traffic circles are used to emulate the traffic circles in the Veteran's Cemetery, City of Laurel Cemetery Master Plan !1141 by 131115 a7es19?: 0 sa 90 160 N 1',F ?71Sf? INTERSTATE $pe6ker Podlu"h4? Three Flag boles . Evergreen k Tree Q, columbarium M emorial Gardens f,. i .u This would be the gathering space for Memorial Day and Veteran's Day services. As memorial to the Veterans of Laurel, these walls have plaques that have names of those who have passed away. This gathering space could also serve for services for the columbarium. There are two gardens at the entrance to this space that would be available for families to plant flowers for a memorial to those interred in the columbarium. City of Laurel Cemetery Gathering Plaza Memorial Walls Large Shade Tree 0 20 30 60 IsD ! 1.1 d '!' s cBg n q nn nAg0 P, i it's INTERSTATE W s Gathering Plaza Plan Gathering Plaza Perspective