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HomeMy WebLinkAboutCouncil Workshop Minutes 10.17.2023M1114TES CITY OF LAURELI ll I NO W1 !1S f 11 91 oili A regular Council Workshop was held in Council Chambers and called to order by Mayor Dave Waggoner at 6:30 p.m. on October 17, 2023. _x_ Emelie Eaton Heidi Sparks Michelle Mize _x_ Richard Herr _x_ Casey Wheeler _x_ Iry Wilke _x_ Richard Klose _x_ Jodi Mackay OTHERS PRESENT: Brittney Harakal, Administrative Assistant Kelly Strecker, Clerk/Treasurer Sherri Phillips, Court Clerk Jill Folts, Court Clerk Public Input: There were none. General Items Executive Review 1. Resolution - A Resolution Of The City Council Approving An Encroachment Permit For A Portion Of The Sidewalk Located At 202 West First Street For The Installation Of Landscaping Alongside The Sidewalk. It was questioned if this permit is for the planters located near the sidewalk. It was clarified that this was correct. 2. Resolution - A Resolution Of The City Council Authorizing The Mayor To Approve A Change Order With Randall Contracting. It was questioned if this change order was not part of the bid approved initially by City Council. It was further questioned where they would be getting the money to pay for this additional work. It was clarified that during the walk-through with the contractor, they neglected one door, and that was an error on their part. They had also assumed the doorknobs in the bid were the same as what they had in their previous space. The Court is charged with keeping court records secure. The Court Clerks felt these things were a necessity. It was questioned why the door was ordered before the Council approved the additional expense. There is no extra money in the City's budget. The Court Clerk's stated that the Judge had not been part of planning this move from the beginning. The door that was needed was between her office and the storage room. Council noted that typically, the Department Heads come before Council when making a request. It was questioned why the Judge was not present this evening. It was questioned if there was any savings from the current contract to offset the additional costs. It was clarified that there were savings, but it canceled out the additional work done in the old space. The original bid included removing the window and patching the wall. Instead, they tore a larger opening and made a waiting room for the Yellowstone County Motor Vehicles. That work canceled out any savings from their contract. Council asked if the switching of the door handles could be done by City Staff. It was clarified that the Judge had asked that question but didn't know if that is something we are able to do. Council further questioned if the City has a maintenance or facilities person. It was clarified that the City does not. Council questioned what was special about the door knobs that they needed to be swapped. It was clarified that the current door knobs, you have to unlock the door, enter the door, and relock the door. The other door knobs, you would unlock, and they would automatically lock behind you. It is a security issue. It was further clarified that to get door handles like they previously would be $280 apiece. Instead of incurring the cost to replace, it is more cost-effective to swap the door knobs. The Court will be paying out of its budget for appropriate locks on the new storage area for the Clerk's Office. It was questioned whether the door knobs are expected to transfer without issues. It was clarified that they anticipate the door knobs should swap without issues. A Council Member noted that most door knobs are interchangeable. Ms. Folts noted that her significant other has offered to come in and swap out the doorknobs at no cost to the City. Mayor Waggoner stated he would look into the liabilities surrounding that and get back to Council. Council Issues The Public Works Committee met last night and had a few items that needed to be brought before Council; see attached. The first request is to change all school zone signs to state 7:30 a.m. to 5:00 p.m. Some signs state 8:00 a.m. to 5:00 p.m. The Public Works Director stated during the Public Works Committee meeting that this request is something that can be done for little to no cost. The second request is to approve a contract with Hardrives to do the asphalt overlay on W. 12`h Street from I" Avenue to Valley Drive. Part of this is in the County. It is unclear how much the County is willing to pay. The urgency of this request is that the asphalt plant is expected to shut down by December I". The third request is to allow a local business owner to install four bollards in the alley behind his business. One to protect the corner of his building, three to protect the utilities behind his building. Council questioned how the W. 12t" Street overlay would be paid for. It was clarified that they would use gas tax fiends to pay for this project. Council noticed that the stop sign they recently approved for the intersection of Cedar Avenue and S. 4"' Street had not been installed. It was clarified after the walk-through with the contractor there are still 38 things on the punch list that need to be completed for this project. It was further clarified that after the stop signs are installed, there will be a period of time to see if they are effective in slowing down traffic. If additional measures are needed, the speed bumps will be installed. The W. Railroad Street project has been pushed back a year by the State. The concrete business located off of W. Railroad is also moving, so that should help keep the road from deteriorating. A Council Member noted that they cannot locate their laptop charging cord. They asked the other Council Members to see if they accidentally had two. Russel Park should be frilly installed this week. Budget/Finance Committee moved its meeting to Monday, October 23rd at 5:00 p.m. in Council Chambers. The Splash Park contractor has backed out of their contract. A new contractor will be here this spring to finish the installation. There were issues with the compaction of the hauled -in dirt, and needed time for it to settle before installation. Jares Fence has donated the labor for the installation of the fence at the Splash Park. Other Items Attendance at Upcoming Council Meeting All Council Members present will be in attendance at next week's meeting. Announcements Mayor Waggoner read the current vacancies for the various Boards/Committees/Commissions. The council workshop adjourned at 7:03 p.m. Respect ubmitted, v v af Brittney Harakal Administrative ssistant NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the listed workshop agenda items. Matt Wheeler From: Travis Pitts Sent: Friday, October 6, 2023 2:22 PM To: Matt Wheeler Cc: Stan Langve; Ryan Sedgwick Subject: FW: School Zone Signs Hi Matt, Officer Sedgwick brought this to my attention (re: below e-mail). I don't feel we need to do new signs, but like we did with the park hours signs and just put new stickers making the start time at 7:30 AM. This would add consistency for the officers to enforce the speed limits and fairness to the public so they know that all school zones are the same. With the majority of the traffic being between 7:30 and 8:00 am, the zones that start at Sam create a public safety concern as the officers can only enforce the 25 MPH zone. If you have any questions feel free to call me or the Chief, Captain Travis L. Pitts Laurel Police Department 215 W. 11 Street Laurel, MT 59044 406-628-8737 CONFIDENTIALITY NOTICE: The material in this e-mail is intended only for the use of the individual to whom it is addressed and may contain information that is confidential, privileged and exempt from disclosure under applicable law. If you are not the intended recipient, be advised that the unauthorized use, disclosure, duplication, distribution, or the taking of any action in reliance on this information is strictly prohibited. If you have received this e-mail in error, please notify the sender by return email and then delete it immediately from your system. From: Ryan Sedgwick <rsedgwick@laurel.mt.gov> Sent: Friday, October 6, 2023 12:52 PM To: Travis Pitts <tpitts@laurel.mt.gov> Subject: School Zone Signs Hello Captain Pitts, You asked me to count up the number of signs which indicate the school zone speed limit start time of 8 am counted 32 signs which state 8 am start time for the school zone. There are two signs which state, "when children present". The rest of the signs say 7:30 am. The start time for most the schools is a few minutes after 8 am. Graff Elementary School starts at 8:05 am, the Laurel Middle School start time is at 8:10 am. A majority of parent and school bus drop off happens between 7:30am and 8:00 am. There is increased traffic around the schools between this time. The 8 am time on the signs does not cover the majority of influx of traffic between 7:30-8:00 am. I have spoke with some of the admin from the Laurel School District and all said they would like an earlier start time for the schoolzones Having uniformity in our signs would also decrease confusion for drivers. There is currently a street which has multiple signs in a two -block range that have two different start times for the school zone. If you could pass this message along to the Public Works Department that would be greatly appreciated. Thank you, Officer R. Sedgwick School Resource Officer Badge 107 Laurel Police Department 215 W 1st Street Laurel MT (406)628-8737 PO Box 2535 ° ' •4 J. Billings, MT ®• • ®• ° •�s =®.� 59103'-" 406.245.3128 FALX: 406.245.8834 - EMAIL: hardrives@hardrives-asphalt.com Submitted to: KLJ Date: 10/10/2023 Billing address: 2611 Gabel Rd. / PO Box 80303 City, State, Zip: Billings, MT 59108 Phone number: Ryan 307-797-0214 Fax: Job address W. 1211 St. Laurel MT We hereby submit specifications and estimates per your request for price to provide the following: 1. PATCH SF Total: $ See notes on back. 2. CRACK REPAIR With premium grade hot rubber. Fl_tAb,-t LS Total: $ GOOD 3. APPLY 1 COAT COMMERCIAL GRADE SEALER SF Life expectancy 1-2 years BETTER 4. APPLY 2 COATS COMMERCIAL GRADE SEALER SF Life expectancy 2-4 years (See notes on Back) BEST 5. APPLY HEAVY MINERAL SEALER SF Life expectancy 5-6 years (See notes on Back) 6. PAVING Mill edges and overlay 3" asphalt 13,169 SF See notes on back. Total: $ Total: $ Total: $ Total $ 50,700.65 7. BASE MATERIAL & LABOR Total: $ Provided by Hardrives, Inc. at inches 8. OPTIONAL -Replace Saturated Oil Spots SF Total: $ SealCoat/Heavy Mineral Sealer will not adhere to unremedied areas. 9. STRIPE Total: $ 10. Total: $ All material is guaranteed to be specified. All work to be completed in a workmanlike manner according to standard practices. Any alterations or deviations from above specifications involving extra costs will be executed upon written orders, and will become an extra charge over and above the estimate. Our worker are fullrj overed by Workman's Compensation Insurance. This document also serves as a Right to Lien. AUTHORIZED SIGNATURE: n A Jody Teske 406-672-8820 ACCEPTANCE OF PROPOSAL: The ove !*.WeciM tion—'and-conditions are satisfactory and are hereby accepted. You are authorized to do the work as circ SIGNATURE: DATE OF ACCEPTANCE: 0 Our reputation is built one satisfied customer at a time. 1. Aminimum of1% positive drainage flow is required b}diminish the possibilities of bird baths or standing water. 2. Bid is quoted at 3" depth of asphalt for patching. If additional depth is encountered, added cost will be charged based on $0.50 per square foot inch. 3. Soft spots orunsuitable sub -base encountered inouboradewill beremedied ona time and material basis. 4. Hardriveoionot responsible for any damage bounknown utility lines, sprinklers, sprinkler lines, etc. that are not marked. It is the owner's responsibility to mark. 5. One mobilization is included. O. Requires clean pavement; any petroleum soaked areas can contribute to premature failure. 7. Sealcoat / Heavy Mineral Seal does not remedy ponding water and ponding water will accelerate the deterioration ofthe sealer. 8. The complete elimination ofany existing drainage problem orreflective cracking is not intended orguaranteed. S. Power steering marks are normal and should not be cause for concern 10. The new surface will remain tender for about two weeks. 11. Hnrdriveaksnot responsible for any damage done bo existing asphalt due bo weight of machinery. 12. Sweeping may berequired bvthe owner approximately two months after Heavy Mineral Seal placement to remove any excess aggregate. 13. One mobilization iaincluded. 14. All workmanship and materials guaranteed against failure for one full year. October 5, 2023 City Of Laurel R O. Box 10 Laurel, MT 59044 Attention: Jason Gonzales I Ron Seder owner of the new office building at #9 2 nd ave. I am asking for an easement in the alley of this property to install 4 �ollards. 1 pollards would be placed on the corner as you turn into alley to protect building structure from traffic turning into alley. The 2nd pollard would be place next to new gas meters being installed and 31 pollard would be to protect electrical panels. The 4t' pollard would be installed next to gas meter for the king koin'laundromat building. If you have any question feel free to contact me at 406-855-5050. Thank You for your prompt attention to this matter. Sincerly' Ron Seder The bollards would be 20 to 22in out from back of building.