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HomeMy WebLinkAboutCouncil Workshop Minutes 01.26.2010MINUTES COUNCIL WORKSHOP JANUARY 26, 2010 6:30 P.M. COUNCIL CHAMBERS A Council Workshop was held in the Council Chambers and called to order by Mayor Ken Olson at 6:30 p.m. on January 26, 2010. COUNCIL MEMBERS PRESENT: _ Emelie Eaton _x Kate Hart _x Chuck Rodgers x Alex Wilkins _x Doug Poehls _x Mark Mace _x Chuck Dickerson Norm Stamper OTHERS PRESENT: Sam Painter Mary Ernbleton Bill Sheridan James Caniglia Rick Musson Kurt Markegard Public Input (three-minute limit): Citizens may address the Council regarding any item of City business not on the agenda. The duration for an individual speaking under Public Input is limited to three minutes. While all comments are welcome, the Council will not take action on any item not on the agenda. There was no public input. General items There were none. Clerk/Treasurer: Mid-Year Budget Review Mary stated that the Mid-Year Budget Review is a condensed version of the budget. At 50 percent through the fiscal year, some funds are not doing well. The General Fund, which is the most complex city fund, is historically budgeted in a deficit and then ends better when revenue savings and expenditures are not as high as anticipated at the end of the year. It is good budgeting practice to budget revenues on the conservative side and expenditures on the non-conservative side. So far this year, the General Fund is at 49 percent of budgeted revenue. Mary stated that inter-governmental revenues are behind last year, and the December 31, 2009 cash balance was less than the December 31, 2008 cash balance. Expenditures are higher than last year and are being closely monitored at this time. Mary stated that the Planning Fund needs to be watched closely. Revenues received through December 31, 2009 were only 34 percent of budget. The decrease is due to protested taxes being held while CHS Refinery appeals their value to the State Department of Revenue. Mary explained the appeal process, which could continue to the County Tax Appeal Board and then to the State Tax Appeal Board. This appeal by CHS affects the City of Laurel's Planning Fund and the Laurel School District. Council Workshop Minutes of January 26, 2010 Mary explained that the Building Department Fund relies on building permit fees as the revenue source. Revenues were at 27 percent of budget and expenditures were at 56 percent of budget as of December 31, 2009. The fund must be closely monitored, as the fund will not be solvent by the end of June if current trends continue. Mary stated that operating costs have increased in the Light District Funds. Light District #3 is short on revenues due to nonpayment of assessments. She stated that assessment increases are warranted for these funds. The Street Maintenance Fund is healthy, and $400,000 was used for street repairs last year. The plan for street work for the coming season is being reviewed. Mary explained that the Sweeping District Fund needs an increased assessment or it could be absorbed into the Street Maintenance Fund. The Enterprise Funds are healthy, and major water and sewer projects are underway. A water rate increase was recently completed and sewer rates will be reviewed soon. There are enough reserves in the Sewer Fund to help fund the $4+ million second phase project, and reserves are being used in water and sewer for capital. A $1 million transaction was completed today as funds were transferred to STIP in order to get ready for the water, sewer, and storm water portions of the upcoming 8th Avenue project. Mary stated that the Solid Waste Fund has been healthy, and the city will soon get a new garbage truck and a new building. The city has worked very hard to plan for and invest in capital assets. The biggest challenge is to fund capital from the General Fund. Mary stated that the 5-year Capital Improvement Plan needs to be continued. There was discussion regarding the city's investments and there were requests for copies of the city's investment policy. Mary spoke regarding the General Fund Mid-Year Revenue vs. Expense graphs. Last year, the revenues were higher than expenditures, but this year, revenues are lower than expenditures, which is why there is concern. The graph for the Planning Department Mid-Year Revenues vs. Expenses shows the same pattcrn. The graph for the Building Department shows that revenues were lower than expenditures in December 2008 and December 2009. Mayor Olson stated that a new policy has been instituted from now until the end of the fiscal year. The policy requires that purchases of $100 or more receive a signature of approval from either the Chief Administrative Officer or the Mayor for authorization for expenditures. Mayor Olson stated that the city is aware of its limitations and is doing the corrective actions to insure that the budget maintains its integrity. Public Works D artment: • Resolution - Right-0f--way easement from James Horton - West Main Street project James Caniglia explained that the right-of-way easement is for James Horton's property by NAPA. The easement for sidewalk, curb, and gutter is needed for the West Main Project. The resolution will be on the February 2"d council agenda. • Discussion - Request from Jack Roma to purchase right-of-way from the City of Laurel Jack Roma stated his request to purchase a right-of-way easement between Valley Drive and Beartooth Drive for a private road to his property. 2 Council Workshop Minutes of January 26, 2010 Kurt stated concerns regarding the existing utilities under the proposed easement, securing the water reservoir, building a road over the waterline, and the need to build a road to specifications. Kurt stated that the Public Works Department does not think it would be a good idea to approve the right- of-way easement. Kurt suggested that the city's insurance carrier be contacted regarding allowing a private road on public property. There was a lengthy discussion. The request will be on the February 9th council workshop agenda for finther discussion. • Water Improvement Project update Kurt explained that periodic shutdowns are needed during the electrical work at the Water Treatment Plant. ACE Electric will be available to hardwire the pumps in the case of a fire in the city or at CHS. The walls have been completed for the generator at Murray Park, and ACE Electric will do the electrical work after the generator is delivered. Mayor Olson introduced Gary Neville (Pre-Construction Supervisor) and Mike Taylor (Construction Engineer) from MDT and Steve Heidner from Sanderson-Stewart to speak regarding MDT's projects in Laurel. Gary Neville stated that the letting for the Main Street project is scheduled for April 8th Funding for the project will come from MDT, MDT-Maintenance, and the City of Laurel. If right-of- way permits are not received from landowners, those properties will not be included in the project. The mill and overlay on East Railroad is scheduled in 2011. Information regarding the 8th Avenue- Main to 9th-Laurel project was distributed and is attached to these minutes. There was discussion regarding concerns with the work on South 1St Avenue, which will be fixed this spring. Gary spoke regarding the issues encountered during the East Main Street project with the contract and contractors. Steve Heidner explained the city's choice to upsize the water and storm water lines for the 8th Avenue project for future expansion. The City of Laurel will pay the difference between the original MDT design and the costs to upsize the lines. Without the ARRA funding, the 8th Avenue project would have been further delayed until 2025. Steve explained that the street lighting would be low intensity lighting at intersections. A new lighting SID could be formed or included in the current residential light district. Ongoing updates regarding the projects will be e- mailed to Bill Sheridan. Planning: • Bus Transit Program James Caniglia spoke regarding a recent conference call with city personnel, the State, and the Yellowstone County Council on Aging to review the match grants required for one system to operate the bus transit system. Another meeting with the Council on Aging is scheduled on Friday. James met with Mark Blair of Blair Unlimited, who does the advertising for MET Transit in Billings. The city would receive thirty percent of the advertising revenues. There was discussion regarding placement of benches and shelters and advertising on benches. • Report on energy audit James explained that the grant application requires payback of costs within seven years. Johnson Controls submitted costs of $45,000 to replace the boiler, $39,000 to update temperature controls, and $62,500 for replacement of windows, for a total cost of $150,000. The energy cost savings for the windows still needs to be determined. The no match grant is ARRA funding under the CDBG Block Grant and the maximum grant is $200,000. 3 Council Workshop Minutes of January 26, 2010 Chief Administrative Officer: + Resolution -Great West Engineering, Task Order No. 15 for the library roof Bill Sheridan explained that Great West hired an architect to review the plans for replacement of the library roof. The architect will be on site when certain parts of the project are done. The resolution will be on the February 2nd council agenda. • Resolution - Schedule of Fees and Charges Bill asked that any questions regarding the schedule of fees and charges be brought to his attention. The resolution of intent will be on the February 2nd council agenda. Executive Review: • Cemetery land Mayor Olson stated that the Commissioners recently proposed to Laurel that they would like to receive the land they had allotted out of the tract when they took ownership of the Veterans' Cemetery. The city purchased a little over 10 acres from the Rosselot estate and then sold it to the County for the same amount of money plus the cost for surveying. When the County Commissioners purchased the land, they gave back to the City of Laurel about 20 feet of the property to the north of the Veterans' Cemetery for a proposed family plot for the Rosselots. However, the Rosselots had requested plots in the Laurel cemetery, not a separate cemetery. The County Commissioners also gave back a tract of land in front of the existing cemetery. They paid for the full ten acres, took ownership of 9.6 acres, and returned approximately one-half acre. The Commissioners have decided to build a utility building, but they do not have room for it. So they are asking for that strip of land, not necessarily the property in front of the existing cemetery, but the strip just south of the Veterans' Cemetery. Mayor Olson presented the proposal to the Cemetery Commission, which reviewed it and offered a counter proposal that it would be in the city's best interests to maintain ownership of that strip of land just south of the Veterans' Cemetery. In consideration, the Cemetery Commission would be willing to recommend to the council that the city give up a one-acre plot of land on the northwest corner of the existing cemetery. The one-acre lot is needed for the County Commissioners' consideration for water and septic at that location. This proposal would benefit the County and the City of Laurel, which would maintain ownership of city property to the west of the existing cemetery and the property just south of the Veterans' Cemetery. The County Commissioners would like to discuss the proposal at a joint meeting in the next few weeks. Chuck Rodgers explained that the Rosselot plaque will be located near the warming building in the Veterans' cemetery. • Update on wastewater project Mayor Olson stated that a letter was sent to Carl Anderson at Morrison-Maierle recently. The letter indicated that, due to a time convenience between the Phase 2A1 and Phase 2A2 of the wastewater project at the wastewater treatment facility, the city would like them to immediately stop all work and tasks so the city can reevaluate the project, the costs, and the firms involved with the completion of the project. A meeting is scheduled with Morrison-Maierle tomorrow. Any additional information will be in the council boxes by late Friday. • Proposed retreat on Saturday, February 6`h Mayor Olson stated that several topics will be discussed by the council and department heads. Breakfast is scheduled at 5:00 a.m. at the fire hall, and the retreat will continue until about 3.00 pan. 4 Council Workshop Minutes of January 26, 2010 • Proposed joint meeting with the City of Billings There was discussion regarding the proposal to schedule a joint meeting with the City of Billings. Suggested agenda items should be submitted to the council secretary. • Proposed joint meeting with the County Commissioners -agenda items Mayor Olson stated that the County Commissioners will set the date and time for a joint meeting soon. Current proposed agenda items include the cemetery land, millings on Alder and Fir, speed limit signs on Buffalo Trail, and the fire authority. Mayor Olson asked Mary to distribute information regarding the cemetery tracts to the council. He stated that the Cemetery Commission has done a lot of work in the last two months. Other items There was no discussion. Review of draft council agenda for Febru 2 2010 Mayor Olson stated that there could be an additional item regarding Morrison-Maierle. Attendance at the February 2. 2010 council meeting Chuck Dickerson and Chuck Rodgers will not attend the meeting. Announcements Chuck Dickerson placed CPR training for staff on the February 9t' council workshop agenda. Chuck Rodgers asked the council to carefully review Jack Roma's request to purchase a right-of-way easement. The council workshop adjourned at 8:22 p.m. Respectfully submitted, Cindy Allen Council Secretary NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the listed workshop agenda items. 5 PROJECT: Wh Ave - Main to 9`h - Laurel ARRA 6905(2) Prime Contractor: Knife River Contact: Dave Resch 651-2500 208-0734 MDT Project Manager: Ted Thronson Contact: 657-0260 657-0264 Knife River has started work on the storm drain ponds adjacent to 9th Street. They have approximately 45 days allotted for the storm drain ponds on their most current schedule, which would take them through mid March 2010, as weather allows. This work should not have any impact to the travelling public. They plan to begin the reconstruction of 8th Ave. on April 15 beginning at the intersection of Main Street and 8th Ave_ Then they plan to continue the 8th Ave reconstruction by progressing to the north two blocks at a time. Following is a rough overview of Knife River's schedule. Storm Drain Ponds 45 days 1/14/10 to 3/05/10 Main St./8th Ave intersection 28 days 4/15/10 to 5/16/10 Main St. to 2"d Street 45 days 4/30/10 to 7/07/10 2nd Street to 4th Street 44 days 6/01/10 to 8/05/10 4th Street to 6th Street 65 days 5/31/10 to 9/03/10 School Summer Recess +/-5/31/09 to 8/20/09 6th Street to End of Reconstruct 44 days 8/03/10 to 10/06/10 (between 7th & 8th) End of Reconstruct to 9th Street 19 days 9/10/10 to 10/08/10 Seal and Cover 5 days 7/06/11 to 7/07/11 Epoxy Striping 5 days 8/19/11 to 8/23/11 December 2nd, 2009 Ted Thronson Montana Department of Transportation P.O. Box 20437 Billings, MT 59104 RE: ARRA 6905(2) 8th Ave-Main to 9th-Laurel Knife River-Work Narrative 8th Ave. Laurel Work Narrative NTP:11/16/2009 KRC-2891030 Substantial Completion Date: 8/15/2011 Working Hours: 7:00am-5:00pm after April 15th, 8:00-4:00 during winter months Holidays: Christmas-December 25th, 2009, New Years-January lgt, 2010 Labor Day- September 6, 2010 Work will start this December with completing the unclassified excavation bid item. This bid item will include the excavation and embankment fill of the detention ponds. Diversion box's and outlet structures will also be completed during this timeframe. Work will stop after the detention ponds and related activities are complete. The estimated time of completion is the first week of February. Work will be suspending until April 15th when chargeable days will take effect. Construction will start in the main street intersection with the tie in of water lines and the storm water. Construction in the intersection will take place with under traffic, keeping one lane open at all times. All of the activities to complete the intersection will be completed before moving on to block two. After Cop Construction is complete with main street intersection, asphalt, curb, and sidewalk will be removed from the lst block of 8th Ave. The following breakdown for blocks one and two will apply following blocks to be completed. KRC will remove all asphalt, curb, sidewalk, and trees for one block at a two block stretch. Cop will follow with the installation of sewer, water and storm drain. While the utilities are under construction, all residences and business will be under temporary water and sewer until Cop proceeds to the following blocks. KRC will start with street excavation once cop has all their pipe laid on the first block. Equal Opportunity Employer • 4 After street excavation is completed and water main tested, base course and fabric installation will follow. This will allow KRC to demo another two blocks allowing cop to jump ahead and start on utilities. KRC will then finish curb, fillets, ADA ramps, sidewalks, and approaches. Rock Creek Electric, GST and Good Earthworks will be completing all work as well during this two block construction period. KRC will move on to the next two blocks and complete the same tasks before Cop will move on. One restriction is no work can be completed in from of West Elementary School when school is in session. KRC's current schedule shows that we will meet this restriction by completing all the work during summer recess. All work will except seal and cover and permanent pavement markings will be completed by 10/ 11/2010. Summer of 2011 will be when seal and cover, and permanent pavement markings will be completed. A detailed work narrative will be derived for the next pay estimate based upon actitives being worked on. Equipment Utilized 1-Kenworth Transport Truck and Trailer 1-Cat 140H Motor Grader 1-Cat D5G 1-Cat 627 Scraper 1-Cat 615 Scraper 1-Cat 320CLU Excavator 3-Cat 330B Excavators 2-Cat 950 Loaders 4-Cat 252B Skid steers 8-Kenworth T-800 Haul Units 1-Kenworth Water Truck 1-Cat Paver 2-Ingersol Rand Rollers 1-Chip Spreader 2-Chip Rollers 2-Chevy Crew Pickups 2-Inernational 2-Ton Work Truck If you have any comments or questions concerning this matter, please contact me in my office at 651-2489, mobile 208-0727, or e-mail at mike.tonn(@kniferiver.com. Sincerely, Kni River - Billings 'e4l Mike Tonn Project Manager 25. TRAFFIC CONTROL PLAN & SEQUENCE OF OPERATIONS A. Traffic Control- Maintain two-way traffic through the length of the project at all times except for the detours described in this special provision. sub-mit a traffic control plan, in accordance with MUTCD and the Detailed Drawings, for each phase of the work to the Project ManacgPr for approval two weeks before starting work on the project and two weeks prior to and changes. B. Sequence of Operations- In addition to the requirements of Subsection 104.05, Maintenance of Work, and Subsection 108.04, Limitation of Operations, schedule operations in the sequences outlined below to provide the least amount of inconvenience possible to the traveling public and adjacent property owners. Only one block at a time may be opened up for grading- When the grading on the first block has been completed, immediately place the crushed aggregate course on that block and begin grading on the succeeding block- In the absence of blocks, the work sequence in 100 meters- Only two blocks may be closed to traffic at any given time for road work or utility work- outside of the two block closures, maintain two-way traffic at all times. If utility work is completed ahead of the roadway construction by more than 7 calendar days and exposed to traffic, replac-P the bituminous surface at the Contractor's expense- No extension of the road closures will be allowed due to utility conflicts, including city services. Expect to encounter conflicts with city utilities. I=mmediately complete work to resolve the conflicts within the sequencing limitations in this provision. Payment for extra work to resolve utility conflicts will be made on a force account basis, agreed price, or under the appropriate bid item as determined by the Project Manager- No additional compensation will be made for loss of production. Time delays will be handled in accordance with section 108 of the Standard Specifications. All undeLground utility work must be completed before the crushed aggregate course and bituminous surface is installed. Private and public utility construction will occur first, which will require closing parts of Eighth Avenue and utilizing short term detours. Detours are to divert LLaffic to 7th Avenue, 6th Avenue or 5th Avenue alternately by the day/week/month to minimize impact to any one street- Access to local businesses and residential driveways will be maintained at all times. Provisions must be made to adequately provide for the travel of emergency and fire vehicles- C. Limitations of Operations- At all times during construction, no construcLioli equipment or activity will be allowed on any of the side--streets off of 8th Avenue. The only pre-approved haul routes that may be used for hauling materials or equipment to and from the project site are West Maryland, Main Street, 1st Avenue North and 8th Avenue. Cutting across from 1st Avenue North to 8th Avenue on any route except what is listed here is strictly prohibited. Any damage cawed by construction activity to any of the side-streets will be the sole responsibility of the contractor. qJ6 Sequence all utility and road work between Firth Street and Sixth Street during West Elementary School summer recess- Do not disturb the bituminous surface between -Vi t-h Street and Sixth Street until West Elementary School summer recess begins. Other improvements between ? Street and Sixth Street may be constructed when school is in secession except from the hours of 7:00 to 9.00 a.m. and 2:00 to 4:00 p_m. Perform no work during these hours and provide a safe travel way for buses and pedestrians to use the facilities unimpeded. All traffic must be on a paved surface between November 16 through April 15_ Provide and maintain pedestrian access at all times within or around the project. D. Basis of Payment. All of the woL-k eatailed by this provision will be measured and paid for at the unit quantities and prices bid for the respective items of the contract. Where work is specified and not distinctly covered by a unit quantity and price, that work is considered as incidental to and absorbed in the various bid items of the contract and no separate payment will be made.