HomeMy WebLinkAboutCouncil Workshop Packet 12.07.2021
AGENDA
CITY OF LAUREL
CITY COUNCIL WORKSHOP
TUESDAY, DECEMBER 07, 2021
6:30 PM
COUNCIL CHAMBERS
Public Input: Citizens may address the Council regarding any item of City business that is not on tonight’s 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. If a citizen would like to speak or comment regarding an item
that is on tonight’s agenda, 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.
Be advised, if a discussion item has an upcoming public hearing, we would request members of the public to reserve your
comments until the public hearing. At the public hearing, the City Council will establish an official record that will include
all of your comments, testimony and written evidence. The City Council will base its decision on the record created during
the public hearing. Any comments provided tonight will not be included in the recor d or considered by the City Council.
General Items
Executive Review
1. Resolution - A Resolution Of The City Council To Accept The Southside Master Stormwater
Plan Prepared For The City Of Laurel By KLJ Engineering.
2. Resolution - A Resolution Of The City Council Authorizing The Mayor To Sign An Agreement
With CMS, LLC For Services Relating To Upgrading The City’s Laserfiche System.
3. Resolution – A Resolution Approving An Encroachment Permit For The Installation Of A
Trash Enclosure On A Portion Of South Montana Avenue Adjacent To 415 South 1st Avenue.
4. Resolution – Resolution Authorizing The Mayor To Execute An Agreement With Beartooth
Rc&D Economic Development District.
5. Arbor Day Proclamation 2022
Council Issues
6. Update on W. Railroad.
7. Update on Electronic Recycling
Other Items
Review of Draft Council Agendas
8. Draft Council Agenda of December 14, 2021.
Attendance at Upcoming Council Meeting
Announcements
The City makes reasonable accommodations for any known disability that may interfere with a person’s ability 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
1
File Attachments for Item:
1. Resolution - A Resolution Of The City Council To Accept The Southside Master Stormwater
Plan Prepared For The City Of Laurel By KLJ Engineering.
2
R21-__ Approve Southside Master Stormwater Plan
RESOLUTION NO. R21-__
A RESOLUTION OF THE CITY COUNCIL TO ACCEPT THE SOUTHSIDE
MASTER STORMWATER PLAN PREPARED FOR THE CITY OF LAUREL
BY KLJ ENGINEERING.
BE IT RESOLVED by the City Council of the City of Laurel, Montana,
Section 1: Acceptance. The Southside Master Stormwater Plan, a copy attached
hereto and incorporated herein, is hereby accepted by the City Council.
Introduced at a regular meeting of the City Council on ____________, 2021, by
Council Member _____________________.
PASSED and APPROVED by the City Council of the City of Laurel this ___ day of
_______________, 2021.
APPROVED by the Mayor this __ day of ___________, 2021.
CITY OF LAUREL
___________________________
Emelie Eaton, Mayor
ATTEST:
_______________________________
Bethany Langve, Clerk-Treasurer
Approved as to form:
______________________________
Sam S. Painter, Civil City Attorney
3
File Attachments for Item:
2. Resolution - A Resolution Of The City Council Authorizing The Mayor To Sign An
Agreement With CMS, LLC For Services Relating To Upgrading The City ’s Laserfiche
System.
4
R21-__ Approve Agreement with CMS LLC for City’s LaserFiche Upgrade
RESOLUTION NO. R21-__
A RESOLUTION OF THE CITY COUNCIL AUTHORIZING THE MAYOR TO
SIGN AN AGREEMENT WITH CMS, LLC FOR SERVICES RELATING TO
UPGRADING THE CITY’S LASERFICHE SYSTEM.
BE IT RESOLVED by the City Council of the City of Laurel, Montana,
Section 1: Approval. The Agreement between the City of Laurel and CMS, LLC a
copy attached hereto and incorporated herein, is hereby approved.
Section 2: Execution. The Mayor and the City Clerk of the City of Laurel are hereby
given authority to execute the Agreement on behalf of the City.
Introduced at a regular meeting of the City Council on ____________, 2021, by
Council Member _____________________.
PASSED and APPROVED by the City Council of the City of Laurel this ___ day of
_______________, 2021.
APPROVED by the Mayor this __ day of ___________, 2021.
CITY OF LAUREL
___________________________
Emelie Eaton, Mayor
ATTEST:
_______________________________
Bethany Langve, Clerk-Treasurer
Approved as to form:
______________________________
Sam S. Painter, Civil City Attorney
5
Estimate
City of Luarel
Issued: December 3, 2021
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TABLE OF CONTENTS
Recommended Solution Overview: Laserfiche .......................................................................................... 3
Laserfiche Subscription ................................................................................................................................................................................. 4
Laserfiche Subscription Licensing Guide .................................................................................................... 5
Laserfiche Subscription Definitions ............................................................................................................ 6
Estimate .......................................................................................................................................................... 9
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RECOMMENDED SOLUTION OVERVIEW: LASERFICHE
MCCi is recommending the Laserfiche solution and MCCi Professional Services for your organization. With capabilities
ranging from electronic records management to document routing, electronic forms, and integrations, Laserfiche is
a powerful solution that enables the entire enterprise. Please keep in mind some of the features of Laserfiche:
USER-FRIENDLY
Laserfiche is very easy to learn, navigate, and use. With a folder structure
similar to Windows Explorer, Laserfiche will seem familiar to your staff,
giving them the confidence to begin scanning and retrieving
documents almost immediately after installation.
COMPREHENSIVE SECURITY
Laserfiche Comprehensive Security allows you to control and
administer the security of your documents. You determine
which functions, such as scanning and printing, each staff
member may use.
INTELLIGENT SEARCH
The Laserfiche Search Engine is a powerful tool to help users
find the documents they need during their day-to-day processes,
including full-text search, index search, and document and folder
name. The Laserfiche full-text search unlocks the contents of your
documents; if you need to find a word or phrase within a document,
Laserfiche retrieves it immediately. An easy Google-style toolbar is
available for searching as well.
INTEGRATION
Laserfiche is the central repository for records in your organization and allows you to integrate other main line-of-
business solutions easily. Whether you are looking for a way to integrate with a departmental solution, ERP solution,
Microsoft Office application or SharePoint, etc., Laserfiche has options available to reduce duplicate data entry and
provides seamless access to your records.
E-FORMS & BUSINESS PROCESS AUTOMATION
Laserfiche allows users to capture information while automating and transforming business processes. Users are
finding efficiencies by reducing the time processes take and giving users access to
information instantaneously through the implementation of Laserfiche Forms and
Laserfiche Workflow, resulting in cost savings for the organization.
MOBILITY & WEB TOOLS
Mobile devices are used in organizations for day-to-day operations.
Laserfiche has options available to ensure you can access Laserfiche
from these devices and perform related actions quickly on the go.
There are also options to give your outside citizens/customers access
to records through the web to promote transparency and
decrease records requests.
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LASERFICHE SUBSCRIPTION
MCCi is recommending the Subscription platform for your organization. Laserfiche Subscription seamlessly combines
traditional content services platform (CSP) functionality with powerful business process management, auditing tools,
and security. This platform is designed for clients like you, who innovate and evolve with changing technologies,
digitally transforming their organization, and expanding business processes across the enterprise.
Unlike purchased perpetual licensing, Laserfiche Subscription lowers your initial licensing costs based on subscribing
to the rights to use Laserfiche products and services instead of owning them. With included functional ranging from
records management (DoD 5015.2 certified) to document routing, electronic forms, and batch processing tools,
Laserfiche Subscription provides an easy-to-use, cost-effective platform for automating day-to-day business
processes. By providing unlimited document repositories and servers, Laserfiche Subscription supports development,
testing, staging and production, putting you in complete control of your business processes and system design.
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LASERFICHE SUBSCRIPTION LICENSING GUIDE
To determine which platform/licenses are applicable, please refer to the Pricing section.
LASERFICHE PLATFORM ARCHITECTURE
Starter Professional Business
Application Servers 1 Unlimited Unlimited
Repositories 1 15 15
Database Options SQL Express SQL SQL
FULL USE ACCESS LICENSES
Starter Professional Business
Full Named Users Minimum of 1 Minimum of 10 Minimum of 25
Snapshot Included Included Included
Email Included Included Included
Web Client Included Included Included
Mobile Access Included Included Included
Audit Trail Included (Starter) Included (Starter)
Advanced is Add-on Option Included (Advanced)
Workflow Not Available Included Included
Connector Not Available Included Included
Forms Professional Not Available Included Included
Enterprise Identity
Management Not Available Not Available Included
LIMITED USE ACCESS LICENSES
Starter Professional Business
Participant Users Not Available Add-on Option,
Minimum of 10
Add-on Option,
Minimum of 10
Community Users Not Available Add-on Option Add-on Option
Education Users Not Available Add-on Option Add-on Option
MODULE BASED LICENSES
Starter Professional Business
Import Agent with Email
Archiving Included Included Included
ScanConnect Add-on Option Add-on Option Add-on Option
Public Portal (WebLink) † Options: Public Portal for 1, 2 and
Unlimited Laserfiche Servers
Options: Public Portal for 1, 2 and
Unlimited Laserfiche Servers Unlimited Public Portal Included
Records Management Not Available Add-on Option Included
Quick Fields Complete with
Agent †† Add-on Option 10 Installations Included 10 Installations Included
Forms Portal † Not Available Add-on Option 3 Instances of Forms Portal
Included
Sandbox* Add-on Option Add-on Option 3 Sandboxes Included
INTEGRATIONS
Starter Professional Business
Microsoft 365 Integration
with Simultaneous Editing Included Included Included
Integration with SharePoint Included Included Included
Federated Search Not Available Included Included
Integration with DocuSign Add-on Option Add-on Option Included
Integration with LaserApp Add-on Option Add-on Option Add-on Option
Laserfiche for Ricoh MFD Add-on Option Add-on Option Add-on Option
Certified Integration with
SAP ArchiveLink Add-on Option Add-on Option Add-on Option
† Public Portal and Forms Portal are licensed per Laserfiche Application Server.
†† Quick Fields is licensed per machine.
* A sandbox environment includes 10 users, Laserfiche Directory Server and any additional add-ons purchased, such as portals.
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LASERFICHE SUBSCRIPTION DEFINITIONS
To determine which licenses are applicable, please refer to the Pricing section. Your specific implementation may not
include all features below.
LASERFICHE SUBSCRIPTION
Laserfiche Subscription allows organizations to access the entire Laserfiche product suite at a cost-effective price
point. It is accessible, convenient and designed to help your organization scale. With Laserfiche Subscription, you have
the flexibility to manage licenses based on user roles or expected growth so you can easily scale your deployment
with your organization. Laserfiche offers three different tiers: Starter, Professional and Business. All Laserfiche
Subscription tiers include:
▪ Web Client: Enables subscription users to access content through a web browser.
▪ Laserfiche Mobile: An app (Android and Apple) that enables you to capture, upload, and securely access and
work with documents inside Laserfiche while on the go.
▪ Laserfiche Snapshot: "Print" electronic documents into your repository as TIFF images with this virtual printer.
Laserfiche Snapshot works as though you had printed the document and then scanned it back into Laserfiche but
allows you to skip the step of making a physical printed copy.
▪ Audit Trail: Track activities performed in a Laserfiche repository and generate reports. Auditing helps to show
compliance with legal regulations and contributes to the security of the Laserfiche repository.
▪ Automated text extraction: Automatically extract specific text.
▪ Import Agent with Email Archive: A tool for automatically importing files into the Laserfiche repository from a
Windows folder, and the Email Archive allows you to automatically archive emails to Laserfiche. Email Archive can
extract and assign metadata to the emails saved in Laserfiche, as well as extract and save attachments and the
email’s distribution list file.
▪ Microsoft Office Integration: Integration with Microsoft Office® Suite. Allows for direct content import as well
as indexing capabilities. As a part of this integration, emails and attachments stored in Outlook can be imported
to the repository with a single click and auto indexed with information such as sender, subject, time received, etc.
▪ Integration with SharePoint: The SharePoint Integration (SPI) is built on the power of Laserfiche Web Client, a
Section 508-compliant thin client that reduces installation, support, and maintenance requirements. The
integration requires an on-premises installation of SharePoint.
LASERFICHE BUSINESS SUBSCRIPTION
Please refer to the Pricing section to determine which package was quoted. This functionality provides many tools to
automate business processes and reduce manual work:
▪ Full SQL Support
▪ 15 Repositories per Laserfiche Application Server
▪ Workflow: Automates business processes, such as approvals, routing based on conditions, or database
integrations, improving consistency with how records are filed in Laserfiche.
▪ Forms Professional: Laserfiche Forms allows organizations to create electronic fillable forms for collection and
processing information and has flexible design options to meet your organization’s needs. You can:
▪ Create custom forms from a library of field or selection elements.
▪ Utilize the Business process library includes (10.1+) a digital library of prebuilt form templates designed for
easier process automation deployment
▪ Automate business processes for form data to follow, such as decision-making, emailing, or approvals
(dynamic behaviors available with CSS and JavaScript).
▪ Role-based security is included to allow and restrict access to necessary functions for form submitters,
reviewers, approvers, form creators, and system administrators.
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Reporting tools allow different views of details on submitted forms such as:
▪ User view of details about all submitted forms.
▪ Approver “dashboard” of submissions awaiting approval.
▪ Administrator views of all submissions by form and approval status.
▪ Forms can be used internally or externally (with the appropriate licensing). Publication options include a login
to forms system, public URL, secure URL, or embedded into a webpage.
▪ Reporting and Analytics: Use out-of-the-box reports or create custom reports on process data for insights to
make informed decisions.
▪ Connector: Provides a no-code means for integrating Laserfiche with line-of-business applications
▪ Records Management Edition: Process records and record folders according to a life cycle, through creation,
retrieval, storage, and disposition.
▪ Enterprise Identity Management: The Enterprise Identity Management add-on expands out Laserfiche
Directory Server capabilities, making it easier for enterprise organizations to manage users at scale. This includes
on-demand (just-in-time) license provisioning to onboard SAML and Active Directory (AD) users automatically as
they login to Laserfiche for the first time, as well as a self-service portal where users can upgrade their license
type. Additionally, documentation for the LFDS API is available, including code samples, to support the
development of custom on-boarding user flows. This add-on is particularly relevant for organizations with SAML
or enterprise organizations (500+ employees, 1,000+ licenses) with AD. This product requires an SOW for
implementation.
▪ SDK: Access to the same Web Services, API’s and libraries for integration with other applications.
▪ Quick Fields Complete with Agent: An advanced automated data capture solution. The complete suite of
modules for Quick Fields are included along with Agent that allows scheduled automated processing sessions
around the clock, without operator intervention.
▪ Public Portal: With unlimited views, share documents with people outside the organization, providing read-only
access to specific documents without signing in.
▪ Forms Portal: With unlimited submissions, allow non-authenticated users to view and submit public starting
forms. Laserfiche Business Subscription comes with 3 installations of Forms Portal.
▪ Sandbox: A sandbox environment includes 10 users, Laserfiche Directory Server and any additional add-ons
purchased, such as portals. Laserfiche Business Subscription comes with three (3) sandboxes.
▪ Federated Search: A web application that allows you to perform searches across multiple repositories at the
same time.
▪ Laserfiche Integration with DocuSign: Initiate a signing process from within Laserfiche Cloud. Users may select
the type of signing process they are initiating and attach documents that need to be a part of that process. Once
the signing process completes, documents are imported back into the Laserfiche Repository from DocuSign as
new versions of the un-signed document. Information captured during the signing process may be mapped to
Laserfiche metadata fields.
LASERFICHE BUSINESS SUBSCRIPTION ADD-ONS
▪ Participant Users: For employees in need of read-only repository access and the ability to participate in forms
processes. Education Participants are available for educational institutions.
▪ Community Users: For non-employees and non-contractors. Provides read-only repository access and ability to
participate in forms processes (i.e. Vendor Management, Residents).
▪ ScanConnect: Enables the use of ISIS scanning drivers with Laserfiche scanning.
▪ Certified Integration with SAP ArchiveLink: Allows you to configure a Laserfiche repository as a content
repository in SAP. Archive content from SAP in Laserfiche as well as search, retrieve, update, and delete archived
content.
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▪ Integration with LaserApp: This is a third-party application that helps Financial Services clients fill out and file
forms. Using the Laserfiche integration with Laser App, you can then store those forms in Laserfiche, and extract
information from your forms to populate Laserfiche metadata.
▪ Laserfiche for Ricoh MFD: A single integrated solution in which scanning, searching, browsing, and printing from
the Laserfiche Server can be performed.
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ESTIMATE
Client Name: City of Laurel Estimate Date: December 03, 2021
Estimate Number: 22010
Estimate Type: Platform Change
Product Description: Qty. Unit Cost Annual Total
LASERFICHE ANNUAL SUBSCRIPTION - BASIC
Laserfiche Municipality Site License Subscription
(Population Less than 10,000)
1 $3,100.00 $3,100.00
Laserfiche Records Management Subscription 1 Included Included
Laserfiche Public Portal Subscription for Unlimited Laserfiche
Servers
1 Included Included
Laserfiche Quick Fields Complete with Agent Subscription (10-Pack) 1 Included Included
Laserfiche Advanced Audit Trail Subscription 1 Included Included
Laserfiche Forms Portal Subscription 3 Included Included
Laserfiche Sandbox Subscription 3 Included Included
Laserfiche Integration with DocuSign Subscription 1 Included Included
Laserfiche Annual Recurring Subscription Subtotal $3,100.00
MCCi ANNUAL SUBSCRIPTION
Laserfiche PowerPack by MCCi Subscription
Requires dedicated Full Named User.
1 $1,000.00 $1,000.00
MCCi Annual Recurring Subscription Subtotal $1,000.00
MCCi SUPPLEMENTAL SUPPORT SERVICES SUBSCRIPTION
Process Administration Support Services for Laserfiche, Level 2 1 $7,245.00 $7,245.00
Client needs are estimated based on the current components
provided herein: up to 25 hours that will expire at the end of your
renewal term.
Training Center for Laserfiche Site License, Population Less than
10,000
1 $450.00 $450.00
MCCi SLA for Laserfiche Site License, Population Less than 10,000 1 $600.00 $600.00
MCCi Supplemental Support Services Annual Recurring Subscription
Subtotal
$8,295.00
GRAND TOTAL - RECURRING ANNUAL SUPPORT/SUBSCRIPTION $12,395.00
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Service Description: Qty. Unit Cost Total
MCCi SERVICE PACKAGES
Implementation Services Package
Cost is based on the current components provided herein. MCCi's
certified personnel will administer these services to assist Client
with implementing the software/subscription components
purchased.
1 $1,025.00 $1,025.00
Laserfiche Licensing Platform and Version Upgrade Package 1 $4,100.00 $4,100.00
Laserfiche PowerPack by MCCi Installation and Configuration
Package
1 $1,025.00 $1,025.00
Service Packages Subtotal 1 $6,150.00
GRAND TOTAL - ONE-TIME SERVICES $6,150.00
EXISTING LASERFICHE SOFTWARE SUPPORT CREDIT
Existing Laserfiche Software Support Credit Total TBD
EXISTING MCCI SUPPLEMENTAL SUPPORT CREDIT
Existing MCCi Supplemental Support Credit Total TBD
TOTAL LASERFICHE PROJECT COST $18,545.00
NOTE: The information presented in this document is based on the results of MCCi and Client’s collaborative
preliminary discovery thus far and merely serves as an estimate to be used for planning purposes. As planning and
discovery continue, the project scope and costs may change to meet the specific needs of the Client. MCCi will present
a formal detailed pricing proposal and project scope for approval prior to the start of any project. This is not a formal
quote. Additional services will likely need to be included based on required discovery session.
15
File Attachments for Item:
3. Resolution – A Resolution Approving An Encroachment Permit For The Installation Of A
Trash Enclosure On A Portion Of South Montana Avenue Adjacent To 415 South 1st Avenue.
16
R21-__ Encroachment Permit Trash Enclosure South Montana Avenue
RESOLUTION NO. R21-__
A RESOLUTION APPROVING AN ENCROACHMENT PERMIT FOR THE
INSTALLATION OF A TRASH ENCLOSURE ON A PORTION OF SOUTH MONTANA
AVENUE ADJACENT TO 415 SOUTH 1ST AVENUE.
WHEREAS, the property owner of a Lot located at 415 South 1st Avenue, City of Laurel,
(“Property Owner”) is currently constructing a structure and such Lot is not able to support the City’s
Garbage Trucks; and
WHEREAS, the Property Owner retained A&E Design and Wells Built Inc. to design and
construct a Trash Enclosure to be located adjacent to the Lot on a portion of South Montana Avenue to
enable garbage pickup and such action requires an encroachment permit issued by the City; and
WHEREAS, City Staff reviewed the application and supporting materials, attached hereto and
incorporated herein, and recommends the City Council approve the Encroachment Permit pursuant to
the authority provided the City Council under Chapter 12.16.040, LMC; and
WHEREAS, upon review of this situation and the special facts and circumstances surrounding
this situation, the City Council has determined issuance of an Encroachment Permit is appropriate and
in the City’s best interest.
NOW, THEREFORE, BE IT RESOLVED by the City Council that the attached Encroachment
Permit is hereby approved for the installation and construction of a Trash Enclosure to be located on a
portion of South Montana Avenue, within the City of Laurel; and
BE IT FURTHER RESOLVED, that the permit shall remain valid and run with the property so
long as the structure is not removed by the Property Owner. The Mayor/City Staff are authorized to
execute and record the attached Encroachment Permit on behalf of the City of Laurel.
Introduced at a regular meeting of the City Council on ____________, 2021, by Council M ember
_____________________.
PASSED and APPROVED by the City Council of the City of Laurel this ___ day of
_______________, 2021.
17
R21-__ Encroachment Permit Trash Enclosure South Montana Avenue
APPROVED by the Mayor this __ day of ___________, 2021.
CITY OF LAUREL
___________________________
Emelie Eaton, Mayor
ATTEST:
_______________________________
Bethany Langve, Clerk-Treasurer
Approved as to form:
______________________________
Sam S. Painter, Civil City Attorney
18
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2
File Attachments for Item:
4. Resolution – Resolution Authorizing The Mayor To Execute An Agreement With Beartooth
Rc&D Economic Development District.
23
R21-______ Beartooth RC&D MOU 2022
RESOLUTION NO. R21-__
RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT
WITH BEARTOOTH RC&D ECONOMIC DEVELOPMENT DISTRICT.
WHEREAS, the City of Laurel desires to retain the services of Beartooth RC&&D
Economic Development District for services relating to a regional economic development
planning program; and
WHEREAS, Beartooth RC&D Economic Development District provided such services
for the City of Laurel in the past and desires to continue the provision of such services for the
City in accordance with the terms and conditions of the attached Memorandum of
Understanding, including a membership contribution of $2,147.93; and
WHEREAS, the City of Laurel is satisfied with the services provided to date and desires
a continuation of its relationship with Beartooth RC&D Economic Development District.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Laurel,
Montana,
That the Mayor is authorized to execute the attached Memorandum of Understanding
with Beartooth RC&D Economic Development District.
Introduced at a regular meeting of the City Council on ____________, 2021, by Council
Member _____________________.
PASSED and APPROVED by the City Council of the City of Laurel this ___th day of
_______________, 2021.
APPROVED by the Mayor this __th day of ___________, 2021.
CITY OF LAUREL
___________________________
Emelie Eaton, Mayor
ATTEST:
_______________________________
Bethany Langve, Clerk-Treasurer
Approved as to form:
______________________________
Sam S. Painter, Civil City Attorney
24
A
MEMORANDUM OF UNDERSTANDING
Between
Yellowstone County Commissioners, Big Sky Economic Development Authority,
City of Billings, City of Laurel
And
Beartooth Resource Conservation & Development Area, Inc.
THIS MEMORANDUM OF UNDERSTANDING is made and entered into this ____ day of
____________, 202__, by and between Beartooth Resource Conservation & Development
Area, Inc., whose principal business address is P.O. Box 180, Joliet, Montana 59041, hereinafter
referred to as “Beartooth RC&D” and Yellowstone County Commissioners (in cooperation
with the City of Billings, City of Laurel, and Big Sky EDA), and hereinafter referred to as “the
Entity.”
WHEREAS, Beartooth RC&D has been formally recognized by the U.S. Department of
Commerce, Economic Development Administration (EDA) as a designated Economic
Development District (EDD), and as a District, Beartooth RC&D has been awarded funding to
carry out its Comprehensive Economic Development Strategy (CEDS). This funding will provide
a staff person, administrative support and operating costs. This is a continual grant, renewable
based on successful program operation and availability of federal funds. Local match is required.
WHEREAS, Each entity participating in the District will designate a representative and an
alternate to the regional Beartooth RC&D Board. This individual will convey the needs and
economic development goals of the community to Beartooth RC&D board meetings. Regular
board meetings will be held every two months to assess project status and evaluate regional
economic development needs.
NOW THEREFORE IT IS UNDERSTOOD AS FOLLOWS:
ARTICLE 1: SCOPE OF WORK:
Beartooth RC&D employs an Economic Development Director to assist in the completion of the
Comprehensive Economic Development Strategy for the five-county region. The Director’s time
will be allocated consistent with the goals in the CEDS by Beartooth RC&D board of directors.
The board is composed of one representative and an alternate from business partners, county and
local elected officials and local economic development partners from our five-county region.
Input from this board is essential for meeting the needs of the communities in our region.
Priority will be assigned projects of regional scope or projects with strong local leadership. Grant
funding for this position is from EDA; therefore, emphasis will be on regional economic
development planning and projects which have a correlation to job creation, economic
diversification and increased tax base. Matching funds are from participating entities and
emphasis will be placed on their specified projects.
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Page | 2
Annual Evaluation:
The performance of the Economic Development District will be evaluated annually by local
entities participating on the regional Beartooth RC&D Board. Progress and/or accomplishments
on each program/project will be reported and evaluated to ensure resources are being utilized in the
most effective and efficient manner possible. Annual Comprehensive Economic Development
Strategy updates and an annual plan of work will be developed with input from Beartooth RC&D
staff and board. Annual reports on projects and economic development activities will be provided
to the board and participating entities along with the renewal of the Memorandum of
Understanding.
ARTICLE 2: PERIOD OF PERFORMANCE:
The term of this Memorandum of Understanding shall be from the date it is signed through
December 31, 2022, unless extended by mutual agreement by both parties. Such extension must
be in writing, signed by authorized representatives of both parties, and made a part of the original
Memorandum of Understanding by modification reference. This Memorandum of Understanding
supersedes the prior Memorandum for participation in the Economic Development District.
ARTICLE 3: PAYMENT:
The Entity’s annual contribution will be $4,500.00 as a “Membership” fee plus a per capita
assessment of .19 cents per person. These funds will provide the necessary match to obtain the
$70,000.00 in federal funds. Entities who do not participate financially in the match requirement
will not receive services from the Economic Development Coordinator. The calculated fee for
Yellowstone County is $35,798.89. This figure is a total of the $4,500.00 county fee plus
$31,298.89 per capita formula using a population of 164,731 as per the 2020 Census data.
Yellowstone County’s full payment will be separated into a four-way payment system. Each entity
within the county will pay a percentage (%) similar to the previous year. Big Sky EDA- 34% or
$12,171.62, City of Billings- 36% or $12,887.60, City of Laurel- 6% or $2,147.93 and
Yellowstone County- 24% or $8,591.73.
Annually, Beartooth RC&D/EDD staff will provide a comprehensive report of the past year’s
activity. A new Memorandum of Understanding will be prepared and a request for the following
year’s match submitted. Entities will be billed for match funds after January 1, 2022, for the
current year’s assessment.
Payment as provided in this section shall be full compensation for work performed, services
rendered and for all materials, supplies, equipment, and incidentals necessary to complete the
work.
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Page | 3
ARTICLE 4: EXAMINATION OF RC&D RECORDS:
The Entity or its representatives shall have the right to examine any books, records, or other
documents of Beartooth RC&D, directly relating to costs when such costs are the basis of
compensation hereunder.
ARTICLE 5: OWNERSHIP AND USE OF DOCUMENTS:
Reproducible copies of all documents and other materials produced by Beartooth RC&D in
connection with the services rendered under this memorandum of understanding shall be provided
to the Entity for the Entity's use whether the project for which they are made is executed or not.
Beartooth RC&D shall be permitted to retain originals, including reproducible originals, of
drawings and specifications for information, reference and use in connection with Beartooth
RC&D endeavors.
ARTICLE 6: WARRANTY:
Beartooth RC&D warrants that all services performed herein shall be performed using that degree
of skill and care ordinarily exercised in and consistent with generally accepted practices for the
nature of the services and shall conform to all requirements of this Memorandum of
Understanding.
ARTICLE 7: SAFETY:
Beartooth RC&D agrees to fully comply with the Occupational Safety and Health Act of 1970, all
regulations issued there under and all state laws and regulations enacted and adopted pursuant
thereto. Beartooth RC&D shall take all necessary precautions in performing the services
hereunder to prevent injury to persons or damage to property.
ARTICLE 8: CONFIDENTIALITY AND CONFLICTS OF INTEREST:
Beartooth RC&D agrees to hold in strict confidence any proprietary or other data, findings, results,
or recommendations deemed to be confidential by the Entity and obtained or developed by
Beartooth RC&D in connection with the work under this memorandum of understanding.
Beartooth RC&D warrants and agrees they do not and will not have any conflicts of interest
regarding the performance of services hereunder.
ARTICLE 9: APPLICABLE LAW:
This Memorandum of Understanding shall be governed in all respects by the laws of the State of
Montana. No changes, amendments or modifications of any of the terms and conditions hereof
shall be valid unless agreed to in writing. Venue of any proceeding arising hereunder shall be the
Twenty-second Judicial District.
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Page | 4
ARTICLE 10: COMPLIANCE WITH LAWS:
Beartooth RC&D shall in performing the services contemplated by this Memorandum of
Understanding, faithfully observe and comply with all federal, state, and local laws, ordinances
and regulations, applicable to the services to be rendered under this Memorandum of
Understanding.
ARTICLE 11: CHANGES:
The parties, by mutual agreement, may, at any time during the term of this Memorandum of
Understanding and without invalidating the Memorandum of Understanding, make changes within
the general scope of the Memorandum of Understanding. Beartooth RC&D to perform such
changed services. The Entity's priority list for project work within their county can be changed at
any time. In such case, the District will be informed of this change at the Entity's earliest
convenience.
ARTICLE 12: TERMINATION:
This Memorandum of Understanding may be terminated in whole or in part, in writing, by either
party in the event of substantial failure by the other party to fulfill its obligations under this
Memorandum of Understanding through no fault of the terminating party, provided that no
termination may be effected unless the other party is given: (1) not less than ten (10) days written
notice (delivered by certified mail, return receipt requested) of intent to terminate, and (2) an
opportunity for consultation with the terminating party prior to termination.
Upon such termination the Entity shall pay Beartooth RC&D amounts due and unpaid for services
rendered as of the effective date of termination, and Beartooth RC&D shall provide to the Entity
all materials, surveys, reports, data, and other information performed or prepared as of such date.
ARTICLE 13: INDEMNIFICATION:
Beartooth RC&D agrees to and does hereby indemnify and save the Entity, its officers, officials
and employees, harmless against and from:
1. Any and all claims and liabilities, including but not limited to costs, expenses, and
attorney fees arising from injury to, or death of, persons (including claims and liabilities for care or
loss of services in connection with any bodily injury or death) and including injuries, sickness,
disease, or death to Beartooth RC&D employees occasioned by a negligent act, omission, or
failure of Beartooth RC&D;
2. Any and all claims and liabilities, including costs and expenses, for loss or
destruction of or damage to any property belonging to Beartooth RC&D or the Entity caused by a
negligent act, omission, or failure of Beartooth RC&D and;
3. Any fines, penalties, or other amounts assessed against the Entity by reason of
Beartooth RC&D’s failure to comply with all health, safety, and environmental laws and
regulations applicable to the services; resulting directly or indirectly from, or occurring in the
course of Beartooth RC&D’s performance of the services. However, this indemnity shall not
28
Page | 5
extend to claims and liabilities for (i) injury or death to persons or (ii) loss of or damage to
property to the extent that these claims and liabilities result directly from the Entity's negligence or
willful misconduct.
ARTICLE 14: INSURANCE:
Beartooth RC&D shall maintain and demonstrate the following types of insurance:
1. Beartooth RC&D agrees that its employees and particularly the employees
designated to work on this memorandum of understanding are covered by applicable Worker’s
Compensation provisions. Beartooth RC&D further agrees that if the Entity should legally incur
any costs whatsoever under the Worker’s Compensation laws by reason of Beartooth RC&D
employees’ injury or death while engaged in the contract work, Beartooth RC&D will indemnify
and hold harmless the Entity for such costs which the Entity may be legally be required to pay to
employees of Beartooth RC&D.
2. Comprehensive general liability insurance for bodily injury, death, or loss of or
damage to property of third persons or other liability due to the negligent acts of Beartooth RC&D
in the minimum amounts of $500,000 per occurrence and $1,000,000 aggregate for personal
injury; and $500,000 per occurrence/aggregate for property damage. Proof of coverage as required
by this section shall be delivered to the Entity within fifteen (15) days of execution of this
Agreement.
3. Professional liability errors and omissions insurance in a minimum amount of
$100,000.00.
ARTICLE 15: NONDISCRIMINATION:
Beartooth RC&D will not discriminate against any employee or applicant for employment relating
to this project on the basis of race, color, religion, creed, political ideas, sex, age, marital status,
physical or mental handicap or national origin. All hiring associated with any project shall be on
the basis of merit and qualifications related to the requirements of the particular position being
filled.
ARITCLE 16: INDEPENDENT CONTRATOR:
Beartooth RC&D and the Entity agree that Beartooth RC&D is an independent contractor
with respect to the services provided pursuant to this Memorandum of Understanding. Nothing in
this Memorandum of Understanding shall be considered to create the relationship of employer and
employee between the parties hereto. Neither Beartooth RC&D nor any employee of Beartooth
RC&D shall be entitled to any benefits accorded Entity’s employees by virtue of the services
provided under this Memorandum of Understanding. The Entity shall not be responsible for
withholding or otherwise deducting federal income tax or social security or for contributing to the
state Worker’s Compensation program, nor shall the Entity be deemed in any way to assume the
duties of an employer with respect to Beartooth RC&D, or any employee of Beartooth RC&D.
29
Page | 6
ARTICLE 17: ASSIGNMENT:
Beartooth RC&D shall not sublet or assign any of the services covered by this Memorandum of
Understanding without the express written consent of the Entity.
ARTICLE 18: NON-WAIVER:
Waiver by the City of any provision of this memorandum of understanding or any time
limitation provided for in this memorandum of understanding shall not constitute a waiver of any
other provision.
ARTICLE 19: NOTICES:
Any Notice to be served hereunder may be served upon the parties personally or served by
certified mail, return receipt. Notice served by mail shall be deemed complete upon deposit of said
notice in any United States Post Office, postage prepaid, directed to the party to be served, at the
following addresses:
ENTITY: City of Laurel____ RC&D: Beartooth RC&D
P.O. Box 10______ P.O. Box 180____
Laurel, MT 59044 Joliet, MT 59041
ARTICLE 20: INTEGRATED AGREEMENT:
This Memorandum of Understanding together with attachments or addenda represents the entire
and integrated Agreement between the Entity and Beartooth RC&D and supersedes all prior
negotiations, representations, or agreements, written or oral. This Memorandum of Understanding
may be amended only by written instrument signed by both the Entity and Beartooth RC&D.
IN WITNESS WHEREOF, the parties have hereunto set their hands and seals to this
Memorandum of Understanding the day and year in this instrument first above written.
CITY OF LAUREL BEARTOOTH RC&D/EDD
____________________________________ ___________________________________
Ryan VanBallegooyen
Mayor Chairman
ATTEST: ____________________________ Date: ________________________
30
2021 Laurel Projects
Revolving Loan Fund
o Seven loans in Yellowstone County totaling $370,720.71 (plus one approved but not
funded for $200K)
o Three loans in Laurel totaling $104,859.64
EDA CARES Act Funding
o Cushing Terrell Regional Housing Study
o Economic Resilience & Tourism
o Yellowstone Economic Response & Recovery
Yellowstone Valley Farms
LARC planning
BSTF grant funding for West Laurel Interchange feasibility study
LURA
o Joint meetings with Big Sky EDA to assist City and planning board.
Kids Kingdom Playground
406 Bovine LLC
F Bar 3 Vineyard
31
File Attachments for Item:
5. Arbor Day Proclamation 2022
32
Whereas, In 1872, J. Sterling Morton proposed to the Nebraska Board of
Agriculture that a special day be set aside for the planting of trees,
and
Whereas, this holiday, called Arbor Day, was first observed with the planting of more
than a million trees in Nebraska, and
Whereas, Arbor Day is now observed throughout the nation and the world, and
Whereas, trees can reduce the erosion of our precious topsoil by wind and
water, cut heating and cooling costs, moderate the temperature, clean the air,
produce life-giving oxygen, and provide habitat for wildlife, and
Whereas, trees are a renewable resource giving us paper, wood for our homes,
fuel for our fires and countless other wood products, and
Whereas, trees in our city increase property values, enhance the economic vitality of
business areas, and beautify our community, and
Whereas, trees, wherever they are planted, are a source of joy and spiritual
renewal.
Now, Therefore, I, , Mayor of the City of
, do hereby proclaim
, as
In the City of , and I urge all
citizens to celebrate Arbor Day and to support efforts to protect our
trees and woodlands, and
Further, I urge all citizens to plant trees to gladden the heart and promote the well-being
of this and future generations.
Dated this day of
Mayor
Emelie Eaton
Laurel
May 3, 2021
Laurel
14th December 2021
33
File Attachments for Item:
7. Update on Electronic Recycling
34
Electronics Pick Up Receipt:
Date of Pick Up: 10/18/2021
Employee Receiving Pick Up: Anthony
Material Description: Misc. Electronics
Weight Received: 1,689 Pounds
Green Technology Solutions
350 S Billings Blvd. Suite #2A
(406) 206-5376
www.greenmt.net
*Green Technology Solutions wipes, reformats, or physically destroys
every hard drive we receive in house, guaranteeing destruction of ALL
personal information. This includes drives still inside of electronic
devices such as desktops, laptops, servers, DVR’s, and other similar
35
equipment. For more information on our official process please
contact us.
36
File Attachments for Item:
8. Draft Council Agenda of December 14, 2021.
37
AGENDA
CITY OF LAUREL
CITY COUNCIL MEETING
TUESDAY, DECEMBER 14, 2021
6:30 PM
COUNCIL CHAMBERS
NEXT RES. NO.
R18-XX
NEXT ORD. NO.
O18-XX
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 November 23, 2021.
Correspondence
2. Fire Monthly Report - November 2021.
3. Police Monthly Report - November 2021.
4. Building Department Monthly Report - November 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 Consent 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 December 10, 2021.
6. Approval of Payroll Register for PPE 11/28/2021 totaling $239,209.62.
Ceremonial Calendar
7. Arbor Day Proclamation 2022
Reports of Boards and Commissions
8. Emergency Services Committee Minutes of November 29, 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
38
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 - A Resolution Of The City Council To Accept The Southside Master Stormwater
Plan Prepared For The City Of Laurel By KLJ Engineering.
10. Resolution - A Resolution Of The City Council Authorizing The Mayor To Sign An Agreement
With CMS, LLC For Services Relating To Upgrading The City’s Laserfiche System.
11. Resolution – A Resolution Approving An Encroachment Permit For The Installation Of A
Trash Enclosure On A Portion Of South Montana Avenue Adjacent To 415 South 1st Avenue.
12. Resolution – Resolution Authorizing The Mayor To Execute An Agreement With Beartooth
Rc&D Economic Development District.
Items Removed From the Consent Agenda
Community Announcements (One-Minute Limit)
This portion of the meeting is to provide an opportunity for citize ns 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 in terfere with a person’s ability 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
39