HomeMy WebLinkAboutPublic Works Committee Minutes 09.15.2025 MINUTES
CITY OF LAUREL
PUBLIC WORKS COMMITTEE
MONDAY, SEPTEMBER 15, 2025
The Public Works Committee meeting was called to order at 6:00pm on Monday, September 15,
2025, by Chair Heidi Sparks.
Members Present: Heidi Sparks- Chair, Jodi Mackay - Vice Chair, Iry Wilke, Jessica Banks,
Richard Herr, Shawn Mullaney
Others Present: Matt Wheeler- Public Works Director, Michele Braukmann- City Attorney
Public Input: None
General Items:
1. Approval of Minutes from August 18, 2025. Iry made a motion to approve the minutes
of August 18, 2025. Motion was seconded by Jodi. Motion carried 6-0 to approve the
minutes.
2. Emergency Call Out Report- Report attached
i. Only 4 callouts since the last meeting, 2 were from last Thursday due to the
lightning storm and issues at the water and sewer plants.
3. KLJ Report- Report attached
i. Water Tank Funding project- KLJ did put in for another grant last week
o 'Jodi asked about the tank inspections- Matt stated these started today and will
be here all week. Inspection will include the water plant and tanks
o Have been having issues with intake, seems like something is blocking. Can
clear when backflushing but think this might be moss that needs to be cleared
ii. Bills with KLJ have dropped dramatically- currently only working on a few things
for Love's, the school district, and stormwater routing with CHS
iii. Jodi asked about the sidewalks going in by the new school
o Matt stated there will be a path added with millings infront of the vacant lot
on E 81h to Alder as a wide shoulder
iv. Attorney Braukmann mentioned that it looks like there might be litigation coming
forward over the City Council's decision on the Love's sign variance request.
This came as a FOIA request, but looks like it could move to a request for re-
decision through the court system
New Business:
4. Discussion of committee bylaws
i. This item came up from a request from a committee to put something before
council. This highlighted the fact that most of the committees don't have a lot of
structure in place on the role of the committee.
ii. Goal is that we have discussion following the legal memorandums that Attorney
Braukmann provided. She will then put together a draft of bylaws to bring back to
the committee at the October meeting for review and approval.
iii. Consensus of the committee is to formalize the authority of the committee with
being able to make recommendations for items to be presented to the council at
large.
Old Business:
Other Items:
Announcements
Next Meeting will be Monday, October 20, 2025, at 6:00 pm in Council Chambers.
Meeting adjourned at 7:00 pm
Emergency Overtime Callout List 1-1-25 TO 7-1-25
Maintenance Shop 406-628-4773
City Dispatch 406-628-8737
Response Code X In Column Not accepting Overtime/NA=Not Available/Y=Responding/B=Phone Busy
Employee Name Telephone
Shop Callout
Kevin Budge
Jay Hatton
Keith Guy
Wade Spalinger
Brandon Gonzales
Aaron Fox
Joel Barnhardt
Bridger Fornier EEL
krista gauslow
Anthony Woodard
Distribution 7-4 7-13 7-25 8-19 9-7 9-10
Justin Baker
y3 2 Y3 y3 2
Kevin Hoffman 1 na1 1 na1 Y3
Daniel Nauman 2 y3 2 na2 1
Elm Lift Station 628-7773 Village Lift Station 628-5918 Dial 9 after tone to acknowledge alarm
Wastewater Treatment Plant-628-6474 Autodailer- 628-4866
Response Code NO=In 1st Column Not accepting Overtime I NA=Not Available I Y=Responding
Employee Telephone 7-20 7-28 9-10
Thomas Henry y4 3 2
Cindy Caswell 1 Y4 3
Corey Nicholson 2 1 Y4
Norman Stamper 3 2 1
Water reatment ant 6
Response Code NO=In 1st Column Not accepting Overtime/NA=Not Available/ Y=Responding
Employee Telephone
HP Nuernberger
n
Daniel Waggoner
Matt Wheeler Cell#208-1885 E lone Call Locate- 1-800-424-5555(City Job#25663)
Kurt Markegard Cell#860-5785 Him 208-2356 !SCHESSLER 628-4221 HESTON 281-0811
Mayor 406 633 3809 Dwight Ace Electric 406 697 2037
Travis Ace Electric 406 850 0612
MDU 1-800 638-3278/MDT 252-4138 1Pace Construction 252-5559(sewer backups)
SanitaryS- temOverflows call DEQ withing 24 hours at406-444-3080
Call Out-Date and Incident Location
6-5 H2O BREAKS 8TH ALL NIGHT !8-19
-20 alarms sewer plant
6-7 walmartlift -25 h20 shutoff
STORM DAMAGE SEWER PLANT
6-7 watmart lift -28
6-16 FLOODING LEAK FIRE DEPT
6-17 H2O TURN ON 9-7 emergency locate
6-23 water plant problems 9-25 SEWER PLANT POWER OUT
6-30 update 9-25 LIFT STATION POWER OUT
7-13 village lift problems
KLI- City of Laurel Project Status Update
September 15th, 2025
Laurel Water Tank Funding Project
(KU#2304-01608)
Reason for Protect: Existing City water Tank needs to be recoated on the inside and can't happen
until City has a backup storage supply. They also have needs for upgrades to their upper pressure
zones. See previously approved Water System PER and City of Laurel CIP. This project looks at
funding opportunities and provides grant writing services from multiple sources
Project 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 of Laurel
Current Status:
• Task Order Signed by City on 12/13/23
• Met with EDA to discuss Funding on 1/9/24
• Letter of Support from CHS Received
• Letter of Support from Wood's Powergrip
• Submittal uploaded to EDA on 7.11.24.
• Multiple calls back/forth with EDA to clarify information including need for the project,
priority for the city, provision of procurement documents, and verification of budget.
• EDA reviewed mid October and are waiting for notice of award-All grants must be awarded
(or declined) and contracted/obligated by 12/31/2024.
• As of 12/13/24, EDA is still telling us they don't have an update.
• Notified of EDA denial of funding on 1/7/2025
• KU reviewing other opportunities for funding
• Meeting between City and KU reviewing denial and other funding sources on 1/16/2025
• As of January 2025 City has spent$16,917.76 of the$56,000 budget for funding
applications.
• WWC has submitted this project for a BRIC grant
• KU has submitted an Application for consideration of Congressionally Directed Spending on
behalf of the City on 3/26/25
• Public Disclosure Form completed and sent onto Senator Sheehy's office on 5/5/25.
Awaiting response.
• Tank Inspection being performed in September
5th to ;rth Sewer Line Replacement
(KU#2304-01231)
Reason for Proiect: Refurbishment of an 8" sewer line between 7th Avenue and 6th Avenue
and a 10" sewer line between 61h Avenue and 5th Avenue in the alley way between 15t Street
and Main Street in Laurel, Montana.The existing sewer line experienced several collapses
Page 1 of 4
ENGINEERING, REl MAGI NED
Cityo Laurel Project Status Update ' KLI
f !
September 15`", 2025
last year.
Project 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 by City in September 2023
• Survey scheduled for week of October 16`h, 2023
• Base Drawing created and Working on preliminary design
• Preliminary Plans and EEOC sent to City on 12.14.23
• DEQ Approval received on 2.20.24
• Project began advertising on 3/14/24 and bid open will be 3.28.24
• Project awarded to Western Municipal Construction
• Construction started on June 10" 2024
• Sewer Line fully installed and accepted on 7/10/24
• Change Order Requested by City personal put together with cost estimate and submitted to
City on 7/10/24
• City reviewed CO#1 cost and elected not to pursue
• Contractor achieved Substantial Completion on 8/1/24
• Contractor achieved Final Completion on 8/20/24
• Release of Retainage request submitted along with reconciliation Change Order
• Warranty walkthrough to occur in August of 2025
• Responded to a call from resident at 15 6th Ave. about storm water in their yard. Review
and interview with property owner revealed that storm water is a historic issue at this
location 10+years of documented issues. A small amount of runoff is entering their yard
from the alley way but majority is coming from the house and garage. City will install an
asphalt berm adjacent to where the water appears to be running off the asphalt into their
property.
o Asphalt berm installed
• Warranty Walkthrough was held on Thursday September 4`h, 2025. The following items
required correction
o Crack in the concrete on the approach at the Alley's intersection with 5th
Ave.
o Crack in the concrete on the east approach at the Alley's intersection with 6ch
Ave.
o Crack in the concrete on the southwest approach at the Alley's intersection with 6`h
Ave.
o Pothole in the asphalt asphalt just south of the Culligan building between 6th and 7ch
Avenues.
o Gravel section between 6`h and 7th Avenues is rutted.
Laurel Planning Services (KU#1804-00554)
Reason for Proiect: KLJ has been retained to provide City of Laurel planning services as needed.
Page 2 of 4
ENGINEERING, REIMAGINED
,�I, City o Laurel Project Status Update KQ
y f �
September 15t", 2025
Proiect Scope: Planning services may include; 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 111h, 2023
o Zoning Map approved by Commission on August 161h,2023
o Staff Recommendation to Zoning Commission to occur on December 20th, 2023
o Back to Planning Board Meeting on 1/17/23
o City to publish advertisement for Public Hearing
o To be presented at Workshop on 5/7/24
o Adoption occurred at Council on 5/14/24
0 2nd Reading and Public Hearing on 5/28/24.
o Regulations adopted by Council. Minor wording and numbering corrections needed.
o Wording and numbering corrections made and submitted to Kurt 7/3/24
o Waiting on final comments from Kurt
• Love's Annexation
o Annexation Application received 3/25/24
o Revised Package received by City on 5/2/24
o City requested KU to review on 7/12/24
o KU's review sent back to City on 7/18/24
o Loves's submitted design for review on 12.10.2024
o Engineering review and comments sent back on 1.10.25
o Love's addressing comments
o Love's 2"d package received 2.10.25 (still awaiting updated reports)
o Love's 2"1 package reviewed and sent back on 2/21/25
o Love's has been approved by the City on 3/20/25
o Love's Water&Sewer Extensions were approved by DEQ on 4/10/25
• Cherry Hills 41h Filing
o City has received notice that Cherry Hills 41h Filing is requesting a Pre-Application
Meeting
o Pre-Application meeting was held on April 16`h at City Hall.
o Package submitted to City on 9/5/25
Page 3 of 4
ENGINEERING, REIMAGINED
1 s�J J City o Laurel Project Status Update KLI
of �
September 15`", 2025
Other Notes and Information
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 FY25 Proiects
• Bulk Water Sales Station
o Project task order to be started in early 2025
• West 7th Street Water and Valve Replacement
o Updated Task Order and Budget sent to City on 6/27/2025
Page 4 of 4
ENGINEERING, REI MAGI NED
Legal Memorandum
TO: City Mayor, CAO Kurt Markegard, and Public Works Committee
FROM: Michele Braukmann, Civil City Attorney
DATE: 15 September 2025
RE: Issues Related to Public Works Committee Governance, Bylaws, and
Rules of Procedure
L Matters Governed by Law (No Input Needed)
1. Open Meetings & Public Records
- Mont. Code Ann. §§ 2-3-101 et seq. (Open Meetings Law).
- Mont. Code Ann. §§ 2-6-1001 et seq. (Public Records Act).
- All meetings must be noticed, open to the public, and minutes maintained.
2. Ethics & Conflicts of Interest
- Mont. Code Ann. §§ 2-2-101 et seq. (Ethics in Government).
- Requirements for disclosure of conflicts, abstention from voting, and ethical conduct.
3. General Municipal Authority
- Mont. Code Ann. §§ 7-1-4141 et seq. (municipal powers).
- Laurel Charter/Code provisions delegating authority from Council to committees.
4. City Council Oversight
- Committees function as advisory bodies to the City Council unless expressly
delegated decision-making authority by ordinance or resolution.
- Final policy authority rests with the Council.
11, InForroatil)n Needed from the Public Forks Committee
1. Purpose and Scope
- Defined mission of the Public Works Committee.
- Scope limited to infrastructure (streets, water, sewer, stormwater) or broader facilities.
- Clarify advisory only vs. delegated authority.
2. Membership Structure
-Total number of members (Council, staff, citizen members).
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- Qualifications or expertise required.
- Appointment process (Mayor/Council or other).
- Length of terms and staggering for continuity.
- Rules for vacancies and removal.
3. Officers and Roles
- Election of Chair, Vice-Chair, Secretary.
- Duties of each officer(agenda, meeting facilitation, minutes, Council liaison).
- Frequency of officer elections.
4. Meetings and Procedures
- Regular meeting schedule (monthly, quarterly).
- Location of meetings.
- Standards for special meetings.
-Quorum standards.
- Voting method (voice, roll call, ballot).
- Adoption of Robert's Rules or simplified procedure.
5. Reporting and Communication
- Expectations for reports to City Council (frequency, format).
- Any liaison roles with other boards or departments.
6. Ethics Beyond Statutory Minimum
- Additional disclosure requirements or recusals (e.g., prohibiting bidding on City
contracts).
7. Recordkeeping
- Who is responsible for minutes.
- Procedures for posting agendas and minutes.
8. Amendment and Review
- Process for amending bylaws (committee majority subject to Council approval).
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- Frequency of mandatory review(3-5 years).
III. Delitierabie
Once the committee provides input on the above points, the City Attorney's Office will:
- Draft a set of bylaws tailored to the Public Works Committee, consistent with Montana
law and Laurel Municipal Code.
- Present the draft for committee review and recommendation.
- Submit final version for City Council approval.
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}
Legal Memorandum
TO: City Mayor, CAO Kurt Markegard, and Boards/Committees
FROM: Michele Braukmann, Civil City Attorney
DATE: 10 September 2025
RE: Issues Related to Board/Committee Governance, Bylaws, and Rules of
Procedure
1. Introduction
The City of Laurel has several boards, commissions, and committees that operate under
authority delegated by state statute, the City Charter, or City ordinance. Many of these
entities currently lack formally adopted governing documents, such as bylaws, rules of
procedure, or policies. This memorandum explains the importance of establishing such
documents, the legal risks associated with their absence, and recommendations for action.
11. importance of Governing Documents
1. Compliance with Law:
- Montana statutes (e.g., Mont. Code Ann. §§ 2-3-101 et seq. [Open Meetings Law]; §§ 7-
1-4141 et seq. [municipal powers]; §§ 2-2-101 et seq. [ethics in government]) require
public bodies to conduct business transparently and fairly. Without bylaws or rules, there
is an increased risk of unintentional violations.
- Clear rules ensure meetings are noticed, quorum requirements are met, and decisions are
legally defensible.
2. Consistency and Transparency:
- Governing documents provide a consistent framework for how meetings are conducted,
officers elected, and records maintained.
- They promote transparency to the public, reduce confusion among members, and ensure
equitable treatment of all participants.
3. Authority and Scope:
- Boards and committees are limited-purpose bodies. Without written rules, there is a
danger of exceeding delegated authority or taking action inconsistent with City Council
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intent. Governing documents clarify scope of authority, reporting obligations, and
relationship to the Council.
4. Risk Management:
- Inconsistent practices or procedural irregularities can expose the City to legal challenges,
including claims under Montana's open-meeting statutes or challenges to the validity of
board decisions. Written bylaws and procedures mitigate these risks.
Ill. Recommended Components of Governing Documents
At a minimum, each board or committee should adopt bylaws or rules of procedure that
address the following:
1. Purpose and Authority:
- Statement of purpose, statutory or ordinance authority, and advisory vs. decision-making
functions.
2. Membership:
- Appointment process, qualifications, terms of office, and rules regarding vacancies and
removal.
3. Officers:
- Chairperson, vice-chairperson, and secretary roles; election or appointment process;
duties of each.
4. Meetings:
- Regular meeting schedule, procedures for special meetings, notice requirements, quorum
standards, and voting rules.
- Compliance with Montana's Open Meetings Law and Public Records Act.
5. Rules of Order:
- Adoption of parliamentary procedures (e.g., Robert's Rules of Order, Newly Revised, or
simplified rules).
6. Ethics and Conflicts of Interest:
- Incorporation of Montana's statutory ethics standards (Title 2, Chapter 2, MCA).
- Procedures for disclosure of potential conflicts and recusal.
7. Recordkeeping and Reporting:
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- Minutes preparation and approval.
- Reporting requirements to the Mayor or City Council.
8. Amendment and Review:
- Procedures for amending bylaws and a requirement for periodic review (e.g., every 3-5
years).
1V. Recommendations
1. Council Directive:
The City Council should adopt a resolution directing all City boards and committees to
draft and submit governing documents for approval within a specified period(e.g..90-120
days).
2. Template Development:
The City Attorney's Office can provide a model set of bylaws to promote consistency and
compliance with Montana law.
3. Training:
Once adopted, provide orientation or training for board and committee members on their
responsibilities under the byla"s, open meetings. public records, and ethics laws.
4. Ongoing Oversight:
Require annual reporting from each board/committee to the Council to ensure ongoing
compliance with adopted rules.
V. Conclusion
The adoption of bylaws and rules of procedure is essential for the lawful, transparent, and
efficient operation of the City's boards and committees. Governing documents protect the
City from legal challenges, provide clarity to members, and enhance public confidence in
the City's decision-making processes.
I recommend that the City Council direct each board and committee to prepare and adopt
governing documents, guided by a standard template developed by this office, and subject
to Council approval.
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