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Home My WebLink AboutPublic Works Committee Minutes 08.19.2024Ili##►C#ylrl�►y CITY OF LAUREL The Public Works Committee meeting was called to order at 6:00pm on Monday, August 19, 2024, by Committee Chair, Heidi Sparks. Members Present: Heidi Sparks- Chair, Jodi Mackay- Vice -Chair, Iry Wilke, Jessica Banks, Shawn Mullaney Others Present: Matt Wheeler- Public Works Director, Becky Rosenleaf- KLJ Public Input: General Items: 1. Approval of Minutes from July 15, 2024. Jodi made a motion to approve the minutes of July 15, 2024. Motion was seconded by Irv. Motion carried 5-0 to approve the minutes. 2. Emergency Call Out Report- Report attached i. This has been a quiet month with no major issues after hours 3. KLJ Report- Report attached i. Becky with KLJ provided some additional documents related to the Water Redundancy Project. Met with the City and discussed a few different grant opportunities. To go after some of the grants. Planning and Construction were separated out and grants o EDA Grant was submitted in July 2024 for roughly $820K. This is scheduled for an internal review committee on Wednesday, August 21. Anticipating to receive a Notice of Conditional Approval by the end of this week, assuming the meeting is not moved. Only question received thus far was if given the money how do they know it will be used for this project. Preliminary Engineering Report was provided, and have not received any additional questions. If awarded the grant for planning, this planning project would begin in Spring 2025 set to complete by October 2026. Construction would be set to begin in Spring 2027. o Shawn asked about the grant funds and if this includes purchase of land. Becky explained these funds can be used for the appraisals of land, but not for the purchase of land. Some of the land options proposed included City owned property. o Shawn asked about the funding of the construction. Becky mentioned that there are several grant options from both State and Federal agencies that we can apply for as we get to that phase of this project. Additionally, the City is looking at needing to take a loan for some of the funding and is included in the rate study they City is working on right now. ii. 5t" to 7"' Sewer Line Replacement is nearly complete. Almost entirely funded by HB355. iii. Love's construction is stalling on the water and sewer line construction New Business: 4. Matt stated is requesting Public Works Committee to review and discuss Chapter 12.32 Trees and Boulevards section of the LMC. i. Jodi said she personally doesn't have an issue with rocks or other landscaping on the boulevard. Committee members will review and discuss next month. Old Business: 5. Shawn mentioned the West Railroad project which is slated for 2027 with the State of Montana. The dirt that will be excavated from this project could be used for the South Pond and a beautification project for that area. Additionally, there are grants for community fisheries that the City could go after and this could be a cost savings on the project or beautification with South Pond. 6. Jodi had a question regarding Depot Apartments. Did the issue with this development get resolved? There have been rumor of issues with management ghosting tenants such as rent checks not being cashed, calls not being returned, etc. Matt stated that all development related issues were resolved and he has not heard anything. 7. Matt stated the Container Site is now open 7 days a week. Also, has hired a Maintenance Operator 1, which was an open position. Announcements Next Meeting will be Monday, September 16, 2024, at 6:00pm in Council Chambers Meeting adjourned at 6:40pm Emergency .` Maintenance Shop 406-628-4773 City Dispatch 406-628-8737 Response Code X In Column Not accepting Overtime /NA = Not Available N = Responding /B=Phone Busy Employee Name Telephone Shop Callout 7-6 7-1118-2 Brian Kline 406-794-8552 Kevin Budge 406-850-5224 Jay Hatton 406 860 7525 Keith Guy 406-850-5464 Wade Spalinger 406-530-4084 Brandon Gonzales 406-679-0334 Aaron Fox 406-694-7456 Troy Clifton 406-794-7689 Joel Barnhardt 406-861-6408 Water and Sewer Callout Justin Baker 406-321-0208 y3 2 na2 Kevin Hoffman 406-861-7460 na2 1 nal Daniel Nauman 406-530-4643 y4 3 na3 Tom Burwell 406-850-5294 1 y4 y4 Elm Lift Station 628-7773 Village Lift Station 628-5918 Dial 9 after tone to acknowledge alarm Wastewater Treatment Plant -628-6474 I Autodailer- 628-4866 Response Code I NO= In 1st Column Not accepting Overtime / NA = Not Available / Y = Responding Call Out - Date and Incident Location 7-6-24 sewer backup 7-10-24 elm lift fail 8-2-24 emergency locate gas leak 2022 Pavement Maintenance Project (4t*� Street Reconstructio,91 Reason for Project: To provide yearly maintenance and improvements to the City of Laurel Roads Proiect Scope: Miscellaneous annual pavement maintenance design, bidding and construction in locations throughout the City of laurel Current Status: w Substantial Completion reached Date is 10/11/23 s Final Completion date was 11/16/23 m Closeout/Reconciliation Change Order approved by Council on1/9/24 • Warranty walkthrough of Russell Park retention area on Friday 5/3/24 • Contractor recommended giving it another month of growth prior to • Contractor reseeded the park the week of 6/27/24 * Warranty VVaUkthroughtooccur inOctober ofZO24 Reason for Project: Existing City water Tank needsto be recoated onthe inside and can't happen until City has abackup storage supply. They also have needs for upgrades to their upper pressure zones. See previously approved Water System PER and City ofLaurel C1P. This project |ooksat funding opportunities and provides grant writing services from multiple sources Proiect Scope: To research funding alternatives, create packages for submittal, and assist City in finding monies for completing the future water tank and upper pressure zone improvements for the City ofLaurel Current Status: v Task Order Signed bvCity on 12/13/23 • Met with EDA todiscuss Funding on1/9/24 * Letter ofSupport from CHS Received * Letter ufSupport from Wood's Povvergrip • Submittal uploaded toEDA un7'l1'24' m Review committee toReview inAugust (See Report) Page 1 of 4 ENGINEERING, RE|MAG!NED August 19", 2024 Reason for Project: Refurbishment of8n8"sewer line between 7th Avenue and 6th Avenue and 8IO"sewer line between 6th Avenue and 5th Avenue iOthe alley way between 1st Street and Main Street iOLaurel, Montana. The existing sewer line experienced several collapses last year. Proiect Scope: To replace approximately 363 lineal feet of 8" and 383 lineal feet of 10" and will include the update of 3 manholes and associated surface replacement. Current Status: • Work Order Signed 6vCity in September 2023 • Survey scheduled for week ofOctober 16m, 2023 * Base Drawing created and Working onpreliminary design • Preliminary Plans and EEOC sent toCity on12.14.23 • DEQ Approval received on 2.20.24 • Project began advertising on and bid open will beI20.24 • Project awarded toWestern Municipal Construction • Construction started onJune loth 2O24 • Sewer Line fully installed and on 7/10/24 • Change Order Requested 6vCity personal put together with cost estimate and submitted to City onV1uY24 • City reviewed CO#1cost and elected not topursue • Contractor achieved Substantial Completion on8/1/24 • As of 8/16/24 they have not reached final completion (waiting on asphalt correction) Laurel Planning Services Reason for Proiect: KU has been retained to provide City of Laurel planning services as needed. Proiect Scope: (KU Planning services may subdivision, zoning, development, floodplain hazard management, miscellaneous reviews and other related work. KU will prepare staff reports, recommendations, and attend meetings upon request. Current Status: �Zoning Regulations Update. � o Draft regulations sent to City April llth, 2023 o Zoning Map approved 6vCommission onAugust 16m.2D23 o Staff Recommendation to Zoning Commission to occur on December 20th 12023 • Back to Planning Board Meeting on 1/17/23 Page 2of4 ENGINEERING, RE|k8AC|NEO City of Laurel Project Status Update August 9th , 2024 o City tnpublish advertisement for Public Hearing • Tobepresented atWorkshop onS/7/74 o Adoption occurred atCouncil on 5/14/24 o 2nd Reading and Public Hearing onS/2Q/24. o Regulations adopted byCouncil. Minor wording and numbering corrections needed. o Wording and numbering corrections made and submitted toKurt 7/3/24 o Kurt comments onB/G/74,waiting onhis final comments �Downtown Parking Study. — Project Closed Out m Mogan Elementary School Property Annexation o Application package submitted 1/17/24 o Recommendation letter send 1/24/24 o 2nu Application package submitted 2/I3/24 o 2nd Application package recommendation letter sent 3/26/J4 u Annexation approved byCouncil on5/14/24 o Submittal Package received byCity 6/4/74 o Reviewed and returned 6/18/24 o 2"a packed received 5/24/74 o Reviewed and returned 7/g/24 o 3m package received 7/g/24 o Water extension approved byCity and DEQ o Installation ofwater iscompleted. * Lance Hull Annexation o Plans approved and capacity toserve letter issued 2/7/Z4 o Construction began 4/16/24 o Floodplain Permit issued 5/g/24 o City Utility and Street Extension is /n progress o Meeting with all parties about drainage on7/1O/74 u City has yet toaccept final completion * Love's Annexation o Annexation Application received 3/25/24 o Revised Package received byCity mn5/J/74 o City requested %Utoreview on7/12/24 o Review sent back toCity on7/1Q/J4 Page 3cf4 ENGINEERING, RE|K8AG|NED Other potential projects have been identified during recent conversations between City staff and KU. City Public Works staff and KU task leaders meet monthly to discuss current and future projects. As these are tentative, the timing and extent of KU's services are TBD, unless noted otherwise. Anticipated FY24 Projects * Bulk Water Sales Station o Pushed back to a 2025 project West 7mStreet Water and Valve Replacement o Pushed back until West Railroad Street is completed. Page 4 of 4 ENGINEERING, gE|K8AG|NED Applicant(s) & City of Laurel Point of Contact Dave Waggoner, Mayor Project Location City of Laurel, Yellowstone County, Beartooth RC&D city, county, EDD Budget and Source Applicant EDA Othet Tota I ofFunds $ 205,1611 $820,643 025,804 Project Name City of Laurel Water System Redundancy Project (the Project) What issue/need The Laurel water distribution system has the following deficiencies: 1) Lack of does the project redundancy in water storage & distribution piping, 2) Improper pressure zone address? configuration, 3) Lack of water storage in upper pressure zone, & 4) Substandard fire protection. The Project will address these deficiencies through pre -construction planning activities leading to construction. Project Scope of EDA funds are requested for pre -construction planning, environmental, land Work: Details of what EDA funds identification/acquisition, and engineering activities for construction of a new will be used for: water storage tank and related water piping. The following specific planning - For construction, provide activities will be required to create "shovel ready" plans necessary to general details such as feet of road and type; building construct the new water storage tank and related piping that will address the will be type, size, and new lack of water system redundancy and water pressure and fire protection vs renovation, etc. concerns: - For non -construction: purpose of contracts; if * Survey staff, what they will be doing and are they existing * Preliminary Engineering Design (60 percent design) or new staff; what are * Environmental Assessment (MEPA/NEPA) and related agency consultations deliverables, etc. and approvals • Public/Stakeholder engagement and equity analysis • Identification of utility impacts/d rafting of agreements/plans for any identified utility relocations * Creation of right-of-way (ROW) plats and temporary construction easement exhibits and appraisals for acquisition. Completion of the planning project will result in "shovel ready" plans that will provide the City the opportunity to pursue additional necessary funding for construction activities to include development of a new water storage facility and related distribution piping that will create water system redundancy, address current pressure and fire protection concerns, and allow for continued business and economic development, while addressing flood risks/ vulnerabilities through more climate resilient infrastructure. Project Outcomes 1) Opportunity for creation of additional jobs/industries • Jobs retained or created 2) Opportunity for private investment through new business • Private Investment • new students trained 3) Creation of water infrastructure & related system redundancy that • feasibility analysis supports increased capacity and assurances (to serve existing and - new capacity/capabilities anticipated development) & addresses climate resilience Other Notes: In 2023, City of Laurel had a preliminary engineering report (PER) completed Other projects connected that outlined water system deficiencies. This was part of improvements the with this activity: -connection with Cit had already made to address water supply and treatment. While water federal/state initiatives quality in Laurel is good, lack of system redundancy and areas of low water -eligibility (disaster, pressure that negatively impacts fire protection are threats to overall water opportunity zones, distress) . Where is local match system functioning. Should there be a significant wildfire or community coming from? structure fire, depending on the area, there would be inadequate water • Any special challenges or issues (permitting, enviro, pressure to address fire fighting needs. Additionally, the existing water tank match, etc.) is older and in need of cleaning and basic repairs. This cannot be done as . How does this project fit in there is no additional water storage. Failure to address these concerns pose bigger applicant health and safety risks to the community and potential issues of non- vision.oxtofa compliance with Department of Environmental Quality (DEQ). Local match is being provided by the City of Laurel utilizing the City's Water Enterprise Program funds. Laurel is growing. The water system redundancy project is part of the community's larger vision for recruiting new business and ensuring that current businesses have consistent access to safe, clean water. Several existing businesses are heavily dependent on City water to operate their businesses and the City is currently in negotiations with new businesses (including a large travel stop) to develop. The Project is aligned with the 2022 Regional CEDS for infrastructure development, economic growth and resiliency, and business/entrepreneurship development. Matt Wheeler From: Pratt, Aaron (Federal) <APratt@eda.gov> Sent: Monday, August 19, 2024 1:25 PM To: Becky Rosenleaf Cc: City Mayor, Matt Wheeler, Kurt Markegard; Kelly Strecker; Ryan Welsh Subject: RE: Laurel Project - EDA Grant Hi, Becky— Thanks very much forth is additional information. It's clear tome this is a high-priority project for Laurel, and that no stone will be left unturned in securing funding forth is project as it is currently phased. Much appreciated! E From: Becky Rosenleaf <becky.rose nleaf@kljeng.com> Sent: Friday, August 16, 202411:16 AM To: Pratt, Aaron (Federal) <APratt@eda.gov> Cc: City Mayor <citymayor@laurel.mt.gov>; Matt Wheeler <mwheeler@laurel.mt.gov>; Kurt Markegard (kmarkegard@laurel.mt.gov) <kmarkegard@laurel.mt.gov>; Kelly Strecker <kstrecker@laurel.mt.gov>; Ryan Welsh <ryan.weish@kljeng.com> Subject: RE: Laurel Project - EDA Grant Aaron, thank you for your time yesterday discussing Laurel's pending application for EDA Disaster Supplement Funding to complete planning activities for the Laurel Water System Redundancy Project (the Project). Based on our conversation, I am emailing to preemptively address one of the predominant questions you are anticipating to be asked during the format IRC. If EDA funds the planning portion of the project, are there any assurances that the implementation of the project will follow in a timely manner? As you are very aware, all substantial infrastructure projects are dependent on the ability of communities to identify and secure funding. White there are never guarantees, in discussions with the City and in submission of this grant request, we are confident saying the City is doing everything in their power to ensure that once planning for the project is completed, they can move to construction. To that end, we submit the following information for consideration: 1. This Project is the #1 priority project in the City's Capital Improvement Plan (CIP) 2. The City is currently conducting a rate study that they anticipate will give them adequate information to increase both water and sewer rates to be in greater alignment with service use and need. It is anticipated rate increases wilt be implemented over the next 3-5 years, increasing as much as 5 percent each year. Finat numbers, rates, and the phased approach will be determined at the end of the rate study. 3. The City has been working with KU proactively to identify additional grant funds, starting in 2026, for completion of the project. This includes anticipating grant requests for construction to Department of Natural Resources and Conservation (DNRC), Montana Coal Endowment Program (MCEP), Economic Development Administration Pubtic Facilities (EDA), and Bureau of Reclamation (BOR). 4. Even if anticipated grants were all awarded and the City moves forward with increased user rates, the size of the project will require it be Phased. The 2023 PER outlines various ways in which this can be done to address the most pressing issues first and to do this in a timely manner that would ideally result in completion of the entire project in a 3-5 year time frame, allowing the City the opportunity to budget in annual increments. Laurel Public Works Committee Update August 2024 In November 2023, KU signed a task order with the City of Laurel to assist in the development and submittal of funding applications for the City of Laurel Water System Redundancy Project (the Project). Based on the preliminary engineering report (PER) completed in 2023, the Project will address the following deficiencies in the existing water distribution system: 1) Lack of redundancy in water storage and distribution piping, 2) Improper pressure zone configuration, 3) Lack of water storage in the upper pressure zone, and 4) Substandard fire protection. Because a PER had been completed, it was originally anticipated that grant applications would address final design and construction. However, after discussion with several of the proposed grant program managers, the City, and the engineers, it became clear that there was significant additional planning that needed to be completed before there could be "shovels in the ground While the PER provided significant information todetermine the extent ofthe issues and toselect a preferred alternative, several additional planning activities are necessary to be ready for construction, and to be competitive for construction/impLementation grants. Planning tasks remaining are: a Identification of the final Location for new/improved infrastructure elements • Survey • Preliminary Engineering and Design (up toGOpercent design) w Environmental Assessment /MEFAJNEFAJ * PubUc/Stakehob1orEngagement and Equity Analysis •Identification/resolution ofutility impacts and coordination ofany anticipated relocation • Creation ofrkzht (ROVV)plats and temporary construction easement exhibits and appraisals for land acquisition * Final engineering and design for bid package tobnreleased In initial conversations with the City and as outlined in the original task order, we anticipated applying for grants from Montana Coal Endowment Program (MCEP),Department of Natural Resources and Conservation (DNRC), Economic Development Administration (EDA), and Bureau of Reclamation /B[JFA,\NateFSrnort'Because ofthe categorization ofthe project aobeingina"middie" place - already a PER (which is typically what MCEP and DNRC qualify as planning) but not ready for construction (which iawhat funders qualify amanimplementation p 'eoti,itvvaadeterrninedthat applications to MCEP, DNRC and WaterSmart would either be ineligible or noncompetitive. White funding agencies will never say "don't apply," conversations with representatives/directors of both MCEP and DNRC indicated they felt it would be hard to be competitive in either planning or implementation for these reasons. WaterSmart has similar criteria/merit criteria. For this reason, it was determined to focus initial efforts on just the EDA grant application and to utilize this torequest funding tofinish planning activities, making the Project eUgibbe/cornpoUtk/e for construction/ implementation funding. Planning activity costs are estimated at $1,025,804. EDA requires a 20 percent match, resulting in a grant request of $820,643 (the City's match is $205,161). An application to EDAWas submitted on July 11, 2024. EDA has been movingthe application j through internal division review and anticipates a full Internal Review Committee Review/Award Recommendation this month (August). Funds MUST be obligated by December 31, 2024. As a result, if funds are awarded, work is anticipated to begin early in 2025 and be completed no later than spring of2O2G' Title 12 - STREETS, SIDEWALKS AND PUBLIC PLACES Chapter 12.32 TREES AND BOULEVARDS* Sections: W1 k1i RT11511 72 • • *- •s • All boulevard areas must be kept in grass and trees unless specific permission is granted by the city council for other purposes. Any person failing to comply or violating the provisions of this section shall be deemed guilty of a misdemeanor. (Ord. 05-1 (part), 2005) WAMMIX-00M r-77- rt The owner of property adjoining a boulevard shall be responsible for the care and maintenance of the boulevard and he shall keep the trees planted thereon trimmed and in a condition so that the same shall not be a public nuisance; and, if necessary for the city to remove any trees from such boulevard, the costs of such removal shall be assessed against the abutting property owner. (Ord. 05-1 (part), 2005) 12.32.030 Cottonwood trees prohibited. No cottonwood trees shall be planted or allowed to grow on private property or boulevards within the city limits. (Ord. 05-1 (part), 2005) 12.32.040 Definitions. As used in this chapter: "Park trees" mean trees, shrubs, bushes and all other woody vegetation in public parks having individual names, and all areas owned by the city, or to which the public has free access as a park. "Street trees" mean trees, shrubs, bushes, and all other woody vegetation on land lying between property lines on either side of all streets, avenues, or ways within the city. (Ord. 05-1 (part), 2005) 12.32.050 Creation and establishment of a city tree board. There is hereby created and established an advisory board to the city council which will be known as the city tree board for the city of Laurel ("board") which shall consist of seven members who are residents of the city or who live within two miles thereof, and who shall be appointed by the mayor the with approval of the city council. The members shall come from different interest groups including homeowners, tree professionals; street department, and city government. (Ord. 05-1 (part), 2005) Laurel, Montana, Code of Ordinances (Supp. No. 22, Update 1) Page 1 of 6 Created: 2024-07-31 07:29:57 [EST)