HomeMy WebLinkAboutCouncil Workshop Minutes 03.11.2014 MINUTES
COUNCIL WORKSHOP
MARCH 11, 2014 6:30 P.M.
COUNCIL CHAMBERS
A Council Workshop was held in the Council Chambers and called to order by Mayor Mark Mace at
6:30 p.m. on March 11, 2014.
COUNCIL MEMBERS PRESENT:
_x Emelie Eaton _x_ Doug Poehls
_x_ Bruce McGee x Richard Herr
_x Scot Stokes _x_ Chuck Dickerson
_x Tom Nelson x Bill Mountsier
OTHERS PRESENT:
Heidi Jensen Iry Wilke
Monica Plecker Dan Koch
Kurt Markegard Kathy Siegrist
Public Input (three - minute limit):
There was no public input.
General items:
• Appointment:
o Laurel Volunteer Ambulance: Evan Bunkers
The appointment will be on the March 18 council agenda.
Executive Review:
• Laurel Rifle Club — Request to host the Big Sky State Games small bore shooting events at
Riverside Park
• Laurel Rod & Gun Club — Request to reschedule a turkey shoot on March 29, 2014
Iry Wilke was present to answer questions for both requests, but there were none. The requests will
be on the March 18 council agenda.
• Reconsideration of Resolution No. R13 -87 (Per motion on December 17, 2013)
Heidi Jensen stated that the reconsideration of Resolution No. R13 -87 was per a motion on December
17, 2013, and is in reference to the Zimmerman fence variance. Planning Director, Monica Plecker,
attended to answer any questions.
Monica stated that it was her understanding that the reconsideration is due to the vote, not the fence
variance. She reminded the council that some conditions were included in the original resolution.
Doug stated that the council is considering changes to the fence ordinance, and he would like this
considered after that is done unless it is an issue.
Council Workshop Minutes of March 11, 2014
Monica explained that she has talked with the city attorney numerous times and that is not allowable.
At the time the application was made, there was a violation that warranted a variance. Applications
must be reviewed based on the ordinance in effect at that time.
Doug stated that information was what he needed to know.
• Discussion — Long Range Transportation Plan (LRTP)
Jeff Key, traffic engineer for Robert Peccia & Associates, gave a presentation on the Long Range
Transportation Plan. The purpose of the presentation was to expose the council to the work that is
being done on the draft document, which is scheduled to be available to the city and the public on
March 31S The plan is a partnership between the City of Laurel and the Montana Department of
Transportation. MDT encourages communities, and especially urban area communities, to develop a
transportation plan document that sets forth what the future holds regarding your transportation
network. The 12 -month study process started in May 2013. The target date for the draft report is
March 31S with the ultimate goal of a final report by the end of April. Three public meetings were
held on June 13, 2013, November 13, 2013, and March 10, 2014. Nine people signed the attendance
roster last night, 17 people signed on November 13 and four people signed the roster in June. There
has been a diverse range of attendees at the public meetings.
A Transportation Plan is a four -step process. The process includes looking at what the existing
transportation system has, collecting data at intersections and roadways, analyzing the data to see how
things are performing, and forecasting what the future might hold twenty years from now. They also
review the growth policy and what the Census Bureau and the Departments of Labor and Commerce
are saying regarding jobs, housing, and population growth. Jeff stated that the community is a slow
growth community, as there has been about a 27 percent growth over the last three decades in
population and maybe a 1.3 percent growth in jobs over the last three decades.
Mr. Key stated that Chapters 2 and 3 in the plan speak to the existing and to the projected conditions.
Chapter 4 speaks to safety. Part of the requirement of doing a transportation plan and MDT
participating with their funds is that there must be a robust safety component. The federal
government highly encourages an analysis of safety from a comprehensive level. Chapter 5 contains
the recommendations and projects, as they try to identify improvements that will address a need in the
community.
Mr. Key continued and completed his thirty -five minute presentation on the Transportation Plan. He
is interested to see how the public will respond to the draft report, which will be available on March
31S Public comments will be due by April 21S The Long Range Transportation Plan should be
completed by the end of April for the council's consideration for adoption.
• Resolution — Agreement with St. Vincent Healthcare Occupational Health Services
Heidi stated the resolution for an agreement with St. Vincent Healthcare Occupational Health
Services is a standard resolution that the council approves every year. The agreement is for the drug
and alcohol testing for the public works department, police department, bus drivers and anyone in the
city's drug pool.
• Resolution — YMCA Contract
Heidi stated that the public works director and two YMCA representatives attended to answer any
questions regarding the YMCA contract for management of the pool.
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Council Workshop Minutes of March 11, 2014
Kurt asked the council to consider having the Billings YMCA manage the pool for the 2014 season.
Comments he received about the YMCA's management of the pool last year were positive. The
contract is $300 less than last year, as the YMCA did not have as many startup costs. The YMCA
will again provide an AED at the pool.
• Council Issues:
o Discussion — Septic dump site at the wastewater treatment plant
Kurt spoke regarding the proposed septic dump site at the wastewater treatment plant. A picture of a
possible dump station and some communication Kurt has had with engineers was distributed to the
council.
There was discussion regarding the timing of the project, the need to analyze samples from the local
septic haulers, dumping of the city's jet rodder, and the process required to establish costs for a
proposed dump site. A task order will be needed for design of the dump site.
o Discussion — Long -term report on the engineering involved to extend city services
toward the west interchange (Emelie Eaton)
Emelie stated that this item was discussed at yesterday's Public Works Committee meeting. She
brought it up because, after it was announced that a new west end interchange would be built, she
heard that certain businesses were looking to develop on the west end. The question is whether the
city should cooperate with developers or if the city should ask developers to pay for everything if they
choose to come to Laurel.
Kurt distributed a copy of the information in the 2009 PER update regarding future collection system
additions. The PER included Option A and Option B for future collection system improvements in
the northwest /west development areas. The estimated costs in 2009 dollars were $3,212,000 for
Option A and $2,619,000 for Option B. A copy of the information is attached to these minutes.
There was a lengthy discussion regarding extending water and sewer services to the west of Laurel.
Design costs would be expensive, and Heidi stated that development has to pay for itself.
o Discussion — Siren on city hall (Emelie Eaton)
Doug stated that the Emergency Services Committee discussed the subject with the fire chief, police
chief and ambulance director. When Doug suggested putting the siren in Firemen's Memorial Park, he
was told that would not be possible because it is a memorial park for firemen. Also, the park is so
close to the FAP building and would make it difficult for the dispatchers to hear. Someone will
complain about the location, no matter where the siren is placed. Doug explained that the fire
department has to have two callout methods and the siren serves as the secondary callout method.
The firemen have pagers, but the formerly used redial system does not work since many firemen no
longer have landlines.
There was discussion regarding possible locations for the siren, including the city shop and Fireman's
Park, and the need to remove it from city hall because of the roof issues.
Mayor Mace tasked the Emergency Services Committee to forward a recommendation to the council.
o Discussion — Photographing buildings (Emelie Eaton)
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Council Workshop Minutes of March 11, 2014
Emelie stated that the ordinance states that city must take photographs of buildings prior to demolition
and send the pictures to the Yellowstone Historic Preservation Board. She suggested that the verbiage
should be changed so that a record is kept in the city instead. She mentioned that Chuck had
previously stated his desire for downtown buildings to be photographed on a regular basis.
Monica explained that, since the ordinance went into effect in 2008, six properties in the downtown
area have been demolished. Some pictures are available and there is the understanding among staff
that there are more pictures somewhere, and staff is trying to track them down.
There was discussion regarding three major fires that have destroyed buildings in Laurel, Chuck's
concern about having photographs of all downtown buildings, Emelie's desire to keep the
documentation within the city instead of in Billings, the suggestion that a high school class or an
Eagle Scout group could document the buildings, and the possibility of using the technology of
Google Maps and /or Google Earth to provide photographs.
Mayor Mace will contact the Eagle Scouts to see if they are interested in the project.
o Disclosure of ex parte conversation (Doug Poehls)
Doug stated that, during the recent goal setting session, the council discussed the need for a regular
place on the agenda for council members to disclose any ex parte conversations.
Mayor Mace will contact the city attorney regarding this item.
o Lease Task Force update
Heidi had nothing new to report about the buildings in Riverside Park, as she has recently focused on
the roof issues at city hall.
Emelie asked regarding staffs approach to find someone to rehabilitate the buildings at Riverside
Park.
Heidi explained that the cost will be high to fix the buildings. The estimate to remove the
environmental hazards borders on $100,000, and that does not include any new construction. Some
buildings are less affected than others, so she needs some direction going forward. She was
previously directed to get three estimates to rehab the buildings.
Doug stated that the council needs to determine whether to rehab the buildings or to raze the
buildings. With the past flooding event and the possibility of future flooding events, he asked if it is
reasonable to think the buildings should be kept or if it is time to demolish them.
Mayor Mace asked the CAO to give a brief explanation of the condition of the buildings.
Heidi agreed to give a short PowerPoint presentation at an upcoming council workshop so the council
can see the inside of the buildings, the concerns that have been raised, and what is needed to rehab the
buildings. Although actual costs are not available, Heidi will provide a guesstimate of the costs.
There was further council discussion. Heidi will schedule the presentation on an agenda that is not
filled with other council issues.
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Council Workshop Minutes of March 11, 2014
Iry Wilke asked about the council's thoughts on the historical value of the buildings in conjunction
with World War II, why they were built, and what that park was used for at that time. Every one of
the buildings has historical value and it scares him that history would be destroyed. He has pictures
of a windowsill in one building that actually has German prisoners' names written in their own
handwriting.
Mayor Mace stated that is one of the reasons the council needs to see pictures and weigh the issue.
• Update on 2011 Yellowstone River flooding event
Heidi explained that, in today's call with FEMA, Great West Engineering combined the three
potential options and presented them to FEMA. All three options were well received. FEMA said to
proceed forward with whichever option the city decided to recommend. The public works director
and Heidi have not made a recommendation to Great West or to FEMA as to how the city would like
to proceed, but they will do that soon. FEMA is very supportive of the documents that Great West
submitted and said that the Environmental Assessment portion of the permitting through FEMA
should go smoothly, based on the documentation for all three different alternatives. FEMA was also
encouraged that the city is continuing on the timeline that Great West projected and brought to the
council.
Other items
There were none.
Review of draft council agenda for March 18, 2014
There was no discussion.
Attendance at the March 18, 2014 council meeting
There was no discussion.
Announcements
There was no discussion.
Recognition of Employees
• Bud Arnold — 21 years of service on March 22
• Jason Wells — 16 years of service on March 18
• Christopher Erb — 5 years of service on March l lth
The council workshop adjourned at 8:13 p.m.
Respectfully submitted,
G� ZLC
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.
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City of Laurel, Montana
2009 Wastewater Facilities Plan Update Chapter 7 — Development of Wastewater Collection System Alternatives
'v> 7.8 FUTURE COLLECTION SYSTEM ADDITIONS
7.8.1 Providing Future Service to Areas to the North and Northeast of the
City
A technical memo drafted in 2008 and finalized in 2009, is included in Addendum S and
supplements Section 7.8.1 of the 2003 Report. This technical memo provided an
analysis of alternatives for upgrading the Elm and Village Lift Stations to serve areas
north and northeast of Laurel. The memo presents options for both the EIm and Village
Lift Stations, as well as options for upgrading the sewer main located under the rail
yard. Costs for each alternative are included in the memo. Alternative 4 was the most
cost effective option for providing additional sewer system capacity to the areas north
and northeast of Laurel. This alternative would replace the EIm Lift Station and the
Village Lift Station with one primary lift station and constructs a new main under the rail
yard eventually routing sewage to the new trunk mains installed under the 2006
Wastewater Improvements Project.
7.8.3 Providing Future Service to Areas to the Southwest of the City
Sizing of the future trunk mains described below are based on information that was
presented in the update of Chapter 4 of this report and a complete builtout of the growth
areas. The layout shown presents a logical scenario considering complete
development of an expanded service area It is possible that revisions to this scenario
may be necessary to accommodate specific growth patterns that develop.
x -_:
Figure 7 -7 presents two options for servicing the future Growth Area 7 located to the
southwest of the City. Extending_ sewer service to the southwest requires upsizing of
the City's existing trunk main systems which was completed during the 2006
Wastewater Improvements Project (described as the Phase 1B Project in the 2003
Report) in February 2007. Extension of sewer services to the southwest can be
accomplished with two collection system options. Option A would require the
installation of a new trunk main located to the south of the City of Laurel along Interstate
90. The trunk main would connect to the existing sewer system at a manhole located
immediately to the west of State Highway 310, near the CHS ( Cenex) Refinery.
Connection at this location would not necessitate boring and jacking underneath the
highway or Burlington Northern Santa Fe Railroad. The trunk main would run west
approximately 2,300 feet north of the Cenex Refinery. The new trunk main size would
vary from 10 -inch to 24 -inch until it discharges to the existing trunk main system at the
manhole near the Cenex Refinery.
Under this option, a lift station will be necessary to collect sewage from the southern-
most portions of Growth Area 7 and convey it to the proposed trunk main. In the final
design phase for this option, survey data would be gathered to ensure the trunk main
would allow for gravity collection extension as far south as possible before the use of a
lift station(s) was necessary. The lift station would be isolated to a relatively small
7 -2
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Update \Laure1.7. FacilitiesPlanUpdate.Draft.doc
City of Laurel, Montana
2009 Wastewater Facilities Plan Update Chapter 7 — Development of Wastewater Collection System Alternatives
service area at the south end of the area and is estimated to serve an area of
approximately 100 acres.
Option A also incorporates the collection of sewage from Growth Areas 1, 3, and 6 by
extending a 24 -inch trunk main north across Interstate 90 to West Main Street.
Extending a trunk main across Interstate 90 from the southwest eliminates the need to
upsize the City's existing trunk main located to the east of 1 Avenue presented in
Figure 7 -6 of the 2003 Report. Substantial cost savings in construction would be
recognized by the City for not having to replace an existing trunk main located in a very
tight alley location.
Option B for extending the sewer service to Growth Area 7 presented in Figure 7 -7
allows for servicing the entire Growth Area 7 by gravity. Option B would require the
installation of a new trunk main starting at the City of Laurel Wastewater Treatment
Facility and then running on the south side of the Cenex Refinery, generally following
the north bank of the Yellowstone River. The size of the trunk main would vary from 10-
inch to 21 -inch. A lift station is not anticipated to be necessary for this alternative due to
the location of the trunk main on the southern border of Growth Area 7.
Option B would also require the use of bore and jacking or microtunneling to cross State
Highway 310 and the Burlington Northern Railroad Tracks. Also, the portions of
proposed trunk main alignment adjacent to the Cenex Refinery may necessitate the use
of reinforced concrete pipe (RCP) instead of PVC due to environmental concerns with
working near an active refinery.
Costs for all the alternatives are presented in Table 7 -1 at the end of this Chapter.
7.9 EVALUATION OF ALTERNATIVES
Table 7 -1 summarizes the capital cost estimates for the various collection system, trunk
main, lift station system improvements, and future piping improvements discussed in the
2003 Report and expanded upon in this report. As noted previously, several collection
system projects have been completed since 2003. This is reflected in Table 7 -1.
7 -3
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Update \Laurel.7. FacilitiesPlanUpdate.Draft.doc
City of Laurel, Montana
2009 Wastewater Facilities Plan Update Chapter 7 — Development of Wastewater Collection System Alternatives
Future Collection System Improvements
North /Northeast Development Areas (Includes pipe and lift station) $4,971,000
Northwest/West Development Areas Option A $3,212,000
Northwest/West Development Areas Option B $2,619,000
Southwest Development Area Option A $2,877,000
Southwest Development Area Option B $3,368,000
a Capital cost estimates have been updated from the 2003 Report to better reflect current construction
costs. Costs are in 2009 dollars
b Costs include allowance for construction contingency which accounts for unknown bidding climates,
weather delays, and labor and supplier delays. This also accounts for additional construction tasks due
to scope change3 and unknown site factors.
/'"
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