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Home My WebLink AboutCouncil Workshop Minutes 01.30.2018 - Revised MINUTES COUNCIL WORKSHOP- REVISED JANUARY 30, 2018 6:30 P.M. COUNCIL CHAMBERS A Council Workshop was held in the Council Chambers and called to order by Mayor Tom Nelson at 6:30 p.m. on January 30, 2018. COUNCIL MEMBERS PRESENT: _x Emelie Eaton _x Heidi Sparks ; _x Bruce McGee _x Richard Herr I x Scot Stokes x Irv Wilke � x Richard Klose x Bill Mountsier OTHERS PRESENT: Noel Eaton, City Planner Matt Wheeler, Maintenance Superintendent i Rick Musson, Chief of Police Chad Hanson, Great West Engineering Public Input There were none General Items • Appointments o Tree Board ' There is one vacancy on the Tree Board;the only applicant is Phyllis Bromgard. � o Park Board ' There is one vacancy on the Park Board;there are two applicants, Ken Gomer and Curtis Lord. o Public Works Committee There are two vacancies on the Public Works Committee; the only applicant is Brian Roat. o Planning Board There are two vacancies on the Planning Board; there are no applicants. o Yellowstone Historical Preservation There is one vacancy on the Yellowstone Historical Preservation Board; there are no applicants. Executive Review • Resolution—A resolution approving the City of Laurel's Riverside Park Master Plan Mayor Nelson stated Council held the Public Hearing at the last Council meeting, and there wilI be an additional Public Hearing next week, for the Riverside Park Master Plan. The public comments from that January 16`"Public Hearing have been added to the Master Plan. Noel Eaton, City Planner, stated that there would not be an additional Public Hearing at next week's meeting as the Council had already held the Public Hearing. The adoption dates and public comments Council Workshop Minutes of January 30,2018 are the only changes that have been made. Council will receive a final bound copy of the plan prior to next week's meeting. • Resolution—Horseshoe Club Lease Mayor Nelson stated that he reviewed the Park Board minutes from January 4, 2018. It is unclear if � the intent was for a preliminary lease to be drawn up for Council to discuss. The City Attorney drew up a lease, which may or may not change. This resolution will be pulled until items of concern have ''i been addressed. ', Matt Wheeler, Maintenance Superintendent, stated that he, Kurt, and Fran went down to Riverside Park this morning to inspect the area. They noticed some areas of concern that need to be addressed before signing the lease. According to the lease, it appeared that the City would be responsible for the maintenance of the building once the lease is signed. The known potential issues with the electrical would need to be included in the lease before signing. Matt, Kurt, and Fran took pictures of the areas of concern. Those pictures are attached to these minutes. These items will need to be fixed, even if the ' City is not directed to fix the issue. Mayor Nelson stated that this issue would be brought back to Park Board. Staffwill present an update when they have on�. I Emelie stated that the term of the lease is five years but for only $60 a year. She was under the I impression that previous leases brought before Council had increased significantly based on the square footage that is being leased. Since they would be leasing the building and the pit, she felt it was a bargain. Mayor Nelson stated that via the January 4th Park Board minutes that they recommend the continued cost of $60 per year for the lease. He reminded Council that the Park Board is responsible for negotiating leases that they feel are fair. Irv clarified what was discussed at Park Board. He stated that there are nine members of the Horseshoe Club. They have paid $60 a year for a number of years as that was what was agreed to cover the electric cost. He questioned if the electrical issues caused concern over bodily harm or fire. Matt stated that he is not an expert. Things need to be brought up to code. Irv questioned who would be responsible for bringing the building/electrical up to code before signing the lease. Matt stated that someone who is qualified needs to look at the building and determine any issues that need to be addressed. According to the how the lease was drawn up the City would be responsible for , maintenance of the building. � Bruce stated that it was his understanding that the City doesn't own that building that the Horseshoe ; Club does. He questioned if the applicable MCA would apply to the building being on City property. � Mayor Nelson stated that is a question for the City Attorney. Since there is some unanswered ; questions staff will work with the City Attorney to clarify these issues before being brought back to �, Council. 2 Council Workshop Minutes of January 30,2018 Bruce stated that the only picture that was of immediate concern was the box if it had live power and a child putting their fingers in the outlet. He questioned why the City would be required to do the repairs on a building they don't own. He stated that the purpose of allowing someone to take over or own a building that sits on City property is that the responsibility comes off the shoulders of the City. The only item that needs immediate attention is the outlet that needs a plate placed on top of it. Mayor Nelson stated that Article 14 should answer most questions. The Article states that � maintenance is on the leasee and that the City has the right to inspect the building. Emelie asked that this item is moved to the next Workshop. Mayor Nelson stated that this item has been pulled from next week's meeting and will come back to Council when these issues have been resolved. • Resolution — Amendment No. 8 to Task Order No. 26 — New Water Treatment Plant (WTP) Intake Laurel Engineering Services On-Call Great West Engineering, Inc. Project No. 2-07128 Mayor Nelson stated that this amendment is to address the final punch list and asked Chad to explain further. Chad Hanson, Great West Engineering, stated that after the Army Corps of Engineers (ACOE) did their walkthrough this fall, they agreed that all the wetlands were put back to their original state with no loss. He stated that during the project a culvert was replaced that was near the wetlands and an area of concern. The ACOE has asked the City to prove there was no impact on these wetlands. The City will need to resurvey the wetlands to ensure there was no loss. This request was not included in the original permit and therefore was not included in the original scope of the project. There are three parts to this amendment. Part two is the three-year monitoring of the wetlands. There is a possibility that monitoring will take less time or a lesser requirement. The cost listed is the worst case scenario with full monitoring and soil testing of the area. Last is continuing to assist with the FEMA paperwork and close out process. The Clerk/Treasurer is preparing for the audit and will need their ' assistance with the audit and close out with DES. Irv questioned if the culvert that was replaced was replaced in error or was the size change done for a � specific reason. �I Chad explained that there was a culvert there that was not supposed to be a smashed culvert. The contract removed the culvert, and there was no way to replace as it was too rusted. The culvert was CHS's, and they provided a replacement that was appropriately sized for the ditch. The ditch company had the culvert moved 40 feet. There was no additional cost to the City for this culvert. The culverts were the same capacity,just different geometry. Bruce questioned if there is a possibility that the amount listed for monitoring could be reduced. Chad clarified that yes, Great West Engineering only bill on time and materials. They will monitor �I how quickly the wetland vegetation comes back and then do soil testing in those areas. If the monitoring becomes less the City will pay less. i Emelie asked for clarification on the figure the Council is being asked to consider as there are a few ' figures listed in the document. She asked what had been paid, what is going to be paid, and what is the City responsible for paying. 3 Council Workshop Minutes of January 30,2018 Chad stated that the estimate for surveying and mapping of the wetlands is listed for $18,000. The additional monitoring of the wetlands is listed for $26,300. The helping with the FEMA audit and close out is listed for $9,200. The total of$1.6 million is from the beginning of this project. This amendment is for$54,200 for the three listed items and includes the amendment considered today. Emelie questioned if the City had already paid the $1.6 million and would still need to pay an additional$54,200 to Great West Engineering. Chad clarified that the $1.6 million does include this current amendment. He could have the ' Clerk/Treasurer provide an exact number of what has been paid out currently. ' Mayor Nelson asked Chad to explain how much of this cost is eli ible for FEMA. II g Chad explained that all of this cost is eligible for the 75% from FEMA. He stated that getting the ', ACOE sign off on th�s pro�ect is necessary to do the audit, which is necessary to get the $1.5 million released from DES. i Emelie stated that the City is paying out large amounts of money on the intake which is still not finished, even thou it is operational. There is a checklist that is not complete. It is her understanding that staffwould like to move forward with the SED Basin project. She asked that more caution is used in that project regarding costs. She requested to see price comparisons as opposed to a wish list. Mayor Nelson asked Chad what the City is still paying for the intake. Chad clarified that final payment had been made to the contractor. Everything is complete. There are minor warranty issues they are working on. There will be an 11-month walk through to look at a�eas that need to be reseeded. Mayor Nelson stated that the intake is operational and they are also utilizing the 2003 intake. Chad clarified that the operators are using the 2003 intake occasionally to keep it free of ice and slush �I; so if it is needed they can use it. Everything was designed to be able to use either intake. ' • Resolution — A Resolution Authorizing the Mayor to Execute a Contract with CIP Construction Technologies, Inc. for Manhole Rehabilitation Services within the City of Laurel. Mayor Nelson stated that this last spring the City used this method to repair manholes. He asked to have Matt explain further. Matt stated that the City had used this company to repair manholes in the past. Pictures of our current � manholes, those to be replaced, and those done last year are attached to these minutes. The City's I aging infrastructure is crumbling. This is typically located in the older parts of town. On the eastern �'� part of town, there are some H2S issues, which cause further issues with the manholes. The project � this year is to repair the manholes on East Main. This product is a fiberglasskesin liner instead of ', digging up each of the manholes. This product is 1/3 of the cost as compared to entire replacement. This product has a 50-year warranty. The City is happy with the ones done last year. This company is located in Kalispell, but they are doing work in Gillette and Red Lodge. While the contractor is in the ' area, it will save the City mobilization fees. Work is currently set to begin in early March. This will 4 Council Workshop Minutes of January 30,2018 also include leveling of each manhole with the road surface. Currently, the City is pulling chunks of concrete out of the Elm lift station from these manholes. Bruce questioned if there were any issues with the work completed last year. Matt stated not with the work itself. There were a few issues with scheduling. However, since this project is on a State road, there will be a tighter timeframe in which to complete the work. I Mayor Nelson clarified that any project for sewer, water, or solid waste must be paid from the respective enterprise funds. The City bills the residents for the services rendered. What the City charges must cover all operation and maintenance costs. • Resolution— CHS Water Supply Agreement Mayor Nelson mistakenly understood this agreement to supply CHS water. ' Emelie questioned why there was an agreement if we supply them water via our water rate agreement. Mayor Nelson was reminded that this agreement is for the $1.8 million donation given to the City for the SED Basin Project. The Mayor and City staff, including the Clerk/Treasurer, had a meeting with CHS regarding the $1.8 million earmarked for the SED Basin project. City Council voted this project down in 2017. They have identified items that are not necessary to have completed as originally engineered, such as a loading dock. When the project was first brought to Council the $1.8 million was set to expire, an extension was asked for and granted. He asked for the same extension that the DNRC grant through the end of 2018. Emelie asked if this agreement is just to extend that deadline for ten months. Mayor Nelson stated correct that they have extended until the end of 2018. Matt stated that his understanding is that if the project is started by December 2018, then the City will not lose out on the donated funds. Mayor Nelson stated that having a bid signed by a contractor is sufficient for starting the project. Bruce questioned what constitutes "starting construction" and is the signing of the document considered starting construction. � Mayor Nelson stated that from that meeting with CHS the date the contract is signed is considered starting construction on the project. • CouncilIssues o Update on 2011 Yellowstone River Flooding Event ; This update was given with the above agenda items listed as Resolution - Amendment No. 8 to Task � Order No. 26—New Water Treatment Plan (WTP) Intake Laurel Engineering Services On-Call Great West Engineering, Inc. Project No. 2-07128. '� Mayor Nelson stated that he has a meeting with Sherrie Meadows and Tim Tennis about the final ' audit and close out of the intake project. ' 5 Council Workshop Minutes of January 30, 2018 Emelie questioned if the State is waiting on the final audit and then they will ok. Mayor Nelson stated that the State would release the $1.5 million dollars which is FEMA funds, not the State matching funds. In reality, the State still owes the City the 25% of matching funds for the FEMA grant. o Discussion—Traffic on the Southside for CHS Turnaround ' Heidi stated that there had been significant issues with traffic during past turnarounds. Mayor Nelson asked that staff share what they have done thus far and then have residents present. i Police Chief Musson stated that Turnaround will start in April and should end before Memorial Day. ! Kurt, Tim Reiter, Matt and the Police Chief inet with CHS to discuss traffic during the turnaround. The refinery does talk to their full-time employees frequently about not taking S. 4�' or S. 5`�' and to �� take Railroad to leave the Southside. Law Enforcement cannot stop them from using City streets as ' they are public. The refinery is willing to rent electric signs to direct traffic to Raikoad. The trucks hauling to the new interchange may be using Railroad by then too. Currently, they are using W. Main but that may change by the time turnaround gets here. There will be a bottleneck at 1 S� Avenue and Railroad. They will put signs on 8`"Avenue stating speed limit 25 mph and slow down. CHS will also pay Officers overtime hours during peak hours, which is 5 a.m. to 7 a.m. and Sp.m. to 7p.m. The Police Department will try to have at least one Officer present each day. Officers will need to sign up for these shi$s so there is no guarantee they will be filled. He was given a sheet with the schedule of employees for the refinery with peak hours; this document is attached to these minutes. CHS has told the City that during peak hours they expect 800 to 900 extra employees to be in the plant during that time. The larger of CHS's two parking lots is located by Badger Square. The other lot is located offof Highway 212. The Police Department will do their best to be there and take complaints. The same � pertains to the trucks hauling gravel. Emelie stated that she was leaving town and saw a semi on S. 4"' Street. She watched this semi turn South and could have been heading to the refinery. She questioned if citizens should contact the Police when it is obvious that a contractor is not using the designated truck routes. Police Chief Musson stated he had been a truck driver in the past and many cities do not indicate the truck route. Typically normal delivery drivers know where this truck route is, he gave an example � recently where a semi was stuck on the ice on S. 4`�' Street and Woodland. In this case, the driver was 'I from Utah and delivered to a grocery store in Billings. There were excess cases of food that were donated to Community Hope. The route given to the driver was S. 4th Street to Woodland, and he was caught on the ice. The law states they can deliver. He said to call the Police Department with as much information as possible, and his officers will address the issue. �� I Ruben Perez, 312 Yellowstone Avenue, stated that the City and CHS could put up signs, but they do not read or obey signs. He has seen them run stop signs and seen kids almost hit. He has called the Police Department but hears that they do not have enough officers or that they are busy. He questioned at what point will this matter, once someone gets hurt. He suggested that CHS build a road through their property to move workers to the rear of the plant and not drive on the Southside. He stated there are significant potholes on those streets from excessive traffic. He is paying his taxes but does not see those streets improved. He does see the crews out each year to fill the potholes. He understands the City has priorities, but public safety should be a top priority. He questioned why the penalties for running a stop sign are not higher to deter the action. The turnaround crews make good � 6 Council Workshop Minutes of January 30,2018 money; a small fine is not significant to them. He questioned why these crews are allowed to destroy the streets, disobey traffic laws, and essentially do what they please and only receive a small fine. He is fed up with the traffic in his neighborhood. He described it as a "zoo" and being "held hostage." The peak hours are between the hours of 6:00 a.m. to 6:45 a.m. and 5:20 p.m. to 5:45 p.m. He would like the City to request CHS employees, both full time and temporary, stay out of their neighborhood. Police Chief Musson responded to a few of the comments given by Mr. Perez. First being "too busy" and "not enough officers." He stated yes on both accounts. The Police Department does try to respond to each complaint, but sometimes they are unable to respond to the call while the traffic is there. Second was the statement regarding the small fine for traffic infractions. Chief Musson stated that the Supreme Court sets the bonds for infractions. The court cannot discriminate against either locals or visitors when determining their fine amount. At this time this is the only place that turnaround employees have to park and will be using the streets on the Southside. He has asked school kids how ' many Police Officers the City of Laurel has, quite often the response is somewhere around 50. Currently, the City has 13 sworn officers. Mayor Nelson stated that he does have a scanner in his own home and can hear how busy the department truly is. CHS must do the turnaround every few years; it is a product of their industry. They have been great partners with the City, and he hopes that the City and CHS can come to a reasonable solution for all parties. Mr. Perez stated he understands they are a great partner with the City. They do have room as they just built a new parking lot by their new building. He does not understand why they cannot build a road for their employees to park at the rear of the plant. Mayor Nelson stated that he would speak with CHS regarding this issue to try to find a reasonable solution. Shawn Stringer, 306 Yellowstone Avenue, stated that he has lived for 19 years on the Southside. The past six years he has noticed the traffic. He has issues pulling out on S. 4�' Street. On his way to Council tonight he counted the cars coming into the neighborhood and those exiting, coming in there were 8 cars, 54 left. He gave the example of the Raikoad switching out by the car wash and traffic 'I was backed up onto the interstate back to Walmart. He stated that there are five giant potholes and he does not typically see road crews until July. He stated that he does see people on a regular basis not ; going the speed limit through the neighborhood and near the school zone. He did try to take matters � into his own hands during the last turnaround. He parked his vehicle on S. 5�' Street and stood at S. 4�' Street and told them to go around. Finally, the police showed up and told him he could not block the street. He stated he thinks this will continue until something bad occurs. !� Heidi stated that she has heard a few suggestions mentioned tonight. One was for a road to be built, ' while this is a long-term solution, it is most likely not feasible for this turnaround. It would be greatly appreciated to approach CHS and discuss this as an option. Second, she took away from tonight's discussion that there isn't enough signage around where those roads are. She asked if temporary construction signs are put up to identify where the truck route is more clearly. i Mayor Nelson thanked those with questions tonight. He will have staffwork with CHS to ask some of ; these quesEions. There is no solution to offer today but will work towards a solution. �� 7 Council Workshop Minutes of January 30,2018 Police Chief Musson agreed that the long-term solution is what both parties are looking for. The question was asked about going through the plant. They are unable to at this time due to safety concerns. The refinery does have a master plan to route the traffic through their property. They are working with DOT on this possibility. The refinery is aware of this issue and is trying to make sure their employees use the proper route to get to and from work. It is a public road and cannot say only those who live here are able to drive here. He gave an example of speeding on E. Maryland. Those who lived there thought only those outside the neighborhood where the issue. The first ticket was someone who lived on E. Maryland. Richard Klose questioned if busing the turnaround crews in would be an option. Police Chief Musson stated that that option was discussed. This option caused a lot of logistical , issues. '� Richard Herr asked if the City can place a sign on Railroad stating no left turn on lst Avenue. Chief Musson stated that the police department could not place those signs. The State would need to place those signs. This would not be a quick fix to that issue. Irv stated that he had talked to the State many years ago about turning left at that intersection. He stated that the response to his inquiry was they would be happy to place the sign but would need a commitment from the local law enforcement to enforce it. Chief Musson stated that each neighborhood has their own issues. The officers enforce all laws regardless of what neighborhood. Mr. Perez asked if CHS can tell their employees that if they are caught and ticketed for an infraction on the Southside, they would be terminated. Mayor Nelson stated that City Administration is working to find solutions to traffic on lst Avenue. LURA may look at some of these issues. Roundabouts have been talked about as a solution to help move traffic more efficiently. Traffic lights like the one at 24�' and Grand in Billings where each side dumps to help keep traffic moving. o City ID's ',I Mayor Nelson stated that he had put information in Council Mailboxes and City Email regarding the '. new City ID's. You will need this when you attend conferences and/or Workshops. Please schedule with Karen Courtney. If you are unable to come in during office hours, please contact the '�, Administrative Assistant to help arrange a time to take care of this. ; Irv stated that he did come in and get his ID. It took him about 15 minutes to get the ID picture taken and printed. i Noel did remind Council that Karen will be out of the office for a few days. � Other Items I Mayor Nelson stated that he would work with the City Attorney and Administrative Assistant to get all Workshop materials to Council the Friday before Workshop. Mayor Nelson encouraged Council to �, pick up their packets over the weekend and review what will be on the next Workshop agenda. 8 Cauncil Workshop Minutes of 3anuary 30,2018 Review of Draft Cauncil Agenda far February_6, 2Q1 S The resolutian for the Horseshoe Club Lease has been removed from the agenda and will be placed on a future agenda. There were no other changes. Attendance at the February 6 2018, Cauncil Meetin� All member present will be in attendance at next week's rneeting. Announcements Heidi thanked the Palice Chief for all the work he and his department do for the City. She alsa thanked Council far allowing this discussion tonight. Richard Klose stated that the American Legion honors local Firefighters and Police Officers. This year they naminated both Police Chief Musson and Fire Chief Peters. Those nominations went to the State and Fire Chief Peters was ehasen as Mantana American Legian Firefighter af the year. On June 22nd he will receive that award in Great Falls. His namination wil2 go on for po#ential nation recognitian. Mayor Ne�son stated that he had the honor of giving that letter ta Fire Chief Peters. He will be in attendance when �ire Chief Peters receives this award. He firmly believes they are the best Fire Llepartment in the region. Scat stated that there would be a Park Board meeting on Thursday, February 1�`at 5:30 in the Cauncil � Chambers Conference Room. Emelie stated that Public Works Cammittee met on January 22"d. They had both Great West and KLJ present to go over the praject they are finishing up and which projects they will start. Due ta the long , meeting, there may nat be a February Public Works meeting as there may not be anything additional , to bring befare the Committee. If they were ta have it in February, they would mave it to February �' 22"a due to the holiday. The council workshop adjourned at 8:02 p.m. Respectfully submitted, '� I Brittney Moo an Administrative Assistant i I NOTE: This meeting is open to the pubtic. This meeting is for information and discussion of the Council for the listed workshap agenda items. '' 9 CITYHALL City Of Laurel 115 W. 1 ST ST. PUB.WORKS:628-4796 WATER OFC.:628-7431 � �0 �� COURT:628-1964 P.O. Box 10 i� ��i �,��'` FAX 62&2241 Laurel,Montana 59044 Office of the Public Works Director January 30, 2018 Thomas C. Nelson, Mayor Re; Horseshoe Club Lease Mayor, I received the Harseshoe Club lease agreement language from the City Attorney yesterday evening and I have been looking at the terms of the lease this morning. Matt, Fran, and I went to Riverside Park to look over the area where the horseshoe pits are located in arder to advise you of any needed repairs that may have to be completed. In the past we had been directed to make sure City facilities have been inspected prior to the City Council and the Mayor approving any leases. During our visit to the horseshoe pits this morning I noticed some electrical issues that may not meet electrical codes. I would like some more time to have the horseshoe pit area and buildings inspected prior to the City entering into a lease. This may require hiring an electrician to inspect and fix any electrical issues. I have attached some pictures of items that may need some maintenance completed. ��Thank you� � / � , � 1 i �'�� J ';' � l� � f ,� w�T', 1�. . Kurt Markegard .� � , �� ,.. � Y�= . �, a,,,��" . � "�t�*'�4.z. . . � ��F $ .,.,� }h7 �. t r _—"'°`"' e..' . A .M' ..�.#',,.: ia .,,.�.w$ y � , . as,r� . , ... .. �' . ...�..a-^-_. . l i . -.a . �'. • xT�i` "a,: "� � �. : ..5. , �_ ��f � �� "��. � � h° , �t�,g� �';�R � � . 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'�` � '� �.,°�'^,." � — � � � � a3...� � � �� _ :�: . � �� .��,..p , � SHIFT TIMELINE Mechanical Crafts will work 6 days per week Exceptions: Critical Path Typically all contractors wiil work 10 hr.shifts Exceptions: Critical Path will work 12 hr.shifts as needed START STOP WORK SCHEDULE DAY/NIGHT DAY/NIGHT Zone A 6:30 AM/PM 5:00 PM/AM Zone B 6:30 AM/PM 5:00 PM/AM Zone C 6:45 AM/PM 5:15 PM/AM Zone D 6:45 AM/PM 5:15 PM/AM CHS OPS 6:00 AM/PM 6:00 PM/AM CHS Maint. 7:30 AM 6:00 PM Hydroblasting 6:30 AM/PM 5:00 PM/AM CHS Warehouse* 6:00 AM/PM 6:00 PM/AM � *CLOSED every other Sunday after 6 PM starting April 21 TA MEETING SCHEDULE Shift Handover and Contractor Shift Start Meeting times will vary due to staggered start times. All other meeting times are firm Refinery TA Update 10:00 AM 2:00 AM Zone Inspection Recommendation Reviews Zone A TBD Zone B TBD Zone C TBD Zone D TBD Zone E TBD Steering Team Review 2:00 PM (Schedule/LWR/Discovery Work Status) Safety Professionals TBD