HomeMy WebLinkAboutPublic Works Committee Minutes 01.22.2018 MINUTES
PUBLIC WORKS CQMMITTEE
JANITARY 22,2Q1$6:40 P.IYI.
CUUNCIL C4NFERENCE ROQIYI
MEMBERS PRESENT: Emelie Eaton
Bill Mountsier jained at 6.42prn
Marvin Carter
Dan Koch
Richard Herr
Heidi Sparks
OTHERS PRESENT: Kurt Markegard, Chad Hanson, Carl Jackson, Travis Jones
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Public Input:None I
Review Minutes fram December I l.2017,,meeting
"Ihe minutes af the December 11'�',2017,meeting were approved as written.
Emereencv Ca11-outs
Kurt stated that there was abaut four ernergency call-outs for the Public Warks Department. One call-out was a sewer lift
station alarm that wen#off when the backup generator failed to switch aff after a timer failed. The second call-aut was for a
water service line break. The third call-aut was for sanding streets and the last one was for a plugged storrn water culvert.
Task Orders with kZJ and Great West EnQineering
Kurt introduced Chad with Great Wast Bngineering to exptain the amendment no. 8 to Task t}rder No. 26. Chad sbted that
Robert Cale with the Army Corp of Engineers has required a suruey af the wetlands along the intake pipeline raute. Chad
stateci that they pushed back as the additional surveying was not in the ariginal Army Carp permit reguirernents. Chad said that
they had not included it in the original task order with the City as this was a new requirement. Kurt explained that there was
also a culvert that was replaced and the Army Corps is requiring additional survey of the area to make sure that wetlands had
not be effected. The culvert was replaced due to the old ona being rusted out. CHS Refinery had pttrchased the new culvert
and the contractor working far the city installed it where the CHS's lease holder thought it should be installed far his
aperations. Moving the culvert was nat in the ariginal application far khe permit fram the Army Carp. Kurt stated that in order
to get the final close ont of the intake project the additional conditions must be finished. Great West Engineering has all the
infarmation to complete the addirional surveying and Kurt presented the Task Order amendrnent to the committee. The Army
Corp of Engineers is also requiring manitoring the wetland areas for up to three years and this would be weather dependent on
when the wetlands would be reestablished. It could be this next spring when the wetlands are restared and that would be the
end af the monitoring. Richard asked if after this work is dane that would be all that neecis ta be done. Kurt stated that as far
as with the Army Corp af Engineers khat would be the understanding. Kurt also explained that he had called Robert Cole with
the Arrny Corps numerous times to explain that the City would be moving forward soon with the plan to meet his conditians.
I�urt has never received a call back and no response to his emails but Kurt has sent the Mayar's letter to Robert infarming him
of the plan to move£orward to complete the survey.
Kwrt explained the Water Treatment Piant Sedimentatian Basin project and the Water Supply Agreement with CHS Refinery.
CHS has given the Ciry of Laurel 1.8 million for completion of the Sedirnentation Basin project. The Mayor has met with
Great West Engineering and given the direction to mave forward with the praject and laok for ways to trim the costs, Chad
and Crystal with Great West met with Tim Reiter,Nathan Herman,and Kurt to laok over the constructian plans and see what
part of the praject cauld be phased in later or campletely eliminated. The Ice Basin was ona companent that could be added as
an aiternate praject if the bids for the project came in low enough ta afford adding the ice basin back into the praject. Kurt
stated that after running the new intake this winter there has t�e no ice going into the sedirnentarion basins but if the City had to
use the 2003 rntake it rnay be possible to experience same ice issues. Chad stated that they are working on revising the praject
scope, cost estimates and took at the rate study to incorporate the project costs to come up with a budget for the project. Chad
will need informatian from the City Clerk Treasure to see how much reserves can be used to finalize the rate study and cost
estimates for the project. I?an asked about where the new project would be built and Chad said exactly where the old
uncavered basin are now. Emelie asked if new water rates would have to looked at and possible be raised far this project. Kurt
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stated that it was too early to tell yet until the rate study is completed. Kurt stated that the last time the rates were increased
was in 2011 and had a one dollar a month increase for water and a one dollar a month increase for sewer every year for five
years. Kurt also went over not moving the Sewer Plant Road to save money and security fencing changes that would not
include automatic gates. The gates are expensive and if the road is left open then the gates would not be needed.
Kurt also discussed other water systems that needed some maintenance like painting the water reservoir. The paint is peeling
off and needs to be repainted.
Task Orders with KLJ and Great West Eneineering Cont.
Kurt informed the committee about the task orders that KLJ is being asked to complete. A screw press for the waste water
treatment plant,HZS issues in the sewer system,and on-call engineering services.
The screw press for the Waste Water Treat Plant is to deal with the additional siudge that is being produced due to the new
treatment plant upgrades that makes the waste water cleaner going into the river. This added sludge needs to be dewatered and
sent off to the landfill and the sludge drying beds are nuuiing out of room. Kurt also explained the need to repair the digesters
and the lift screws at the waste water treatment plant. Emelie asked about the budget to work on these issues. Kurt explained
that the enterprise funds had 750k to deal with the screw press installation and if the project cannot be completed before the
end of the fiscal year that it would be carried over into the next fiscal year. Richard asked about running he screw press during
the winter. Kurt explained that the drying beds would be used during the winter months and the screw press would be run
when the weather is above 32 degrees and there would be no chance of the sludge freezing before we could haul it to the
landfill. Richard asked if the City would be going out to bid on the screw press. Travis with KLJ said that there is only about
two vendors that have been responsive the city and one has a local representative.
Carl with KLJ explained that they would be presenting task orders well in advance of ever seeking the City Council approval
for any items. KLJ will have milestones to meet as they work with staff on any issue they will be asked to perform. KL.J
would not be working on any task orders until the City Council has approved them. Kurt explained that staff has to make sure
that the scope of the projects must be well thought out so the task orders being asked of KI,J to perform dces not change unless
there is something that was not known about prior to KLJ giving the price to complete the task. Travis with KLJ also stated
that if the scope of the task orders is reduced the price would reflect that as well and the City would not be billed for work not
performed.
Street maintenance was discussed and how the State of Montana Department of Transportation requires the city to have a
pavement maintenance program. Kurt presented a power point presentation and explained the current pavement condition
indexing that the city has used since 2005. Kurt also explained that this pavement program helps the City determine where the
City should spend the street maintenance funds that it collects. Kurt also stated that underground utilities should be looked at
before a street project should move forward. The City should not rebuild a street without knowing the condition of all
underground utilities that would also include old natural gas lines. Emelie asked about the balance of the street maintenance
funds and that is why projects are now coming forward. Kurt explained that in order to do street projects that the City must
save up a couple of years in order to be able to afford the projects.
Kurt explained that new streets need to have a sufficient gravel road base under the asphalt for the proper load design. Kurt
and Cazl talked about East 6"' Street and the current pavement condition of that street. Carl stated that you do not want to
spend anymore maintenance money on that street as the pavement is not in a condition that can be fixed. Heidi asked if the
new streets would be designed to have the proper gravel underneath the streets. Kurt explained that in recent projects the City
has put in mare gravel under the streets. Kurt showed the committee the pavement design of the East 8'�'Street project that was
completed a few years ago.
Kurt explained that KLJ would be asked to come up with a task order to perform a street construction project and another task
order for street maintained in the next few months. The street project would be East 6�' Street from 15�Avenue to Wyoming if
the City has the funds to complete the street construction that distance. The street maintenance project may be dependent of
what available funds the City has to do that work as well. Kurt is working with the City Clerk to identify the funds that can be
used for street reconstruction and street maintenance.
Carl with KLJ discussed a different computer pavement maintenance program. Cazl explained that the Pacer Pavement
Maintenance Program is simpler to understand and will show the same information about pavement conditions. Carl also
stated the State Deparhnent of Transportation requires the City to submit data from the program in order to be eligible for State
funding of some streets. The Pacer program is a state approved pavement maintenance program and Carl has talked with a
representative with the State Department of Transportation that they both agree that the City needs to update the street data.
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Carl thinks that the projects for this year are fine to use the old data program but going into the future they would
recommending changing to the Pacer Program.
Dan asked about the East 6`h Project and if it can be built all the way to Wyoming. Heidi asked if it would start at ls`Avenue
and then work east and Kurt stated that would be the plan. Dan also stated that East 4'h street could be used as a haul route to
get construction equipment to East 6�' Street. Kurt explained that haul routes aze needed in order to rebuild the streets in
Laurel. Construction haul routes would be needed to prevent more damage to the streets in the area around any street
construction project. Emelie asked if the cost to reconstruct one block of a city street is around a million dollars and Carl
answered that he didn't think so at this point.
Other
Kurt stated the next scheduled meeting is on a Holiday again. The committee discussed what day the meeting should take
place and Marv asked if a meeting was even needed. Kurt and Emelie will discuss the next meeting and let everyone know if
there will be a meeting on the 26�'of February at 6p.m.
Carl with KLJ thanked the committee for being selected to perform engineering services for the City of Laurel. Carl expressed
that he is excited to see projects that aze coming forward.
The meeting adjoumed at 7:46p.m.
Respectfully submitted,
Kurt Markegard
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