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HomeMy WebLinkAboutCommittee of the Whole Minutes 02.16.1999 MINUTES CITY COUNCIL COMMITTEE OF THE WHOLE February 16, 1999 6:30 P.M. Council Chambers MEMBERS PRESENT: OTHERS PRESENT: Chairman Chuck Rodgers Dirk Kroll Gary Temple Ken Olson Miles Walton Gay Easton Norman Orr Bill Staudinger Bud Johnson V. Joe Leckie Larry McCann Cal Cumin Rick Musson Don Hackmann Jim Stevens Rick Musson informed the council that Shane Weinreis m~d Jay Hatton started the Police Academy today. Larry McCmm distributed a report on the February 11th meeting with the Corps of Engineers. He has talked with Jeff Ryan from DEQ since that meeting, and they have backed off from the April 21st deadline for a plan for correction. The Corps was more than willing to help work on things and Larry expects to hear from them this week with some cost ideas. The Section 22 Grant is the grant they would use to do the planning of the intake structure. We will have a plan in place as soon as the dollar figures are available. Larry also distributed un update on the Willow Drive ditch lining. After the last discussion on the ditch, he called the contractor to get prices on lining the ditch for a shorter distance. The contractor suggested taking the work to prepare the ditch out of the contract. If someone else prepares the ditch, the cost to line it would be $51,370.00, a savings of about $15,630.00. The contractor offered to send someone out to oversee the preparation. Larry called the Ditch Company because we donot have the equipment necessary to do this work. Gay Easton and Larry met with the Ditch Company representatives at the site on February 12th. The Ditch Company agreed to provide the preparation of the ditch if the City would provide a dump truck and haul away the material that is removed. We will need to provide some gravel to smooth out the bottom to meet the contractor's requirements. The Ditch Company would require payment of about $250.00 to transport their track hoe to the site. The Ditch Company is also requiring a letter exempting them from maintenance of the lining. The maintenance would become the responsibility of the owners participating in the lining project. The 25 percent can be broken down into 12 ½ percent hard cash and 12 ½ percent soft cash. That works out to about $8,625.00 in hard cash for the residents to pay. The sof~ cash amount of $8,375.00 would include the management costs of $1,275, labor costs at $3,250.00, materials and supplies at $1,600.00, and equipment at $2,500.00. The state's contribution through the grant would be $50,250.00. Larry asked for the council to give him direction regarding whether or not to apply for the grant, which is due on February 27t~. After further discussion, Bud Johnson asked the mayor to have Joe draft the motion to apply for the grant. The motion needed to include a stipulation that the residents provide their portion of the funds before the project was started, that the residents maintain the lining, and that they release the City from any further obligation to repair the ditch. Larry stated that these stipulations were outlined in the grant application. The meeting adjourned at 6:50 p.m. Respectfully submitted, Cindy Alien City Council Secretary -k 0 To: Mayor and City Council Report on meeting with the Corps of Engineers February 11, 1999 Persons Present: Liz Ching - Senator Max Baucus, Billings Office Larry Robson -COE, Billings Office Debbie Bray - COE, Omaha Office John Remus - COE, Omaha Office Alan Steinee - COE, Helena Office Jim Darling --- FWP, Billings Office Jeff Ryan - DEQ, Helena Office Dick Blodnick- EPA, Helena Office City of Laurel - Councilman Gay Easton, Larry Superintendent McCann PWD, Duke Nieskens Plants The meeting started at 9:00 A.M. at the Water Treatment Plant. The group walked the area to observe the work that had been done. This allowed for explanation of the problem and how we arrived at our decisions. The meeting then moved to City Hall. Debbie Bray began with an explanation of the section 22-grant program. The grant is a 50 - 50 grant. Our share can come from other grants as long as the grantor knows it is going for a section 22 grant. The Corps will accept more than one sponsor for our 50 %. The Corps only accepts from Public entities. Because of the concern for our problem Debbie has already ask for funds for the Corps 50%. John Remus explained that he would finish his scoping of the project today. At this time he still needs to spend more time at the river checking up stream. He feels their may be more than one solution to the problem. Jeff Ryan explained DEQ wants a plan for correction by April 21, 1999. DEQ used Corps letter to count days when plan is due. Larry Steinel stated the Corps letter from Helena is worded such to be more open ended. They would like to see plans as soon as possible but as long as we are working towards a solution and we keep them informed they will work with us. John said the Corps should have initial scoping done this month Jim Darling would like to get the issue of the berm resolved before spring run off. They would like to get final solution with least amount of river disturbance. Discussion on the berm by the group settled out to if Larry Remus determines it should be removed or let high water take care of it. The berm in the river will be left to high water. The gravel along the north side will have to be determined in the study. Gravel may or may not need, or matter, if its removed before high water depending on bed movement of the gravel immediately up stream. John Remus indicated the city would not run out of water even if more emergency work has to be done. Permits will be applied for now to do emergency cleaning around the intake. As the gravel bar moves it will settle out at the intake. Dick Blodnick will check with Jay Sinott at his office about possible federal assistance. Discussion about actual construction time. The final solution will depend on funding and time to get project to bid. SRF, CBDG, FEMA SRF balance of 5.2 that is not used on water plant? Larry Robson brought up we could get permit that allows for work to maintain water to intake. We need to develop a plan for next year, if the permanent solution is not in place. We also need to contact DNRC for permit and DEQ it would be good idea to get these permits in place now. We need to devise a contingency plan for next winter. Something we can put in the river to divert the water Meeting adjourned at about 12:30 0 To: Mayor and City Council Update on ditch along Willow Drive February 15, 1999 After our last discussion on the ditch I called the contractor to get prices on lining the ditch for a shorter distance. The contractor suggested taking the work to prepare the ditch out of the contract. The cost to line the ditch if some one else gets it ready is 51370.00. This is a saving of about 15630.00 dollars on the contract price. The contractor offered to send some one out to oversee the preparation. Because we do not have the type of equipment to do this work I called the Ditch Company. On Friday the 12th Councilman Easton and myself met with the representatives of the ditch at the site. The ditch company will provide the preparation of the ditch if the City will provide a dump truck and haul away the material taken out. This will require us to provide some gravel to smooth out the bottom to meet the contractors requirements. The Ditch Company will require payment for transporting their track hoe to the site at a cost of about 250.00 dollars. The Ditch Company is also requiring a letter exempting them from maintenance of the lining. This maintenance would become the responsibility of the owners participating in . the lining project. The residents of the area are attempting to raise the monies needed for the project. It is my understanding they have raised about 3000.00 dollars. The grant application is due February 27th. I need to know if we should apply for the grant. If they do not raise the required amount we will not accept the grant. 0