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HomeMy WebLinkAboutCouncil Workshop Minutes 01.13.2004MINUTES COUNCIL WORKSHOP JANUARY 13, 2004 6:30 P.M. COUNCIL CHAMBERS A Council Workshop was held in the Council Chambers and called to order by President Gay Easton at 6:34 p.m. on January 13, 2004. COUNCIL MEMBERS PRESENT: x Dick Fritzler _ Vacant council seat _x Gay Easton _x_ Dan Mears OTHERS PRESENT: Mary Embleton Larry McCann Cal Cumin Keith Molyneaux Terry Ruff Joel Barnhart _x Doug Poehls x Mark Mace _ Daniel Dart John Oakes Debbie Meling, Morrison-Maierle Jason Mercer, Morrison-Maierle Brian Borgstadt, Morrison-Maierle Public Input (three-minute limit) Citizens may address the Council regarding arty item of City business not on the agenda. The duration for an individual speaking under Pubtic Input is limited to three minutes. While a1I comments are welcome, the Councif will not take action on any item not on the agenda. • None. Clerk-Treasurer -Mary Embleton • Preview of Year End Report for FY ending June 30, 2003 o First Year End Report prepared for the council's review o Same format used as the mid-year report o Review of major funds as compared to the previous fiscal yeaz o Yeaz End Report will be in the council boxes on Wednesday. • Resolution authorizing the transfer of excess monies from the SID Revolving Fund to the General Fund. o Excess SID monies can be used to start an SID and to finish an SID. o State statute allows amounts in excess of 5% of the SID debt to be transferred to the general fund. o The auditors recommended that the state statute be followed and the excess of $30,653.17 be transferred to the general fund. o Keith stated that, according to the statute, the council may by vote of all of its members order the amount of the excess transferred to the general fund. o Discussion regarding whether the complete council would attend the January 20`n meeting. ^ Mary will notify the two council members that were not present at this meeting regarding the issue. Council Workshop Minutes of January 13, 2004 ^ If all the seated council members are present at the meeting, a vote can be taken on the resolution to transfer the excess monies from the SID revolving fund to the general fund. Resolution transferring the insurance funds. o City of Laurel levies mills for Employee Group Health Insurance and the Permissive Mill Levies. o The excess monies are transferred twice a year to cover the cost of health insurance in the General Fund. o The total cost of insurance in the General Fund is $181,766.39, as opposed to the $167,873.05 that was collected from taxes. o Ideally, the city should levy enough mills to cover the costs. Resolution designating the Environmental Certifying Official for the City of Laurel. o A requirement of the CDBG Grant o Bud Johnson was previously designated as the official. o The present mayor needs to be designated as the official. Fire Department -Terry Ruff • Resolution to update agreement for Rural Grass Fire with Yellowstone County o Original agreement with Yellowstone County dates back to 1988. o Agreement provides fire protection services for grass and rangeland fires in the LUFSA district. o County agreement does not provide services for structures. o The three-year contracts with the LUFSA Fire District provide fire protection services for structures. o The fire department has Mutual Aid Agreements with the City of Billings, Park City, and Cenex. Public Utilities Department -Larry McCann • Update on water and sewer systems o Larry presented a Power Point presentation regarding the water and sewer problems. o Copies of the presentation were distributed to the council, and a copy is attached to the original council workshop minutes. o Larry distributed copies of a Project Timeline for Optimizing Montana Public Facility Grants. o Larry explained the grant cycle and future needs and grant applications. • Morrison-Maierle: Water Facilities Plan presentation o Brian Borgstadt, Jason Mercer, and Debbie Meling presented a power point presentation of the first five chapters of the Water Facilities Plan. o Copies of the presentation were distributed to the council, and a copy is attached to the original workshop minutes. o Morrison-Maierle is at the halfway point in the Water Facilities Plan and expects to finish it in April. • Main Street Project waterline o Urban Highway Pilot Program 2 Council Workshop Minutes of January 13, 2004 o $187,000 received for curb, gutter, and sidewalk replacement on Main Street from ls` Avenue to 3`a Avenue. o Larry stated that the water lines should be replaced in conjunction with the project. o Engineering, Inc. gave a cost estimate of $65,000 for the city to replace the water lines. o Larry's cost estimate is $85,000. o A resolution will be presented to council to allow the mayor to sign an agreement with the State to include the water line replacement in the MDOT project. CDBG's response regarding the elevator issue o Larry stated that Gus Byrom agreed that the $30,000 could be used for community development to demolish the building. o Larry mentioned that the mayor recently found available dollars that could be used for this purpose. o Discussion regarding MMIA and liabilities with leases. o Suggestion to look for any environmental issues on the property o Cal Cumin is still working on the salvage aspect of the elevator. Planning Board issues • Laurel Bike/Ped Plan o Cal read several sections of the revised introduction to the Laurel Bike/Ped Plan, which he distributed to the council members. o Cal asked the council to approve the plan via resolution at the next council meeting. Proposed changes to the Laurel zoning ordinance o Public hearing was held at the City-County Planning Board meeting on January 8~'. o The proposed changes are housekeeping items that will put the codes into line with the state codes. o Cal asked the council to set a public hearing on the proposed changes. Executive review • Elect council president and council vice-president o Item will be on the January 20`" council agenda • Ward 2 council vacancy o Two letters of interest were received by the 5:00 p.m. deadline today. o Item will be on the January 20s' council agenda o Council appointment by majority vote Resolutions• • Resolution No. R04-_: Resolution authorizing the transfer of excess monies from the SID Revolving Fund to the General Fund. • Resolution No. R04-_: A resolution transferring certain insurance funds of the City of Laurel. • Resolution No. R04-_: Resolution designating the Environmental Certifying Official for the City of Laurel Council Workshop Minutes of January 13, 2004 • Resolution No. R04-_: A resolution approving an agreement between the City of Laurel and Yellowstone County, Montana, said agreement relating to fire protection. Announcements • Council work session on Saturday, January 17`h, at 8:30 a.m: at the Super 8 Motel. • CounciUdepariment head work session on Saturday, January 24u', at 8:30 a.m. at the Super 8 Motel. Attendance at the January 20`h council meeting • All council members present at the council workshop will attend the council meeting on January 20s'. • Mary will contact the two absent council members regarding whether or not they will attend. Other items • None. The council workshop adjourned at 8:17 p.m. Respectfully submitted, ~~ fit,( C~~"' 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. 4 QNZ I.V J ~ U~ ~U U~ ~3 0 a~ a~ La ~° r Z~ O~ Z~ N_ L ~ ~ J a~ O~ 1 OU LL ~ Z0 J L w~ ~~ W O~ a 2 3 ~ II ~ ~ .f.__ ..;- Gam- ---_ - ,_ «,__ _c.:-I I ,. ~ ~~ 0 N d I I I I I I I Icy ~I r..~ ®®~ -, .' ~ J I I I I I I '. _. ....__ .. _. _ . TN "" ._I I J I_1 ._ _ _.~ .. 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Q a a ~ m ~ °~ C? , ~ N ~ .o ~ O~~ J c m- ; ~ o c ° ~e ~ w ~ in ~- an d m , Q ¢ - e t~ m m N ¢ N C d ~ ~ N Q ~ C ~ ~ a~+ N N N N ~... ~ ,~ ~ .~ C O . 3 U 'V V y ~ G m m W m ~Z ~ C7 c~ ~' ~ ' ~ m m ~ d ~ ~ ~ . Q E ` y aJ ~ C G O O ~' ~ C l~9 N ~~ N . 4 ~ ~.. ~ ? C ~ ¢ . ~ '0 ~ ~. « o U a` F o . w m a a` C~ a C`9 ~ i.~• U v~ i L ¢ Q m U a J = m ,. .. ® . ~, W W C7 K IN- U F Public Utilities where are we Md where are we going Water & Sewer Problems • Lack of Maintenance and inftactructure replacement or up grades in past years. • Most of the water and sewer system is over 80 years old. 3 City purchased the leas[ expensive material ~ to install in the ground. Lack of planning far future Reaction to problems Fnst major project is a camber of years was reaction to order by the Department of Eavnomn®tal Quality (DEQ) • Chlorine contact basins at water plm[ • New 18 inch lines feeding water to City • Sandblast and paint reservov inside and out • Cost 5.2 million Second major project was a reaction m the intake problem 6 years to correct cost 2.6 million ~$ What Action have we taken • ••~vnee~aYftem Vnlege Seb lift Snton d: elm streelliamton Replaced weer linen uaa~mdcegm ~ lm Aw eod H Ave e Cobredo & 5" to get ahead of the problem • Develop realistic facility plans • Maintain rates at a level to accomplish work • Maintain grant eligibility Submit grant applications Grant Cycle 2 What we did to get the Grant • 2000 City adopts Needs Assessment • 2000 Flood plain study done • 2001 Flood Mitigation Plan > 2002 Waste Water Facility Plan J 2003 CIP Capital Improvement Plan Grants Reviewed for Community Plaoniag .@ Needs Assessmem- 125 Need forproject -125 Project Concept and Technical - 100 Design- 100 Commvnity Efforts - 75 Need for Financial Assistmmce _ I50 B®efn to low mmd moderate income - 100 Implementation and management- 125 Water Projects • Intake • Sututantially complete August 2003 • Generator installed Generator test set for ead of January 2004 Reservoir cleaned November 2003 ~~ Filter evaluation 2004. Main Street 3 Water • Water Facilities Plan • Pnsw[ation to Council of first sections January 13,2004 • Plan to be complete by April of 2004 Waste Water Waste Water Facilities Plan completed April 2003 Cost $52,932.00 CBDG gent applied for May 2003 City of Laurel selected as number 1 in the gent award. Morrison Maierle Engineers doing design work on Phase 1 of the Facility plan. Future Apply for TSEP Grant for Waste Water Apri12004 $500,000.00 Develop rate increase for Waste Water to obtain and SRF loan and raise 200 000.00 for system maintenance. Apply for CDBG Grant for Water 2006. Develop water rates to produce 200 000.00 for system maintenance 4 Future Complete CDBG Grant Waste Water 2004 Apply for TSEP Grant Waste Water 2004 Receive TSEP Grant Waste Water 2005 Apply CDBG Grant Water 2006 Water Waste Water Rates Sufficient to obtain loan 2006 Keep Needs Assessment & Income Survey Updated F Why do a Facility PIan7 - - ~ • Develop !Dols for effeetlve ' - deelsion making 1` -Project pdgftle9 - Project t0.4t esllmalea -Plan for Nwre Impmvernenls • Clty ellglble for low Interest loans and slatelfederal gronls Scope of Facility • 0.vaess Current Sltuatlon - Planning area entl tlempg2phlcs - CandUCn of exisling systems -Perfomanw of e>USUng systems -Capedty of esisting systems • Aseeee Future 811uallen -Pop ulaUOn pmJactloic -Water usage 8 demantl farecesls - Future enNmnmenlal regulations - 7NS is where we are in Me process... • Develop and Evaluate Aaamadvos ~ • Devrdop Implemantatlon Plan I Population and Planning Period Population ProJectlon Y0001~4 2005 2070 2075 2020 2022 VellOwslOne COU01y 128,352 138,111 145,244 150,724 759,212 151,295 Cly of leumJ 8,255 6,806 7,182 7,538 7,914 8,062 e 9xarlw.x.c• CIIYal~urel 8,255 8,075 10,810 12,390 13,754 74,299 cvamim+mo.wwrmmi • 20-y~r planning period typical for water facility planning process Existing Water Dlstributlon System • High sarvl7re pumps a! tsater trealmen! plan! • Pamlle116-Inch bar7smtsslon mains • Over 90 tulles o1 water dlsMbutlon system • 4.0 MG reservoir • 1 booster S!allon Existing Water Distribution System • Original system 7900's • Hlgh service pumps are 49 years old (design 20) • Contro9ing larger high service pumps dltfleult • Calculated required storage volume Is 5.7 MG (4.0 MG available) 2 Exlsting Water Distribution System • InadequaM fire flow cepaelty (northwest, Baal, southwest) • 9,650 LF of undersized mains (4° or smaller) • No fire protection at W WiP • Low pressure In Cherry Nllls Area (Northwest) Exlsting Wafer Distribution System Health amt Safety Concerns Manual central of high service pumps Nigh service pumps and controls nearing their design life Dlstrlbullon system cannot produce needed fire flow In the eastern, northern, and southern areas and a! YYWTP Water dlslrthutlon system experiences continued leaks and breaks (Most recent January 9, 2004) Exlsting Water Distribution System Health and Safety Concerns InsuMelenk storage volume to address operellonal and emergency storage (Adequake storage for fire protection) Leek of backup power at only booster station Leek of controlled access (alarms, fences, gates) to key water dislribudon components Existing WTP ~,;. ~~~~`~~ • Conslrucled in 7940s. • Major upgrades In 1955, 1976, 7979, 7997, and 2003. • Able to meet SDWA regulations and discharge permlL • Historical peak Just over 5 MGD. • Naed addlNOnal capacity and upgrade aging Riverlntake • Yellowstone Rhrer • Original in 1940s • New Intake 2003 • 20 MGD CapaWty • Submerged Passive screens Raw Water Pump Station •PUmps • yYTP (5.6 MGD) •dpandaM• to 75 MGD • Cenex (3.2 MGD) •Expandabl• to 5 MGD Control • yY7P -manual or clearwell level • Cenex - automatic on discharge pressure • Good condition and adequate capacity. 4 Flow Measurement and -~~~ ChemlealAddition • Alum and Polymer -Manual - Being'eplaeed • Parahall Flume - Mlaing - Flow Measurement Flocculation and Sedimentation Filtration Two mullWnedla otters Gapaelty •1,500 gpmlflller (peak,' •Fiydrauliealy Ilmtting AMAraeite keing roPlaced Backwash system •Manualy operated •XOSd tank or pumped •Backwash recycle •Fllter to wasbe to fives Chemical Addition • FIIber effluent upstream of ulearwe0 _ • Mhdng oecuB at weir ;. ~r..:i-i - • Dlslnfecllon ~'~_ ~~` •Chlorine _ -. ,CT Adequate ~ •Albernative 7s • pH Adjustment • Fluoddallon Storage • Concrete Clearwell •ConstroMed in 7997 •350.000 gallons •CT eapaetty - ~ 0 MOI •Improved hydraulk:s •LIf! pumps7wet well •Backwash Tank •250,000 gallons •Steel -needs Ilning •Backwash eapaelty 6 Sludge Pond • Backwash Waste • FWeeulatlon Drain • Sedimentation Drain • Discharge to river • MPDEg Perml! • Backwash Reeyele • Inadequate capacity Control/Fllter • Laboratory • Control Room • Lunch Room • Storage • One Area Existing Water Treatment Plant HealthlSafilty and Operational Concerns • GpaWty of the fllteo lnadequata brlulure • Fhmeulatlon and setllmantatlon haslna In poor eantlltion aml are net meeting operetlenal needs • 8[ssl tank rosthp and noeda !e a Ilnsd • Sludge Pond eapaelry inadegaata ' • Oporetlons aWlding needs ndditlonal rooms /or laboratory, control room. storage. and pareonnal • N/emaliva dlalMeelan/ befog araluated • FYSh mlz may be neatletl tlapantling an aueeasn of new polymer 2 Where Do We Go From Here2 • Develop replaeemen! and upgrade allemalives • Eallmate costs • Prepare dret! faclllty pWn • Report back M publle and Council • Fi~mliza recommendations andget MDED approval