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HomeMy WebLinkAboutCity Council Packet 03.20.2018NEXT RES. NO. R18-10 NEXT ORD. NO.O 18-01 CITY COUNCIL AGENDA TUESDAY — MARCH 20, 2018 — 6:30 P.M. WELCOME ... By your presence in the City Council Chambers, you are participating in the process of representative government. To encourage that participation, the City Council has specified times for citizen comments on its agenda -- once following the Consent Agenda, at which time citizens may address the Council concerning any brief community announcement not to exceed one minute in duration for any speaker; and again following Items Removed from the Consent Agenda, at which time citizens may address the Council on any matter of City business that is not on tonight's agenda. Each speaker will be limited to three minutes, unless the time limit is extended by the Mayor with the consent of the Council. Citizens may also comment on any item removed from the consent agenda prior to council action, with each speaker limited to three minutes, unless the time limit is extended by the Mayor with the consent of the Council. If a citizen would like to comment on an agenda item, we ask that you wait until the agenda item is presented to the Council by the Mayor and the public is asked to comment by the Mayor. Once again, each speaker is limited to three minutes. Any person who has any question concerning any agenda item may call the City Clerk -Treasurer's office to make an inquiry concerning the nature of the item described on the agenda. Your City government welcomes your interest and hopes you will attend the Laurel City Council meetings often. 1. Pledge of Allegiance. 2. Roll Call of the Council. 3. Approval of Minutes of March 6, 2018. 4. Correspondence. • Laurel Chamber of Commerce minutes of February 8, 2018; Laurel Chamber of Commerce Agenda of March 8, 2018. 5. Council disclosure of ex parte communications. 6. Public Hearing. 7. Consent Items. NOTICE TO THE PUBLIC The Consent Calendar- adopting the printed Recommended Council Action will be enacted with one vote. The Mayor will first ask the Council members if any Council member wishes to remove any item from the Consent Calendar for discussion and consideration. The matters removed from the Consent Calendar will be considered individually at the end of this Agenda under "Items Removed from the Consent Calendar. " (See Section I2.) The entire Consent Calendar, with the exception of items removed to be discussed under "Items Removed from the Consent Calendar, " is then voted upon by roll call under one motion. a. Claims for the month of March 2018. b. Clerk/Treasurer Financial Statements for the month of February 2018. C. Approval of Payroll Register for PPE 3/11/2018 totaling $173,338.75. d. Receiving the Committee/Board Minutes into the Record. 1) Budget/Finance minutes of March 6, 2018. 2) Council Workshop minutes of March 13, 2018. 3) Revised Council Workshop minutes of February 27, 2018. 4) City -County Planning Board minutes of February 1, 2018. 5) Park Board minutes of March 1, 2018. 6) Emergency Services Committee minutes of February 26, 2018. 7) Public Works Committee minutes of February 26, 2018. 8. Ceremonial Calendar. 9. Reports of Boards and Commissions. 10. Audience Participation (Three -Minute Limit). Citizens may address the Council regarding any item of City business that is not on tonight's agenda. Comments regarding tonight's agenda items will be accepted under Scheduled Matters. The duration_ for an individual speaking under Audience Participation is limited to three minutes. While all comments are welcome, the Council will not take action on any item not on the agenda. 11. Scheduled Matters. a. Confirmation of Appointments. * Appointment of Heidi Sparks to the Human Relations Committee. b. Resolution No. R18-10: A Resolution of the City Council Adopting the Laurel Transportation System Coordination Plan. c. Resolution No. R18-11: A Resolution Approving a Maintenance Agreement Between the City of Laurel and the Montana Department of Transportation ("MDT") that Provides the City's Responsibilities for the Manhole Rehabilitation Project Along Old Highway 10 (N-4). d. Resolution No. R18-12: A Resolution Approving a Task Order that Provides for Planning Services for the City issues Pursuant to the Master Services Agreement Between the City of Laurel and KLJ Engineering. 12. Items Removed From the Consent Agenda. 13. Community Announcements (One -Minute Limit) This portion of the meeting is to provide an opportunity for citizens to address the Council regarding community announcements. The duration for an individual speaking under Community Announcements is limited to one minute. While all comments are welcome, the Council will not take action on any item not on the agenda. 14. Council Discussion. Council members may give the City Council a brief report regarding committees or groups in which they are involved. 15. Unscheduled Matters. 16. Adjournment. DATES TO REMEMBER: Public Works Committee - Monday, March 19" @ 6:00 p.m. Council Chambers Laurel Urban Renewal Agency - Monday, March 19"' @11:00 a.m. Laurel Library Budget/Finance Committee - Tuesday, March 201 @ 5:30 p.m. Council Conference Room Tree Board - Thursday, March 151 @ 9:00 a.m. PWD Conference Room Emergency Services Committee - Monday, March 26" @ 5:30 p.m. Council Chambers Council Workshop - Tuesday, March 271 @ 6:30 p.m. Council Chambers Laurel Airport Authority - Tuesday, March 271 @ 7:00 p.m. Laurel Airport Tree Board - Thursday, March 291 @ 9:00 a.m. PWD Conference Room The City makes reasonable accommodations for any known disability that may interfere with a person's ability to participate in this meeting. Persons needing accommodation must notify the City Clerk's Office to make needed arrangements. To make your request known, please call 406-628-7431, Ext. 2, or write to Bethany Keeler, PO Box 10, Laurel, MT 59044, or present your request at City Hall, 115 West First Street, Laurel, Montana. MARCH 6, 2018 A regular meeting of the City Council of the City of Laurel, Montana, was held in the Council Chambers and called to order by Mayor Tom Nelson at 6:30 p.m. on March 6, 2018. COUNCIL MEMBERS PRESENT: COUNCIL MEMBERS ABSENT: OTHER STAFF PRESENT: Emelie Eaton Heidi Sparks Bruce McGee Richard Herr Scot Stokes Iry Wilke Richard Klose Bill Mountsier None Mayor Nelson led the Pledge of Allegiance to the American flag. Mayor Nelson asked the council to observe a moment of silence. MINUTES: Motion by Council Member McGee to approve the minutes of the regular meeting of February 20, 2018; as presented, seconded by Council Member Sparks. There was no public comment. Council Member Eaton stated that there was an error in who called the meeting to order. She was referencing the error in the Workshop minutes of February 27, 2018. The minutes of February 20, 2018, had no correction. A vote was taken on the motion. All seven council members present voted aye. Motion carried 7-0. CORRESPONDENCE: None. COUNCIL DISCLOSURE OF EK PARTE COMMUNICATIONS: Mayor Nelson gave a brief clarification of what are ex parte communications. PUBLIC HEARING: None. CONSENT ITEMS: • Claims for the month of February 2018 in the amount of $44342.00. A complete listing of the claims and their amounts is on file in the CIerk/Treasurer's Office. • Approval of Payroll Register for PPE 2/25/2018 totaling $186,280.22. • Receiving the Committee/Board/Commission Reports into the Record. --Budga inane Committee minutes of February 20, 2018, was presented. --Council Workshop minutes of February 27, 2018, was presented. --Emergency Services Committee minutes of January 22, 2018, was presented. --Public Works Committee minutes of January 22, 2018, was presented. --Laurel Airport Authority minutes of January 23, 2018, was presented. --Library Board minutes of January 9, 2018, was presented. --Librate Board minutes of February 13, 2018, was presented. --Cemetery Commission minutes of February 13, 2018, was presented. Council Minutes of March 6, 2018 —TXee Board minutes of February 22, 2018, was presented. The mayor asked if there was any separation of consent items. Council Member Eaton stated her correction to the Workshop minutes of February 27, 2018. The minutes stated that Mayor Tom Nelson had opened the meeting. They will be corrected to state "...the.meeting was called to order by Council President Emelie Eaton in the Mayor's absence..." Motion by Council Member Eaton to approve the consent items with the correct to the Workshop minutes of February 27, 2018, seconded by Council Member McGee. There was no public comment or council discussion. A vote was taken on the motion. All seven council members present voted aye. Motion carried 7-0. CEREMONIAL CALENDAR: None. REPORTS OF BOARDS AND COMMISSIONS: None. AUDIENCE PARTICIPATION (THREE-MINUTE LIMIT): Rlynn Halvorson, 604 7u' Avenue, spoke in reference to a recent incident involving a family member and the delayed response of the Ambulance Service. He stated that the delayed response or no response from the Ambulance Department has been an on-going issue for many years. He stated that the problem starts at the top with the Mayor and Council. He stated that in March 2017 volunteers from the Ambulance Service spoke at Emergency Services and asked for time to address the problem. He felt that in the year since no changes had been made. He encouraged Council to place someone who is "motivated, problem -solving, proactive" as Ambulance Director. He gave the example of how Columbus accomplished this in recent years. He stated he believed there are many funding opportunities for the City to pursue, such as Federal funding and the City's own coffers, to fiord a full-time Ambulance. His final statement was, "the next unanswered call by the Ambulance may be to assist you or your family." Jason Summers, 304 Cedar #3, spoke at last week's Council Workshop meeting. However the Mayor was not present, so he briefly described an incident that occurred to a family member. At 5 a.m. one morning there was no Ambulance available, his girlfriend took this family member to the hospital. She was admitted to the ICU for two weeks; there are oxygen deprivation issues now. He stated he does not know how to fix this issue, but that it needs to be addressed. Mary Ann Halvorson, 805 Pennsylvania Avenue, stated that her husband was the family member mentioned by Rlynn Halvorson. She stated that because there was no immediate response from Laurel's Ambulance Services they had to requested an ambulance from Billings. At that point, they were able to find a crew and had two ambulances responding to the same call. This was a waste of resources. She stated that once Laurel's Ambulance was on scene, they had wonderful service. Denise Smart, 707 71s Avenue, stated that approximately 25 years ago she was the Assistant Director on the Ambulance. Stated that these are the same issue they faced all those years ago. The way they combated this issue was to increase wages. She stated that it is in the budget, that it just needs to be found. SCHEDULED MATTERS: Motion to approve the Laurel Rod and Gun Club's Membership Application Event on May 5, 2018, at Riverside Park Motion by Council Member Wilke to approve the motion to approve the Laurel Rod and Gun Club's Membership Application Event on May 5, 2018, at Riverside Park, seconded by Council Member Sparks. There was no public comment or council discussion. A vote was taken on the motion. All seven council members present voted aye. Motion carried 7-0. ITEMS REMOVED FROM THE CONSENT AGENDA: None. COMMUNITY ANNOUNCEMENTS (ONE -MINUTE LIMIT): Council Member Wilke stated that March 17, 20I8, there will be a Hunter Education Field Course going on in Riverside Park. There will be no live fire. There will be a walk through course, students will be caring the firearms with them, but if any ammunition is found near a rifle, they will automatically fail the course. They will graduate after completing the course. Council Minutes of March 6, 2018 COUNCIL DISCUSSION: Council Member Herr thanked those in attendance for their comments. Council Member Wilke stated that Council did hear those that made statements regarding the Ambulance Service. Council Member Wilke stated that Park Board recommended the use of the Billie Riddle Donation interest to provide benches and shade at the pool. Council Member Wilke stated that Park Board recommended some pool fee changes Council Member Wilke stated that Park Board recommended that the City enter into a lease with the Horseshoe Club after the electrical issues have been addressed. Kurt Markegard is working with the Mayor to determine what those costs are and who should pay for them Council Member Wilke stated that Park Board recommended that the City enter into a lease with the Laurel Rod and Gun Club for the trap range and clubhouse in Riverside Park. One member questioned what the lead contamination was in the park itself. That same member questioned what the new Council and Mayor's position is on shooting in Riverside Park, including BB Gun, Archery, and Hunters Safety Field Tests. Council Member Wilke stated that Park Board recommended that the City enter into a contract with the YMCA to run the swimming pool. The contract will include a start and end date. Council Member Klose thanked those who spoke regarding the Ambulance Service. He also stated that Cemetery Commission is canceled until May. Council Member Stokes thanked those who spoke regarding the Ambulance Service. Council Member McGee reminded those in attendance that Emergency Services meets on the fourth Monday of each month, and those meetings are open to the public. The next Emergency Services meeting is scheduled for March 26, 2018. He questioned if the Safety Bond levy had been passed in 2015, would these instances spoken of tonight have occurred. He stated that Council does not rush through meetings to not deal with issues like the one brought forth tonight; Council grapples with them every week, every month, every year. He challenged an earlier comment that Council and the Mayor are at the "top." Above the Mayor and the Council are the citizens of this community. The citizens of this community decide where the funds come from and where they are spent. Council Member Eaton clarified a statement in the Park Board minutes of March 1, 2018, where Kathleen Gilluly, from the Outlook, made a comment regarding insurance coverage if shooting were to be allowed in the park. The minutes read, "Katheleen GilluIy said the insurance company has said they would cover the city." Council Member Eaton stated that MMIA had repeatedly come before Council to advise them if there was a shooting incident in the park, the City would be on the hook. UNSCHEDULED MATTERS: Mayor Nelson responded to all topics discussed under Council Discussion. The Park Boards recommendation to use the interest from the Billie Riddle for pool improvements. This recommendation will be taken to the City Attorney. The Park Boards recommendation for pool fee changes. The City is working with the YMCA on this along with the dates on the contract. This will be coming to Council soon. The Park Boards recommendation for the Horseshoe Club lease. The City is working on the electrical issues. This will be brought to Council when all questions have been answered. The Park Boards recommendation for the Laurel Rod and Gun Club's lease recommendation. Mayor Nelson stated the month of May has five Tuesday's. May 22"d is typically a night that Council would not meet. However, he is bringing in MMIA and the City Attorney present to discuss shooting in the Park. Mayor Nelson invited the public to attend the next Emergency Services meeting. He stated that he does have a scanner in his home and listens to calls when he is home. lie stated that he is well aware Council Minutes of March 6, 20I8 of the situation and'the City will address the problem. This is not a problem that will be fixed in a week or even a month. ADJOURNMENT: Motion by Council Member Sparks to adjourn the council meeting, seconded by Council Member Eaton. There was no public comment or council discussion. A vote was taken on the motion. All seven council members present voted aye. Motion carried 7-0. There being no further business to come before the council at this time, the meeting was adjourned at 7:05 p.m. �6� Brittney Ma Administrative Assistant Approved by the Mayor and passed by the City Council of the City of Laurel, Montana, this 201 day of March 2018. Thomas C. Nelson, Mayor Attest: Bethany Keeler, Clerk/Treasurer Agenda Laurel Chamber of Commerce March i #; at the • iCabin Moment of Silence Presentation of minutes: Guest Speaker — Yellowstone Checking - $ 73,036.41 Altana CD $ 8,206.33 Altana Saving $ 748.33 Christmas Repair Fund $ 655.96 TOTAL $ 82,647.03 Bilis to be Rresented for 2aayment: - done to date Temple Display paid $ 1,149.35 QLD BUSINESS • July 0- Three vendors have paid and have had tails from 8 other vendors! l I Lunch & Learn- Facebook lunch & learn will be April 18"' at 12pm. Would like to advertise in Outlook if we have any extra openings. • Set Committee meeting dates- Dates subject to committee approval. o Audit: March 22nd o Budged March 29th o By -Laws: April 19th o Scholarship: May ? NEW BUSINESS — • Meet your City Council- The Outlook asked if we would like to help host a monthly meet your city councilperson, like they have in Billings. Ribbon Cuttings • Dominoes- March 14th at 3:14. It is national PI day so everything is centered around 3.14. • Midway Auto Sales — March 15t". Ribbon Cutting will be at 4:30 and then they are hosting the March Business after Hours. • Dickeys Barbecue- March 21s' at 10:30. He will be having a lunch special. 1*1:2 4 =0• I I Business After Hours - If you would like to host an event, please contact the Chamber. o March- Midway Auto Sales- and ribbon cutting o April 2018 _Exchange Club & KC's Palace o May- Thomae o June- Kona Ice would like to do something with someone Meeting Adjourned Next meeting - Argil 12, 2018 Guadalajara 1 0 Board Meeting Minutes The Meeting was held on February 8, 2018 at KCs Palace. In attendance were: Executive Board Members: President - Carrie Smith, Vice President - Chase Anderson, Treasurer - Sandy Reese and executive secretary- Marcia Hafher and Chamber Assistant Camilla Nelson. Directors: Beth Hoferer, Patsy Woody, Bruce Larson, And Katie Whitmoyer, Members: Evan Bruce. Carrie called the meeting to order. The minutes were approved: Katie, Sandy 2nd Bills to be Rr-esented for payment: done to date Old BUSINESS • Annual Meeting Report- Lumpy was not available to attend. Profit and Loss was attached to minutes. • Set Committee meeting dates- Sheet was passed around to sign up on a committee • Audit Will be scheduled for March • Budget End of March • BV -Laws: Late April • Scholarship: May New BUSINESS • July 4th- One craft vendor has paid and have had calls from 6 food vendors!!! • Lunch & Learn- Facebook lunch & learn will be April 18th at 12pm Ribbon cuttings- • Harmony Coffee Bar- Friday, February 2311, at 10:30am, also a Grand Opening • FFA Greenhouse- Wednesday, February 21st at 1:30pm OPEN FORUM • Billboards- Rachele with Harmony is wanting to put together a billboard between Billings & Laurel for "Shop Local" let us know if you are interested and we will get you the info • Crossings Open House- February 23rd 3 -bpm Business after Hours - • March- Midway Auto Sales- and ribbon cutting • April 2018 _Exchange Club • May- Thomae • June- Kona Ice would like to do something with someone Meeting Adjourned Next meeting - March 8, 2018 Log Cabin MINUTES BUDGET/FINANCE COMMITTEE MARCH 06, 2018 5:00 P.M. CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Richard Klose Scot Stokes OTHERS PRESENT: Tom Nelson Bethany Keeler Chairwoman Emelie Eaton called the meeting of the Budget/Finance Committee to order at 5:04 p.m. The next regular Budget/Finance meeting will be on Tuesday, March 20, 2018 at 5:00 p.m. The Budget/Finance meetings will continue to be held at 5:00 p.m. unless the committee felt there was a need to meet earlier. Kurt Markegard was present to discuss a purchase requisition that would be presented to the Budget Finance Committee on March 201'. The purchase requisition is for a replacement circulation pump needed for aeration of the SED Basins. Kurt stated that one of the pumps was broken when ice built up, pulling out the cord. Another pump was making a grinding noise and had to be taken out of commission. The Mayor asked what Great West Engineering's stance on the pumps was. Kurt read aloud from Chad Hanson, with Great West Engineering's email. Kurt stated that the pump had to be replaced in order for the SED Basins to continue to operate. The Committee thanked Kurt for his time and looked forward to reviewing the purchase requisition at the next meeting. The minutes of the February 20, 2018 meeting were reviewed. Richard made a motion to approve the minutes, Scot seconded the motion, all in favor, motion passed. Claims entered through 03/02/2018 which totaled $44,342.00 were presented to the committee. Emelie reviewed both the Claims Detail Register and the Check Register to ensure accuracy. Scot asked what Transfirst was. Bethany explained that it was the company responsible for the processing, collection and depositing of ambulance payments made by credit card. Scot asked why the fees associated with this was so high. Bethany stated that she did not know and would ask Kara and Brent. Emelie made a motion to approve the claims, Richard seconded the motion, all in favor, motion passed. One purchase requisition was presented from the Police Chief to the Committee for updated heating and cooling at the Police Department. Richard asked if there was anyone local that could perform the services. Bethany stated that she did not know but would ask the Police Chief. Richard made a motion to approve the purchase requisition for updated heating and cooling in the Police Department, Scot seconded the motion, all in favor, motion passed. The Comp/OT report for PPE 02/25/2018 was reviewed by the Committee. The Committee questioned the continued overtime and or comp time accrual by Brittney. Bethany explained that her work schedule was M -F 8am-5pm and attending council meetings fell outside of that time so she would accrue the overtime or comp time. The Committee asked if her schedule could be changed to reduce the amount of overtime or comp time. Bethany stated that she would ask our human resources advisor at Avitus Group. The Payroll Registers for PPE 02/25/2018 totaling $186,280.22 was reviewed by the Committee. Scot made a motion to recommend Council approval of the payroll register, seconded by Richard, all in favor, motion passed. Clerk/ Treasurer Comments: Bethany stated that there has been some discussion regarding the utilization of interest gained from the money set aside for a new pool. Bethany stated that she didn't see any financial reason why the interest couldn't be used for pool shading and seating but wasn't sure about the legalities behind using the interest fimds. Sam Painter would need to give his opinion. Mayor's Comments: The Mayor stated that there would be a business meeting of the Council to discuss the current ambulance situation. He would like to have a fully staffed ambulance but was concerned about the funding required to do so. Scot mentioned that the public voted down the levy which would have made this possible. Other: For neat agenda: Brittney 4T/Comp Time Transfirst Fees Local HVAC Vendor The meeting adjourned at 6:20 p.m. Res tfu submitted, Bethany eeler, Clerk/Treasurer MINUTES COUNCIL WORKSHOP March 13, 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 March 13, 2018. COUNCIL MEMBERS PRESENT: —x Emelie Eaton —x Heidi Sparks x Brace McGee x Richard Herr _ Scot Stokes x Iry Wilke x Richard Klose x Bill Mountsier OTHERS PRESENT: Bethany Keeler, Clerk/Treasurer Carl Jackson, KLJ Public Input Dan Koch, 320 Colorado Avenue, stated that he noticed some errors on the City website. In particular, the Mayor, Council Members, and calendar are not current. Mayor Nelson stated that the City is aware of the issues with the website. The City is working on getting these fixed. General Items • Appointment of Heidi Sparks to the Human Relations Committee. Mayor Nelson was approached by Heidi regarding the vacancy listed under the Human Relations Committee. He asked her to provide a letter stating her interest in the committee. He thought she would serve well on this committee. Executive Review Resolution — Transportation coordination plan Laurel transit. Bethany Keeler, Clerk/Treasurer, presented the transit plan to the Council. This plan is done yearly and needed to obtain the transit grant. This plan outlines what the City is currently doing and what improvements the City plans to make to improve service. Emelie spoke regarding a news story that she had seen recently. A City in Texas had a failing transit system. They chose the model of using passage vans and identified drop off locations to improve their ridership—She questioned if the City's transit system would receive more ridership if we had a system similar to what this town in Texas had done. Bethany stated that the grant requires a bus and therefore cannot have passenger vehicles. Dorothy does go door to door. Residents call in and schedule a time a destination with Carrie. Walmart is the most popular destination. She stated that she could bring the data on how many people are currently riding the bus. Currently, there are not a lot of riders under 60 years old; most are elderly. Council Workshop Minutes of March 13, 2018 Richard Klose stated that to use passenger vans, they would need to be handicap accessible which would be very costly. He did see the value in maintaining this program. He stated that this past fall he was in Glasgow and at about 6:30 p.m. there was a couple who were dropped off by a transit van. The van ran during the day and was on call in the evening hours. Iry questioned how often the bus goes to Billings and are those services utilized. Does the bus only go to doctor's offices or does it make other stops as well? Bethany stated that every other week the bus goes to Billings and mainly for medical visits. The bus will only transport Laurel residents. Bill questioned if they are restricted to only medical visits. Bethany clarified that in town they could go anywhere, but Billings is for medical appointments. There will be a Transportation Advisory Committee. This will be a public meeting and will be announced once the date has been finalized. • Resolution — Maintenance MOA for manholes. Mayor Nelson stated that most of this packet had been presented to Council before. This agreement is with the State regarding the maintenance of the concrete used to level the manholes. This agreement needs to be in place to receive the permit to do the work. Emelie questioned if this agreement list that the initial work is the City's cost with the State maintaining them. Mayor Nelson stated correct. • Resolution — Planning Services by Forrest Sanderson with KLJ Carl Jackson, from KLJ, stated that this is a Task Order for on-call Planning Services. Forrest Sanderson has approximately 30 years of experience, many of which working for municipalities. This service is by request only. Exhibit A lists the scope of this project. If something like a rewrite of Zoning Laws, Growth Policy, or Subdivision Regulations were to come up those would be its own Task Orders. He reminded that some items are legal items that will need legal counsel to review. In those events, the City Attorney would review those items. Heidi questioned how the payment amount would be determined. Carl stated that all Task Orders are typically given a lump sum fee, with this Task Order it is difficult to quantify. Forrest would be paid per hour; he stated that he could send those hourly rates to Council. Bill questioned the statement regarding advance authorization. Does this mean that KLJ can move forward on a project, without consent, that the City would need to provide written notice to stop? Carl clarified that the Task Order is a template. Items that do not pertain to a specific task order are stricken through. In this Task Order that does not pertain and therefore is stricken through. In other Task Orders, this may be added, this is for an instance where there is an emergency, and public safety is in question. It gives the Engineering Firm to begin work to resolve the issue in a timely manner. 2 Council Workshop Minutes of March 13, 2018 Mayor Nelson requested an email outlying Forrest's hourly cost. Bruce questioned how many small communities utilize Forrest's services. Carl stated that there are many and gave a few examples of municipalities and counties that use this service. Emelie brought up a concern of the new duplexes being built west of the police station which are being built up to the sidewalk. She questioned if this will become a hazard once completed. Mayor Nelson stated he would send this request to code enforcement to make sure all ordinances are being followed. Mayor Nelson stated that the City is actively working to fill the City Planner position. There are a few subdivision and annexation requests coming down the pipeline. The contract with KLJ is not any more expensive than doing a small service contract with the City of Billings for these services. • Council Issues: o Update on 2011 Yellowstone River flooding event Mayor Nelson stated that there is no new update. Mayor Nelson stated that soon the Governor would be signing off on the 12 million from Exxon. Once those have been approved, there will be an update on what Laurel was awarded. o Committee List Review Mayor Nelson requested that Council review the Committee list with their respective groups to identify any errors. Please give all changes to the Administrative Assistant. Other Items Mayor Nelson stated that the City is working on getting each Council Member business cards. The Administrative Assistant collected that information prior to tonight's meeting. Review of Draft Council Agenda for March 20, 2018 There were no changes. Attendance at the March 20, 2018, Council Meeting All those in attendance plan to attend next week's Council meeting. Announcements Heidi questioned if there was an update on the signage for Turnaround. She also stated that there are large potholes on S. 4h Street. Mayor Nelson stated that the City is out and starting to work on those. Bruce stated that he witnessed Billings using a piece of equipment that only needed one operator. He questioned if there is equipment that can increase the efficiency of our road crews. He also noted that some streets while fairly new, such as the one he lives on which is only 12 years old, had a water main break and the surface of the street needed to be torn into. Council Workshop Minutes of March 13, 2018 Emelie reminded Council of the Public Works Committee meeting scheduled for March 19th at 6 p.m. in Council Chambers. Mayor Nelson stated that he is working on solutions for Turnaround and should have an update on when signage will be placed. Mayor Nelson stated that he is working to resolve the issues with the Ambulance service. Mayor Nelson stated that he is working on options for minutes to be taken at Committee meetings. Recognition ofEmployees • Jason Wells 20 years on March 18th Police • Christopher Erb 9 years on March 11th Library The council workshop adjourned at 7:17 p.m. Respectfully submitted Brittney Moorman Administrative Assistant NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the listed workshop agenda items. 0 MINUTES COUNCIL O: '. O.REVISED FEBRUARY 1 1 COTAICIL CHAUBEVS A Council Workshop was held in the Council Chambers and called to order by Council President Emelie Eaton in the Mayor's absence at 6:30 p.m. on February 27, 2018. COUNCIL MEMBERS PRESENT: _x Emelie Eaton _x Heidi Sparks _ Bruce McGee x Richard Herr x_ Scot Stokes x_ Iry Wilke x Richard Klose —x Bill Mountsier OTHERS PRESENT: None Public Input Jason Summers, 304 #3 Cedar Avenue, stated that he had a family member who needed an ambulance at approximately five in the morning. They were unable to find staffing for an ambulance, and the police took his family member to the hospital. His family member remained on a respirator for approximately two weeks. After this incident, he did some research and found that this has been an issue for quite some time. He questioned why the City does not have a full-time staff. He stated that from his research other communities raised their property taxes approximately $25 per year to fund a full-time ambulance service. He stated that he is unsure of how to fix this problem, but that it does need to be addressed. General Items There were none. Executive Review • Motion — Laurel Rod and Gun Club final turkey shoot for the year May 5, 2018 Emelie clarified that the motion should state that this is the membership application shoot. Herb Stoick, Interim President of the Laurel Rod and Gun Club, stated that this is the appreciation party for their membership. They have a raffle, dinner, and turkey shoot. The Laurel Rod and Gun Club are asking for permission to hold the event this year. The event will be May 5, 2018, from 9:00 a.m. to 6:00 p.m. Emelie asked if this will be the last shoot. Herb stated that is correct; this is the last event of the year. The contract allows for four shoots each year. « Council Issues: o Update on the 2011 Yellowstone River flooding event There was no update. Council Workshop Minutes of February 27, 2018 o Extended absences from the City Reminder Emelie reminded Council that if they are absent from the City more than 10 days Council Members need to request permission from Council. Other Items There were none. Review of Draft Council Agenda for March 6, 2018 Budget/Finance Committee will be meeting at 5:00 p.m. in the Council Conference Room. City/County Planning Board has tentatively been moved to March 8`h, once the date has been finalized Council will be notified. Richard Herr stated that Cemetery Commission has canceled their March and April meetings and will meet next in May. Attendance at the March 6. 2018, Council Meeting Bill will not be in attendance at the next meeting. Announcements Richard Herr clarified that the Outlook had printed that the City will spend up to $30,000 per month on On -Call Engineering services. This is an error; Council approved up to $3,000 per month. Scot stated that there would be a Park Board meeting on Thursday, March 1St at 5:00 p.m. in Council Chambers. The council workshop adjourned at 6:41 p.m. Respectfully submitted, Brittney �%oAdminisstant NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the listed workshop agenda items. 2 MINUTES LAUREL—YELLOWSTONE CITY -COUNTY PLANNING BOARD February 1, 201810:00 am Council Chambers Members present: Judy Goldsby, County Rep. Jon Klasna, County Rep. Jerry Williams, Conservation Corps Rep. Dan Koch, City Rep. Roger Giese, County Rep. Dr. Lee Richardson, City Rep. Others present: Noel Eaton, City Planner CALL TO ORDER: The meeting was called to order at 10:00 a.m. by Judy Goldsby. ROLL CALL: Members present were Goldsby, Klasna, Williams, Koch, Dr. Richardson, and Giese. APPROVAL OF MINUTES FROM PREVIOUS MEETINGS: A motion was made by Dan Koch and seconded by Jerry Williams to approve the minutes of the December 7, 2017, meeting. The motion carried by a vote of 4-0. New Business: Public Hearing Annexation and Zone Change - Cancelled The public hearing, which was scheduled under new business, was canceled because of an incomplete application. Roger Giese arrived at 10:05 a.m. Old Business: Ordinances Noel completed the handout of the appendices for the requirements for submission to assist the Planning Board in determining their completion for Staff sending a recommendation to Council. Noel advised the Board that she had accepted a position as Building Inspector for the City of Manor Texas. MISCELLANEOUS: Next Meeting January 4th, 2018 The next scheduled meeting is March 1, 2018; there was a typo on the agenda. PUBLIC COMMENT ON NON -AGENDA TOPICS: There was no public wishing to speak. ADJOURNMENT: A motion to adjourn was made by Roger Giese and seconded by Jon Klasna. The motion passed. The meeting was adjourned at 10:30 a.m. Citgo of Laurel Park Board Minutes Thursday, March 1, 2018 In attendance were Park Board Members: Phyllis Bromgard, Amy Pollock, Iry Wilke, & newly appointed member, Ken Gomer; Kurt Markegard, Public Works Director; and Citizens, Curt Lord, Laurel Rod & Gun Club; Nick Kisch, Horseshoe Club; & Kathleen Gilluly, Laurel Outlook. Park Board Member, LuAnne Engh joined via phone call. 1. Public Comment: None 2. Minutes: Reviewed and approved minutes from .January meeting. Iry moved to accept, Phyllis seconded, and they were unanimously approved. 3. Lease Negotiations: Horseshoe Club: Kurt has done a lot of research and found the last lease for the Horseshoe Club was renewed until 1997 and he couldn't find anything past that. He feels that the City Attorney will not have them sign a lease until the electrical items on the City buildings are fixed. However, the approximately $700 + $400 light (not Horseshoe Club related) is not in the budget but the mayor could choose to have it fixed. As far as insurance, the MMIA recommends that each group that buildings are leased to are asked to provide their own insurance. Research showed that originally, a certificate of insurance WAS presented in order to provide the lease. This could be a concern because Nick Kisch said the club couldn't afford it. It was left that no lease could be offered until the electrical issues are resolved. Kurt will find out if the Mayor wants to budget for the electrical work. Laurel Rod & Gun Club: The Park Board addressed the most recent letter received by the Laurel Rod & Gun Club (LR&GC) dated January 31, 2018, (attached with February minutes). They requested a lease date to start May 7, 2018, with a few changes. They would like the opportunity to shoot trap every Sunday from loam — 2pm @ a lease cost of $loo/year. They would also like access to the "Club House" to get supplies and to use the kitchen for registration and warm up. Finally, they would like to use it as a place to educate youth and teach firearm safety. They requested a "permanent variance or exception" that allows safety instructed shooting to take place in the back third of Riverside Park. Amy said she was concerned about shooting since the Riverside Park Master Plan includes putting in a campground. She said she is concerned that public camping and shooting don't go together in her mind. Also, there is a risk of whether the insurance company would still cover the city if there is shooting. Inv said they have done it for years without issue. Amy said people today are different than people of the past. Katheleen Gilluly said the insurance company has said they would cover the city. Kurt mentioned they would cover the city but may not provide liability in case of a shooting so the city could be on the hook. Iry said the LR&GC have their own liability policy for that case. Ken said he has a concern of lead contamination. Ii said there is already so much deteriorated lead in the berms back there that more won't make a difference. Iry recommended to enter into the lease for the trap range as presented. Ken seconded the motion but requested finding out more about the lead contamination. Vote passed 3-1 with Amy voting "nay." LuAnne also voiced a "nay" vote, but Inv noted a vote via phone didn't count. Ken also proposed the Park Board request the new Council & Mayor's position on shooting in Riverside Park including BB Guns, archery, and Hunter's Safety field tests. Iry seconded and motion passed unanimously. The Park Board then addressed the January 3, 2018, letter from LR&GC concerning being a "champion" for the LR&GC building. Amy said she would love to see them get the building, but it would have to meet the requirements the city put forth. (Document attached.) Basically, Park Board's hands are tied until the required information is presented to the City Attorney and Park Board receives a recommendation from City Attorney. 4. Sports Teams/Use of Parks: Scot Stokes had requested we discuss the use of Fir Field by the soccer club without paying for it. Kurt clarified that the City does not maintain Fir Field and therefore, does not charge them. The Park Board agreed that if we are not maintaining it, there should be no charge. 5. Swimming fool: Rates & Billie Riddle Funds: It seems as though our recommendations to Council concerning updating the swimming pool fees and looking into using the interest money from Billie Riddle donation was not passed on to council. Iry said he would help get them brought up at the next Council workshop. We also need to make sure Brittany knows that if it's highlighted in yellow that is often signifying it needs action, possibly to be added to the next Council agenda. Amy also shared some quotes for benches and shade for the swimming pool. She said she was excited because it was a lot lower than originally proposed. (See attached quotes.) Kurt mentioned we would need to get another quote if the Council Oks the purchase. Iiv also said he would loot: into getting a quote for cement benches. The Board agreed that they would like this to go forward as quickly as possible because a public hearing would need to be held if Billie Riddle interest funds were going to be used. Iry said to get the information to him and he would present at next workshop. The Park Board also received a copy of the YMCA proposal to run the swimming pool this summer. The Park Board recommended accepting the proposal but'Mth the request to add dates for first and Iast days open for s Mmming. 6. Update on Funds fiom Dept. of Justice: Kurt reviewed the recommendation of the committee who was asked to give a recommendation on how to allocate funds. Riverside Park was ranked isi and 2nd priority overall. They recommended giving $350,000 for Riverside Campground and boat ramp and $37,000 for the vault toilet by the boat ramp. It was also recommended Lion's Park receive $62,000 for ADA access and an additional $18,000 for dredging. Kurt also requested that if there are additional funds leftover, that an additional $50,000 be given to Riverside Park. Kurt was originally going to ask for a ton of letters for support be written. However, Alicia informed him that each letter required time which could potentially cause a delay. Therefore, he decided that may not be the best idea. Cather: N/A Meeting was adjourned at 7:30 pm. Respectfully submitted by Amy Pollock, Park Board Member C ITY 11ALL c+ 1 I i L�`. 1' , S T. 1'i.ANNIh{i.629-1 96 WAT ER 0FC.: 628 -?-1: I CMUN' f: 628-196.1 P.O. Box TO I'A\ 62R-'2.11 Laurel, Montana 59044 1111111 111 1 r 7. ! w r ! r r Office or the City Planner This form provides the minimum requirements for the submittal of a building restoration proposal to the Laurel City Council. Applicants must meet with the City Planner prior to submitting a proposal. Proposals shall be submitted to the Planning Department for a completeness review before they will be forwarded to the City Parks Board for that Board's review and recommendation to the Laurel City Council. A building restoration proposal must include the following; ® General Applicant information (Name of Applicant(s), phone number, address, entail) • Building description and location: ® Describe Lite current condition of the building including, but not limited to, the roof, bathrooms, flooring, mold and water damage, furnace/heat supply (include pictures and detailed descriptions) • Is remediation for hazardous materials (mold, lead, asbestos) necessary, if so please describe how this will be done. w Describe the proposed improvements (include any pictures, drawings, renderings and site plans) ® How will the project comply with the City floodplain Regulations? ® Has a floodplain permit been applied for with the City's Floodplain Administrator? o How will the project comply with City Building and Fire Code requirements, as well as ADA requirements? • How will the building be supplied with adequate water and wastewater supplies? 4 Provide a detailed cost estimate of all proposed improvements and how the improvements will be funded. ® Provide proposed restoration schedule and the estimated completion date of project n What entity and organization will be responsible for the overall long-term maintenance of the building? • Describe the funding mechanisms for long-term maintenance. • Proposal for lease agreement with the City (must be reviewed and recommended by City Attorney prior to the Parks Board's recommendation to Council) 5 Laul'of Parks Departritelit Botches i..All-Cl Pnrk.,, Dept Auw Anq Pollocl, 115 WCSL HN I.aurel. IVIT 31)(44, mnt pollock-,ft cmail.c(qii QUOTE #91835 02/0112018 Prqpct M 118077 SMp To Zip: 5"414 4 80VI!HK('S- Wellwat - 6FI. Bench NN 411 Bark- $365.00 110IN -3!4",V�) R! wnded Corlw;-s, Lai 2 33" Lep, hynnwd 10 sllippin�7 an l.a'Irel.N'l F 59G� "hwipu vlowgn.m- Nscd on limed Ali aide and are sjyw u) change, ir spyng inawimbin changes. (Skinwr is reslitwilile I*or offituding cquiplICIII (rol"I dclivcr[ruck.. W site" M.: url'ac:ing. or installation is included: EquiMnent Ord), Ilaymeni Option, ("aSll or Check Order's - 110oxc luako ClwCk ow I') Credit Card Ordvrs - Vi"Z:1 Sulffolaf: $1.460.00 Ffek!hL: '3630.00 ToWlArnmunt S21190AI) 5V -f Pwwn - 30'. ti. ti ❑ p;t, jmlit'% ith cild'n. Gild willailtiti., "'0", plk.IIICIII b0ov Credit Tvrjws - CICkht apjllicatiof; luquicc'! n is "W Am" soot wd pior 1" volas PhIckn1will. payment nna.% stili Iv i-.qlliled. 10 flu ;Ire isstihiga 11.0. please make it pa3able 1i) Grea('Wctern P -.irk A- Plangrttuntl, Inc."" INge 1 it 2 i NO -PART NUIMBER! DESCRIPTfON 5eat, o" RC i FS1w'BI Frame For- Bench W11 Bock. I� ..... mr. Superior Recreational P� ocil ts 6Ft. Beiich with l3ack. .:,i9 xpmded Nillelal. Rouildal C M" Lqs, Inground Mlouig 2 1 C. 'l.t TMCMara r, p-, L, ft I 05-23-2016 IRCS IOSOCDlumma nrivo, Ca"ClIton GA 30117 wmghl 7,_ - jumiu, Tr, lka%, [I BY RLovis Toll Free: 800.327.87714 Lo": 770.832-6690 89.41 R PAL Dow 07 WOURIs UTN43M cyarl,, 435-245-50;5 OWN', numl Arks Qlawanwi Gonwrime 4'< :i A PALM 1 . wd I! de i.'q .z i na VW; a PAh or UOST %ACT jW"nW, h P9 AN w fQMTQwCV lkw"Awm"" "=MAM"_ C'O f;�cri Laurel Parks Department Ganttetime Shade QQYF.rFE #91852 02MMO 18 Note: Wpm arc issuing a PSI or CONTRACT I' please nnilte it pm able to Ganu'Tinle CiC) Creat it'estern. C'hecfcs kmnid Alco l� mads: payable to CGanictime C</i) Great. Wesfery*=` Pakmm Options Credit Carders - Cormtictc a Gantatinic Credit Application in orderto recci%v approved credit. Ailow: 7 10 business dy, for p rooming tulle. An order deposit only he" rcquirad. Credit i'arrt C)t-dcrs • Vr.a. n4aucrca:T or :\tnerieaul i:r.press. Yourcrrlit card wlfl he charged by Guneflwc. Cash mt Dciivery(C OD) - C'aahicrs Check ON T..Y made out to (jactetin:e C:G cif Great Wcstcrn Tint quotation is subject to policies in the. Current Gallle,filn'� Park_ tit] Playground Catalog and lite foacltvina terns and co;iditions. Our clucimflon :s basal nil a,hgmlma of ad? EMS at one time ui at sends destin6no, unless naiad, and chants are subject to price adjusulient. Purchases in 4sa:ess of Si )0(1.00 to be : upported by your -o.Aucn purchase order allele out to Gante'1 imc, cio Gma Western. Kindly issue one nrd•_r Or the ctluym nr and n sepinite order forsurf lung andior egtupmea in W141% serviees. Pricing: Lo,b. factory, firm {itr 10 days from dole of quntution. i'apncnt terms: pa.; ntent in full. liet 30 days subject to approval by 0ameTinie Credit Manager A 1 5% her month finance eh:l V will he imposed on all past due accounts. Equipment shall he invoiced +eparately frim odlei services and shall he payable in advance orthose serwiecs and project roinpletinn. Rc-lainage not accepted. shipment: order shall skip 30-5 days after Gan:cTirne's receipt and acccptanec of your pur::hase ordc;r• colter selcetions, approved atbnlivai>, ;nld reczipi of depxk. if required. Damaged goods and/or shortages mist he reported within 30 days of remlpt ofshipment hi order to receive tali credit. Please inspect and inventory all items received and list all damaged and missing goads on the bill of lading Provided by the freight driver. Credit twill not be liven on items reported outside tete 30 de tiny_ perlod. Frei_:ht charg'cs: prt,l tics iinu added at time of invoicing. '10os: State and pleat taxes, if applica:blc. will he added at tnl:c of invoicing unicss:a utx c :erupt cenificate is Provided as tilt time of order elitry. idcccipl of; ovids: C'ustonler shall reccivc. unloald and inspect goods idem arrival, noting all.; discrepancies on the Delivery RCc:Cipt prior to n rinzr; acccpiatnce of the ,hipnlr.ill_ Exclusions: unless �pccificaAt• inelli ed, this (Illowdon c:.m1udes all site work and landsci.pin-. ictuciNatl of existing equipment; ace=cptunee of equQnxi t and off -1 rldin_g; prior to instalsit Jon: z-quipment assetnf?ly° art(] installation: stitch• surfachi"; bordt:rs and drainage prow siom. Clnlcss specifically inclutfcd, illi; quip;dean adsn exviudes dratcinz"s and permits. This quotation allo excludes impact ia:aillg and independent r:udits unlessspcciiit:ally included, Subnittak: our de ign proposal reflects thy: spirit and Eton of the projcot plans and Vecit ications. While .conte variations mar; exist beht.een our quotIM011 and the prt?iect ;iCAgn. the di:'ferences du nm nimBall affect the intended tan GameTime clesi:+n: and specifications :are unique and not intended to he identind in all respects to other nu:nufacmnor, When requested we shall submit Enr mviov; :old approval by the owner's ruprc:sencdive detailed di:twin;;s depicting the cquipntcnl tar be by rpccifeati0 ns describing materials. Once approved. thew dt;tt. en`s and sl> cilieations :tenet t onstillm the coal do>cumcnis for the project and Shall ia;c precedence over ad1 oilier requitemcin.". Tit order: Pleas;: c omplow deo accept:anco pollion of this cltlotaitiiin and pl"ovide color sc':eciioas. purchase order cop:; and other, key iiifor atioll requested. Accepulnr.c of this proposal indicates yttor agreement to the terms and conditions stated l orcin. Site Dimensions.: Confirmation of final site cinnension< and ose zones lire the responsibility of tli, owner. Use Zonas: Use ron-s shun. n rare nunin,um no, tones millirecl and Should he clear of : n:= overhead obstntcticons and any otherencroa.f:ntents. Please refer u) ASTM 148107 a c f fur additional Abri anon rcgwujing using erne~ and placement of play -round equipment. x G iRECy -T A.. Iowa" McMinn cwwm E awn Pace 2 of 1 bid` gl!ED Ua-n-[ile\.,, e red 0 garnelimexom,,:,-,ri - i,v lor 411--willa:ic.;q CITY OF LAUREL MT MINUTES FOR EMERGENCY SERVICES COMMITTEE MEETING MONDAY FEBRUARY 26, 2018 5:30 PM CITY COUNCIL CHAMBERS Meeting opened at 1733 PUBLIC INPUT- None, no public attended. ATTENDANCE: Fire Chief Peters, Police Chief Musson, Council Members Iry Wilke, Richard Klose, Bill Mountsier, Members at large Pat Kimmet, Clete Knaub, and Chairman Bruce McGee Motion to approve minutes from January 22, 2018 Motion to approve by Richard Klose, 2nd by Iry Wilke Approved 8 for 0 against OLD BUSINESS: Floor given to Chief Peters to report on the Fire Dept. /Ambulance Service: Ambulance calls 4-5 a day. • Approx half calls to nursing homes • The County wide ambulance service remains a consideration. • Volunteers cannot answer all calls all the time, our service used by many to gain job experience training before moving on. • Chief Peters ideas • AMR trainer to take charge of Laurel Training • Ambulance district same as Fire Districts • Reduce call volumes • FD calls to High Sch000l • Increase billing rates (make more calls more costly) • Have Brad Shoemaker from the county address the committee on the Co. wide Amb service status. • Invitation to all committee members to visit and see first hand the service at work. Chairman McGee suggestion of a Mission Statement for the Committee • This opened a lengthy discussion from Richard Klose on the committee need to educate from the committee and the need for funding for all the services. • Does the committee provide "voice" or "advise" for emergency services. • No action was taken on Mission Statement. Floor to Iry Wilke on Volunteer Program to the Police Dept. copy of Billings Program. • Handouts scope and activities of the Program • Logistics: Uniforms, cars(s) Coordinator, cost. • Bill questioned is the there a need for the program here? • Chief Musson would like to hear from the Billings Coordinator Kallie Parson's from Billings • Bill motioned Richard 2' to have Kallie come to the next meeting and make a presentation if possible. Approved 8 for 0 against Iry will see to arrangements. NEW BUSINESS: • Election of a co-chair no nominations no volunteers no co-chair • The memorandum of the Mayor minutes mentioned. • Nothing else Adjourned at 1844 Motioned to adjourn by Richard Klose, 2 d by Bill Mountsier Vote of 8-0 approved. 2 c Ily S Fe% e� �M�cGee Chai an 3/6/2018 MINUTES PUBLIC WORKS COMMITTEE FEBRUARY 26, 2018 6:00 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Emehe Eaton Bill Mountsier joined at 7:01 pm Marvin Carter Dan Koch Richard Herr Heidi Sparks Brian Roat joined at 6:14 pm OTHERS PRESENT: Kurt Markegard Pubfie Inyut None Review Minutes from December 1 L2017 meetinff The minutes of the January 22*0, 2018, meeting were approved as written. Emeraem Call -outs Kurt handed out the current emergency call out list and went through and explained each incident that occurred over the last couple of weeks. Kurt explained that with the cold weather both sewer lift stations had low temperature alarms that activated and the heaters where having a hard time keeping the electronics inside the lift stations warm. New heaters have been purchased and installed in the sewer lift status. Kurt also informed the committee that there has been some water breaks that have been occurring. Kurt handed out pictures that showed some of the water breaks and then went on to explain why the break occurred and what was done to make the repairs. The water break on Woodland Avenue was due to a 4 inch cast iron pipe that cranked open. Kurt brought to the meeting the section of pipe that had broken in order for the committee to see for themselves the condition of the 4 inch cast iron pipe. The water break on 81 Avenue and West Main Street was also explained by Kurt and he showed the committee a piece of the 2 inch water service line that had ruptured. Dan asked how many houses are connected to the 2 inch water line and Kurt said that every house past 81h Avenue that are outside the city limits are connected. The last water break that was discussed was the Foundation Avenue water break and Kurt explained that this break occurred due to a water valve that failed. The bolts that hold the water valve together had corroded and this cause the water valve to come apart. Kurt showed the committee one of the water valve bolts that was corroded. Emelie stated that the water lines on Foundation Avenue are of recent construction. Kurt told the committee the water valves that were installed on Foundation Avenue in 2005 are all failing due to the corrosion of the water valve bolts. Kurt also explained that the rubber'b" rings that are in the water valves have to be ordered to make the necessary repairs when the valves fail. Richard stated that some "O" rings could be repaired with super glue. Kurt stated that the "O" rings are of large diameter. Brian Roet the newest member of the committee joined the meeting and introductions took place. Kurt also told the committee that there was a water service line leak on I' Avenue. Kurt had contacted Great West Engineering and discussed that the service line may have been leaking since the Iu Avenue Water Replacement Project last year. Emelie asked what the process was in contacting Great West Engineering and Kurt stated that due to the possibility that the water leak was a warranty issue he had contacted Great West Engineering as they oversaw the project last year. C=t West contacted the contractor that did the water replacement project and that contractor repaired the water leak at their expense. The water leak was found in a connection the contractor had installed. IL T and Great West Emaineerinff Reports Kurt handed out the KLJ and the Great West Engineering reports for the month. Kurt went over the reports very briefly and said there are ongoing meetings to discuss the tasks orders that both engineering firms are working on. Richard explained to Brian that the City went out for Engineering Services last fall and KU was selected to go forward for. the next few years. Richard also stated that Great West Engineering will be working on the remaining task orders they have with the City. Task Orders with KI.J and Great West Engineering Cont. Kurt also explained what task orders may be caning forward in the near future like a new street maintenance program. Richard commented that the Laurel Outlook has reported the KLJ On -Call task order that the City Council just approved stated that $30,000.00 per month will be spent on the On -Call Task Order. This amount is wrong and Emelie suggested the Richard bring this up at the next City Council Workshop Meeting and explain that the Task Order is for $3,000.00 per month maximum and not at the amount reported by the Laurel Outlook. Sewer Manhole Repair Update Kurt explained the sewer manhole lining project and the need to make a smooth transition when the contractor replaces the manhole rings and lids. The State Department of Transportation is requiring a maintenance agreement for the concrete that will be installed in their highway and has not provided the agreement to the City. Emelie asked why the State is requiring an agreement on Main Street but they did not require it for the manholes on I" Avenue. Kurt explained that Main Street is a state highway and 1# Avenue is not. ltt Avenue is an Urban Route and the State does not control the pavement surface on that street. Emelie asked if the manhole repair did not involve having to place concrete around the manhole lids and would we still have to wait on the State DOT for approval. Kurt replies that we would do nothing with the road and simply just complete the manhole liner. Richard thought the City should save some money and not install the concrete around the manholes. Kurtis concerned that having a delay in getting approval from the State is pushing off the project of lining the sewer manholes. The State DOT has not given Kurt and update when the approval may be forthcoming. Kurt stili has to turn in the mix design for the concrete so this may be delaying the approval but he will be submitting the concrete design this week. Richard made a motion that if it takes many more weeks to get the State's approval for the manhole hole project, he would recommended that City does not install the concrete around the manholes. Kurt said he would like to in touch with the State DOT and get an understanding when the approval would be coming forward for the City to consider the agreement. Dan seconded the motion and all committee member agreed. Public Works Committee Binders Kurt presented the question to the committee if they would want individual binders for keeping the Public Works meeting documents together. Emelie stated that she is in favor of the idea of having binders to keep her notes as she take lots of notes and she thinks having there available at a later time would be a good thing. Kurt said the binders could be kept at City Hall if members did not to have to pack them to the meetings. Richard thinks keeping binders for all the meetings is great but he already has lots of binders. Dan said that he has lots of binders as well and thinks maybe having one binder that the committee could have to review past items may be better. Kurt said he could bring a computer to the meeting and have electronic files so we could refer to anything from the past. Emelic said that anyone could keep what they want and to have a binder if they wanted to or not. Kurt will put together a binder for Emelie and one for the committee far now. Brain stated that he could not open the files that were sent to him on his home computer. Kurt indicated that if the documents are sent out in Office Word and members that do not have that program installed on their computers may not be able to open the documents. Kurt will send the documents out in a PDF format from now on so that members can open the files from this committee. D=-, -g Emelie informed the committee that now would be the time to bring up items that committee members would like to discuss anything that was not on the agenda tonight and would like items to be discussed at the next meeting. Dan wants to discuss having gravel placed on his streets at the next mating. Bill joined the meeting at 7:01pm as the Emergency Services meeting has just been completed. Kwt brought up the Ma�+ar's memo that indicated that he would like to see all committee minutes turned in within two weeks of the actual meeting so the City Council can be kept up to date on what is taking place in all committees. Kurt was also asked by the Mayor to see if someone else could take the minutes at these meetings. After discussion Emelie stated that she would start taking the minutes for the next meeting. The meeting adjourned at 7:15p.m M" ` s�tted, kegard K Emergency Overtime Callout List From 1-1-18 thru 6-30-18 Maintenance Shop -628-4773 City Dispatch 628-8737 Response Code X In Column Not accepting Overtime /NA = Not Available N = Res ndin /B=Phone Bus Employee Name Telephone 1-1 1-2 1-15 1-19 1-30 2.4 2-8 2-10 242 i248 24912-251 Bruce Lefler 208-9417 NAI NA -I NAI NAI NAI NAI NAI NAI NA -1 NAI NAI I NAI Dave Saylor 812-0274 NA2 NA -2 NA2 NA2 NA2 NA2 NA2 NA2 NA -2 NA2 NA2 NA2 Fran Schwei ert 208-8253 NA3 No14 13 12 11 10 9 8 NA -8 NA6 NA6 NAS Guy Robson 633 23361698-8885 Y14 12 NA12 11 1 10 9 8 Y14 13 NA11NA11 Y12 Brian Kline 794-8552 4 NA -3 NA3 NA31 NA3 NA3 NA3 NA3,NA-31 NA3 NA3 NA3 Kevin Budge 628-2414 5 1 NA4 NA41 NA41 NA4 NA4 NA4 NA4 NA4 NA41 NA4 NA4 Roy Voss 880-4837 6 Y-13 Y14 13 12 11 10 9 Y-14 Y14 Y14 Y14 Justin Baker 321-0205 7 5 NA6 NAS NAS NA5 Y14 13 12 NAIC NAI( NA9 Mike Mudd 860-1825 8 6 NA6 NA6 NA6 NA6 5 NA5 NA -5 NA5 NAS NA5 Jay Hatton 860-7525 9 7 NA7 NA7 NA7 NA7 6 NA6 NA -6 Y12 NA12 4AI0 'Norman Stamper 633-3291 10 8 NA8 NA8 NA8 Y141 13 12 1 11 1 NA9 I NA91 Y11 'Kevin Hoffman 861-7460 11 9 1 NAS I Y141 13 12 11 10 9 NA7 NA71 NAT KEITH GUY 850-5464 72 10 1 9 1 Y14 13 12 11 10 NAS NAS I NA8 Andrew Arneson 876-4155 13 11 I 10 9 8 7 NA7 NA -7 YI3 NAI Y13 EIm Lift Station 528-7773 Village Lift Station 628-5918 Dial 9 after tone to acknowledge alarm Autodailer- 628.4866 Water Treatment Plant 628-4418 Response Code I NO= In 1st Column Not acceotina Overtime / NA = Not Available / Y = Resoondino CABLE TV down Tim Johnson 698-6254 Mike 545-9435 Steve 545-9455 centuryfink Thomas Henry 855-0831 Kurt Mark and Cel!# 8605785 Hm 628-2905 Schessler - Office 628-4221, Home 628-2349 LOT TI, 3 NW Energy 1-888-467-2353 Mark Cloud 860-7890 GERARD LIFT STATION 696-2199 Century Link 1-800-573-1311 Shop 628-7707Jeff 694-9097 Water Treatment Plant 628-4418 Response Code I NO= In 1st Column Not acceotina Overtime / NA = Not Available / Y = Resoondino CABLE TV down Tim Johnson 698-6254 Mike 545-9435 Steve 545-9455 centuryfink Matt Wheeler Ce11#208-1885 855.3965 One Call Locate -1-800-4245555 (City Job # 25663 Kurt Mark and Cel!# 8605785 Hm 628-2905 Schessler - Office 628-4221, Home 628-2349 Tim Reiter CeIW860.9209 Hm 628-6846 NW Energy 1-888-467-2353 Mark Cloud 860-7890 GERARD LIFT STATION 696-2199 Century Link 1-800-573-1311 Shop 628-7707Jeff 694-9097 GORDAN ACE ELECTRIC 860-5464 NorthwestPi 252-0142 - Larry E. 656-2856 MDU 1-800-638-3278 /MDT 252-4138 Pace Construction 252-5559 sewer backups) MOf Supervisor Torn 55549031Kyle 445-2622 13anitarySystemOverflows call DEQ withing 24 hours at406- 444-3080 Call Out - Date and incident Location 1-1 ELM LIFT FAIL 2-19 HP sick Water Plant 1-2 2107 Atchison Water Line Break 2-25 H2O BREAK FOUNDATION 1-15 SANDING 1-19 ICE REMOVAL 1-20 WATER PLANT 1-30 H2O SHUTOFF 2-4 SANDING 2-8 SANDING 2-10 VILLAGE LIFT ALARM FAIL 2-12 Both Lift Stations low temp alarm 2-18 WOODLAND WATER BREAK 2-19 SANDING PLOWING City of Laurel, Montana `On -Call' Engineering Contract Great West Project No. 2-07128 and 2-14114 Date: February 9, 2018 To: Kurt Markegard, Public Works Director — City of Laurel From: Chad E. Hanson, PE Subject Project Progress Update The following sections summarize the current status and recent progress on active task orders under our *on-call" engineering contract with the City. Please let me know if you have any questions and/or would like more information. Task Order No. 26 — Intake Emergency Plan Quote packages to remove the temporary weir were received on October 31d, and Wilson Brother Construction was awarded the base bid to remove the weir. The Army Corps of Engineers has agreed to allow the weir to remain in place through the winter, so the City is planning to leave the weir in until flows in the river are low next spring or summer. Task Order No. 26 — New Water Intake We continue working with City staff to fine tune the operation of the new intake and have been assisting the City with the project close out with FEMA and the State DES programs. We have also been working with the City to respond to additional information and work the Army Corps has requested in order to comply with the permitting. The required additional field work has been delayed due to the weather but will be completed this spring as soon as the snow has melted off sufficiently. Task Order No. 29 — Phase 3 Water System Improvements We met with City Staff and the new Mayor on January 1&h to discuss the water and sewer rate study and the sedimentation basin project The City would like to rebid the project this spring with 1 City of Laurel, Montana 'On-cair Engineering Contract Great West Project No. 2-07128 and 2-14114 anticipated debt were also discussed. / 0' Gnt Qineer ru These items will be incorporated into the calculations and a final draft report prepared after the City determines which direction it would like to pursue on the sedimentation basins project. 3 << K Q City of Laurel Project Status Update February 15, 2018 WWTP Screw Press (KU #1804-00120) Project Manager: Travis Jones Reason for Project: The City's WWTP does not currently have adequate sludge handling equipment, which has led to overfilling and backup of the drying beds, digesters, and various other components of the WWTP. Completion of this project will allow for improved operations and allow for maintenance of the digesters, which cannot be taken offline until this project is completed. Project Scope: Complete the design and construction administration for a new screw press to process WWTP sludge. Milestones: (as needed) ® The City desires completion of this project, Including construction, by June 30, 2018. Current Status: (KU Contract Pending) ® KU to commence work, pending Council approval of the task order at the February 20, 2018 meeting. e The implementation schedule and costs will be the first priority of the task order. Sanitary Sewer H2S Remediation (KU #1804-00122) Project Manager: Travis Jones Reason for Project: Buildup of H2S within the WW collection system has led to deterioration of manholes and other system components. Project Scope: Complete the design and construction administration for the proposed air injection/diffuser system to address H2S build-up within the system. Milestones: (As needed) Current Status: (KU Contract Pending) KU to commence work, pending Council approval of the task order at the February 20, 2018 meeting. While the City wishes to address the remediation quickly, there may be some sampling required in the spring, which could push the progress on a final solution back. This aspect will be evaluated with the initial investigation report. Page 1 of 4 ENGINEERING, REIMAGINED <<KLI City of Laurel Project Status Update February 15, 2018 WWTP Digester Rehabilitation (KU #TBD) Project Manager: Travis Jones Reason for Project: The City has not taken down the digesters for routine cleaning, inspection, and repairs for several years. This is due to inadequacy in the sludge handling equipment. Project Scope: Complete the design and construction administration for the cleaning, inspection, and repairs of the existing digesters. Milestones: (As needed) * The City desires completion of this project, including construction, before November 2018. Current Status: (KU Contract Pending) WWTP Archimedes Screw Rehabilitation (KU &TBD) Project Manager: Travis Jones Reason for Project: The grouting around the existing screw pumps is wearing down, which makes the pumps less efficient in the transfer of wastewater. Project Scope: Complete the design and construction administration for the rehabilitation of the existing screw pumps. Milestones: (As needed) Current Status: (KU Contract Pending) Page 2 of 4 ENGINEERING, REIMAGINED City of Laurel Project Status Update4�KKLJ 10 February 15, 2018 East 6th Street Improvements (KLf #1804-00-12-1) Project Manager: Carl Jackson Reason for Project: Street reconstruction between 1st Ave. and Wyoming Ave. (limits pending budget availability) is necessary to address failed pavement, saturated subgrade conditions and surface runoff improvements. Project Scope: ® Grading, paving, parking, and drainage enhancements (no utilities) • Potential Special Improvement District (sidewalks, driveways) • Safety improvements o Minimize impacts to 41 of July and Graff Elementary School Milestones: • Survey and design —Spring 2018 (weather permitting) • SID process —April -June 2018 • Bidding— ASAP following design & SID resolution (if approved) • Construction — preferably between July 5 and August 23 (tentative) Current Status: (KU contract pending) 2018 Pavement Maintenance (KU #1804-W120) Project Manager: Carl Jackson Reason for Project: This continues the City's annual pavement maintenance projects. Project Scope: The scope will primarily entail chip seals, crack seals and pothole repairs. Mill and overlay are not anticipated for 2018. Milestones: The intent is to proceed with construction either before or after, but to avoid construction during the hottest summer weather. Current Status: This may be delayed a year, if necessary, in order to fund East 61 Street. Page 3 of 4 ENGINEERING, REIMAGINED City of Laurel Project Status Update <<KLI February 15, 2018 On -Call Professional Services (KU Project Manager: Carl Jackson Reason for Project: This contract would enable KU to provide general consulting services that are not part ofanapproved task order. Project Scope: Upon written request bVthe City, KUmay provide engineering, surveying, planning ur government relations services, the scope ofwhich would bedetermined atthe time requested. Milestones: (as needed) Current Status: (KUcontract pending) Other Notes and Information 1. The City of Laurel/KU Master Services Agreement, which was adopted by Resolution No. R17-69, is fully executed and an original contract will be retained by both parties. It is for a 3 -year term effective December 5,2O17.This ha "task order" based Agreement, soeach new project will have a task order prepared and approved by both parties, prior to KU starting work. l Upcoming KU milestones: Feb. 20 City Council for Approval Feb. 21 KUNotice toProceed (Screw Press, HzSRemediation, On -Call Services) 3. Upon request, KU is anticipating periodic attendance at City of Laurel Committee and Council meetings. These may include Budget/Finance, Public Works, Council Workshops and Regular Council meetings. 4. Future projects have been identified during initial conversations between City staff and KLJ. As these are potential projects, the timing and extent of KLJ's services are TBD. a. Booster station rehabilitation or replacement b. Water storage tank re -coating c' Capital Improvement Plan (OP)assistance d. Review mfrules and regulations (related tmpublic works and planning) e. On-call certified planning [ On-call government relations Page 4of4 cmc/mcsn/mo. nc/mxo/mso Heidi Sparks Ward 1- Council Member 310 Yellowstone Ave Laurel, MT 59044 Mayor Nelson, In reviewing the current Committee List, I see we still need a council member -at - large for the Human Relation Committee. I am interested in filling this council member position and would appreciate your consideration. Sincerely, Heidi Sparks Ward I TRANSIT GRANT FY TOTALS 1st QTR 2nd QTR 3rd QTR 4th QTR TOTALS OVER 60 300 307 283 302 1192 UNDER 60 42 38 60 31 171 DISABLED 87 52 68 47 254 1617 MILEAGE BEG. 42242 44081 45999 48191 MILEAGE END 44081 45999 48191 49873 1839 1918 2192 1682 7631 HRS OF SERVICE 395 366 386 396 1543 DAYS OF SERVICE 64 59 62 64 249 BUS WASHING ffl-�ffi NO ON / ! NO WHEREAS, the City of Laurel has developed a transit plan to assist its citizens in obtaining and utilizing public transit; and WHEREAS, the City has requested funding for the project through the State's Federal Transit Administration grant; and WHEREAS, the State requires the City adopt a coordination plan annually. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Laurel, Montana, has adopted the Laurel Transportation System Coordination Plan, a copy of which is attached hereto. Introduced at a meeting of the City Council on March 20, 2018, by Council Member PASSED and ADOPTED by the City Council of the City of Laurel, Montana, this 20t1i day of March, 2018. APPROVED by the Mayor this 20'h day of March, 2018. CITY OF LAUREL Thomas C. Nelson, Mayor ATTEST: Bethany Keeler, Clerk -Treasurer Sam Painter, Civil City Attorney R18-10 Adopt Transportation Coordination Plan a, .1I *: i • W _�i IZOI i MA EO L 1 i Bethany Keeler, Clerk/Treasurer Scheduled for City Council Adoption: March 20, 2018 TAC Action: IIPaIg - Montana Coordination Plan Outline Adoption by Transportation Advisory Committee: The relevant transportation providers and agencies are described in more detail. Laurel Transit: Laurel Transit (also referred toastransit system) is working toprovide asuccessful on -demand service for public transportation within the City limits of Laurel while offering regular service to Billings. Laurel Transit islooking tocontract with asmany agencies inthe area aspossible to provide expanded service. |1iscurrently not feasible for Laurel tohave a fixed route system; however accommodations for such a system are being discussed such as bus benches and signs within the City. Laurel Transit Schedules: Laurel Transit operates Monday -Friday 10:00 AM — 4 PM. The Billings service route begins at 7:30andin'tovxnservicebeginsat1Oarn,vviththeR35routetenoporah|ysuspendedduetotoo few available seats. Agencies Involved: 0 Adult Resource Alliance ofYeUowstmneCounty—ARAYChaspartnered with the City of Laurel toprovide the driver for the bus and the cell phone. AMAYCpreviously operated the senior bus in Laurel, which was absorbed with the formation of Laurel Transit. The City works very closely with ARAYC to ensure the level of service delivered through the senior bus program iscontinued inLaurel Transit. 0 Residential Support Services — In November 2012 Laurel Transit entered into a contractual agreement with Residential Support Services to provide regular service to Billings Monday thru Friday. The daily service to Billings has experienced much success and is anticipated to grow with the opening of the RSS group home located in the Laurel 2 e City Limits. The RSS partnership still exists although the daily trips to Billings have stopped due a lack in sufficient seats for Laurel citizens. * Tender Nest Assisted Living—Contact with Randy Swenson has been made and the facility has contracted with the City for vouchers. * COR – Recently the City of Laurel has entered into an agreement with COR to provide transit services for Laurel Residents as a part of the newly implemented Billings route. * Riverstone Health – The transit system is working to contract for demand/response service for Riverstone Health patients. * Laurel Senior Center – The Sprinter bus is currently stored in a garage at the Senior Center. Frequent trips are taken to the senior center for rider visits. * Laurel Health and Rehab- agreed to use the bus service for transportation purposes for their clients and residents. * MET- contact with MET in Billings will be made in order for the Laurel Transit system to grow and gain new ideas. Public Involvement: The Transportation Advisory Committee meets quarterly. Meetings notices are published in the Laurel Outlook and the City of Laurel website. Meetings are open to the general public. In order for more participation at TAC meetings more community outreach will be done to involve public participation. Private Sector: The City of Laurel does not have any private transportation system available. Needs Assessment and Plan to Increase Ridership: The Laurel Transit will be starting focus groups this fiscal year in order to determine the needs of the community and their transit provider. The focus groups will include current riding members, City staff, other transportation providers, healthcare employers, and other members from the community. The focus groups will hone in on the current challenges the transit faces and get a better idea of how to improve the system. In order to increase ridership a 17 passenger bus must be obtained. It is recommended that after the focus groups create an idea of the services they want, a capital grant application for a new bus will be submitted. 3� u The Laurel Transit System has stepped up its advertising strategies by designing and distributing flyers with route information and publishing that flyer in the Laurel Outlook on a regular basis. Transportation Advisory Committee /TAClMeetings: The Laurel TAC meets mnaquarterly basis. The TAC iscomprised ofCity staff, community interested members and representatives from Residential Support Services, the Adult Resource Alliance ofYellowstone County and other interested parties. |norder for more participation at TAC meetings more community outreach will be done toinvolve public participation. 4|Pem RESOLUTION NO. R18-11 A RESOLUTION APPROVING A MAINTENANCE AGREEMENT BETWEEN THE CITY OF LAUREL AND THE MONTANA DEPARTMENT OF TRANSPORTATION ("MDT") THAT PROVIDES THE CITY'S RESPONSIBILITIES FOR THE MANHOLE REHABILITATION PROJECT ALONG OLD HIGHWAY 10 (N-4). BE IT RESOLVED by the City Council of the City of Laurel, Montana: Section 1: Approval. The Maintenance Agreement between the City of Laurel and Montana Department of Transportation ("MDT") prepared by the State of Montana and entitled City/State Memorandum of Agreement Laurel, MT Manhole Rehabilitation (N- 4) Maintenance Agreement, a copy attached hereto, is hereby approved. Section 2: Execution. The Mayor and Clerk -Treasurer of the City of Laurel are hereby given authority to execute said agreement on behalf of the City. Introduced at a regular meeting of the City Council on March 20, 2018 by Council Member PASSED and ADOPTED by the City Council of the City of Laurel, Montana, this 20th day of March, 2018. APPROVED by the Mayor this 20th day of March, 2018. CITY OF LAUREL Thomas C. Nelson, Mayor ATTEST: Bethany Keeler, Clerk -Treasurer Sam Painter, Civil City Attorney R18-11 City/State MOA Laurel, MT Manhole Rehabilitation (N-4) Maintenance Agreement This Memorandum of Agreement (Agreement) is made and entered into by and between the city of Laurel ("the City"), a self-governing municipality operating pursuant to its Charter and the laws of the State of Montana,115 West 14.Street, Laurel, MT 59044 and the Montana Department of Transportation ("MDT"), a department of the State of Montana, P.O. Box 201001, Helena MT 59620-1001 together referred to as "the Parties". The Purpose of this Agreement is to set forth the respective responsibilities and duties of the City associated with the manhole rehabilitation project proposed at along Old Highway 10 (N-4) a State Highway under the Transportation Commission jurisdiction on the Primary Highway System as defined in 60-2-125,1 terms necessary for the City to perform the rehab along Old Highway 10 (N-4) located between mile WHEREAS, MDT is responsible for planninE Highways and roadways, and associated ra offs, parking areas, and rest areas for the US and efficient manner and in accordance witl 60 Montana Code Annotated (MCA) and has is.Agreement sets „forth the +work proposed on`S manholes and 56 shown in Attachment B. Zing, constructing and maintaining State ition facilities,. including associated pull- enefit of the traveling public, in a safe '.3 United -States Code (U.S.C) and Title ction for Old Highway 10 (N-4); and WHEREAS, 1d Highway 10, (N-4)Is oi,ilbe,Highway System within the State of Montana and is eligible to recei`e Fed( WHEREAS, in accordance wi Administration (FHWA) of th certain requirements are mei Old Highway 10``(,-4) to be e WHEREAS, The City that was designated ighw he State's agreement with the Federal Highway .S. Department of Transportation, MDT must ensure that order for MDT to fulfill its obligations to the FHWA and for ble for federal funds; and urs with the Highway System designation of the highway n 60-2-110, MCA, NOW, THEREFORE, in consideration of the following mutual promises, the parties agree as follows: ARTICLE 1. OBLIGATIONS OF THE CITY - MAINTENANCE 11Page A. Old Highway 10 (N-4) "Manhole" Maintenance 1. The City agrees to assume full responsibility for and control of the maintenance for the proposed manholes along Old Highway 10 (N-4) located between mile post 55 and 56 shown in Attachment B. a) For the purposes of this Agreement, "manhole maintenance" means: snow, water and debris removal and/or repair of the manholes, their immediate components including the sub -base and surfacing of old Highway 10 (N-4) either directly modified or impacted in the rehabilitation processshown in Attachment B due to any cause including but not limited to normal w6ar'from use, frost, snow, landscaping (tree roots), structural failures attributable to materials used or work performed in the rehabilitation proces&`or-other encroachments. 2. The City agrees that the maintenance responsibility will , remain in effect for the term of this agreement until the manhole facilities are reconstructed- I , or removed, unless otherwise agreed to in writing`liyythe Parties. ARTICLE 11. GENERAL TERMS AND t6NDITIQNS A. Term -This Agreement shall continue'f6r..,,ten (10)y''e'alis,at which time the parties may review the Agreement for updates0m0 r modifications. Thi8Agreement will remain in effect until the new Agreement is in place or until all five (5) manhole facilities along I 1 9 ­­, ­ - Old Highway 10 (N4) located between mile� ,post 55 and 56 shown in Attachment B have been removed"from Ol&Highway'10,(N7-`4 B. Hold Harmless & Indemnification f The City, shall: protect, defend, mY in emand hold MDT, its elected and appointed officialslagents, and employees, whileacting within their duties as such, harmless from and'. against all claims- liabilities, demands, -causes of action, and judgements (include the cost of defense and reasonable attorney fees) arising in favor of or asserted by the City's employees or third''rties on,account account of damage to property, bodily or personal pa injury, or death'arising out -p,` f any services performed, act or omission that in any way results from the acts or omissions of the City, or their agents, or subcontractors, under this Agreement, except the negligence of MDT under this Agreement. C. Insurance -The City is a member of the Montana Municipal Interlocal Authority's (MMIA) Liability Program. The City will maintain for the duration of the Agreement at its own cost and expense liability coverage against claims for injuries to persons or damages to property which may arise from or in connection with any act or omission by the City and its agents, employees, representative, assigns or subcontractors during the term of this Agreement. Except as may be excluded from coverage under the applicable MMIA Memorandum of Liability Coverage, this coverage shall cover such claims as may be caused by any intentional or negligent act or omission. Coverage amounts shall be 2 1 P i 'Te no less than $750,000 per claim and $1,500,000 per occurrence. The City must provide MDT proof of its MMIA coverage before beginning any activities under this Agreement. The City must notify the State immediately of any change in liability coverage during the term of this Agreement. 1. Additional insured status: The State, MDT, its officers, officials, employees, and volunteers are to be covered and listed as additional insureds arising out of the activities performed by or on behalf of the City, including the insured's general supervision of any Contractor; products, and completed operations; premises owned, leased, occupied or used. 2. Additional covered party endorsement: Th "C'' must obtain an additional covered party endorsement listing the State, MDT, its' fficers, officials, employees are to be covered and listed as additional. covered parties'for,claims arising out of the activities performed by or on behalf of the City. 3. Workers' Compensation Insurance: T compensation coverage through the MM compensation insurance and require its co subcontractors to carry their own workers performing work within MDT right-of-way Montana Code annotated. Neither the coni of MDT. This insurance/exemption me D. Public Safety - It is agreed that, if any repa, along Old Highway 10 (N-4) located betwe N. e area r e and ti or nt ty provides its employees workers i1e City must maintain workers' factor and its contractor's mpensation coverage while accordance with §39-71-401/405, ;tor nor its employees are employees alid for the entire Agreement period. to any of the five (5) manhole facilities mile post S5 and 56 shown in Attachment public hazard, the City will immediately [DT Billings District Office, and make air the hazard. E. Invoicing and Indirect Cost (IDC - If MDT incurs any costs as a result of a public emergency, as,a result of the City not meeting the requirements in this Agreement which necessitates action on MDT's part concerning the maintenance, removal, or repair of any of the five (5) manhole facilities along Old Highway 10 (N-4) located between mile post `55.and 56 shown in Attachment B, MDT shall be entitled to be compensated for such costs by the City and the City shall pay the same within thirty (30) days of its receipt of such invoices. Section 17-1-106, MCA, requires any state agency, including MDT, which receives non - general funds to identify and recover its indirect costs (IDC). These costs are in addition to direct project costs. MDT's IDC rate is determined annually as a percentage of the project's direct costs to cover the project's share of MDT's IDC as defined by 2 CFR Part 200, Appendix VII. MDT's current IDC rate is 10.96% for fiscal year 2018 (July 1, 2017 to June 30, 2018). If the work occurs or extends into fiscal year 2019 or beyond the IDC 31'va2 rate will be charged at the rate agreed to by MDT and the Federal Highway Administration (FHWA). 1. Invoices will be sent to: City of Laurel 11S West 1St Street Laurel, MT 59044 2. Payments shall be made to: Montana Department of Transportation Attention: Collections 2701 Prospect Avenue PO Box 201001 Helena, MT 59620-1001 F. Choice of Law and Venue - This Agreement shall be governed by the laws of Montana The parties agree that any litigation concerning this Agreement must be brought in the First Judicial District Court, in and for the County of Lewis and Clark, State of Montana, and each party shall pay its own costs and attorney fees. In case of conflict between the terms and conditions of this Agreement and the laws of the State of Montana, the laws of the State of Montana shall control. G. Binding Effect -- The benefits and obligations set forth in this Agreement shall be binding upon, and inure to the benefit of, their respective successors, administrators and assigns ofthe 'Parties. H. Relationship of Parties -- Nothing contained in this Agreement shall be deemed or construed (either by the parties hereto or byany third party) to create the relationship of principal and agent orcreate any partnership, joint venture or other association between the Parties. 1. Non -Discrimination - The,Citywill require that during the performance of any work arising out of this Agreement the City, for itself, assignees, and successors shall comply with all applicable non-discrimination regulations, as set forth in Attachment "A" attached hereto and made part of this Agreement. Additionally, MDT requires that any construction resulting from this Agreement must include appropriate pedestrian facilities that meet or exceed current MDT standards for accessibility as set forth in the U.S. Architectural & Transportation Barrier Board, Americans with Disabilities Act Accessibility Guidelines (ADAAG) and MDT's detailed drawings, 608 series. J. Audit- The City grants to the Legislative Auditor and the Legislative Fiscal Analysts the right, without prior notice and during normal business hours, to audit, at their own costs and expense, all records, reports, and other documents, the City maintains in connection with this Agreement. 4� K. Amendment and Modification -- This Agreement may be modified or amended only by written Addendum signed by the parties. In addition to the terms and conditions contained herein, the provisions of any Addendum may be incorporated and made a part hereof by this reference in the terms of the amendment so provided. In the event of any conflict between the terms and conditions hereof and the provisions of any Addendum, the provision of the Addendum shall control, unless the provisions thereof are prohibited by law. L. Representatives - 1. City's Representative: The City's Representative for the purpose of this Agreement shall be the Laurel City Administrator or designee cr such other individual as City shall designate in writing. Whenever approval or authorization from or communication or submission to City is required by this. Agreement, such communication or submission shall be directed to the City's Representative and approvals or authorizations shall be issued only by such Representative; provided, however, that in exigent circumstances when City's Representative is not available, MDT may direct its communication or submission t6 other designated City personnel or agents. 2. MDT's Representative: The MDT Representative for the purpose of this Agreement shall be Billings District Administrator or such other individual as MDT shall designate in writing. Whenever direction to or communication with MDT is required by this Agreement, such direction or communication shall be directed to MDT's Representative; provided, however, that in exigent circumstances when MDT's Representative is not available; City may direct its direction or communication or submission to other designated MDT personnel or agents. M. Counterpart Execution - This Agreement may be executed in two or more counterparts, each of which shall be deemed an original but all of which together shall constitute one and the same Agreement. The counterparts of this Agreement may be executed and delivered by facsimile or other electronic signature by any of the parties to any other party and the receiving party may rely on the receipt of such document so executed and delivered by facsimile or other electronic means as if the original had been received. 51Pa0e IN WITNESS WHEREOF, the Department's authorized representative has hereunto signed on behalf of the State of Montana, and the City Administrator of the City of Laurel, on behalf of the City, has signed and affixed hereto the sea] of the City. M Montana Department of Transportation Approved for Legal Content Approved for Civil Rights 'A I two] M W.11 0111:1 6 1 P a g e ,2018 Rev. 01/2018 MDT NONDISCRIMINATION AND DISABILITY ACCOMMODATION NOTICE Montana Department ofTransportation ("MDT") is committed to conducting all of its business inan environment free from discrimination, harassment, and retaliation. In accordance with State and Federal law MDT prohibits any and all discrimination and protections are all inclusive (hereafter "protected classes") by its employees or anyone with whom MDT does business: Federal protected classes Race color, national origin, sex sexual orientation, gender identity, age, disability, 8iLimited English Proficiency State protected classes Race, color, national origin,perental/nlarita|status pregnancy, childbirth, ormedical conditions related topregnancy orchildbirth, religion/ creed, social origin orcondition, genetic information, sex, sexual orientation, gender identification or expression, national origin, ancestry, age, disability mental orphysical, political orreligious affiliations orideas, military service or veteran status For the duration ofthis rmament.the PARTY agrees asfollows: (1) Compliance with Regulations: The PARTY (hereinafter includes consultant) will comply with all Acts and Regulations of the United States and the State of Montana relative to Non - Discrimination inFederally and State -assisted programs of the U.S.Department of Transportation and the State of Montana, as they may be amended from time to time, which are herein incorporated by reference and nnmda a part of this contract. (2) Non-discrimination: o. The PARTY, with regard to the work performed by it during the contract, will not discriminate, directly orindirectly, onthe grounds cfany ofthe protected classes inthe selection and retention of subcontractors, including procurements of materials and leases of equipment, employment, and all other activities being performed under this contract/agreement. b. PARTY will provide notice to its employees and the members of the public that it serves that will include the following: i. Statement that PARTY does not discriminate nnthe grounds ofany protected dmeoeo. ii Statement that PARTY will provide employees and members of the public that it serves with reasonable accommodations for any known disability, upon request, pursuant tothe Americans with Disabilities Act aoAmended k4[}/A. iii. Contact information for PARTY's representative tasked with handling non- discrimination complaints and providing reasonable accommodations under the AOA. Page 1of4 Rev. 01/2018 iv. Information on how to request information in alternative accessible formats. c. In accordance with Mont. Code Ann. § 49-3-207, PARTY will include a provision, in all of its hiring/subcontracting notices, that all hiring/subcontracting will bmonthe basis of merit and qualifications and that PARTY does not discriminate onthe grounds ofany protected n|aao. (3) Participation byDisadvantaged Business Enterprises NDBEs\: a. If the PARTY receives federal financial assistance as part of this contract/agreement, the PARTY will make all reasonable efforts to utilize DBE firms certified by MDT for its subcontracting services. The list of all currently certified DBE firms is located on the MDT website at mndt.nnt.gov/buainems/uontnacting/civi|/dbe.ehtrn| b. Bysigning this agreement the PARTY assures that: The contractor, sub recipient or subcontractor shall not discriminate onthe basis ofrace, color, national origin,' or sex in the performanceof this contract. The contractor shall carry out applicable requirements of 49 CFR part 26 in the award and administration ofDOT-assisted contracts. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result /nthe termination m/this contract orsuch other remedy authe recipient deems appropriate. o. PARTY must include the above assurance ineach contract/agreement the PARTY enters. (4) Solicitation for Subcontracts, Including Procurement mfMaterials and Equipment: |nall solicitations, either by competitive bidding, or negotiation, made by the PARTY for work to be performed under a subcontract, including procurements of materials, or leases of equipment, each potential subcontractor or supplier will be notified by the PARTY of the PARTY's obligation under this contract/agreement and all Acts and Regulations of the United States and the State of Montana related to Non -Discrimination. (5) Information and Reports: The PARTY will provide all information and reports required by the Acts, Regulations, and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information and its facilities as may be determined by MDT or relevant U8 DOT Administration to be pertinent to ascertain compliance with such Ants. Regulations, and instructions. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish the information, the PARTY will so certify to yWOT or relevant UG DOT Administration, as appnupriete, and will set forth what efhzde it has made toobtain the information. (6) Sanctions for Noncompliance: |nthe event ofmPARTY'snoncompliance with the Non- discrimination provisions of this no neenmnt.MDTwiUimposeouchsanctions as iturthe relevant US DOT Administration may determine to be appropriate, including, but not limited to: a. Withholding payments to the PARTY under the contract/agreement until the PARTY complies; and/or b. Cancelling, terminating, or suspending the contract/agreement, in whole or in part. Page 2of4 Rev. 01/2018 (7) Pertinent Non -Discrimination Authorities: During the performance ofthis no reement.thePARTY.foritne|[dsassignees, and successor in interest, agrees to comply with the following non-discrimination statues and authorities; including but not limited to: Federal - Title Nof the Civil Rights Act of 1964 (42U�.C.§ 2000d et seq..78 stat. 252).(prohibits discrimination onthe basis nfrace, color, national origin); and 49 CFR Part 21; - The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C.G4dO1).(prohibits unfair treatment ofpersons displaced orwhose property has been acquired because ofFederal orFederal-aid programs and \; - ���l-AidHighway Act of1973.(23U.S.C.G324 etoeq.).(prohibits discrimination on the basis of sex); - Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination qnthe basis ofdisobi|ity)'and 4BCFR Part 27' - The Age Discrimination Act of1S75.eeamended, (42U.G.C.G8101e{ooq.).(prohibits discrimination nnthe basis ofoge\' - Airport and Airways Improvement Act of 1982,(49 U.S.C. § 471, Section 47123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex); - The Civil Rights Restoration Act of1987.(PL 1O0-209).(broadened the scope, coverage, and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975, and Section 504 of the Rehabilitation Act of1873.by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal -aid recipients, sub -recipients, and contractors, whether such programs or activities are Federally funded or not); - Titles 11 and III of the Americans with Disabilities Act, which prohibits discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation,and certain testing entities (42U.S.C.GG12131-12188)ae implemented by Department of Transportation regulations at 49 CFR parts 37 and 38; - The Federal Aviation Administration's Non -Discrimination statute (49U.S.C. §47123)/prohibits discrimination on the basis of race, nok)r, national origin, and sex); - Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-income Populations, which prevents discrimination against minority populations by discouraging programs, policies, and activities with disproportionately h'hond adverse human health or environmental effects on minority and low-income populations; Page 3 of 4 Rev. 01/2018 - Executive Order 13166, Improving Access to Services for Persons with Limited English and resulting agency guidance, national origin disormninotionindudeadisn,nninotion because ofLimited English Proficiency (LEP).Toenuureoump|iamce with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (7OFed. Reg. ot74U87to741UO); - Title CKofthe Education Amendments of 1972.asamended, which prohibits you from discriminating because of sex in education programs or activities (20U��§1681et seq.). - Executive [)njer 13072 prohibits discrimination inthe civilian federal workforce onthe basis of gender identity and inhiring by federal contractors onthe basis of both sexual orientation and gender identity. - Mont. Code Ann. §4S-3-205Governmental services; - Mont. Code Ann. § 49-3-206 Distribution of governmental funds; - Mont. Code Ann. § 49-3-207Nondiscrimination provision inall public contracts. (8) Incorporation of Provisions: The PARTY will include the provisionsof paragraph one through seven in every subcontract, including procurements of materials and leases of equipment, unless exempt bythe Acts, 1heRbQu|etinneand/ordinaotivamiasumdpumuanttherebu.ThePARTYxviU take action with respect to any subcontract or procurement as MDT or the relevant US DOT Administration may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, that if the PARTY becomes involved in, or is threatened with litigation by a subcontractor, or supplier because of such direction, the PARTY may request MDT to enter into any litigation to protect the interests of MDT. In addition, the PARTY may request the United States to enter into the litigation to protect the interests of the United States. Page 4 of 4 Montana Department of Transportation iL1DT-RON/UTL-970 05/17 Utilitv Encroachment �ncr®achmenAno9)IcatA®i(r'i Print Form Paoe 1 or 2 Completed By Montana Department of Transportation Date Received: UPN.: Maintenance No: Highway Project No.: Agreement No.: Designation: Applicant Name: City of Laurel Date Submitted: 2/16/2018 Address: 115 West 1st Street Applicant Work Order Number: City: Laurel State: Montana ZIP: 59044 Telephone: Email: citymayor@laurel.mt.gov Prepared by (if different than Applicant) Kurt Markegard Email: kmarkegard@laurel.mt.gov Facility Description: 1) Overhead Facilities: Size: 2) Underground Facilities: Size: 5 -Sewer Manholes 4' across +1 (406) 628-8456 Telephone: +1 (406) 628-4796 Type: Type: Concrete 3) Other: Concrete will be placed around manhole covers to make for a level road surface -manholes will be lined with Location: Highway Number: 310 West / Old Highway 10 Section: 10 Township: 2 South Range:_ Longitudinal: 24 feet from NZ S ❑ from milepost (station) 55+3,425' Centerline crossing(s) at milepost(s) (station): County: Yellowstone 24 East E ❑ W ❑ PJVV line to milepost (station) 55+4,664' Downguys not in parallel with the roadway at milepost(s): APPLICANT IS REQUIRED TO: 1. Submit One (1) copy (electronic version preferred) of this application and attach the following: a. Construction Prints. (Highway prints preferred.) Distances from R/W line, centerline and existing utilities, to the proposed installation. b. Environmental Checklist (MDT -ENV -006)1 Click Here for Environmeraai Checklist 2. Complete MDT Environmental Checklist (link above) and obtain all other necessary permits from other agencies affected by this work. Attach verification of necessary permits. 3. Notify District Utility Engineering Specialist or designee of any work done under this agreement at least 48 hours in advance. 4. Upon completion of work done; Applicant must submit the Certification and Inspection form (MDT-ROWUTL-968) attached, for MDT approval. 5. Waive Applicant's rights to any reimbursement for relocation under Mont. Code Ann. 60-4-403 resulting from future state highway projects, whether or not it is considered to be a utility at the time of relocation. 6. Comply with Montana Administrative Rules (ARM) 18.7.201 - 18.7.232, MDT's Right -of -Way Utilities Manual and Manual on Uniform Traffic Control Devices_ 7. Comply with all terms and conditions shown on page 2. nt Signatures ______ i Department of Transportation nature: Title: Print Name: Date: ; I l71 ZOV c Date App MD7* Wiom-ana Depar�meim` of Transportation U` p � � ,o Printr'orm MDT-ROWUTL-970 05/17 FLAK' J 'd. t�L/�Dc�l� G�1L .�EO[b99��'���Dfr7 Page 2 of 2 Terms and Conditions: 1. APPLICABILITY. The terms and conditions herein apply to the APPLICANT and any agent, employee, representative, assign, contractor or subcontractor conducting any installation or maintenance work described in this application. All the parties conducting work within the highway right of way shall read and be able to produce upon request a fully executed copy of this permit. 2. NOTIFICATION. Notify District Utility Engineering Specialist of any work done under this agreement at least 48 hours in advance. No installation work or utility maintenance work shall be commenced until APPLICANT notifies the District Utility Engineering Specialist or designee the date the APPLICANT proposes to commence work. Notification is required each time the APPLICANT proposes to conduct utility maintenance work within the highway right of way for the facility described on page one of this application. In case of emergencies notification is as practicable, but emergency work may commence. 3. TERM. This permit shall be in full force and effect from the date hereof until revoked as herein provided. 4. REVOCATION. This permit may be revoked by STATE upon giving 45 days notice to APPLICANT by ordinary mail, sent to the address shown herein. However, the STATE may revoke this permit without notice if APPLICANT violates any of its conditions or terms. 5. CHANGES IN HIGHWAY. If State highway changes necessitate changes in structures or installations installed under this permit, APPLICANT will make necessary changes without expense to STATE. 6. STATE SAVED HARMLESS FROM CLAIMS. As a consideration of being issued this permit, the APPLICANT, its successors or assigns, agrees to protect the STATE and save it harmless from all claims, actions or damage of every kind and description which may accrue to, or be suffered by, any person or persons, corporations or property by reason of the performance of any such work, character of materials used, or manner of insta lations, maintenance and operation, or by the improper occupancy of highway right-of-way, and in case any suit or action is brought against the STATE and arising out of, or by reason of, any of the above causes, the APPLICANT, its successors or assigns, will, upon notice to them of the commencement of such action, defend the same at its sole cost and expense and satisfy any judgment which may be rendered against the STATE in any such suit or action. 7. PROTECTION OF TRAFFIC. The APPLICANT shall protect the work area with traffic control devices that comply with the Manual of Vni .La rc Control Devices. The APPLICANT may be required to submit a traffic control Plan to the District Utility Engineering Specialist for approval prior to starting work. During work, the District Utility Engineering Specialist or designee may require the APPLICANT to use additional traffic control devices to protect traffic or the work area. No road closure shall occur without prior approval from the District Administrator. All workers within MDT's right-of-way who are exposed either to traffic (vehicles using the highway for purposes of travel) or to construction equipment shall wear high -visibility class 2 or 3 safety apparel. For nighttime activity, the flagger(s) shall wear class 3 safety apparel. APPLICANT shall provide flagger(s) who are currently certified by the Montana flagger training program; the ATSSA flagger program; or the Idaho, Oregon, or Washington state flagger training programs. 8. HIGHWAY AND DRAINAGE. APPLICANT shall at the APPLICANT's expense install and maintain Best Management Practices (BMP) as necessary to minimize damage to the highway and ad'acent properties and abate pollution of surface and ground water sources. If the work done under this permit interferes in any way with (130) devices installed by others and/or the drainage of the State highway, APPLICANT shall, at the APPLICANT's expense, make such provisions as the STATE may direct to remedy the interference. 9. RUBBISH AND DEBRIS. Upon completion of work contemplated under this permit, all rubbish and debris shall be immediately removed and the roadway and roadside left in a neat and presentable condition satisfactory to the STATE. 10. INSPECTION. The installation authorized by this permit shall be in compliance with the attached plan and the conditions of this permit. The APPLICANT may be required to remove or revise the installation, at sole expense of APPLICANT, if the installation does not conform with the requirements of this permit or the attached plan. 11. STATE'S RIGHT NOT TO BE INTERFERED WITH. All changes, reconstruction or relocation shall be done by APPLICANT so as to cause the least interference with any of the STATE's work, and the STATE shall not be liable for any damage to the APPLICANT by reason of any such work by the STATE, its agents, contractors or representatives, or by the exercise of any rights by the STATE upon the highways by the installations or structures placed under this permit. 12. REMOVAL OF INSTALLATIONS OR STRUCTURES. Unless waived by the STATE, upon termination of this permit, the APPLICANT shall remove the installations or structures installed under this permit at no cost to the STATE and restore the premises to the prior existing condition, reasonable and ordinary wear and tear and damage by the elements, or by circumstances over which the APPLICANT has no control, excepted. 13. MAINTENANCE AT EXPENSE OF PERMITTEE. APPLICANT shall maintain, at its sole expense, the installations and structures for which this permit is granted, in a condition satisfactory to the STATE. Notification must be made according to paragraph 2 above. 14. STATE NOT LIABLE FOR DAMAGE TO INSTALLATIONS. In accepting this permit, the APPLICANT agrees that any damage or injury done to installations or structures by a contractor working for the STATE, or by any STATE employee engaged in construction, alteration, repair, maintenance or improvement of the State highway, shall be at the sole expense of the APPLICANT. 15. STATE TO BE REIMBURSED FOR REPAIRING ROADWAY. Upon being billed, APPLICANT agrees to promptly reimburse STATE for any expense incurred in repairing surface of roadway due to settlement at installation, or for any other damage to roadway as a result of the work performed under this permit. 16. DISCHARGE. The APPLICANT shall not discharge or cause discharge of any process wastewater, hazardous or solid waste by the installation or operation of the facility within State Right -of -Way. 17. TOPSOIURESEED. The APPLICANT will salvage topsoil, re -seed, and control noxious weeds within the disturbed installation area for two (2) years. 18. SURVEYOR. In accordance with Mont. Code Ann. § 76-3-403(2), APPLICANT shall, at APPLICANT's expense, employ the services of a Montana Licensed Professional Land Surveyor to re-establish all existing survey monuments disturbed by work contemplated under this permit. 19. EXPLOSIVES. The use of explosives is prohibited for the installation. 20. NO WAIVER. Any condition of this permit shall not be waived without written approval of the appropriate District Administrator. 21. FEE. The process fee for issuance of this agreement is 22. OTHER CONDITIONS AND/OR REMARKS: 2701 Prospect Avenue PBox 01 MDI*Montana Department of Transportation Helena, MT 59629620-1001 Phone: (406) 444-7228 MDT -ENV -005 04/17 Environmental Checklist Fax(406)444-7245 Page 1 of 2 TTY: (406) 444-7696 www mdt im nov Date Choose type of Environmental Checklist: Feb 20, 2018 Encroachment/Occupancy (including Utility) Highway or Route: Milepost(s): Highway 310 (Public between 55 and 56 Physical Address: City: City of Laurel Waste Water Collection Utility b. Will the proposed action adversely affect listed or candidate threatened or endangered species, or Laurel Legal Description: P.O. Box 10 County: 406 628-4796 City: State: Zip: Yellowstone Township: Range: Section(s): 2 south 24 east 14 a. Is the proposed action on or within approximately 1 mile of an Indian Reservation? 10 Name: Title Kurt Markegard (Public Works Director Company/Utility: the proposed action? City of Laurel Waste Water Collection Utility b. Will the proposed action adversely affect listed or candidate threatened or endangered species, or Mailing Address: Phone: P.O. Box 10 12 Will the proposed action require an environmental -related permit or authorization? 406 628-4796 City: State: Zip: Business Phone: Laurel MT 59044 Montana Environmental Checklist Help Guide (click button to view) I Guide impact Questions Comment, Expl, and/or \ctions that qualify for Categorical Exclusion under MEPA and/or NEPA (See ARM 18.2.261 and 23 CFR 771.117) Information Source (Attach See ARM 18.2.261 and 23 CFR 771.117) supporting information, as necessary.) 1 Will the proposed action impact any known historical or archaeological site(s)? (" Yes (' No Will the proposed action impact any publicly owned parkland(s). recreation area(s), wildlife or waterfowl C Yes t: No refuge(s)? Will the proposed action impact prime farmlands? (If yes, attach a completed Farmland Conversion Impact (- Yes (: No Rating Ad -1006.) a. Will the proposed action have an impact on the human environment that may result from relocations of C Yes (: No persons or businesses, changes in traffic patterns, changes in grade, or other types of changes? b. Has the proposed action received any preliminary or final approval from the local land use authority? (•' Yes (' No DOT has been contacted 5 For the proposed action, is there documented controversy on environmental grounds? (For example, has (- Yes (: No the applicant received a letter of petition from an environmental organization?) 6 Will the proposed action require work in, across or adjacent to a listed or proposed Wild or Scenic River ( Yes (: No 7 Will the proposed action require work in a Class I Air Shed or nonattainment area? ( Yes (: No 8 Will the proposed action impact air quality or increase noise, even temporarily? r- Yes (-No Installation of sewer manhole liners and asphalt removal a. Is the proposed project a MS4 Area? r Yes (: No b. Will the proposed action have potential to affect water quality, wetlands, streams or other water bodies? (- Yes (: No If YES, an environment -related permit or authorization may be required. 10 Are solid or hazardous wastes or petroleum products likely to be encountered? (For example, project ( Yes (. No occurs in or adjacent to Superfund sites, known spill areas, understorage tanks, or abandoned mines.) 11 a. Are there any listed or candidate threatened or endangered species, or critical habitat in the vicinity of ( Yes (: No the proposed action? b. Will the proposed action adversely affect listed or candidate threatened or endangered species, or ( Yes (--No adversely modify critical habitat? 12 Will the proposed action require an environmental -related permit or authorization? ( Yes (: No If the answer is "yes," please list the specific permits or authorizations. 13 Is the proposed action within designated sage grouse habitat (https://sagegrouse.mt.gov/projects). (If yes, f^ Yes (• No a consultation letter issued from the Montana Sage Grouse Habitat Conservation Program is required.) 14 a. Is the proposed action on or within approximately 1 mile of an Indian Reservation? C Yes (: No b. If "Yes', will a Tribal Water Permit be required? (' Yes C' No (. N/A 15 Will the proposed action result in increased traffic volumes, increased wait or delays on state highways, or (- Yes t: No have adverse impacts on other forms of transportation (rail, transit or air movements)? 2701 Prospect Avenue PO Box 201001 mDr*--Montana Department of Transportation Helena, MT 59620-1001 Phone: (406) 444-7228 MDT -ENV -006 04/17 Environmental Checklist Fax(406)444-7245 Page 2 of 2 TTY: (406) 444-7696 Is the proposed action part of a project that may require other governmental permits, licenses or 16 easements? If "Yes', describe the full extent of the DrojeGt and any other permits, licenses or easements Yes (No DOT encroachment Permit that may be necessary for the applicant to acquire. 17 Attach a brief description of the work to be performed, including any subsurface work. X Description Attached Attach representative photos of the site(s) where the proposed action would be implemented. Photos are 18 Photos Attached to include any structures, streams, irrigation canals, and/or potential wetlands in the project area. 19 Attach map(s) showing the location(s) of the proposed action(s); Section, Township, Range; highway or X Maps Attached route number and approximate route post(s). Checklist preparer: Title: Date Kurt Markegard Public Works Director Feb 20, 2018 re Reviewed for completeness by: District Representative Title ate Checklist Approved by: �-nvironmental Services Bureau Title (When any of the items 1 through 16 are checked "Yes") ransportation Planning (When any of the items 15 or 16 are checked "Yes") Checklist Conditions and Required Approvals A. The applicant is not authorized to proceed with the proposed work until the checklist has been reviewed and approved, as necessary, and any requested conditions of approval have been incorporated. B. Complete the checklist items 1 through 16, indicating "Yes" or "No" for each item. Include comments, explanations, information sources, and a description of the magnitude/importance of potential impacts in the right hand column. Attach additional and supporting information as needed. Ensure that information required for items 17, 18, and 19, is attached. The checklist preparer, by signing, certifies the accuracy of the information provided. C. If "Yes' is indicated on any of the items, the Applicant must explain the impacts as applicable. Appropriate mitigation measures that will be taken to avoid, minimize, and/or mitigate adverse impacts must also be described. Any proposed mitigation measures will become a condition of approval. Use attachments if necessary. If the applicant checks "No" and the District concludes there may in fact be potential impacts, the Environmental Checklist must be forwarded to Transportation Planning for review and approval. D. If "Yes" is indicated in item 11 a. (threatened or endangered species), the Applicant should provide information naming the particular species and the expected location, distribution and habitat use in the proposed action area, i.e. within the immediate area of the proposed action; or, in the general area on occasion (seasonally passes through) but does not nest, den or occupy the area for more than a few days. E. If the applicant checks "Yes" for any item, the approach permit, occupancy agreement or permit, along with the checklist and supporting information, including the Applicant's mitigation proposal, documentation, evaluation and/or permits must be submitted to Transportation Planning. Electronic format is preferred. F. When the applicant checks "Yes" to any item, the Applicant cannot be authorized to proceed with the proposed work until the MDT Environmental Services Bureau and/or Transportation Planning, as appropriate, reviews the information and signs the checklist. G. Applicant must obtain all necessary permits or authorizations from other entities with jurisdiction prior to beginning the proposed action or activity. The Applicant is solely responsible for any environmental impacts incurred as a result of the project; obtaining any necessary environmental permits, notifications, and/or clearances; and ensuring compliance with environmental laws and regulations. CITY HALL 115W. IST, jT. City Of Laurel PUB. WORKS: 628-4796 WATER OFC.: 628-7431 COURT: 628- 1 %4 P.O. Box 10 FAX 628-2241 Laurel, Montana,59044 February 20, 2018 T I ammy Saldivar Utilities Engineering Specialist Montana Department of Transportation. Re; Laurel sewer manhole fining and leveling, Office of the Director of Public Works The Citv of Laurel would like to do some maintenance of sewer manholes that are in the Montana DOT I right of way. The location of these sewer manholes are in Highway 310 (East Main Street) in Laurel Montana, The manhole locations are between mile market 55 and 56 and are located 24 feet south of the north right of way line (west bound driving lane). The sewer manholes will be cleaned to remove loose concrete material and then epoxy lined in order to keep the concrete in the manholes sealed and protected from waste water exposure, The sewer manhole r rims and covers will be removed and then leveled in order to provid f oa smooth road surface. Concrete will be placed around the manholes rings to secure thein in place. The epoxy liner is extended up into the interior of the sewer manhole rings. I have attached pictures to this letter that were taken after other sewer manholes in Laurel had this same procedure completed. I have filled out the environmental checklist, submitted the encroachment permit signed by the Mayor, and we will follow the traffic control plan that was submitted for Stan Jonutis which will include Stan's recommended changes to use barrels instead of traffic candies on the exit side of the lane shift. If there is anything else you need from rnplease let me know. Reg 70s,/1 41 Kurt Markegard Public Works Director Manhole #1150' Manhole #3 150" west of Juniper West of Locus I v I' ;[Ave These manhole locations are depicted on the attached map on page 3 of this letter. 9 ME -r`7 CIP Construction Technologies, Inc. 134 Ia A ve W Kalispell, JUT 59901 Phone (406) 291-8017 Fax (406) 75-7-4630 BMW Phone, f 4" 257-3938 E-fftalk supertec@rexfordds1net VIDebske. wwwx4manhe&cont PROPOSAL December I I, 2017 Pasted & Emailed City of Laurel Laurel, MT Phone 406-860-8139 Email: mwheeler@iaurel.mt.gov Pages- 2 Attn: Matt Wheeler and Guy Rollins PROJECT: City of Laurel Manhole Rehabilitation SCOPE. Line interior of five sewer manholes with cured -in-place fiberglass liner by authorized licensed installer CIP Construction Technologies, Inc. and rebuild chimney sections via the Mr. Manhole process. ITEM DESCRIPTIQIMENSIONS' PRICE Ia. Line mh in Hwy 10 between Locust & Juniper 6.17 x 8.33 11,370-00 Use Series 11600 liner (5 layers of fiberglass & PVC) — our heaviest liner lb, Mr. Manhole leveling system 1395.00 lc. Supply and install new frame and cover 365.00 2a. Line rnh in Hwy 10 in intersection at Juniper 4.33 x 8.0 5,000,00 Use Series 6800 liner (3 layers of fiberglass & PVC) — our standard heavy liner 2b, Mr. Manhole leveling system 1395.00 2c. Supply and install new frame and cover 365.00 3a. Line nth in Hwy 10 at Ridge Motel 4.5 x 10.09 7,709,00 Use Series 9200 liner (4 layers of fiberg .,lass & PVC) — our 211" heaviest liner 3b. tea'. Manhole leveling system 1395.00 3c. Supply and install new frame and cover 365,00 4a. Line mh in Hwy 11D 150 ft east of Fir Ave 4.5 x 12.25 7,656.00 Use Series 6800 liner (3 layers of fiberglass & PVC) — our standard heavy liner 4b. Mr. Manhole leveling system 1395.00 4c. Supply and install new firame and cover 36.5.00 5a. Line mh in Hwy 10 at lift station 4.33 x 14.67 9,169a Use Series 6800 liner (3 layers of fiberglass & PVC) —crag standard heavy liner 5b. Mr. Manhole leveling system 1395.00 5c. Supply and install new frame and cover 365.00 6. Mobil" item* NC TOTAL $49,704.00 projects with the City ofRed Lodge and the Town of Roberts. Mw_ufacturer's 3�La_mntv: To stop infiltration and lrdwr deterioration — Five "Years Labor, Twenty Yem Materials, It is agreed that the City of Laurel in all instances and at its expense, including but not limited to installation, repair, or wwTanty service, will provide :IP with the following: adequate access to structure(s), a source of water supply, traffic control, assistance as needed to coordinate and control semge flow, a location .for gaebage disposal (e.g., access to dumpster); hydrovac assistance. CIP will provide the normal preparatory work and equipment necessary to install the liner system which includes pressure cleaning @ 3500 p.si., and step removal. We expect that our process will eliminate further deterioration and greatly increase the life of the structure(s). Independent lab tests predict a 50 - 100 year life span for our liner in a sanitary sewer enviromnem. Thank you for the opportunity to assist you and the City in solving these infrastructure problems. We lo-o'k, forward to working with you on this project and others in the future. Best regards, ,TCnvSwa4Yu Jim Swain President From: Tierney, Michael Sent: Wednesday, February 21, 2018 10:01 AM To: Saldivar, Tammy subject: RE: Laurel manhole agreement Attachments: RE.- Lining sanitary sewer manholes in East Main Street Tammy — 1 have attached MDT review comments. Hydraulics had no comment. However, Jim Combs noted that if a chimney rebuild implies a supporting member that has to support traffic, we need some verification of the structural integrity and capacity of the proposed design. This information should be included in any permit request that is made. As for the agreement. It's in the worm Also, has Laurel submitted a permit yet? Finally, I have no emails on the development on Laurel Ave and Parkway Lane in Billings. Mike From: Saldivar, Tammy Sent: Wednesday, February 21, 2018 8:43 AM To. Tierney, Michael <rntierney@mt.gov> Subject: Laurel manhole agreement Hi Mike, Can you tell me where we are with the maintenance agreement with Laurel for the manhole linings? Also, did 5tarp send to you an inquiry for a new development on Laurel Ave and Parkway Lane in Billings? It would have come since yesterday. Ta*n*ny Sa4ar ME) 7- B LLU4UJS- D b0iict Utta�Cww Eyqiint . eci� 406 -657-0239 Sal i, Tam From: Tierney, Michael Sent: Thursday, February 15, 2018 2-30 PM To: Hedstrom, David; Combs, James Subject: RE: Lining sanitary sewer manholes in East Main Street Dave and Jim - Thanks for looking at this. Based on both of your comments - I'll let the District know that MDT's comment on the process is limited to Jim's comment on structural integrity of the chimney rebuild. Also, the District did request an agreement be struck with the City for maintenance. Thanks again, ME From: Hedstrom, David Sent: Thursday, February 15, 2018 12:31 PM To: Tierney, Michael; Combs, James Subject: RE: Lining sanitary sewer manholes in East Main Street Mike, We don't have any comments on the proposed manhole lining, Sent: Wednesday, February 14, 2018 7:48 AM To. Combs, James <i omb__,,,Itgat >; Hedstrom David <dhedr,,,,, > St Subject: RE: Lining sanitary sewer manholes in East Main Street Hello Dave and Jim — I needed to follow up with both to see if the manhole rehab process proposed is acceptable to MDT in order to allow in it our r/w. thoughts? MW From: Combs, James Sent: Thursday, February 01, 2018 1:40 PM To: Hedstrom, David <dhedsi- Cc: Tierney, Michael <mtier e v> Subject: FW: Lining sanitary sewer manholes in East Main Street Hello Dave, Please see the e-mails below and the attachments. Do you have any comments about what the City of Laurel is proposing? My comments are below: 1. 1 will defer to Hydraulics but the fiberglass liner seems fine so long as this is a City manhole. 2. My biggest concern is the "chimney rebuild". I'm unclear what constitutes a "chimney rebuild"? Is this a precast or cast in place concrete section? I will defer to Dave if he has comment but if a chimney rebuild implies a supporting member that has to support traffic, we need some verification of the structural integrity and capacity of the proposed design. 1 The District needs to approve whatever is proposed and may wish to enter into an agreement. 4. 1 will defer to the District, but I would recommend they provide a traffic control plan and schedule if the design is agreeable. Please contact me if I may be of assistance. Thanks and have a great day! JAC zero deaths I zero serious injuries James A. Combs, P.E. Highways Design Engineer I Highways Montana Department of Transportation 2701 Prospect Avenue PO Box 201001 Helena MT 59620-1001 406-444-6244 1 jcombs(a.mt.gov DOM From: Tierney, Michael Sent: Thursday, February 01, 2018 1:21 PM To: Combs, James <jccmbsPnit.guv> Subject: FW: Lining sanitary sewer manholes in East Main Street http://mrmanhole.com/ From: Saldivar, Tammy Sent: Thursday, February 01, 2018 12:53 PM To: Tierney, Michael <n)tierney@mt.gov>; Priebe, Gabe <er rieber �n t. n;> Subject: FW: Lining sanitary sewer manholes in East Main Street From: Kurt Markegard[rrnailto:kmarkegard@laurel.mt.gov) Sent: Wednesday, January 24, 2018 9:12 AM To: Saldivar, Tammy <tsaldivar@mt.gov> Cc: Guy Rolison <grolison@laurel.mt.gov>; Matt Wheeler <rnwheeler@laurel.mt.gov> Subject: Lining sanitary sewer manholes in East Main Street Tammy, I wanted to share our upcoming project with you that I spoke to you about last month. The City will be epoxy lining five sewer manholes and will also be leveling the manhole lids so that they are flush or slightly below the pavement grade. The life expectancy of the liner is estimated at fifty years and will prevent concrete deterioration of the sanitary sewer manholes. I am hopeful to get the state permit submitted in the next few weeks if the City Council approves of the work at their Feb. 6'h Council meeting. The Laurel Public Works Committee voted to recommend to City Council to proceed with the project. We will be putting together a traffic control plan and at this time I do not anticipate any road closures as the sewer manholes are dead center of the west bound lane. West bound traffic will be directed into the center turn lane. As we get closer to submitting the permit to you, we will get in touch with the contractor performing the manhole lining and make sure what traffic control is needed for them to perform their work. I have attached the contractor's proposal, sample pictures of the manhole leveling and liner. Let me know if you have any comments or concerns. Kurt Markegard Public Works Director City of Laurel RESOLUTION NO. R18-12 A RESOLUTION APPROVING A TASK ORDER THAT PROVIDES FOR PLANNING SERVICES FOR THE CITY ISSUED PURSUANT TO THE MASTER SERVICES AGREEMENT BETWEEN THE CITY OF LAUREL AND KLJ ENGINEERING. WHEREAS, the City of Laurel's planning services were previously provided by a fun time City Planner who was an employee of the City, who recently resigned; and WHEREAS, the City intends to advertise, locate and hire a qualified replacement for the city planner position, however such action will take time and effort; and WHEREAS, the City currently has ongoing tasks within the planning department that requires a temporary consultant to perform such services until a full-time planner is located and hired; and WHEREAS, the City's on-call engineers (KLJ Engineering) employs qualified staff who are able to provide planning services for the City of Laurel on a temporary basis to enable the City's planning department to continue operating until a full-time planner is located and hired; and WHEREAS, the City requested KLJ prepare the attached Task Order for the City Council's consideration, which includes the terms and conditions for their provision of planning services; and WHEREAS, the Mayor and City Staff have determined the attached Task Order is in the best interest of the City and recommends the City Council approving the attached Task Order for the provision of the City's planning services until a full time planner is located and hired. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Laurel, Montana, the Mayor and City Clerk are authorized to execute the attached Task Order for the provision of the City's planning services until a full time City Planner is located and hired. Introduced at a meeting of the City Council on March 20, 2018, by Council Member PASSED and ADOPTED by the City Council of the City of Laurel, Montana, this 20th day of March, 2018. APPROVED by the Mayor this 20'h day of March, 2018. CITY OF LAUREL Thomas C. Nelson, Mayor ATTEST: Bethany Keeler, Clerk -Treasurer APPROVED AS TO FORM: Sam Painter, Civil City Attorney R18-12 Task Order City/KLJ City Planning Services 2611 Gabel road Billings. SNIT 59102-7329 406 245 5499 KUEl1G.COM NlarJi 7, 2018 Kurt Markegard Public Works Director City of Laurel Via email: kmari<egard@laurel.mt.gov Re: City of Laurel Planning Services Dear Kurt: The draft task order for City of Laurel Planning services is enclosed for your review and comment. Please take your time to read through the details and let us know if you have any questions or corrections. The scope of services aligns with our understanding of your conversation with Forrest Sanderson last Friday, March 2nd. The master services agreement (Agreement) that was executed on December 5, 2017 applies to all task orders, unless indicated otherwise in each specific task order. For example, Exhibit A in the Agreement was replaced by the Exhibit A attached to this task order; however, Exhibit B along with other exhibits attached to the Agreement are incorporated by reference. Due to the unique nature of the requested planning services, we made a revision to Exhibit C, which is noted on the task order. Once again, thank you very much for this opportunity. We look forward to providing these services to the City of Laurel. Sincerely, Ku ~�D Forrest Sanderson, AICP, CFM Project Manager Enclosure(s): as noted cc: file ENGINF_F.RING. RFIMAG INFD This is a Task Order for KU Project No. 1804-00554, consisting of four (4) pages, plus attachments. Task Order: City of Laurel Planning Services In accordance with Paragraph 1.01 of the Agreement Between Owner and Engineer for Professional Services – Task Order Edition, dated December 5, 2017 ("Agreement"), Owner and Engineer agree as follows: 1. Background Data A. Effective Date of Task Order: March 20, 2018 B. Owner: C. Engineer: D. Specific Project (title): E. Specific Project (description) 2. Services of Engineer City of Laurel Kadrmas, Lee & Jackson, Inc. (dba "KU") City of Laurel Planning Services Planning services related to subdivision, zoning, development, floodplain hazard management, reviews and other related work A. The specific services to be provided or furnished by Engineer under this Task Order are: Set forth in Part 1—Basic Services of Exhibit A, "Engineer's Services for Task Order," modified for this specific Task Order, and attached to and incorporated as part of this Task Order. B. Resident Project Representative (RPR) Services – Not Used C. Designing to a Construction Cost Limit –,Not Used D. Other Services – Not Used E. All of the services included above comprise Basic Services for purposes of Engineer's compensation under this Task Order. 3. Additional Services A. Additional Services that may be authorized or necessary under this Task Order are: Set forth in Part 2—Additional Services of Exhibit A, "Engineer's Services for Task Order," modified for this specific Task Order, and attached to and incorporated as part of this Task Order. 4. Owner's Responsibilities Owner shall have those responsibilities set forth in Article 2 of the Agreement and in Exhibit B. Task Order Form — City of laurel Planning Services EJCDC® E-505, Agreement Between Owner and Engineer for Professional Services — Task Order Edition. Copyright 0 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 1 S. Task Order Schedule Planning services shall be completed within the timelines found in the applicable local regulations or Montana Law. It is anticipated that services will be provided "on-call" throughout the duration of the Agreement, upon request of Owner. 6. Payments to Engineer A. Owner shall pay Engineer for services rendered under this Task Order as follows: Description of Service Amount Basis of Compensation 1. Basic Services (Part 1) $ (tbd) Direct Labor 2. Additional Services (Part 2) $ (tbd) Direct Labor B. The terms of payment are set forth in Article 4 of the Agreement and in the applicable governing provisions of Exhibit C. 7. Consultants retained as of the Effective Date of the Task Order: None 8. Other Modifications to Agreement and Exhibits: Agreement Exhibit C "Payments to Engineer for Services and Reimbursable Expenses" Article 2, Part C2.02 is modified as follows. All other parts of Agreement Exhibit C remain unchanged. C. Direct Labor Costs Times a Factor 1. For the specified category of services, Owner shall pay Engineer an amount equal to Engineer's Direct Labor Costs times a factor of 3.4forthe services of Engineer's employees engaged on the Specific Project. Direct Labor Costs means salaries and wages paid to employees but does not include payroll -related costs or benefits. Under this method, Engineer shall also be entitled to reimbursement from Owner for the expenses identified in Paragraph C2.03 below, and Appendix 1. Engineer's Reimbursable Expenses Schedule is attached to this Exhibit as Appendix 1. Task-9d2r- The scope of Engineer's services related to the Task Order is difficult to quantify, and total estimated compensation is indeterminable; therefore, Owner shall pay Engineer on Task Order Form — City of laurel Planning Services EJCDC® E-505, Agreement Between Owner and Engineer for Professional Services — Task Order Edition. Copyright © 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 2 an hourly (time and materials) basis for services related to the Task Order. Upon request by Owner. Engineer shall provide estimated fees for specific tasks prior to beginning such tasks identified as Basic Services (Part 1) or Additional Services (Part 2). This tetal—ee times compensation incorporates all labor, overhead, profit, and reimbursable expenses (including Consultant's charges, if any). 4. The amounts billed will be based on the applicable Direct Labor Costs for the cumulative hours charged to the specified category of services on the Specific Project during the billing period times the above -designated factor, plus reimbursable expenses (including Consultant's charges, if any). 5. The Direct Labor Costs and the factor applied to Direct Labor Costs will be adjusted annually (as of January 1) to reflect equitable changes in the compensation payable to Engineer. 9. Attachments: Exhibit A — Engineer's Services for Task Order 10. Other Documents Incorporated by Reference: December 5, 2017 Agreement between Owner and Engineer for Professional Services, Task Order Edition 11. Terms and Conditions Execution of this Task Order by Owner and Engineer shall make it subject to the terms and conditions of the Agreement (as modified above), which Agreement is incorporated by this reference. Engineer is authorized to begin performance upon its receipt of a copy of this Task Order signed by Owner. The Effective Date of this Task Order is March 20, 2018. OWNER: City of Laurel By: Print Name: Title: DESIGNATED REPRESENTATIVE FOR TASK ORDER Name: Kurt Markegard ENGINEER: Kadrmas, Lee & Jackson, Inc. By: Print Name: Title: Engineer License or Firm's Certificate No. (if required): State of: PEL-EF-LIC-37 Montana DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Forrest Sanderson, AICP, CFM Task Order Form — City of Laurel Planning Services EJCDC® E-505, Agreement Between Owner and Engineer for Professional Services — Task Order Edition. Copyright O 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 3 Title: Director of Public Works Title: Planner PO Box 10 PO Box 80303 Address: Laurel, MT 59044 Address: Billings, MT 59108 E -Mail E -Mail Address: kmarkegard@laurel.mt.gov Address: forrest.sanderson@kljeng.com Phone: 406-628-4796 Phone: 406-245-5499 Task Order Form —City of laurel Planning Services EJCDC® E-505, Agreement Between Owner and Engineer for Professional Services — Task Order Edition. Copyright 0 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 4 This is EXHIBIT A, consisting of three (3) pages, referred to in and part of the Task Order dated March 20, 2018. Engineer's Services for Task Order: City of Laurel Planning Services PART 1—BASIC SERVICES A1.01 Planning Services A. As Basic Services and upon request by Owner, Engineer shall: 1. Consult with Owner to define and clarify Owner's requirements, including objectives and constraints, space, capacity and performance requirements, flexibility, expandability, and any budgetary limitations, and identify available data, information, reports, facilities plans, and site evaluations. 2. Conduct site visits to review existing conditions and facilities, unless such visits are not necessary or applicable. 3. Advise Owner of any need for Owner to obtain, furnish, or otherwise make available to Engineer additional relevant data and information, for Engineer's use in providing planning services. 4. After consultation with Owner, recommend to Owner the solution(s) which in Engineer's judgment meet Owner's requirements. S. Identify, consult with, and analyze requirements of applicable governmental authorities or other stakeholders on a case-by-case basis. 6. Advise Owner of any need for Owner's legal counsel to review and approve Engineer's evaluations and recommendations, and review such matters with Owner's legal counsel. 7. Advise Owner of any need for Owner to provide data or services of the types described in Exhibit B. 8. Provide on-call planning and related technical support services (engineering, surveying, etc.) related to the following: a. Capital improvement plan reviews b. Subdivision reviews c. Annexation requests d. Zoning reviews e. Special reviews, conditional uses, and similar requests f. Variance requests g. Site plan reviews Exhibit A — Engineer's Services — City of laurel Planning Services E1CDC6 E-505, Agreement Between Owner and Engineer for Professional Services —Task Order Edition. Copyright © 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 1 h. Development application reviews i. Impact fee assessments j. Floodplain reviews and administration k. Permit reviews as submitted by an outside applicant I. Review and recommend updates, revisions or amendments to local regulations, codes, standards, etc. m. Other planning -related tasks requested by Owner 9. Prepare staff reports and recommendations to Owner. 10. Attend and/or facilitate public hearings, City Council meetings, workshops, board/committee meetings, etc. B. Engineer's services shall be completed within the timelines found in the applicable local regulations or Montana Law. It is anticipated that services will be provided "on-call" throughout the duration of the Agreement, upon request of Owner. PART 2—ADDITIONAL SERVICES A2.01 Additional Services Requiring an Amendment to Task Order A. Advance Written Authorization Required: During performance under a Task Order, Owner may authorize Engineer in writing to furnish or obtain from others Additional Services of the types listed below. Unless expressly indicated above or in the specific Task Order to be included Basic Services, the following services are not included as part of Basic Services and will be paid for by Owner as Additional Services, using the basis of compensation for Additional Services, as indicated in the specific Task Order. 1. Preparing updates, revisions or amendments to local regulations, codes, standards, etc. listed below, and providing drafts of such documents to Owner's legal counsel for review and approval by Owner: a. Subdivision regulations b. Zoning regulations or maps c. Floodplain regulations d. City code updates e. Growth policy preparation or update to existing f. Design standards for public and private infrastructure g. Standard specifications for construction of public and private infrastructure h. Capital Improvement plan and updates Exhibit A — Engineer's Services — City of Laurel Planning Services EtCDC* E-505, Agreement Between Owner and Engineer for Professional Services —Task Order Edition. Copyright cC12014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 2 2. Preparation of applications and supporting documents (in addition to those furnished under Basic Services) for private or governmental grants, loans, or advances in connection with a specific project; and preparation or review of environmental assessments and impact statements, or other environmental -related field work and permitting tasks. 3. Services to make measured drawings of existing conditions or facilities, to conduct tests or investigations of existing conditions or facilities, or to verify the accuracy of drawings or other information furnished by Owner or others. 4. Assistance to Owner in training Owner's staff. 5. Services required as a result of Owner's providing incomplete or incorrect information to Engineer. 6. Providing renderings or 3-D (artistic) models for Owner's use. 7. Furnishing services of Consultants for other than Basic Services. 8. Providing data or services of the types described in Exhibit B, when Owner retains Engineer to provide such data or services instead of Owner furnishing the same. 9. Services during out-of-town travel required of Engineer, upon request of Owner, necessary to complete Basic Services. 10. Preparing to serve or serving as a consultant or witness for Owner in any litigation, arbitration, mediation, lien or bond claim, or other legal or administrative proceeding. 11. Overtime work requiring higher than regular rates. 12. Provide assistance in responding to the presence of any Constituent of Concern at any project site, in compliance with current Laws and Regulations. 13. The nature of technical support (engineering, surveying, etc.) described in A1.01.A.8 above is to assist with planning -related services. Providing engineering and surveying related to preliminary engineering, design, bidding, construction and post -construction phase services is not included. 14. Other additional services performed or furnished by Engineer not otherwise provided for in this Agreement. Advance Written Authorization Not Required: Engineer shall advise Owner in advance that Engineer will immediately commence to perform or furnish the Additional Services of the types listed below. For such Additional Services, Engineer need not request or obtain specific advance written authorization from Owner. Engineer shall cease performing or furnishing such Additional Services upon receipt of written notice from Owner. Unless expressly indicated above or in the specific Task Order to be included Basic Services, the following services are not included as part of Basic Services and will be paid for by Owner as Additional Services, using the basis of compensation for Additional Services, as indicated in the specific Task Order. 1. None Exhibit A — Engineer's Services — City of Laurel Planning Services EJCDC® E-505, Agreement Between Owner and Engineer for Professional Services —Task Order Edition. Copyright O 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 3