HomeMy WebLinkAboutCity Council Packet 08.10.2021
AGENDA
CITY OF LAUREL
CITY COUNCIL MEETING
TUESDAY, AUGUST 10, 2021
6:30 PM
COUNCIL CHAMBERS
NEXT RES. NO.
R21-66
NEXT ORD. NO.
O21-04
WELCOME . . . By your presence in the City Council Chambers, you are participating in the process of representative
government. To encourage that participation, the City Council has specified times for citizen comments on its agenda -- once
following the Consent Agenda, at which time citizens may address the Council concerning any brief community announcement
not to exceed one minute in duration for any speaker; and again following Items Removed from the Consent Agenda, at which
time citizens may address the Council on any matter of City business that is not on tonight’s agenda. Each speaker will be
limited to three minutes, unless the time limit is extended by the Mayor with the consent of the Council. Citizens may also
comment on any item removed from the consent agenda prior to council action, with each speaker limited to three minutes,
unless the time limit is extended by the Mayor with the consent of the Council. If a citizen would like to comment on an age nda
item, we ask that you wait until the agenda item is presented to the Council by the Mayor and the public is asked to comment
by the Mayor. Once again, each speaker is limited to three minutes.
Any person who has any question concerning any agenda item may call the City Clerk -Treasurer's office to make an inquiry
concerning the nature of the item described on the agenda. Your City government welcomes your interest and hopes you will
attend the Laurel City Council meetings often .
Pledge of Allegiance
Roll Call of the Council
Approval of Minutes
1. Approval of Minutes of July 27, 2021.
Correspondence
2. Letter from Taryn Massa resigning from the Emergency Services Committee.
3. Police Department Monthly Report - July 2021.
4. Building Department Monthly Report - July 2021.
Council Disclosure of Ex Parte Communications
Public Hearing
Consent Items
NOTICE TO THE PUBLIC
The Consent Calendar adopting the printed Recommended Council Action will be enacted with one vote. The Mayor will
first ask the Council members if any Council member wishes to remove any item from the Cons ent Calendar for
discussion and consideration. The matters removed from the Consent Calendar will be considered individually at the end of
this Agenda under "Items Removed from the Consent Calendar." (See Section 12.) The entire Consent Calendar, with the
exception of items removed to be discussed under "Items Removed from the Consent Calendar," is then voted upon by roll
call under one motion.
5. Claims entered through August 6, 2021.
6. Approval of Payroll Register for PPE 7/25/2021 totaling $168,706.35.
7. Council Workshop Minutes of July 6, 2021.
Ceremonial Calendar
Reports of Boards and Commissions
8. Budget/Finance Committee Minutes of July 27, 2021.
Audience Participation (Three-Minute Limit)
Citizens may address the Council regarding any item of City business that is not on tonight’s agenda. Comments regarding
tonight’s agenda items will be accepted under Scheduled Matters. The duration for an individual speaking under Audience
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Participation is limited to three minutes. While all comments are welcome, the Council will not take action on any item not
on the agenda.
Scheduled Matters
9. Resolution No. R21-66: A Resolution Of The City Council Approving Change Order #1 To
The Contract Between The City Of Laurel And Hardrives Construction Authorizing Additional
Work And Additional Costs For The 2021 Pavement Maintenance Project.
10. Resolution No. R21-67: A Resolution Of The City Council Approving Change Order #2 To
The Contract Between The City Of Laurel And Hardrives Construction Authorizing Additional
Work And Additional Costs For The 2021 Pavement Maintenance Project.
11. Resolution No. R21-68: A Resolution Of The City Council Approving Change Order #3 To
The Contract Between The City Of Laurel And Hardrives Construction Authorizing Additional
Work And Additional Costs For The 2021 Pavement Maintenance Project.
Items Removed From the Consent Agenda
Community Announcements (One-Minute Limit)
This portion of the meeting is to provide an opportunity for citizens to address the Council regarding community
announcements. The duration for an individual speaking under Community Announcements is limited to one minute. While
all comments are welcome, the Council will not take action on any item not on the agenda.
Council Discussion
Council members may give the City Council a brief report regarding committees or groups in which they are involved.
Mayor Updates
Unscheduled Matters
Adjournment
The City makes reasonable accommodations for any known disability that may interfere with a person’s a bility to
participate in this meeting. Persons needing accommodation must notify the City Clerk’s Office to make needed
arrangements. To make your request known, please call 406 -628-7431, Ext. 2, or write to City Clerk, PO Box 10, Laurel,
MT 59044, or present your request at City Hall, 115 West First Street, Laurel, Montana.
DATES TO REMEMBER
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File Attachments for Item:
1. Approval of Minutes of July 27, 2021.
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File Attachments for Item:
2. Letter from Taryn Massa resigning from the Emergency Services Committee.
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File Attachments for Item:
3. Police Department Monthly Report - July 2021.
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File Attachments for Item:
4. Building Department Monthly Report - July 2021.
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File Attachments for Item:
7. Council Workshop Minutes of July 6, 2021.
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File Attachments for Item:
8. Budget/Finance Committee Minutes of July 27, 2021.
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Minutes of City of Laurel
Budget/Finance Committee
Tuesday, July 27, 2021
Members Present: Emelie Eaton Bruce McGee
Richard Klose Scot Stokes
Others Present: Bethany Langve, Clerk/Treasurer
The meeting was called to order by the Committee Chair at 5:01pm.
Public Input: Citizens may address the committee regarding any item of business that is not on the
agenda. The duration for an individual speaking under Public Input is limited to three minutes. While
all comments are welcome, the committee will not take action on any item not on the agenda.
There was no public input.
General Items –
1. Review and approve the July 13, 2021 Budget and Finance Committee meeting minutes.
Richard Klose moved to approve the minutes of the July 13, 2021 Budget and Finance
Committee meeting. Bruce McGee seconded the motion, all in favor, motion passed.
2. Review and approve the July 20, 2021 Budget and Finance Committee meeting minutes. Scot
Stokes moved to approve the minutes of the July 20, 2021 Budget and Finance Committee
meeting. Bruce McGee seconded the motion, all in favor, motion passed.
3. Review and Approve purchase requisition from the Library for the purchase of replacement
computers. The Committee asked what the Library was doing with their old computers. The
Clerk/Treasurer stated she wasn’t sure what the Library was going to do with them. The
Committee stated the Success Center uses old computers for veterans. The Committee asked if
the Library had to get permission from Council to dispose of the old computers. The
Clerk/Treasurer stated the Library Board oversees all Library assets, not the City Council. Bruce
McGee made a motion to approve the purchase requisition for the Library computers. Scot
Stokes seconded the motion, all in favor, motion passed.
4. Review and recommend approval to Council, Claims entered through 07/23/2021. The claims
and check register had previously been reviewed by the Committee. Scot Stokes made a motion
to approve the claims entered through 07/23/2021. Richard Klose seconded the motion, all in
favor, motion passed.
5. Review and approve Payroll Register for pay period ending 07/11/2021 totaling $208,203.25.
Scot Stokes made a motion to recommend approval of the payroll register for pay period ending
07/11/2021 totaling $208,203.25. Richard Klose seconded the motion, all in favor, motion
passed.
New Business –
Old Business –
6. Discussion regarding the Cemetery parking lot. The Committee stated they had been told the
Mayor stated he had given the information to Sam, Sam said he hasn’t received the information,
and Nick stated he is too busy to get the information to the other two.
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Other Items –
7. Review the Pay Period Ending 07/11/2021 Comp/Overtime Report. There were no comments or
questions regarding the report.
8. Clerk/Treasurer Update – The Clerk/Treasurer stated her staff, the Public Works Director and
she got 5 ARPA grants submitted for the competitive grant process. The Committee asked if
these same projects can be resubmitted again in January. The Clerk/Treasurer stated the same
projects can be resubmitted again in January. The projects must be shovel ready, funds must be
obligated by December 31, 2024, and cost must be incurred by December 31, 2026. The
Committee asked if the ARPA money was being held for the West Railroad project. The
Clerk/Treasurer stated she wasn’t sure because that was up to the Mayor and City Council. The
Clerk/Treasurer stated the mills should be in next week so the budget process can start. The
Committee asked why they no longer received a preliminary budget. The Clerk/Treasurer
explained it was not an actual budget until the mills came in and would need to be changed once
those arrived so it is just easier to do the budget once the mill value is in and the final budget can
be done. The Committee stated they would like to get the budget as early as possible so they can
review it longer. The Clerk/Treasurer stated she was going to talk with the Mayor about having
a special budget meeting on the 23rd and 30th of August. The Committee asked how they could
find out what resolutions dictate revenues or expenditures in the budget. The Clerk/Treasurer
stated either the Council Secretary or her could locate those documents and bring them to the
Budget and Finance Committee meeting.
9. Mayor Update – The Mayor was not in attendance.
Announcements –
10. The next Budget and Finance Committee meeting will be held on August 10, 2021 at 5:00pm.
11. Emelie Eaton will be reviewing the claims for the next meeting.
Respectfully submitted,
Bethany Langve
Clerk/Treasurer
NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for t he
listed workshop agenda items.
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File Attachments for Item:
9. Resolution No. R21-66: A Resolution Of The City Council Approving Change Order #1 To
The Contract Between The City Of Laurel And Hardrives Construction Authorizing Additional
Work And Additional Costs For The 2021 Pavement Maintenance Project.
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R21-66 Approve Change Order #1 Hardrives Construction 2021 Pavement Maintenance Project
RESOLUTION NO. R21-66
A RESOLUTION OF THE CITY COUNCIL APPROVING CHANGE ORDER #1 TO
THE CONTRACT BETWEEN THE CITY OF LAUREL AND HARDRIVES
CONSTRUCTION AUTHORIZING ADDITIONAL WORK AND ADDITIONAL COSTS
FOR THE
2021 PAVEMENT MAINTENANCE PROJECT.
BE IT RESOLVED by the City Council of the City of Laurel, Montana:
Section 1: Approval. The Change Order #1 between the Parties is attached hereto
and incorporated herein as part of this resolution and is accepted and hereby approved by the
City Council.
Section 2: Execution. The Mayor and City Clerk/Treasurer of the City of Laurel
are hereby given authority to accept and execute the attached Change Order #1 on behalf of the
City.
Section 3: Effective date. The effective date for the Change Order #1 is u pon
adoption and approval of this resolution.
Introduced at a regular meeting of the City Council on August 10, 2021, by Council
Member ___________________
PASSED and APPROVED by the City Council of the City of Laurel this 10th day of
August 2021.
APPROVED by the Mayor this 10th day of August 2021.
CITY OF LAUREL
__________________________________
Thomas C. Nelson, Mayor
ATTEST:
_______________________________
Bethany Langve, Clerk-Treasurer
APPROVED AS TO FORM:
________________________________
Sam Painter, Civil City Attorney
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Laurel 2021 Pavement Maintenance Change Order Page 1 of 2
KLJ Project 2004-00831
Change Order
No. 1
Date of Issuance: August 11, 2021 Effective Date: August 11, 2021
Project: 2021 Pavement Maintenance Owner: City of Laurel Owner's Contract No.:
Contract: 2021 Pavement Maintenance Project Date of Contract: May 20th, 2021
Contractor: Hardrives Construction Engineer's Project No.: 2004-00831
The Contract Documents are modified as follows upon execution of this Change Order:
Contractor is to perform additional work on W. 14th Street from the intersection with 4th Ave. west to the end of the street. Work shall
Include the milling of 4’ of asphalt on both the north and south ends of the road, installation of paving fabric over the entire width of
The street and then performing a 2” asphalt overlay of the entire road section.
Attachments (list documents supporting change):
Cost assessment sheet from Hardrives Construction. Services are described as Option 1 and includes items 1 – 4.
CHANGE IN CONTRACT PRICE: CHANGE IN CONTRACT TIMES:
Original Contract Price: Original Contract Times: Working days Calendar days
Substantial completion (days): August 20th, 2021
$329,329.50 Ready for final payment (days): September 4th , 2021
Increase from previously approved Change Orders No. X
to No. X:
Increase from previously approved Change Orders
No. X to No. X:
Substantial completion (days): 0
$0.00 Ready for final payment (days): 0
Contract Price prior to this Change Order: Contract Times prior to this Change Order:
Substantial completion (days): August 20th, 2021
$329,329.50 Ready for final payment (days): September 4th , 2021
Increase of this Change Order: [Increase] of this Change Order:
Substantial completion (days): 42 days
$71,582.00 Ready for final payment (days): 42 days
Contract Price incorporating this Change Order: Contract Times with all approved Change Orders:
Substantial completion (days): October 3rd , 2021
$400,911.50 Ready for final payment (days): ): October 15th, 2021
RECOMMENDED: ACCEPTED: ACCEPTED:
By: By: By:
Engineer (Authorized Signature) Owner (Authorized Signature) Contractor (Authorized Signature)
Date: Date: Date: 7/28/2021
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Laurel 2021 Pavement Maintenance Change Order Page 2 of 2
KLJ Project 2004-00831
Change Order
Instructions
A. GENERAL INFORMATION
This document was developed to provide a uniform format for handling contract changes that affect Contract Price or
Contract Times. Changes that have been initiated by a Work Change Directive must be incorporated into a subsequent
Change Order if they affect Price or Times.
Changes that affect Contract Price or Contract Times should be promptly covered by a Change Order. The practice of
accumulating Change Orders to reduce the administrative burden may lead to unnecessary disputes.
If Milestones have been listed in the Agreement, any effect of a Change Order thereon should be addressed.
For supplemental instructions and minor changes not involving a change in the Contract Price or Contract Times, a
Field Order should be used.
B. COMPLETING THE CHANGE ORDER FORM
Engineer normally initiates the form, including a description of the changes involved and attachments based upon
documents and proposals submitted by Contractor, or requests from Owner, or both.
Once Engineer has completed and signed the form, all copies should be sent to Owner or Contractor for approval,
depending on whether the Change Order is a true order to the Contractor or the formalization of a negotiated
agreement for a previously performed change. After approval by one contracting party, all copies should be sent to
the other party for approval. Engineer should make distribution of executed copies after approval by both parties.
If a change only applies to price or to times, cross out the part of the tabulation that does not apply.
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File Attachments for Item:
10. Resolution No. R21-67: A Resolution Of The City Council Approving Change Order #2 To
The Contract Between The City Of Laurel And Hardrives Construction Authorizing Additional
Work And Additional Costs For The 2021 Pavement Maintenance Project.
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R21-67 Approve Change Order #2 Hardrives Construction 2021 Pavement Maintenance Project
RESOLUTION NO. R21-67
A RESOLUTION OF THE CITY COUNCIL APPROVING CHANGE ORDER #2 TO
THE CONTRACT BETWEEN THE CITY OF LAUREL AND HARDRIVES
CONSTRUCTION AUTHORIZING ADDITIONAL WORK AND ADDITIONAL COSTS
FOR THE
2021 PAVEMENT MAINTENANCE PROJECT.
BE IT RESOLVED by the City Council of the City of Laurel, Montana:
Section 1: Approval. The Change Order #2 between the Parties is attached hereto
and incorporated herein as part of this resolution and is accepted and hereby approved by the
City Council.
Section 2: Execution. The Mayor and City Clerk/Treasurer of the City of Laurel
are hereby given authority to accept and execute the attached Change Order #2 on behalf of the
City.
Section 3: Effective date. The effective date for the Change Order #2 is u pon
adoption and approval of this resolution.
Introduced at a regular meeting of the City Council on August 10, 2021, by Council
Member ____.
PASSED and APPROVED by the City Council of the City of Laurel this 10th day of
August 2021.
APPROVED by the Mayor this 10th day of August 2021.
CITY OF LAUREL
__________________________________
Thomas C. Nelson, Mayor
ATTEST:
_______________________________
Bethany Langve, Clerk-Treasurer
APPROVED AS TO FORM:
________________________________
Sam Painter, Civil City Attorney
81
Laurel 2021 Pavement Maintenance Change Order Page 1 of 2
KLJ Project 2004-00831
Change Order
No. 2
Date of Issuance: August 11, 2021 Effective Date: August 11, 2021
Project: 2021 Pavement Maintenance Owner: City of Laurel
Owner's Contract No.:
Contract: 2021 Pavement Maintenance Project
Date of Contract: May 20th, 2021
Contractor: Hardrives Construction
Engineer's Project No.: 2004-00831
The Contract Documents are modified as follows upon execution of this Change Order:
Contractor is to perform additional work that will include the resurfacing of the pool parking lot just south of the Laurel High School.
Costs will include 2,875 SY of extra chip seal.
Attachments (list documents supporting change):
Cost assessment sheet from Hardrives Construction. Services are described as Chip Seal Pool Parking Lot (Double chip seal one end).
CHANGE IN CONTRACT PRICE: CHANGE IN CONTRACT TIMES:
Original Contract Price: Original Contract Times: Working days Calendar days
Substantial completion (days): August 20th, 2021
$329,329.50 Ready for final payment (days): September 4th , 2021
Increase from previously approved Change Orders No. 0
to No. 1: Increase from previously approved Change Orders
No. 0 to No. 1:
Substantial completion (days): 42 days
$71,582.00 Ready for final payment (days): 42 days
Contract Price prior to this Change Order: Contract Times prior to this Change Order:
Substantial completion (days): October 3rd , 2021
$400,911.50 Ready for final payment (days): October 15th, 2021
Increase of this Change Order: [Increase] or {Decrease} of this Change Order:
Substantial completion (days): 0 days
$9,890.00 Ready for final payment (days): 0 days
Contract Price incorporating this Change Order: Contract Times with all approved Change Orders:
Substantial completion (days): October 3rd , 2021
$410,801.50 Ready for final payment (days): ): October 15th, 2021
RECOMMENDED: ACCEPTED: ACCEPTED:
By: By: By:
Engineer (Authorized Signature) Owner (Authorized Signature) Contractor (Authorized Signature)
Date: Date: Date:
8/4/2021
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Laurel 2021 Pavement Maintenance Change Order Page 2 of 2
KLJ Project 2004-00831
Change Order
Instructions
A. GENERAL INFORMATION
This document was developed to provide a uniform format for handling contract changes that affect Contract Price or
Contract Times. Changes that have been initiated by a Work Change Directive must be incorporated into a subsequent
Change Order if they affect Price or Times.
Changes that affect Contract Price or Contract Times should be promptly covered by a Change Order. The practice of
accumulating Change Orders to reduce the administrative burden may lead to unnecessary disputes.
If Milestones have been listed in the Agreement, any effect of a Change Order thereon should be addressed.
For supplemental instructions and minor changes not involving a change in the Contract Price or Contract Times, a
Field Order should be used.
B. COMPLETING THE CHANGE ORDER FORM
Engineer normally initiates the form, including a description of the changes involved and attachments based upon
documents and proposals submitted by Contractor, or requests from Owner, or both.
Once Engineer has completed and signed the form, all copies should be sent to Owner or Contractor for approval,
depending on whether the Change Order is a true order to the Contractor or the formalization of a negotiated
agreement for a previously performed change. After approval by one contracting party, all copies should be sent to
the other party for approval. Engineer should make distribution of executed copies after approval by both parties.
If a change only applies to price or to times, cross out the part of the tabulation that does not apply.
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File Attachments for Item:
11. Resolution No. R21-68: A Resolution Of The City Council Approving Change Order #3 To
The Contract Between The City Of Laurel And Hardrives Construction Authorizing Additional
Work And Additional Costs For The 2021 Pavement Maintenance Project.
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R21-68 Approve Change Order #3 Hardrives Construction 2021 Pavement Maintenance Project
RESOLUTION NO. R21-68
A RESOLUTION OF THE CITY COUNCIL APPROVING CHANGE ORDER #3 TO
THE CONTRACT BETWEEN THE CITY OF LAUREL AND HARDRIVES
CONSTRUCTION AUTHORIZING ADDITIONAL WORK AND ADDITIONAL COSTS
FOR THE
2021 PAVEMENT MAINTENANCE PROJECT.
BE IT RESOLVED by the City Council of the City of Laurel, Montana:
Section 1: Approval. The Change Order #3 between the Parties is attached hereto
and incorporated herein as part of this resolution and is accepted and hereby approved by the
City Council.
Section 2: Execution. The Mayor and City Clerk/Treasurer of the City of Laurel
are hereby given authority to accept and execute the attached Change Order #3 on behalf of the
City.
Section 3: Effective date. The effective date for the Change Order #3 is u pon
adoption and approval of this resolution.
Introduced at a regular meeting of the City Council on August 10, 2021, by Council
Member ____.
PASSED and APPROVED by the City Council of the City of Laurel this 10th day of
August 2021.
APPROVED by the Mayor this 10th day of August 2021.
CITY OF LAUREL
__________________________________
Thomas C. Nelson, Mayor
ATTEST:
_______________________________
Bethany Langve, Clerk-Treasurer
APPROVED AS TO FORM:
________________________________
Sam Painter, Civil City Attorney
86
Laurel 2021 Pavement Maintenance Change Order Page 1 of 2
KLJ Project 2004-00831
Change Order
No. 3
Date of Issuance: August 11, 2021 Effective Date: August 11, 2021
Project: 2021 Pavement Maintenance Owner: City of Laurel
Owner's Contract No.:
Contract: 2021 Pavement Maintenance Project
Date of Contract: May 20th, 2021
Contractor: Hardrives Construction
Engineer's Project No.: 2004-00831
The Contract Documents are modified as follows upon execution of this Change Order:
Contractor is to perform additional work that will include the resurfacing of the baseball field parking lot just south of the Laurel High
Costs will include 2,085 SY of extra chip seal.
Attachments (list documents supporting change):
Cost assessment sheet from Hardrives Construction. Services are described as Baseball Field lot (Double chip seal).
CHANGE IN CONTRACT PRICE: CHANGE IN CONTRACT TIMES:
Original Contract Price: Original Contract Times: Working days Calendar days
Substantial completion (days): August 20th, 2021
$329,329.50 Ready for final payment (days): September 4th , 2021
Increase from previously approved Change Orders No. 0
to No. 1: Increase from previously approved Change Orders
No. 0 to No. 1:
Substantial completion (days): 42 days
$81,472.00 Ready for final payment (days): 42 days
Contract Price prior to this Change Order: Contract Times prior to this Change Order:
Substantial completion (days): October 3rd , 2021
$410,801.50 Ready for final payment (days): October 15th, 2021
Increase of this Change Order: [Increase] or {Decrease} of this Change Order:
Substantial completion (days): 0 days
$14,344.80 Ready for final payment (days): 0 days
Contract Price incorporating this Change Order: Contract Times with all approved Change Orders:
Substantial completion (days): October 3rd , 2021
$425,146.30 Ready for final payment (days): ): October 15th, 2021
RECOMMENDED: ACCEPTED: ACCEPTED:
By: By: By:
Engineer (Authorized Signature) Owner (Authorized Signature) Contractor (Authorized Signature)
Date: Date: Date:
8/4/2021
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Laurel 2021 Pavement Maintenance Change Order Page 2 of 2
KLJ Project 2004-00831
Change Order
Instructions
A. GENERAL INFORMATION
This document was developed to provide a uniform format for handling contract changes that affect Contract Price or
Contract Times. Changes that have been initiated by a Work Change Directive must be incorporated into a subsequent
Change Order if they affect Price or Times.
Changes that affect Contract Price or Contract Times should be promptly covered by a Change Order. The practice of
accumulating Change Orders to reduce the administrative burden may lead to unnecessary disputes.
If Milestones have been listed in the Agreement, any effect of a Change Order thereon should be addressed.
For supplemental instructions and minor changes not involving a change in the Contract Price or Contract Times, a
Field Order should be used.
B. COMPLETING THE CHANGE ORDER FORM
Engineer normally initiates the form, including a description of the changes involved and attachments based upon
documents and proposals submitted by Contractor, or requests from Owner, or both.
Once Engineer has completed and signed the form, all copies should be sent to Owner or Contractor for approval,
depending on whether the Change Order is a true order to the Contractor or the formalization of a negotiated
agreement for a previously performed change. After approval by one contracting party, all copies should be sent to
the other party for approval. Engineer should make distribution of executed copies after approval by both parties.
If a change only applies to price or to times, cross out the part of the tabulation that does not apply.
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