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HomeMy WebLinkAboutCouncil Workshop Minutes 05.04.2021MINUTES CITY OF LAUREL CITY COUNCIL WORKSHOP TUESDAY, MAY 04, 2021 A Council Workshop was held in Council Chambers and called to order by Mayor Tom Nelson at 6:31 p.m. on May 4, 2021. COUNCIL MEMBERS PRESENT: _x Emelie Eaton _x_ Heidi Sparks x Bruce McGee x Richard Herr x Scot Stokes Iry Wilke x Richard Klose Don Nelson OTHERS PRESENT: Karen Courtney, Building Official/Code Enforcement Kurt Markegard, Public Works Director Matt Smith, KLJ Ryan Welsh, KLJ Public Input: There were none. General Items Executive Review Resolution No. R21- Awarding Weave Consulting the Contract for the City of Laurel's Lion's Park Improvements Project and to Authorize the Mayor to Sign all Documents Relating to the Project on the City's Behalf. Kurt Markegard, Public Works Director, stated this contract is for the Lions Park Improvements. The Laurel Lions raised $95k towards the improvements on the park. Laurel Community Foundation took in all donations for this project. They also have $62k from the DOJ from the Exxon money. The City went out to bid and had three bidders on the project. Weave was the lowest responsible bidder. Matt Smith, KLJ, stated this award would be for the new fishing dock with concrete access to the dock and improve the trail around the pond. This does include adding riprap along the east side of the pond. They are starting to lose it during windstorms and want to protect that bank as much as possible. The Markegard family donated the concrete for the riprap; it just needs to be hauled and placed. It was an additive alternative. The asphalt trail was bid at $65k; other bids were more reasonable in cost. The total for this project is $149,708.69. It was questioned why the resolution listed the total cost as $141k. It was clarified that the resolution would be amended to include the riprap portion. It was decided that the City didn't want the wear and tear on its vehicles to haul the riprap. In the end, it would have cost the City approximately the same amount. It was questioned if the funds raised by the Lions, the DOJ, and donations would be covered if all costs were covered. It was clarified that the Lions are still working on additional donations should the cost be more than what is raised. Rotary is looking at building more benches to go around the pond. It is a great community asset. It was questioned how wide the path is going to be around the pond. It was clarified it would be 8 feet in width. Matt Smith has chosen to donate his time to ensure this project moves forward and keep the project under budget. Council thanked the Markegard family, Matt Smith, and KLJ for their donations to make sure this project moved forward. City crews also did a lot of the prep work for this project 2. Resolution No. R21- Awarding Hardrives Construction the Contract for the City of Laurel's 2021 Pavement Maintenance Project and to Authorize the Mayor to Sign all Documents Relating to the project on the City's Behalf. Kurt Markegard, Public Works Director, stated each year, they do the pavement maintenance plan. This is the Pavement Maintenance for 2021. Residents were assessed on their tax bills to be able to do these projects. Ryan Welsh, KLJ, stated that the City would be doing more crack and chip sealing this year. This year we will be finishing up the streets identified as 7 to 8 on the Pacer study. The goal is to save the existing asphalt. Three bids came in for this project. Two of the bids were within $300 of each other. Wharton came in significantly under the other two. They asked to resubmit the bid. The recommendation that the City release their bid and award to Hardrives for $329,329.50. The engineer's estimate for this project was over $500k. When estimating this project the, he used last year's numbers plus 30% and a 15% contingency. The numbers came in lower than last year. The Public Works Director stated they would come back with a change order if additional funds were available for street maintenance. They would add more streets at that time. The crack sealing will be done around the end of May and will be given 30 days to let it cure. Chip and fog sealing will be done by September 1st unless more streets are added. The Public Works Director has asked that KLJ begin on the 2022 Street Maintenance. This past year was unique as we had to wait to see what the tax revenues came in at. They need to have those numbers figured out by August; they need to start now. Last year Council passed an ordinance that will change how street maintenance is assessed. Council noted that they had voted two years ago to raise the maintenance assessment. They noted that this year it is lower than before. It was questioned if that assessment would increase as we move into streets that are more deteriorated. It was clarified that is correct. Next will be structural overlays and, finally, total replacement. Not sure what the assessments will look like in the future. Another option is to have a Commercial Street District. For example, SE Ott' will need more maintenance than a residential street. They cannot allow cracks to open up on those streets. Will have an estimate to Council by August. There are three methods of revenue that can be used on the streets. Those are street assessments, gas tax, and SIDS. The City can go out for a bond if needed. The last time a general obligation bond was passed was in 1986. 3. Resolution - A Resolution of the City Council Approving a Task Order Between the City of Laurel and KLJ Engineering Inc. to Authorize Service for the Lindy Lane Sewer Line Replacement. Kurt Markegard, Public Works Director, stated this is a task order asking KLJ to redesign the main sewer line under Laurel Frontage Road. The pipe was connected to in 2006. Atthe time, it was unclear the condition of the pipe that ran under the interstate. To their surprise, the sewer line was replaced in 1964 when the interstate went in and is in far better condition than expected. The expected cost to replace the line under the interstate was about 1 million. There is a section that was not replaced when they connected the line in 2006. It is a clay pipe, and it is starting to collapse. They videoed the pipe and saw a 114 -foot crack. The section that needs to be replaced is just south of the interstate to the manhole. Half of the City's sewer goes through this line. It is a 30 -inch line. It is one of the largest sewer manholes we have in the City. This section is estimated to be from the 1930s. Ryan Welsh, KLJ, stated that they saw a single long crack in this pipe when they videoed the line. The pipe is made of clay title, so it grows and expands as the temperature changes. The joints are off center as the pipe makes a bend. All homes east of Montana Avenue are connected to this line. The City will have to bypass while this line is replaced. The City will need DEQ permits for the work. Via the PER, it was expected to cost $68k in today's prices; they estimate $100k or more. Since January, pipes have doubled in cost. In 2008 they found the manhole that was put in 1964 that was never recorded on maps. The City needs to start replacing clay lines throughout the City. It was questioned what the timeframe is to complete this project. It was clarified that construction should take approximately three weeks. It was further questioned how they reroute the sewer while work is being done. It was clarified that they connect a pump and a bypass around the worksite. It takes approximately a week to set up the bypass pump. However, the time the sewer is on bypass should only be about a week to maybe a week and a half. 4. Resolution - Small Service Contract - Paving around Lions Park Matt Smith, KLJ, stated when they opened bids for Lions Park, the cost for Weave was less than half the cost. The Public Works Director decided to solicit bids for the asphalt work around the pond. It was less than $50k. They got two quotes. Wharton Asphalt came in at $ l Ok. It worked better to separate from the contract. Weave was going to have to subcontract this portion of the project out anyways. Kurt Markegard, Public Works Director, stated the Lions wanted accessibility for the pond. They needed to either find a way to come up with the extra needed for the total project bids, let the project die, or find another way to make things work. In hindsight, paving contractors done do fishing peers, and general contractors don't do paving. These should have been separate from the beginning. 5. Ordinance No. 021-03: An Ordinance Amending Certain Chapters Of Title 15 Of The Laurel Municipal Code Relating To The City's Miscellaneous Requirements For Homes, Buildings And Construction. (2nd Reading) Karen Courtney, Building Official/Code Enforcement, stated this ordinance is updating Title 15. References have been updated, and any duplication has been removed. The portion on trailer parks references the Department of Health and Human Services. Their definitions are listed in MCA. Council Issues Other Items Review of Draft Council Agendas 6. Draft Council Agenda of May 11, 2021. There were no suggested changes. Attendance at Upcoming Council Meeting Council Member Wilke stated he might be sent out of town for work. He is unsure if he will be at next week's meeting. Announcements Mayor Nelson stated he would try bringing the chickens discussion back to the first Workshop in June. Staff will work to answer Council's questions before then. Mayor Nelson stated he asked the Public Works Director to see if the YMCA could open the pool this year. However, the YMCA cannot staff all of their own pools as they cannot find any help. The pool cannot be opened this year. There are requirements for individuals to be lifeguards, and those requirements do take time. There is an advertisement out for summer help. So far, no applications have been received. Many local businesses are running into the issue of increasing demands with decreasing staff. Cemetery Commission will have its next meeting on May 18, 2021, at 5:00 p.m. in Council Chambers. The council workshop adjourned at 7:32 p.m. Respectfully -submitted, Brittney Moorman �! Administrative Assistant NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the listed workshop agenda items.