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HomeMy WebLinkAboutCity Council Packet 05.01.2018NEXT RES. NO. R18-19 NEXT ORD. NO, 018-01 CITY OF LAUREL CITY COUNCIL AGENDA TUESDAY — MAY 1, 2018 — 6:30 P.M. WELCOME ... By your presence in the City Council Chambers, you are participating in the process cif representatim, government. To encourage that participation, the Qv 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 oj'the Council. Citizens may also comment on any item removed from the consent agenda prior to council action, nith 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 writ until the agenda item is presented to lite Council by the Mctvor and the public is asked to comment by the Mayor Once again, each speaker is limited to three minutes. Any person i4ho has any question concerning any agenda item may call the City Clerk -Treasurer's office to make an inquiry concerning the nature oj'the item described on the agenda. Your City government welcomes your interest and hopes you it -it/ attend the Laurel City Council meetings often. 1. Pledge of Allegiance. 2. Roll Call of the Council. 3. Approval of Minutes of April 17, 2018. 4. Correspondence. 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 lite Consent Calendar for discussion and consideration. The matters removed froin the Consent Calendar will be considered individually at the end of this Agenda under "Items Removed from the Consent Calendar. " (See Section 12.) 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 April 2018. b. Approval of Payroll Register for PPE 4/22/2018 totaling $172,058.95. C. Receiving the Committee/Board Minutes into the Record. 1) Budget/Finance minutes of April 17, 2018. 2) Council Workshop minutes of April 24, 2018. 3) Safety Committee minutes of January 10, 2018. 4) Tree Board minutes of April 12, 2018. 5) Park Board minutes of April 5, 2018. 6) Laurel Airport Authority minutes of March 27, 2018. 7) Public Works Committee minutes of April 16, 2018. 8) City/County Planning Board minutes of April 5, 2018. 8. Ceremonial Calendar. 9. Reports of Boards and Commissions. 10. Audience Participation (Three -Minute Limit). Citizens may address the Council regarding any item qj'City business that is not on tonight's agenda. Comments regarding tonight's agenda items will be accepted under SchedidedMatters. The duration for an individual speaking under Audience Participation is limited to three minutes. fflide all comments are welcome, the Council will not take action on any item not on the agenda. 11. Scheduled Matters. a. Confirmation of Appointments i. Appointment of Ken Gomer to Public Works Committee 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 conmuni4, announcements. The duration for an individual speaking under Community Announcements is limited to one minute. While all continents 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. Mayor Updates 16. Unscheduled Matters. 17. Adjournment. DATES TO REMEMBER: Budget/Finance Committee - Tuesday, May 1" @ 5:30 p.m. Council Conference Room City -County Planning Board - Thursday, May 31 @10:00 a.m. Council Chambers Park Board - Thursday, May 31 @ 5:30 p.m. Council Chambers Cemetery Commission - Tuesday, May 8`1 @ 5:00 p.m. Council Conference Room Library Board - Tuesday, May 8" @ 6:00 p.m. Laurel Library Council Workshop - Tuesday, May 8`1 @ 6:30 p.m. Council Chambers Budget/Finance Committee - Tuesday, May 15th @ 5:30 p.m. Council Conference Room Tree Board - Thursday, May ITh @ 9:00 a.m. PWD Conference Room Public Works Committee - Monday, May 21" @ 6:00 p.m. Council Chambers Laurel Urban Renewal Agency - Monday, May 2l" @11:00 a.m. Council Chambers Laurel Airport Authority - Tuesday, May 22id @ 7:00 p.m. Laurel Airport City Hall Closed — Memorial Day - Monday, May 28"' Emergency Services Committee (Cancelled) - Monday. May 28`' iu 5:30 p.m. Council Chambers Council Workshop - Tuesday, May 29t1 @ 6:30 p.m. Council Chambers 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. I APRIL 17 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 pm. on April 17, 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: , 71 Motion by Council Member McGee to approve the minutes of the regular meeting of April 3, 2018, as presented, seconded by Council Member Klose, 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. CORRESPONDENCE. • Laurel Chamber of Commerce minutes of March 8, 2018; Laurel Chamber of Commerce Agenda of April 12, 2018. COUNCIL DISCLOSURE OF EX PARTE COMMUNICATIONS: None. PUBLIC HEARING: None. CONSENT ITEMS: • Claims for the month of April 2018 in the amount of S148,769JM A complete listing of the claims and their amounts is on file in the Clerk/Treasurces Office. • Clerk/Treasurer Financial Statements for the month of March 2018. • Approval of Payroll Register for PPE 4=018 totaling S177,752.81. • Receiving the Committee/Board/Commission Reports into the Record. —Budget/Finance Committee minutes of April 3, 2018 was presented. —Council Workshop minutes of April 10, 2018 was presented. --Corrected Park Board minutes of March 1, 2018 was presented. —QbnmLBoard minutes of March 13, 2018 was presented. —Public Works Committee minutes of March 19, 2018 was presented. --Emergency Services Committee minutes of March 26, 2018 was presented. The mayor asked if there was any separation of consent items There was none. Council Minutes of April 17, 2013 Motion bY Council-Member•ton to approve the consent Items as presented, 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): None. SCHEDULED MATTERS: i • Confirmation of Appointments. L_ o Appointment of Taryn Massa to Emergency Services Committee. Motion by Council Member Stokes to approve Taryn Massa to Emergency Services Committee, 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. • Resolution No. R18-15: A resolution accepting an easement from the Nutting Drain District for the purpose of creating a publicly dedicated easement over district -owned property for the construction and/or installation of public improvements within the Iron Horse Subdivision. Motion by Council Member Klose to approve Resolution No. R18-15, 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. • Resolution No. R18-16: A resolution aproving amendment No. 3 to the previously adopted Task Order No. 29, authorizing -Great -West Engineering to preform services relating to the City's Water System Improvement Project. Motion by _Council Member Wilke to approve Resolution No. R18-16, 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. • Resolution No. R18-17: A resolution of the City Council establishing fees and charges for the City's swimming pool for the 2018 season. Motion by Council Member Henn to approve Resolution No. R18-17, 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. • Resolution No. RIS -18: A resolution authorizing the Mayor to submit comments on the City of Laurel's behalf regarding the Draft Yellowstone River Recreation Project Priority Pian. Motion by Council Member SRuh to approve Resolution No. R18-18, seconded by Council Member Klose. 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): Thursday April 191 from 4:30 pan. to 6:30 p.m. the Laurel Senior Center will be having a fundraiser. COUNCIL DISCUSSION: Council Member McGee recognized Our Savior Lutheran Church for host a dinner to honor fust responders in our community. Emergency Services Committee will meet April 23rd at 5:30 pan. in Council Chambers. Council Minutes of April 17, 2018 MAYOR UPDATES: None, UNSCHEDULED MATTERS: None. ADJOURNMENT: Motion by Council, Member to adjourn the council meeting, seconded by Council Member Klose, 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 6:44 p.m. Brittney t7#1 Administrative Assistant Approved by the Mayor and passed by the City Council of the City of Laurel, Montana, this 11 day of May, 2018. Thomas Nelson, Mayor Attest: Bethany Langve, Clerk/Treasurer MINUTES BUDGET/FINANCE COMMITTEE APRIL 1'7, 2018 5:00 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Bruce McGee Richard Klose Scot Stokes OTHERS PRESENT: Bethany Langve Mayor Tom Nelson Emelie called the regular meeting of the Budget/Finance Committee to order at 5:00 p.m. There was no public present. The next scheduled meeting will be May 11, 2018 at 5:30 p.m. The minutes of the April Yd, 2018 meeting were presented. Scot made a motion to approve the minutes as presented, seconded by Richard, all in favor, motion passed. The Mayor has reviewed and signed the March journal vouchers. Richard made a motion to approve the March journal vouchers, Emelie seconded, all in favor, motion passed. The Utility Billing adjustments were reviewed by the Committee. Bethany noted that there was nothing unusual about the adjustments. The adjustments were reviewed by each committee member. Richard made a motion to approve the UB adjustments, Emelie seconded, all in favor, motion passed. 1i The monthly financial statements were reviewed by the Committee. Bethany briefly went through the reports. Bruce made a motion to accept the financial statements, Scot seconded, all in favor, motion passed. There were two Purchase Requisitions presented to the Committee. The first one was from the Parks Department for a new 72" John Deer lawn mower. Bethany read aloud the letter attached to the purchase requisition. It explained that the lawn mower was not budgeted for this fiscal year but that since other capital improvement purchases were no longer going forward, money was now freed up to purchase the lawn mower. One of the purchases no longer going forward was a new vehicle for City Hall. The question was asked how the vehicle was approved in the first place. Bethany explained that the vehicle was approved by council through the budget process. The question was asked why the John Deer mower was the one being chosen and why not the Kubota mower. Bethany explained that the Kubota mower was almost $20,000 and the John Deer had a steering wheel and a deck that flipped up for easy maintenance and cleaning. Also, the John Deer dealership in Billings has always treated the City very well and the brand has a good reputation. The City has been purchasing John Deer mowers for decades. The savings that would be gained by purchasing the John Deer mower outweigh the cost. The question was asked why smaller lawn mowers, that were less expensive, were not being purchased. Bethany stated that less expensive lawn mowers could have a shorter life span, costing more in the long run, and the parks department may have to work longer hours to do the same work. The question was asked if the mower could be fitted for snow removal in the winter. Bethany didn't know the answer to that question but would find out. One concern expressed by the committee was if this expensive mower was purchased would the staff make sure seasonal help was not abusing the equipment. Bethany stated that she would pass that on to the parks department. Bruce made a motion to approve the purchase of the 72" John Deer lawn mower for the Parks Department, Richard seconded, all in favor, motion passed. The second purchase requisition presented to the committee was for the purchase of a 12' x 24' wooden shed for the Cemetery Department. The shed will be used to store the lawn mower, valves and other equipment for the department. Bethany read aloud the letter attached to the purchase requisition. There were no questions regarding the purchase. Richard made a motion to approve the purchase of the 12' x 24' wooden shed for the Cemetery Department Scot seconded, all in favor, motion passed. Claims entered through 04/13/2018, totaling $148,769.83, were presented to the Committee. Emelie had previously reviewed the claims detail register and check register. There were a few clarification questions submitted by Emelie, which Bethany answered. Emelie made a motion to recommend approval of the claims to Council, Scot seconded the motion, all in favor, motion passed. The Comp/Overtime report for PPE 04/13/18 was reviewed by the Committee. There were no questions regarding this Comp/Overtime report. The Payroll Register for PPE 04/13/18 totaling $177,752.81 was reviewed by the Committee. Richard made a motion to recommend approval of the payroll register to the Council, Bruce seconded the motion, all in favor, motion passed. Clerk/Treasurer's Comments: Bethany asked who would be going over the next set of claim reports. Bruce stated that he would be the next person to review them. Bethany and Bruce set up a time to meet so that Bethany could explain what Bruce would be reviewing and answer any questions he may have. Mayor's Comments: The Mayor stated the updated procurement and purchasing policy will be reviewed by the Budget/Finance Committee prior to it going to council. The Mayor then stated that he had requested the City Attorney's opinion regarding the duties and authority of Budget/Finance Committee. The Mayor handed out an email provided by Sam Painter, City Attorney, that outlined his thoughts on the duties and authority of the Budget/Finance Committee. The Mayor stated that he felt the Budget/Finance Committee did not have the authority to restrict any Department Heads spending, as this would be an administrative function. He also stated that the Budget/Finance Committee could not make a Department Head adhere to a new spending limit as it would amend the existing purchasing policy. The Mayor will speak to the Department Heads regarding the purchasing policy and if it is not adhered to there will be disciplinary actions taken. The Mayor walked through the purchasing policy and the authority given to Council, Budget/Finance, Mayor/CAO and Department Heads. The question was asked if the Budget/Finance Committee then couldn't question purchases under $5,000. The Mayor stated that no they could not question items under $5,000 as they are only to review and approve purchase between $5,000 and $80,000. The statement was made that the Budget/Finance Committee has to do its due diligence reviewing all claims before making the recommendation to council. The Budget/Finance Committee has the authority to question all claims. Bethany stated that the Budget/Finance Committee has the authority to approve purchase between $5,000 and $80,000 but Council has total authority to approve payment on all claims or wan -ants against the City. The Mayor 2 stated that he would verify with the City Attorney, that the Budget/Finance Committee cannot question purchase made under $5,000. Other: The Mayor stated that he had authorized the purchase of the Fire Chief's uniform and payment has already been made on the item. For the Next Agenda: Rotary Dues The meeting adjourned at 6:25 p.m. MINUTES COUNCIL WORKSHOP APRIL 24, 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.rn. on April 24, 2018. COUNCIL MEMBERS PRESENT: Ernelie Eaton Bruce McGee Scot Stokes Richard Klose Public Input There was none. —x Heidi Sparks Richard Herr Iry Wilke Bill Mountsier General Items • Appointment of Ken Gomer to Public Works Committee This appointment will fill the final vacancy on the Public Works Committee. Executive Review Council Issues: o Update on 2011 Yellowstone River flooding event There is no update at this time. Mayor Nelson reminded Council that there would be a field trip to the Water Treatment Plant on May 22, 2018. Council asked that the field trip start no earlier than 6:00 p.m. Public Works Committee has also expressed interest in attending the field trip. There will be transportation provided; please meet at City Hall by 6:00 p.m. Other Items There was clarification at the last Public Works Committee meeting in regards to how to properly end a meeting. The parliamentary procedure states that there is a motion followed by a second and a vote. However, once all items on the agenda have been presents and all members have had a chance to speak the Chair may declare the meeting adjourned. Emergency Services Committee would like a presentation by the Sheriffs Community Service Program. The Chair of Emergency Services tried to have the previous presentation to Council pulled but was unable to find via a search. The Mayor, with assistance from the Chair, will work on getting this presentation scheduled. Emergency Services Committee has canceled their May meeting, as it fell on Memorial Day. The next scheduled meeting is June 25h. If for any reason June 25' will not work for scheduling this presentation the Chair will work with the committee to find an appropriate date. Council Workshop Minutes of April 24, 2018 Revi w of Draft Council Agenda for May 1. 2018 There were none. Attendance at the May 1. 2018, Council Mofing All in attendance will be at next week's Council Meeting. Announcements Mayor Nelson reminded Council if they are interested in attending the Council Bootcamp and Workshop in May to let the Administrative Assistant know ASAP, as the deadline to register is fast approaching. Chief Administrative Officer interviews will be coming up very soon. The City will be advertising for City Planner soon as well. There were no other announcements given. All other announcements were given during "Other Items" agenda item. The council workshop adjourned at 6:44 p.m. Respectfully submitted, Brittney Moorman Administrative Assist 'k NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the listed workshop agenda items. F] The quarterly safety meeting will be at 11:00 AM on Wednesday, January 10, 2018 In the conference room on the first floor of City Hall. if you are unable to attend personally kindly select someone to attend in your place. It would be appreciated if you would notify the shop stewards or safety representatives of the meeting also. The proposed Safety Meeting Agenda Is; • Review of the City of Laurel Safety Policy - Updated November 30, 2017 • Review of two injury reports • Other business or concerns Safety Committee Meeting — January 10, 201811:00 AM In Attendance: Justin Baker, Brandon Camey, Karen Courtney, Rick Musson, HP Nuernberger, Nancy Schmidt, Fran Schweigert, Matt Wheeler Absent: Nathan Herman, Kurt Markegard, Brent Peters, Tim Reiter Chili served at 11:00 AM Meeting called to order at 11:15 AM. Revised Safety Policy discussion — The packets for committee members contained the new pages 23 — 33 — these are the forms for workers' compensation, liability/property claim (company and individual, and workplace hazard reporting. Last month's meeting there had been discussion on the multiple reports that are out in different departments — Incident reports, first reports, etc. These forms are the forms used by Bethany to report to MMIA, taken directly off of the website and put into form that can be filled out. Question was asked by Rick Musson if the form for Workers' Comp was the current one since it was different from what they are currently using. Stated it is the current form directly off of the website. Karen Courtney explained that once the forms were filled out she would be tracking the forms, scanning them Into the computer and then sending the scanned copy to Bethany to be entered into the system. Rick asked for clarification that once he was given the report from one of his people that he then brought it to Karen and she would send to Bethany. Karen stated that yes that is correct. Rick than asked that it be put clear into writing (memo) and be sent out. There has been several changes in how this is to be handled and direction has been given by several different people so In having a memo sent would clarify the process for everyone and ensure that this is the procedure to follow. Karen stated that isn't an issue and that she would meet with Bethany to clarify procedure and send out memo. Cheryl Lund used to do them. Matt Wheeler stated he understood that this was just to simplify the process and have just the one form instead of all of the different ones that there were. Then to have a contact person to handle whatever claims might be. This will allow it to be kept simple and not have a lot of paperwork that we just don't need. Explanation of the 2 separate Property/Liability claim forms — one is if It is a company and the other is if it is an individual. MMIA has the 2 separate forms on their website, so wanted to ensure that they were both available. Matt Wheeler asked if there was a property or injury incident if they could just come up to see Karen and it could be handled at one desk and if this would work for the Police Department? Rick stated it Is usually brought to him and then could bring to Karen. Asked about the forms —Karen stated that the Property/Liability had an area stating what type of claim — Member's property or vehicle is the City's equipment or vehicle, Other's Vehicle or Property is property owned by an individual or company(not the City). Karen is required to maintain records for Department of Labor and Industry and this will streamline the process as Bethany does not need to maintain the hardcopies —therefore the scan works well for her to enter into the website. As the Safety Committee reviews all of the incidents and accidents as well it made sense to have it this way. There had been 2 other questions that were brought up at the last meeting pertaining to the policy — one pertained to the medical evaluations for respiratory program — if they are done annually and the answer is yes they are done annually. The second question was if the forklift operator certification had to be redone annually and the answer is no, once you are certified you are not required to recertify annually. Brandon stated that he would send his 2 people (Corey and Cindy) in to get certified on the forklifts. Karen asked if there were any other questions or concerns with the policy from anyone else. Fran stated that the 2 things that had been brought to his attention (accessing the hopper and picking up mattresses) had been addressed through the memo that was shared With the City Shop. Brandon stated that he and Thomas had just cleaned up a mattress down by the river and hadn't thought.of that Issue of using equipment. Karen stated she had found a couple of typos and wording that required to be changed to City of Laurel that she made to the document. She also found that In the section for accident/incident reporting conflicted with what is stated in the Personnel Manual and would need to be redone so that the conflict would not exist between the 2 documents. Justin stated that he had seen one as well and borrowed Karen's copy to highlight so that it could be changed as well with other typos and items discussed. Rick stated that the problem with having the guys who work nights come in to fill out paperwork would not work and the forms that need to be filled out would Just need to be completed and then brought over. The reasoning behind the way the processing Is being handled is because the necessary forms were not always being sent to everyone who needed them. Bethany was not receiving all of the forms she needed, Safety Officer didn't have all of the forms needed by DLI and then trying to get it for them when they come in for a safety audit has been very difficult. Trying to get the process streamlined after all of the changes that happened recently with staff. Two incident reports that have been filed since the last meeting. First — December at water treatment plant — Employee had a slip/fall in lot while leaving for a random drug test. Matt stated the parking lot was a sheet of Ice —they were down working on it but he did have the fail due to conditions. landed on left elbow shoulder and knee. Rick asked how many days is it that you have to fill out a work comp claim. Personnel Manual states must be reported on same work shift — this is to your supervisor, but need clarification on if it goes to Workers' Comp after that. The personnel manual states that the forms have to be brought to the City within 24 hours of the Injury. Question was brought up about people who work weekends if happens how to report it. Stated that as long as the there is a report to immediate supervisor (phone call, etc.) and paperwork filled out that is considered as compliance to the manual. Then the paperwork can be brought In on the next working day. Should be put on the form who the supervisor on call is and reported to as well as means of notification. NP will get some copies from Karen to take back to the plant and then destroy the old forms so that we are only utilizing the current form. Sanding would have been only possible way to prevent and they were in the process but had not completed yet. There had been some discussion that one of the night shift workers wanted to go out and snow blow at night, it was decided that this was not a good idea as they are the only ones there and if something should happen there would not be anyone to assist until long afterward. After an incident locally that caused a man's death due to a freak accident it was decided not to have them use snow blower during night shift when alone. Discussion of who they can call over the weekend to run a blade and sand so that employees can get in and out of plants. Matt stated that they could use that option over the weekend as he usually has someone on staff that can come down. That could assist in the parking lot not getting as slick as it was in this instance. Second — Matt explained that City worker was plowing snow and hit either a curb or valve that can't be seen under the snow. Nothing that could have been done but he hit pretty hard. Wasn't going too fast, wasn't unsafe it was just bad luck. The only thing that could be added is that if you are operating equipment that has seatbelts to ensure that you are wearing it. As It appeared to Matt due to the impact he was wearing his seatbelt when it happened or would have hit the windshield, he was surprised that the equipment wasn't damaged as hard as he hit. Fran noticed and suggested that when the copy of incident is sent to committee members is to ensure that the Social Security numbers are covered up or scratched out. Karen stated that she would ensure that she did that. All forms were handed back in to Karen and she did destroy the copies In shredder after the meeting. Other Business - WWTP states that the new air exchanger is working much better. Justin Baker stated that the Fire Extinguisher's need serviced — they did not come around in December as they have in the past. Rick stated the biggest issue currently is the slips and fails due to the ice. Officers are wearing the cleats, Justin stated that Kurt approved for any of the employees in Public Works who want a pair can go and get them. Matt stated that the same goes for the plants that if they need them to go and get them for their people. Rick brought up to just remember to remove before walking on floor tiles. WWTP processing has been running close but should get better. Cold temperatures slow process. Drains from refinery and railroad have been addressed and shouldn't be an issue any longer. Railroad's lift station has been removed from plant. Library has no issues to report. Police Department has nothing to report — Rick shared his appreciation for the snow removal. Parks/Cemetery have nothing to report. Meeting Adjourned at 11:51 AM Next meeting will be scheduled and email invite sent to members. SAFETY POLICY Laurel, MT Safety Policy Laurel, MT Safety Policy M Laurel, MT Safety Policy TABLE OF CONTENTS P& Section 1. INTRODUCTION.............................................................................................3 Section 2. MANAGEMENT STATEMENT OF COMMITMENT ............................... 3 Section 3. RESPONSIBILITIES 3.1 Management........................................................................................................ 4 3.2 Supervisors.......................................................................................................... 4 3.3 Employees........................................................................................................... 4 3.4 Safety Coordinator/Officer.................................................................................. 5 Section 4. SAFETY TRAINING 4.1 All Employees..................................................................................................... 6 4.2 New Employee Safety Orientation...................................................................... 6 4.3 Annual Safety Training....................................................................................... 6 4.4 Job -Specific Safety Training............................................................................... 6 Section 5. SAFETY COMMITTEE 5.1 Organization........................................................................................................ 7 5.2 Duties...................................................................................................................7 5.3 Meetings.............................................................................................................. 8 Section 6. SAFETY RULES AND REGULATIONS 6.1 General Safety Rules........................................................................................... 9 6.2 Lock out/Tag Out................................................................................................ 9 6.3 Lifting Procedures...............................................................................................10 6.4 Office Safety........................................................................................................10 6.5 Office Ergonomics..............................................................................................11 6.6 Working in Extreme Weather Conditions...........................................................12 6.7 Confined Space Entry ..........................................................................................12 6.8 Personal Protective Clothing & Equipment........................................................13 6.9 Hearing Conservation/Protection........................................................................14 6. 10 Respiratory Protection.........................................................................................14 6.11 Blood borne Pathogens........................................................................................14 6.12 Forklift Operations..............................................................................................15 6.13 Fall Protection.....................................................................................................16 Section 7. DISCIPLINARY POLICY...............................................................................17 Section 8. ACCIDENTANCIDENT REPORTING.........................................................17 Section 9. TRAINING REQUIREMENTS FOR SAFETY & HEALTH 9.1 Required Training...............................................................................................19 9.2 Available Training Programs..............................................................................19 Section 10. EMERGENCY EVACUATION & RESPONSE PLANS..............................19 Section 11. SAFETY & HEALTH COMMUNICATION.................................................19 Section 12. FORMS Hepatitis B Vaccine Declination................................................................................. 20 SafetyOrientation....................................................................................................... 21 Incident Reports and First Report of Injury/Occupational Disease ............................22 SupervisorsAccident Report ...................................................................................... 23 Reportof Workplace Hazard...................................................................................... 25 M Laurel, MT Safety Policy SECTION I INTRODUCTION It is the policy of the City of Laurel to provide and maintain safe and healthful working conditions, routine safety training and education, and to follow practices that will safeguard all employees and result in safe working conditions and efficient operation. When a person enters the employ of the City, they have a right to expect that they will be provided with a proper place in which to work, and proper equipment with which to do their job, so that they will be able to devote their energies to doing their work without danger to their life and health. Only under such circumstances can the association between employee and employer be mutually profitable and harmonious. It is the City's desire to provide a safe place to work and safe equipment to use as well as to establish and insist upon safe methods and practices at all times. Safe practices, on the part of City employees, must be part of all operations. This responsibility is required of each official and employee who conducts the affairs of the City, no matter in what capacity they may serve. The idea of job production and safety must be inseparable. Employee cooperation regarding safety matters will be considered a condition of employment. The supervisor is responsible for the safety and well being of their staff in the workplace. This responsibility can be met only by working continuously to promote safe working practices among all employees and to maintain property and equipment in safe operating condition. SECTION 2 MANAGEMENT COMMITMENT The purpose of the Safety Policies and Procedures is to provide a management system for the prevention of occupational injuries and illnesses and compliance with regulations concerning occupational safety and health. Safety Policies and Procedures assign safety responsibilities, promulgate City wide procedures, and set minimum safety program requirements for issues involving City departments. Additional department and/or division specific policies and procedures will be issued to implement safety programs. This Safety Plan provides general direction for the administration of occupational safety and health management for the City. It is intended to meet the letter and spirit of the Montana Safety Culture Act and achieve full compliance with federal Occupational Safety and Health Administration (OSHA) regulations, as adopted by the State of Montana, governing workplace accident prevention programs. Separate Safety Policies and Procedures will be issued as needed to address specific safety and health issues or to meet the regulatory requirements for written compliance programs. The City is committed to providing dependable, economical services to the public. The City recognizes its employees as the most important resource in meeting that commitment and is dedicated to providing a safe and healthful work environment. The City recognizes that some accidents are caused by unsafe conditions or unsafe behavior and strives to systematically eliminate unsafe acts and conditions. In meeting that goal it is the policy of the City to: • Provide a safe workplace including facilities, equipment, tools and vehicles that meet safety and health standards and practices. • Define and implement safe work practices to address hazards unique to specific job assignments. • Train employees in the safe performance of assigned jobs. • Monitor workplace conditions and employee behavior to ensure compliance with the City of Laurel Safety Plan, as well as individual department and division safety and health requirements. • Involve all employees in a systematic effort to recognize, report and correct hazardous conditions and practices. • Investigate and analyze accidents to identify and eliminate the unsafe conditions and behaviors that caused the accidents. The management staff will not tolerate actions that jeopardize the safety and health of employees or the general public or actions that risk non-compliance with established safety and health regulations. Employees who violate City, departmental, and/or divisional rules are subject to the disciplinary policies. Fulfillment of safety-related responsibilities will be considered a factor in performance reviews and promotions. Laurel, MT Safety Poticy ECTIQX 1 3 RESOONSIBILMES All City employees sham in the responsibility to establish and maintain a safe working environment. The following responsibilities are guidelines to establish accountability for the Safety Program. These responsibilities are not in any way intended to limit innovation or initiative on the part of any employee who is working toward the goal of achieving a safe workplace. 3.1 Department Heads, Superintendents, Upper level management a. Ensure the design, maintenance of facilities, tools, equipment and vehicles meet or exceed established safety standards. b. Approve and ensure usage of policies, procedures and safe work practices for department occupations, tasks and locations. c. Approve and ensure usage of safety -training requirements for department employees based on their occupations, work locations and tasks. (See 3.2.b.) d. Review department Accident Investigation Reports, Incident Reports and department injury and illness trends. Resolve corrective action issues that are beyond the scope of the supervisor to accomplish. e. Review workplace inspections with Supervisors and direct appropriate corrective action to achieve a safe work environment. 3.2 Supervisors a. Establish polices, procedures and safe work practices for department/division occupations, tasks and locations. b. Establish safety -training requirements for department/division employees based on their occupations, work locations and tasks. c. Monitor workplace conditions and employee work behaviors through regular, scheduled inspections and frequent observation of the work environment. d. Enforce City and departmental tool, equipment and vehicle standards and rules governing the workplace behavior of employees. e. Ensure employee participation in City and department required safety training. Recommend additions, deletions and modifications of safety training requirements or training programs based on observed workplace conditions and employee work behavior f. Investigate accidents involving employee injury or illness and/or damage to vehicles or other City property. Determine the facts and causes of the accident. Implement or recommend corrective actions for the purpose of preventing future, similar occurrences. g. Encourage employee involvement in safety hazard recognition and act on hazard elimination and hazard control suggestions from the safety committee and individuals. h. Identify unsafe work conditions and unsafe practices. Correct immediate hazards within ability or report them to immediate supervisor upper management and/or and report recurring conditions to upper management and/or safety committee. 3.3. All Employees a. Abide by the City and department/division work practices established for specific job assignments and occupations. b. Report occupational injuries, illnesses and near misses immediately to their supervisor. Follow supervisor instructions for obtaining first aid and/or medical attention. Participate in accident investigations as requested by the supervisor. c. Participate fully in safety training. Suggest improvements in safety training requirements or programs to the supervisor or the safety committee. d. Identify unsafe work conditions and unsafe practices. Correct hazards or report them to the supervisor or safety committee as appropriate. Laurel, MT Safety Policy All employees are required to acknowledge that they have received and read and that the employee understands the policies contained therein. That manual includes, but is not limited to, several sections on the safety of City employees such as vehicle use, reporting accidents or injury, safety data sheets, workers compensation, early return to work, smoking, alcohol and drug use, housekeeping and cell phones. By this reference those policies are considered a part of this Safety Policy, 3.4. Safety Coordinator/Officer a. Assist and advise all levels of management in establishing an effective safety program. b. Provide new employee general safety and health trainingtorientation. a Coordinate with clerical staff that accident and incident records for workers' compensation purposes are maintained and filed appropriately. d. Plan and coordinate inspections, committee meetings, and assist management in all areas of safety and health. e. Act as permanent Chairperson and provide support for the Safety Committee. f. Report committee members' unexcused absences to supervisors and/or City Administrator as appropriate. Laurel, MP Safety Policy EMON4 SAFI&,TYIITRA. MNG: 4.1. All Employees It is the policy of the City to provide all safety training prescribed by regulatory requirements and to ensure that all employees understand the hazards to which they may be exposed and how to prevent harm to themselves and others. No employee is expected to undertake a job until he or she has received instructions on how to do it properly and has been authorized by their supervisor to perform that job. Employees are expected to participate and cooperate fully in training programs and to accept and follow established safety and health precautions. Each worksite presents a unique training challenge. Therefore, each department/division is expected to specify and provide safety training that is tailored to each employee's occupation, task and job location. To the extent possible, safety training should be integrated into general job training, rather than treated as a separate issue. All safety-related training must be documented; the records are to be maintained by the Safety Coordinator. Documentation shall include a list of employees in attendance, date, and the name of the trainer and an outline of the topics discussed or category of safety training delivered. 4.2. New Employee Safety Orientation The purpose of new employee safety orientation is to provide the employee with information about: The general hazards and safety rules of the worksite, Specific hazards, safety rules and practices related to the employee's work assignments, and the employee's role in emergency situations This training shall take place as soon as practical, preferably within 2 months of the employee beginning assigned duties. 4-3. Annual Safety Training Annual safety training shall be conducted and be of sufficient duration and content to assure continued safe operations. See Section 9.1 4.4. Job -Specific Safety Training Job -specific safety training includes personal on-the-job instruction, safety meetings or formal classroom instruction intended to enhance the safety of specific tasks or occupations. Some job -specific training is prescribed in City of Laurel/departmental Policies and Procedures or in regulatory requirements. Departments and divisions will provide additional training as necessary to improve employee knowledge of safety rules, procedures and safe practices. The intent of this policy is that safety training will enhance the employee's understanding of workplace hazards and the prevention of occupational injuries and illnesses, rather than to prescribe the specific format of the safety training. Laurel, MT Safety Policy 'SECTION, tl 1 5.1 Organization The City encourages and expects employee participation in the Safety Program. The City Safety Committee shall consist of a person or persons from each of the following groups: Fire/Ambulance Police Office Workers* Library Public Works Planning Waste Water Treatment Plant Water Treatment Plant Utility Maintenance Streets Solid Waste Union Representatives *This group will include all positions whose jobs arc performed predominantly at a desk, such as Administrative Assistara, secretary or other office workers. 5.2 Duties The Safety Committee is an advisory body organized to bring employees and management together in a cooperative effort to foster a safety culture and reduce on the job injuries and illnesses in the workplace. The Committee may make recommendations about the following education and communications matters: • Assessing and communicating hazards • Communicating with employees regarding safety committee activities • Educating employees on safety related topics + Motivating employees to create a safety culture in the workplace The Committee may also recommend specific actions concerning: + Development of safety rules, policies and procedures • Control of hazards • Periodic evaluation of the safety program • Inspection of the workplace • Development of safety training and awareness topics • Keeping job specific training current The City Safety Committee is encouraged to be innovative in its approach to achieving those goals within the following guidelines: 1. A safety committee meeting must have a quorum present to take any action. Items may be discussed and information exchanged though no action may be taken until a quorum is present. A quorum is eight members. 2. The safety committee must document its meetings in minutes to include: a. Date, time and Dation of meeting b. A list of members present c. The topics or issues discussed d. The recommendations or suggestions made 3. Distribution of the minutes will include: a. All safety committee members b. All Department Heads c. City Manager d. Posted for each Department 4. The safety committee will be provided appropriate support staff, meeting space and resources (such as photocopies). S. Department committees are not required. Supervisors will be required to provide staff with necessary safety training, and ensure they attend any City wide training offered. 6. Other than Public Safety departments, attendance rosters for all training will be forwarded to the Human Resources office for placement in personnel files and copies retained by Safety Officer for review by City Administrator, Mayor and Council members. 8 Laurel, MT Safety Policy 7. Safety duties will be covered in job descriptions. Department heads or supervisors will be responsible for doing this. 5.3 Meetings 1. Members must attend all meetings unless excused. The department head or supervisor will notify the Safety Coordinator via email when there is an excused absence and identify any designated substitution. 2. The committee will meet at least quarterly. 3. If a current member does not desire to remain on the committee, the Department Head shall appoint a replacement. That replacement shall come from the same employee pool as those whom that position represents. Lam], MT Safety Policy SECTION 6 SA,FET'Y RULES & REGULATIONS As a basis for employee responsibilities and participating in the City's Safety policy Program, the general safety rules listed below will apply to all employees. Your cooperation in voluntarily complying with these rules and all other safety responsibilities will be appreciated and expected. 6.1 General Safety Rules 1. Seek medical attention, if necessary, for any accidents resulting in an injury. All accidents must be reported to the supervisor within 24 hours. 2. Report unsafe conditions, procedures and practices to your supervisor immediately. 3. Possession of firearms on City property or in City vehicles is prohibited unless part of the employee's job description. 4. The use or possession of alcohol, illegal drugs or other controlled substances on the job is prohibited. 5. Smoking is permitted in designated areas only. 6. Each employee is responsible for good housekeeping. Keep your work area in a clean, uncluttered state. Do not walk by a situation of poor housekeeping if it can be easily corrected or needs immediate attention such as spills on floors, ice on steps and so on. 7. Obey all warning tags and signs. They are there because hazards exist. 8. No employee should take chances on the job which could endanger their personal safety and health or the safety and health of co-workers or others. 9. Do not operate machinery or use tools you are not qualified to use. 10. Do not enter hazardous areas you are not authorized to enter. 11. Use all personal protective equipment and devices required and provided. 12. if an established job procedure must be deviated from, supervisory approval must be obtained and an alternative, temporaryjob procedure must be agreed upon. This alternative job procedure must not create any new or additional hazards or unnecessarily expose employees to hazards. 13. Become familiar with and conduct your work activities in accordance with these general safety rules and other specific safe operating procedures which are applicable. 14. Refrain from fighting, horseplay, or distracting fellow workers. 15. Follow proper lifting procedures at all times 16. Wearing of safety restraints when riding/driving a City Vehicle is mandatory if so equipped. 17. Know the location of firelsafety exits and evacuation procedures. 18. Participate in Safety Training. 19. When operating City vehicles or equipment, drivers must operateldrive safely and prudently. 20. When using cell phones in a City vehicle, pull over and stop on the side of the road or utilize hands free device. 21. Above all be ALERT and be RESPONSIBLE! Your safety and health depends on it. 6.2 Lock Out / Tag Out OSHA Standard 29 CFR 1910.147 requires that hazardous energy must be controlled during service or maintenance of machines and equipment. Lockout and tagout (LO/TO) procedures are necessary to protect workers from electric shock, accidental start-ups, or other release of energy. Every department that has employees performing maintenance where there is exposure to hazardous energy must have: • locks and/or tags and lockout devices that are not used for anything else • procedures for performing such maintenance specific to their area • training for all employees involved in maintenance activities Basic Rules for Using Lockout/Tagout 1. All equipment shall be locked out or tagged out to protect against accidental or inadvertent operation when such operation could cause injury to personnel. 2. Do not attempt to operate any switch, valve, or other energy isolating device when it is locked out or tagged out. 10 Laurel, MtSafety Policy 3. L,ockoudtagout devices shall be removed only by the employee who applied the device. [EXCEPTION. In cases where the authorized employee who applied the lock or tag is not available, the lock or tag may be removed by the direct supervisor in charge of either the department involved or the maintenance crew that placed the LOTTO or under his/her direct authority. The employee whose lock was removed must be notified by the supervisor prior to returning to the work site]. 4. The division supervisor will inform outside contractors of the elements of the City's lockout/tagout program and ensure that work efforts are fully coordinated and that compliance is achieved. 5. Where shift or personnel changes occur before the lockout/tagout is terminated, a changeover period will be established by the supervisor. Departing employees will remove their locks and/or tags and arriving employees will apply their locks and/or tags. The supervisor will fully inform arriving employees on the scope and stage of the work. All accidents involving lockout/ragout must be reported immediately to the supervisor in charge. 6.3 Lifting Procedures Proper manual lifting techniques will protect your back by keeping it in its strongest position during stress. These techniques are not natural movements and must be teamed and practiced. Keep the basic principles in mind every time you lift, no matter how small the load. 1. Assess the load before you lift. Know your limitations. Get help for heavy or bulky objects. 2. Spread feet shoulder width apart to give yourself a solid base of support. 3. Place your feet as close as possible to the base of the object you are lifting with one foot slightly in front of the other. 4. Bend with the knees and maintain the natural curve in the back during the entire lifting operation (weightlifter position). S. Get a good grip on the object and primarily use the leg muscles, not the back, to lift the load. 6. Move your feet to change directions -- avoid twisting. 7. Don't overdo. Take frequent breaks for repetitive lifts. Your back is more susceptible to injury when tired. 6.4 Office Safety Office work is more dangerous than is commonly supposed and serious injury accidents can occur during normal office routine. Good housekeeping and proper storage are important factors in office safety and fire prevention. Proper lifting techniques will prevent most back injuries. Offices are typically inspected for safety compliance less often than other areas. It is important that you correct or report unsafe conditions to your supervisor. 1. Every employee is responsible for keeping his or her work area clean and orderly. Even a pencil or paper clip can cause a stip or fall. 2. Open doors slowly. Be extra cautious when you come to a door that can be opened in your direction. Slow down when you come to a "blind" comer. 3. Do not read while walking. 4. Proceed with caution. Haste when walking between desks can result in bruises and falls. 5. Keep electrical cords and other tripping hazards out of aisle ways, and do not run cords through doorways. 6. Keep file, desk and table drawers closed when not in use. Close them before you leave them. 7. Never open more than one file drawer at a time. The entire cabinet may tip over. 8. Be careful when opening drawers to full extension in case there is no locking device. 9. Load file cabinets and bookcases with the heaviest items in the bottom to prevent tipping. 10. Maintain office tables, desks and chairs in good condition and free from sharp corners, projecting edges, wobbly legs, etc. 11. Use chairs sensibly. Do not tilt chair or slump back, which may cause the chair to slip or break. II Laurel, MT Safety Poliry 12. Never use a chair, desk or other office furniture for a step stool or ladder. 13. Recognize the potential for puncture injuries with message spindles. Consider not using spindles, bending the point horizontal or covering the point. 14. Keep the blades of paper cutters closed when not in use. 15. Keep razor and "exacta" blades covered. Report even minor injuries and take precautions to avoid infection. 16. Be sure that cords and plugs on all electrical equipment are in good shape. If a machine causes a shock or starts smoking, unplug it immediately and report it to the supervisor. Do not overload outlets. 17. Do not attempt any electrical repairs. 18. Use handrails when ascending or descending stairs. Don't carry a load that restricts vision. 19. Walk, do not run. When walking in hallways, keep to the right, especially at corners. 20. Be careful in front of doors that open outward and open doors slowly. 21. Avoid spilling or splashing liquids on the floor. If you spill it, clean it up. Provide barricades or other warnings as necessary. 6.5 Office Ergonomics Ergonomic injuries include tendonitis, carpal tunnel syndrome, lower back pain and other disorders that involve pain and damage to muscles, tendons and nerves in the back, neck, shoulders, elbows, wrists and hands. These musculoskeletal problems are referred to as cumulative trauma disorders (CTD) or repetitive motion injuries and are generally caused by: • making the same motion over and over • staying in the same position too long • working in a position that puts stress on muscles and joints • working with tools and equipment that doesn't fit your body • using excessive physical force • exposure to vibration over a long period of time You can help prevent CTD's by avoiding awkward body positions: • adjust your workstation before you begin working • maintain the natural curve in your back while sitting, standing and lifting • keep your wrist straight as much as possible while typing or doing other repetitive tasks • take breaks from repetitive motion tasks by switching periodically to other tasks • use the right tools for the job, especially when they are used often or for long periods of time If you spend a lot of time at a computer workstation: • Position the keyboard so that the wrists are kept straight — use a wrist rest if necessary. Your elbows should be at about the same height as the keyboard. • Sit with your back in a neutral posture, maintaining the natural curve, with feet on the flog and thighs parallel to the floor. [Adjust the chair height and use a foot rest if necessary] • Position the screen just below eye level and about 18-24" away to prevent neck and shoulder strain [the screen should be lower if you use bifocals] • Change positions, stretch and take "mini -breaks" periodically Pay attention to early signs of cumulative trauma disorders and make adjustments in your workstation or the way you do your work. Report the symptoms to your supervisor and work together to correct the causes of the injuries. Early indicators of CTD, which usually occur in the hands, arms, shoulders, neck and back, include: • stiffness or soreness • aches and pains • numbness or tingling • swelling • burning sensation • reduced strength 12 Laurel, MT Safety Policy 6.6 Working in Extreme Weather Conditions Montana's climate may be severe and conditions may change rapidly. Hot weather and exposure to the sun present the potential for heat stress and sunburn. Cold conditions can lead to hypothermia or frostbite, either of which can be fatal in the worst cases. Employees are expected to monitor weather and be prepared to protect themselves against its effects. In general, employees will provide clothing as protection from severe weather conditions, if it is the type of clothing that may be used both on and off the job. Examples include coats, hats or caps, boots and gloves. Departments may provide some or all of such clothing. Check with your supervisor. Hot Weather Guidelines 1. Dress for conditions -- lightweight, light-colored loose clothing is best. Wear a hat with a wide brim if you're out in the sun. 2. Use sunscreen. 3. Reflected sun is even more potent than direct exposure. Be particularly careful of sun exposure on cloudy days and near water, concrete or sand. 4. Eat a well-balanced diet, but try to stay away from hot or heavy foods. Do not take salt tablets or other salt supplements without a doctor's recommendation. 5. Drink plenty of fluids. Don't wait until you're thirsty. The best fluid replacement is water. Avoid alcohol and caffeine. Cold Weather Guidelines 1. Dress for the conditions in layers of loose, dry clothing. Cotton or wool clothing with a waterproof layer over it is very effective. 2. Change clothing right away if you get wet. 3. Cover your head and face. 4. Wear shoes and gloves designed for cold weather. 5. Keep moving when you're in the cold. 6. Return to a warm vehicle or take regular breaks in warm areas frequently. For hypothermia, get medical help quickly and keep the person covered with blankets. Don't use hot bats, electric blankets or hot water bottles. For frostbite, get medical help and warm the body part with blankets or warm (not hot!) water. Don't rub, use heat lamps or hot water bottle or go near a hot stove. Don't break any blisters that form. 6.7 Confined Space Entry DO NOT ENTER HAZARDOUS AREAS YOU ARE NOT AUTHORIZED TO ENTER OR FAIL TO HAVE A PERMIT TO DO SO. Very few work situations have as much potential for serious safety hazards as confined spaces. The atmosphere in a confined space may have insufficient oxygen to support life, or may be toxic, flammable or explosive. The lack of ventilation in confined spaces causes welding, painting, use of hazardous materials, or other activities that change the atmosphere to be especially dangerous. The limited opening for entry and exit makes rescue difficult and dangerous. Most of the severe injuries and fatalities in confined spaces occur because an employee either went into a confined space without first testing its atmosphere or did not continuously monitor the space. These are general guidelines for all employees. Each Department that encounters confined spaces in their assigned duties will develop, train, operate and monitor a specific confined space program for their area. Some City employees may, during the course of theirjobs, encounter confined spaces that have not been specifically evaluated. Examples include firefighters and police officers during emergency response and inspectors, meter readers or others during the normal course of their duties. More than half of the fatalities in confined spaces are would-be rescuers. All employees who enter confined spaces must receive sufficient training to evaluate any confined space and make responsible decisions. Prior to entry, assume that every confined space has an unknown hazardous atmosphere. A confined space is a space that has all of the following characteristics: (1) is large enough for an employee to bodily enter and configured so that the employee can perform assigned work, and (2) has limited or restricted means for entry or exit and (3) Is not designed for continuous employee occupancy. 13 Laurel, MT Safety Policy Examples of confined spaces include: tanks, vessels, manholes, storm drains, headwalls, silos, storage bins, hoppers, meter vaults, digesters, lilt and transfer stations, shafts and pits. Unfavorable natural ventilation is common in confined spaces. The City of Laurel realizes that confined spaces present unique safety considerations and institute that; • no one enters a hazardous confined space • No city personnel shall enter into a manhole. If entry is necessary a qualified contractor will be employed to do such work • work performed at any lift station will be with no less than 2 employees • trenching performed at the cemetery will be with no less than 2 employees and shoring may be necessary • any entry into concealed spaces on vehicles such as garbage trucks or tank trucks will be with no less than 2 employees • at all confined space entry one employee will serve as the standby/rescue watch person • no person shall remain in a confined space without a standby/rescue watch perm in attendance • access to confined spaces including crawl spaces under homes or manufactured homes will be performed by no less than 2 employees • all personal protective equipment will be worn during any confined space operation • air monitoring devices will be calibrated by a certified entity once per month • ladders shall be used in all trenches for access and egress • lockout/Tag out procedures will be instituted before entering a confined space • In case of an emergency 911 will be called before any rescue attempt is made 6.8 Personal Protective Clothing and Equipment Personal protective clothing and equipment (PPE) plays an important role in protecting workers from hazards on the job. PPE is required in particular locations and for certain tasks, based on safety regulations and good safety practice. Examples of PPE include, but are not limited to: • safety shoes • fall protection harnesses • protective headgear • safety glasses • goggles • face shields • welding glasses • protective clothing • high -visibility clothing • hearing protection • au purifying respirators • self-contained breathing apparatus (SCBA) • welding clothing • gloves • rubber boots The City provides Personal Protective Equipment if PPE is required for certain tasks or in certain locations. Check with your supervisor to learn what equipment is required and/or provided in your area. Departments will specify and issue all required safety equipment to employees except in some cases where the PPE must be fitted to the employee, such as safety shoes or prescription safety glasses. You must obtain department approval prior to purchase of safety shoes or glasses, and demonstrate that all safety specifications are met, in order to be reimbursed for the cost. 14 laurel, Mr safety Policy All PPE must meet the appropriate American National Standards Institute (ANSI) specifications as directed by OSHA. Any employee who provides his or her own PPE must present the PPE to their supervisor for approval prior to use on the job. Even where specific PPE is not required, certain types of clothing may not be appropriate for some jobs or work locations. For example, sandals, high -heeled shoes and athletic -type shoes may not be suitable for some types of jobs. Some non -PPE clothing and equipment may be provided by the department, but generally it is the employee's responsibility to be dressed properly for work. Employee responsibilities: 1. Always use PPE when and where it is required. 2. Inspect PPE prior to each use. 3. Never use defective or damaged PPE. 4. Keep PPE in a clean and sanitary condition. 5. Follow the correct methods of putting on, taking off and adjusting PPE. 6. Properly care for, maintain and dispose of PPE. 6.9 Hearing Conservation/Protection High noise levels damage your hearing and may also cause stress and fatigue. Hearing protection such as safety earmuffs and earplugs are designed to reduce your exposure to harmful noise, while they enable you to hear conversations and machine warnings. Never substitute audio headphones for hearing protection devices. Always wear heating protection in areas posted "HEARING PROTECTION REQUIRED" and follow department rules for use of hearing protection for designated operations or near particular equipment. In addition, follow the three-foot rule — use hearing protection in situations where you must raise your voice to be heard by another person at a distance of three feet. Insert foam earplugs properly — roll the plug between your thumb and forefinger until it is completely compressed. With the opposite hand pull the outer ear up and out and insert the plug into the ear, leaving a small portion of the plug exposed. If you are using earmuffs, be sure you have a good seal between the muff and the skin around your ear. Be, sure that your hair, jewelry, and glasses do not interfere with the seal. Earmuffs and earplugs may be worn together for added protection. 6.10 Respiratory Protection Respiratory protection is required for some employees as protection from exposure to high dust or particulate levels, exposure to toxic materials or oxygen deficiency. If you are required to wear a respirator, you will be given a medical examination, fit tested with the respirator and trained on the proper use and care of the respirator. In addition, you will be required to be clean-shaven where the respirator face piece contacts the skin. In some situations, such as dusty outdoor conditions, dust masks will be available as a convenience. There is no obligation that the masks be worn, and the requirements in the above paragraph do not apply. 6.11 Bloodborne Pathogens Hepatitis B Virus (HBV) and Human Immunodeficiency Virus (HIV), which causes AIDS, are the two most prominent bloodborne pathogens. Although these diseases are most commonly transmitted by sexual contact or sharing infected hypodermic needles, occupational exposure usually occurs by: • Accidental puncture with an infected needle Getting infected blood or other potentially infectious materials on your skin, especially if your skin has open sores, nicks or cuts Getting infected blood or other potentially infectious materials in the mucous membranes of your eyes, nose or mouth In addition to blood, potentially infectious materials include semen, vaginal secretions and certain other body fluids (cerebrospinal, etc.). Many City employees, including law enforcement personnel, firefighters, solid waste workers, wastewater treatment and individuals who perform janitorial functions, have the potential for bloodborne pathogen exposure. These 15 Laurel, Mff Safety Policy employees, shall be given initial training and offered HBV vaccinations at City expense (See HEPATITIS B VACCINE DECLINATION Form Below). Emergency services employees (Fire and Police) have the greatest potential exposure and have extensive departmental procedures to cover potential exposure situations. The following precautions are useful in avoiding exposure to bloodborne pathogens: 1. Do not eat, drink or use tobacco products around blood or other potentially infectious materials. 2. Do not perform janitorial, emergency rescue or other jobs where there is risk of exposure to bloodborne pathogens unless you have been trained to do so. 3. Follow department requirements concerning exposure to BBP, including use of personal protective equipment such as nitrite or other impervious gloves, 4. Minimize the risk of puncture by a discarded hypodermic needle: • don't reach into trash containers or attempt to compact trash by pressing with hands or feet • watch for needles in parks, rest rooms, storm sewers, sanitary water system, police vehicles and other places where they may be discarded • don't pick up a needle with your bare hands — wear gloves or use tongs 5. Avoid direct contact with blood or other potentially infectious materials: • use tongs or wear gloves to pick up condoms, sanitary napkins and other items which may be contaminated with body fluids • use an approved disinfectant to destroy BBP virus before cleaning a potentially infected area 6. Clean up your own blood if possible after a minor injury; dispose of small quantities of cleanup materials in a toilet. 7. Cover all wounds with waterproof bandages; replace the bandage as necessary. 8. Minimize contact with injured persons if you are not trained in emergency medical response. 9. Wash with soap and water immediately: • after removing gloves and other personal protective equipment • after exposure to potentially infectious materials • after cleaning or decontamination of BBP • after using the bathroom • before eating 10. Report all exposure incidents to your supervisor and report to St, Peter's Hospital for evaluation and treatment. 11. Follow department procedures for dealing with potentially infectious materials. 6.12 Forklift Operations Forklift operations require that the operator receive training from a qualified forklift mentor on the operation and hazards associated with that machine. Examples of forklift safety practices include, but are not Iimited to: • Only qualified and trained operators are to operate the forklift, no riders. • do a daily pre-operation checklist and submit such documentation to the supervisor • report all defects or accidents properly to a supervisor • wear seat belts and appropriate personal protective equipment while operating the forklift • make sure the pathway is wide enough to traverse and free of obstructions • look all around before moving and in the direction of travel while moving • Apply the parking brake before leaving the forklift. A forklift is considered unattended if the operator is more than 25 feet from the forklift or not in direct visual contact with the forklift • Sound the horn when approaching blind corners, exits, entrances or intersections. 6.13 Fall Protection Fall protection is important in reducing the injuries and dangers associated with working from surfaces that are elevated or sloped. Generally the hazards associated with falls and the prevention techniques include but are not limited to: • Employees on an unguarded walking/working surface that is six (6) feet or more above a lower level shall be protected from falling by use of a fall protection system. 16 Laurel, MT Safcty Policy • Fall protection shall be used when hazards such a moving equipment and electrical hazard are less than six (6) feet below the walking/working level. • Handmil/guardrail systems shall be 39-45 inches above the walking/working surface with mid -rails at 21 inches above the walking/working surface. • Safety belts shall not be used as fall protection. Anchor points must be capable of supporting 5,000 pounds for each worker. • Fall protection systems shall be rigged so that the maximum free fall is no greater than six (6) feet nor contact any lower level or hazard. • Tie off shall be at above the Dee -ring on the back of the worker's full body harness to avoid striking lower levels. • All personal fall protection/arrest systems shall be inspected prior to each use and if defective taken out of service immediately. 17 Laurel, MT Safety Policy SECTION 7 DISCIPLINARY POLICY Disciplinary policy will be enforced as outlined in the City Personnel Policy Manual and Collective Bargaining Agreements. SECTION 8 ACCIDENT/INCIDENT REPORTING WORKERS' COMPENSATION: Employee occupational injuries and illnesses are covered by Workers' Compensation Insurance provided by the Montana Municipal Insurance Authority. Workers' Compensation covers medical and rehabilitation expenses, partial income replacement if the employee is out of work more than 4 days or 32 working hours, and benefits to the surviving family in case of death. It is a no-fault system, providing exclusive remedy for on-the-job injuries or illnesses regardless blame, except in certain situations, such as employees: ■ Willfully hurting themselves; • Acting in a premeditated way to cause injury; • Starting a fight with a co-worker • Intentionally violating safety rules; and • Becoming intoxicated or impaired by drug use. If you are injured on the job or have a work-related illness, report it to your supervisor immediately (on same work shift) and get proper medical treatment. You may be denied benefits if you wait too long to report an injury, because it may be difficult to establish the cause of the injury. Cooperate with the City, medical professional and insurance claims personnel in order to ensure that you receive your full Workers' Compensation benefits. Recovery from an occupational injury or illness is sometimes slow, but light duty or alternative duty is sometimes possible during your transition back to normal employment. These transitional employment situations, and sometimes rehabilitation programs recommended by medical professionals, can speed your recovery and provide you with better compensation than Workers Compensation alone. Workers' Compensation income replacement does not begin until the occupational illness or injury has caused the employee to miss work for 4 days (or 32 working hours), and provides only a portion of your normal wage. Employees may elect to use vacation or sick leave credits in lieu of Workers' Compensation Payment. REPORTING REQUIREMENTS Report on-the-job injuries to your supervisor/employer immediately (on same work shift). You must complete a Workers' Compensation Incident Report. We recommend that you report minor injuries to your employer whether or not you receive medical treatment. You must submit a written and signed Workers' Comp Incident Report within 24 hours from the date of the accident. You can get this report from your supervisor. You will fill out the form and submit it to your supervisor who will then forward the report to the appropriate clerical staff so that it may be completed and filed with the insurance company. The City's Workers' Compensation carrier and claims processor is: Montana Municipal Insurance Authority (MMIA) PO Box 6669 Helena, MT 59604 406-443-0909 This is where physicians need to address their claims questions. Claim numbers will not be available for several days following an injury. When the claim is received, by the insurance carrier, a number will be assigned to the claim. A claim number is not required for a physician to file paperwork with MMIA. All they need to include is the patient's name and date of injury. Other Accident/Incident Report all other vehicle accidents, City property damage and incidents of citizen injury and/or property damage to your supervisor. You will need to fill out the Liability or Property Incident Report. You may attach pictures, statements, sketches and other support data as appropriate. Report only factual information — do not speculate. 18 Laurel, MT Safety Policy City employees and officials have a duty to protect the City from unjust accusations and lawsuits. Do not admit liability in any way. This is a matter for the police, the City Attorney, our insurance carrier and others to determine. Do be careful what you say. If you say something like "We'll take care of it," you may mean that you'll turn in a report, but the statement may be misconstrued to mean that the City is admitting fault. Do not admit guilt or speculate about the cause of the accident; refer questions from citizens to the supervisor. Refer any questions about the City's responsibilities or liabilities to your supervisor and/or the City Attorney. 19 Laurel, MT Safety Policy SECTION 9 TRAINING REQUIREMENTS FOR:SAFETY &;HEALTH 9.1 Required Training The following training will be required for all employees: 1. Fire Prevention and Use of Fire Extinguishers 2. Emergency Action Plan (Evacuation) 3. Workplace Hazard Identification and Reporting 4. Accident and Incident Reporting 9.2 Available Training Programs The Safety Coordinator, Department heads and /or supervisors will be responsible for providing additional opportunities for safety training for all employees. Any Department requiring specific or general safety training should initially contact the Safety Coordinator as a resource for obtaining such training. Additional safety training may be necessary when a new safety program is established, employee job assignments change, new substances, processes, procedures or equipment are introduced, or when a new hazard is identified. SECTION 10 EMERGENCY EVACUATION & RESPONSE PLANS Each Department within the City shall have posted in their work area a current Emergency Evacuation and Response Plan, a copy of which shall be maintained in the Safety Coordinator's office. This plan shall include maps and/or drawings indicating the safe egress from work places and buildings and a procedure to be followed by employees in the event of specific emergency situations, such as fire or earthquake. As part of each plan there should be a designated safe gathering area for employees following such an evacuation, which will allow for a proper accounting of employees. Any revisions in the current plan must be submitted to the Safety Committee for review. SECTION 11 SAFETY & HEALTH COA MUNICATION Communication is the heart of an effective and successful Safety and Health Program. The Safety Coordinator shall be considered the initial resource to aid Departments in offering continuing, regular, and current safety training. This training may be accomplished through periodic safety meetings or various other formats. The Safety Coordinator shall assist the Safety Committee in providing a system for employees to develop an awareness and appreciation of safety through tools such as newsletters, periodic safety meetings, posters and programs. Additionally the Safety Coordinator shall periodically review the effectiveness of these different formats and make recommendations to the Safety Committee for improvements. 20 Laurel, MT Safety Policy SECTION 32 FORMS HEPATITIS B VACCINE DECLINATION (MANDATORY) I understand that due to my occupational exposure to blood or other potentially infectious materials I may be at risk of acquiring hepatitis B virus (HBV) infection. I have been given the opportunity to be vaccinated with hepatitis B vaccine at no charge to myself. However, I decline hepatitis B vaccination at this time. I understand that by declining this vaccine I continue to be at risk of acquiring hepatitis B, a serious disease. If in the future I continue to have occupational exposure to blood or other potentially infectious materials and I want to be vaccinated with hepatitis B vaccine, I can receive the vaccination series at no charge to me. Name Signature 21 Laurel, MT Safety Policy Department Date SAFETY ORIENTATION Date: Employee Name: Position: Q New Hire LITransfer ❑Rehire ©Season ❑On -Cal! Department: Safety Policy and Responsibilities Human Resources/Safety Coordinator ❑ Overview of Safety Policy ❑ Job Description — Safety Duties ❑ Evaluation — Attendance of Safety Meeting and Training ❑ Accident Reporting Procedures ❑ On -the job -accidents - First Report of Injury - Incident Report ❑ Unsafe conditions or actions ❑ Near miss accidents ❑ Acknowledgment Receipt of Safety Policy in writing Individual Department ❑ Introduction to supervisor ❑ Chain of command ❑ Tour facilities and equipment ❑ Location of first aid kits and equipment ❑ Emergency response to: Natural disasters (flood/earthquake/etc.) Fire response (typesttechniques/exitstexbnguisher/hoses Bomb threats Active Shooter Location of Safety Equipment ❑ Personal Work Habits ❑ Acceptable Clothing & Footwear ❑ Housekeeping ❑ No Smoking Area ❑ General Operation and Maintenance of Equipment ❑ Potential on-thejob hazards ❑ Inform employee of notices of posting (i.e. wage and hour, unemployment ins., workers' compensation, FMLA, and EEOC). ❑ Procedures for reporting, investigating, and taking corrective action on all work-related incidents, accidents, injuries, illnesses, and known unsafe work conditions or practices as well as Liability for the City ❑ Job or Task -Specific Safety Training ❑ Review of SOP's for the Department ❑ Citizen Complaints ❑ Dealing with the Media ❑ Refresher Training Signature of Employee: Date: Signature of Supervisor: Date: 22 Laurel, MT Safety Policy Incident Report and First Report of Injury and Occupational Disease Forms Incident Reports and Worker's Compensation forms are available at City Hall from the Safety Officer, City Treasurer or Clerk's office. Once the form is completed return to the Safety Coordinator for submittal. 23 Laurel, MT Safety Policy REPORT OF WORKPLACE HAZARD II Today's Date: Name: Description of Hazard: Location of Hazard: Has hazard been reported to supervisor? ❑ Yes ❑ No If yes, who it was reported to and date reported: PLEASE RETURN FORM TO THE SAFETY OFFICER OR IMMEDIATE SUPERVISOR SAFETY COMMITTEE USE What has been done to correct the hazard? Who took action to correct the hazard? 24 Laurel, MT Safety Policy 'Claimant First Name: Claimant Middle Name: 'Claimant Last Name: Date of Birth: 'Mailing Address: Mailing Address 2: 'City: *Primary Phone: Phone 2: E -Mail: WORKERS' COMPENSATION WORKER INFORMATION State: Social Security: *Postal Code: ❑ Home ❑ Mobile ❑ Office ❑ Other: 0 Home 0 Mobile ❑ Office ❑ Other: Education: ❑ Less than High School ❑ GED or High School Diploma 0 Beyond High School :',Gender: ❑ Male ❑ Female ❑ Unknown 'Marital Status: ❑ Married ❑ Separated ❑ Single, Divorced ❑ Unknown ❑ Unmarried ❑ Widowed Number of Dependents: Department: Supervisor: *Occupation: WAGES *Hire Date: Work Week: ❑ Sun ❑ Mon ❑ Tue ❑ Wed ❑ Thu ❑ Fri ❑ Sat Days Worked Per Week: Hours Worked Per Week: *Worked Next Scheduled Shift? ❑ No ❑ Unknown ❑ Yes *Off Work More Than 4 Days? 0 No ❑ Unknown ❑ Yes Date Last Worked: Date Returned to Work: Employment Status: 0 Full Time ❑ Other ❑ Part Time 0 Piece Worker 0 Retired ❑ Seasonal 0 Volunteer *Wage Rate: Wage Rate Type: 0 Hourly 0 Daily ❑ Weekly ❑ Bi -Weekly ❑ Monthly ❑ Semi -Monthly 0 Annually Extra Benefit Type: 0 Bonus 0 Commissions ❑ Other ❑ Overtime ❑ Room and Board Amount: Full Pay on Day of Injury? 0 Check if yes Salary Continued? ❑ Check if Yes *Payroll Classification Code: Gross Earnings Pay Period 1: Gross Earnings Pay Period 2: 25 Laurel, MT Safety Policy Gross Earnings Pay Period 3: Gross Earnings Pay Period 4: *Description of Accident: *Injury/Illness: ❑ Illness ❑ Injury *Part of Body: *Date of Injury: Date of Death: (1) Witness Full Name: (2) Witness Full Name: (3) Witness Full Name: Accident on Employer's Premises? *Date Reported to Member: Accident Reported to: Safety Equipment Provided? ACCIDENT DETAILS *Cause of Injury: *Nature of Injury: Time of Injury: _ ❑ Yes ❑ No Phone: Phone: Phone: Date Reported to MMIA: ❑ Yes ❑ No Safety Equipment Used? ❑ Yes ❑ No TREATMENT INFORMATION Date of First Treatment: *Initial Treatment: ❑ No Medical treatment ❑ Minor treatment on-site ❑ Minor Clinic/ Hospital ❑ Emergency Evaluation ❑ Hospitalization greater than 24 hours ❑ Future Major Medical/Lost Time Anticipated Attending Physician: Hospital Name: Address: Address: City: City: State: Postal Code: State: Postal Code: Phone Number: Phone Number: 26 Laurel, MT Safety Policy MEMBER/EMPLOYER INFORMATION Member: City of Laurel Mailing Address: PO Box 10 City: Laurel State: Montana Postal Code: 59044 =Prepared By: *Prepared By Email: Preparer Title: Date Prepared: Preparer Phone: Is the Preparer the Primary Contact For Claim? ❑ Yes ❑ No *Was Worker Injured While in Your Employ? ❑ Yes ❑ No Is there a reason to question this accident? ❑ Yes ❑ No 27 Laurel, MT Safety Policy Liability or Property Incident CLAIMANT (COMPANY) *Entity Name: Company Contact First Name: Middle Initial or Name: Last Name: CLAIMANT INFORMATION Claimant: *Mailing Address: *City: *Primary Phone: _ Secondary Phone: E -Mail: *Event Date: *Location: *City: *Date Reported to Member: Reported By: _ *Event Details: *State: *State: *Postal Code: ❑ Home ❑ Mobile ❑ Office ❑ Other: ❑ Home 0 Mobile ❑ Office ❑ Other: EVENT DETAILS Event Time: 28 Laurel, MT Safety Policy *Postal Code: Time Reported to Member: WHAT CLAIM(S) ARE BEING REPORTED? (Please select all that apply) ❑ Damaged/Injured Person (Not Workers Compensation) ❑ Member's Property ❑ Member's Vehicle(s) ❑ Other Party's Property ❑ Other Party's Vehicle(s) Estimated Property Damage Amount: ESTIMATED DAMAGE AMOUNTS ADDITIONAL EVENT COMMENTS Please enter any additional comments or information regarding the injury or damaged property (i.e. Driver contact info, address info, etc.) Name: Address: City: Primary Phone: Remarks: WITNESS INFORMATION State: Postal Code: 29 Laurel, MT Safety Policy Secondary Phone: MEMBER INFORMATION Member: City of Laurel FEIN: 81-6001283 Contact Phone: (406) 628-8791 Contact Person: Bethany Keeler Mailing Address: PO Box 10 City: Laurel State: Montana Postal Code: 59044 *Prepared By Email: *Prepared By: Preparer Title: Date Prepared: Preparer Phone: Preparer Department: Primary Departmental Contact Information *Department Involved: *Primary Contact for Claim: *Primary Contact Title: *Email: *Primary Phone: 30 Laurel, MT Safety Policy Liability or Property Incident CLAIMANT (INDIVIDUAL) '`First Name: Middle Initial or Name: *Last Name: CLAIMANT INFORMATION Claimant: Mailing Address: City: `Primary Phone: Secondary Phone: E -Mail: *State: '"Postal Code: ❑ Home ❑ Mobile ❑ Office 0 Other: ❑ Home ❑ Mobile ❑ Office ❑ Other: EVENT DETAILS *Event Date: Event Time: *Location: *City: *Date Reported to Member: Reported By: 1kEvent Details: *State: 31 Laurel, MT Safety Policy *Postal Code: Time Reported to Member: WHAT CLAIM(S) ARE BEING REPORTED? (Please select all that apply) ❑ Damaged/Injured Person (Not Workers Compensation) ❑ Member's Property ❑ Member's Vehicle(s) ❑ Other Party's Property 0 Other Party's Vehicle(s) Estimated Property Damage Amount: ESTIMATED DAMAGE AMOUNTS ADDITIONAL EVENT COMMENTS Please enter any additional comments or information regarding the injury or damaged property (i.e. Driver contact info, address info, etc.) WITNESS INFORMATION Name: Address: City: Primary Phone: Remarks: 32 Laurel, MT Safety Policy State: Secondary Phone: Postal Code: MEMBER INFORMATION Member: City of Laurel FEIN: 81-6001283 Contact Phone: (406) 628-8791 Contact Person: Bethany Keeler Mailing Address: PO Box 10 City: Laurel State: Montana Postal Code: 59044 "Prepared By Email: '!;Prepared By: Preparer Title: Date Prepared: Preparer Phone: Preparer Department: Primary Departmental Contact Information `Department Involved: *Primary Contact for Claim: :kPrimary Contact Title: *Email: *Primary Phone: 33 Laurel, MT Safety Policy IN April 12 — 9:30 City Hall Attending: LuAnne Engh, Walter Widdis, Matt Wheeler, Kurt Markegard, Dale Ahrens, Richard Herr, Phyllis Bromgard, Aaron Christensen, Bethany Langve (City Clerk) Donors: to date we have $3,360.00 collected outside the Walmart Grant • American Legion $100 • First Baptist $260 • Green Mt Sales $ so • Lamed Tree Service $150 Aaron still has commitments from River Ridge, Rocky Mountain Compost, Albaugh Construction and Tech Construction - our total should he almost $4,000 Site Layout: Bethany has a directive from the Mayor — saying the staff ultimately has the decision on the placement of trees. The Tree Board Is only an advisory committee. • A visit to the park after the meeting to clarify the trees, food, busses, and vendors • Pacific Recycling is working on plaques for the trees — all OK If flat and in the ground — they should be ready for Arbor Day • We need 2 tents — Kurt and Fran will bring theirs • Lion's are doing a site clean up Sat. 4/14 at 9:00 Schedule — • 10 days before May 11 the school should know what the space station time will be • The final schedule will be designed then —estimate 11:30 for students • We'll keep it flexible — kids may eat while listening to presenters Ceremony — Kurt • Program is done • Dale will be the speaker • Legion will do the flag • Lydia's gift Is in the vault Tree s: • City staff to pick up trees at Canyon Creek, River Ridge, Good Earth Works • They may need help since staff is so light • Holes to be dug as soon as it dries out Publicity: + Pastor Widdis got the article in the paper this week • Ad to follow the week before Arbor Day • Thank you donors to follow the event Wristbands/Shirts: • Bands come Wednesday— 250 bands • Shirt deadline is this Friday— 66 shirts Ceremony: • Dale to ask Linda Fiipula to attend and speak, Richard to talk to the mayor to attend • Next month we will focus on the ceremony • Possibly use youth for the color guard • Need someone to rally the kids and cheer to make it more fun —ask Alyson Schools: • May 111 if also the International Space Station Day at LHS in the AM • Twice as many vendors as last year. School Groups may be smaller • Need to get someone to take photos so we can thank our donors better Tee Shirts — Branding logo • Shirt order needs to be in by April 11 • LuAnne is collecting sizes • Only shirts for volunteers and bus drivers Next Meeting: Last meeting April 26th 9:30 - Next Agenda 1. Schedule 2. Thank you for Walmart 3. Ceremony Details 4. Publicity — Outlook, TV stations — Pastor Widdis 5. Set up/clean up 6. Follow up meeting City of Laurel Park Board Minutes Thursday, April 5, 2018 In attendance were Park Board Members: Scot Stokes, Amy Pollock, Iry Wilke, Richard Herr, Ken Gomer, Phyllis Bromgard; Kurt Markegard, Public Works Director; and Citizen, Curt Lord, Laurel Rod & Gun Club; Park Board Member, LuAnne Engh joined via phone call. 1. Public Comment: None 2. Minutes: Reviewed and approved minutes from March meeting. Iry moved to accept, Ken seconded, and they were unanimously approved. 3. Lease Negotiations: Horseshoe Club: Kurt said it will be on the City Council Agenda next week. Mayor asked for Kurt to determine what HAS to be done vs. what needs to be done eventually. Kurt said $iso will fix the immediate public safety issue. Kurt mentioned he thought there was a going to be a discussion on the lease at next week's workshop. Laurel Rod & Gun Club: Our recommendations were not discussed at Council Meeting. Not sure why exactly. Scot was going to find out. Iry said the Mayor had asked him if the chair or co-chair were there. He told him no and wondered if that was the reason. Amy suggested that if that was the case, we would need to elect a new co-chair since LuAnne is often out of town. She said she doesn't want to attend meetings if the "don't count." We would like the Mayor to please clarify what the rules are in those types of cases. Kurt mentioned the MMIA (our insurance company) will be @ a meeting on the 4th Tuesday in May (22°d). Mayor wants meeting that day to go over what they will do. Curt Lords said in the May 30, 2017, council minutes and Park Board minutes of April 6, 2017, it had already been discussed and recommended and the LR&G Club are getting impatient. The sunset is 5/8 which is before the 5/22 meeting. He referenced several Montana State Codes (attached) discussing getting rid of shooting ranges. He wondered if it could be put to a public vote. Some thought it may be in Sam's (City Attorney's) hands right now. Iry also mentioned that the FWP had an indefinite agreement with the City of Laurel for use of the park and we may not be able to restrict the use of Riverside Park for the Hunter Safety field course. 4. Snorts Teams/Use of Parks: For further clarification, the Mayor asked that we consider charging for the use of parks for sports teams practices. The Board agreed that they were uncomfortable charging for practice time. If they weren't actually "reserving" the park and excluding others from using it, then we don't want to charge. Iry stated he would rather see kids running around, USING the parks than have kids on video games all the time. Iry recommended that we do not charge for practice time. Ken seconded it. Motion passed unanimously. 5. Swimming Pool: Sam is currently looking into using the interest money specifically from the Billie Riddle Funds. Kurt said that as far as he could tell, there is no way to spend money unless there is a budget amendment with a public hearing. He wondered if it would be worth it to do that since it all takes time. If it was not going to happen until July, we might as well wait for the July budget to come out if the Mayor wants to modify his budget for next year. Scot will tall: to the Mayor about it to get his perspective. Iry said he could get concrete benches for $35o each or $500 with a concrete base. Scot mentioned he would call the people who own the advertising benches we have all over town and see what price they would give. 6. Update on Funds from Dept. of Justice: Kurt let us know that it is officially the "Public Comment Period" if we wanted to send a letter as a Park Board with regards to the NRDP funds. Letters are being accepted until April 30th. He suggested possibly asking them to reconsider giving us back the $50,000 that was originally taken out since we were the #1 project. LuAnne agreed to draft a letter and email to members for approval. Other: Ken presented a possibly form to be used when groups or clubs want to have a temporary display. The form looked good, but the board wasn't sure it was necessary at this time. Phyllis mentioned Lions Club Cleanup Day is scheduled for April 14th @ South Pond. Meeting was adjourned at 6:43 pm. Respectfully submitted by Amy Pollock, Park Board Member askedYha the sttus`�as i � MINUTES COUNCIL WORKSHOP l 4kV 30,: 2017 6;311 P.M., COUNCIL CHAMBERS A Council Workshop was held in the Council Chambers and called to order by Mayor Mark Mace at 6:30 p.m. on May 30, gal 7. a. i _ Emelie Eaton _x Bruce McGee _x Chuck Dickerson x Tom Nelson _ Doug Poehls x Richard Herr r Scot Stokes Bill Mountsier Heidi Jensen, CAO Alan Hulse, CEO ofMMIA Sam Painter, Civil City Attorney Brandon Duffey, Great West Engineering Public Input There was no_pub is input. :Geral items '`There were no general items. Executive Review • Alan Hulse, CEO, Montana Municipal Insurance Authority - Discussion regarding shooting in Riverside Park Alan Hulse, the Chief Executive Officer of the Montana IVlt nkipal huerlocal Authority, spoke reSarding. risk management issues, potential exposures, and` possible- concerns with shooting in Riverside Park. He presented an overview of MMIA, and his role in. this discussion. The MMiA is a risk retention pool for cities and towns in the state of Montana. MMIA is not an insurance company, but it acts similar to an insurance company. MMIA is different in that it is owned and operated by its members. It operates four separate pools, including the liability pool, the workers' compensation pool, the property pool, and the health insurance pool. Each of the pools or Programs is operated separately from each other and they ado not w -mingle funds across lines of cov rrage. Acity �= partir4ate.in one ofthe pools and e others, orthey can participate inall bur.pools. Mr. Hulse spoke about liability exposure, particularly relative to indoor and outdoor shooting ranges. He talked about coverage because it is not his role to tell the council what it can and cannot do. He is not here to say that MMIA will write the city out if it continues with this practice. He spoke regarding covered exposures and non -covered exposures. MMIA does not specifically underwrite the exposure; but they rate risk by using the pay of as a= ba.is liar-• underwriting: Over 3a yearn of existence, they found: that the payr*U is reflective of the exposure mr a community., The larger the community and the bigger the payroll; the mare miles of streets, sewer, sidewalks, water: system, etc., that need to be maintained. They establish base rates based on the payroll and1ben modify the rate' " based on the experience. He is here to talk about exposure. The city council's job is to look out for 'Council W01+A0P Minutes of May 30,2017 the city's interests and to make decisions. Part of that decision making process should factor in the city's exposure to liability. Sometimes the best risk management decision is to accept the risk. other times the best decision is to transfer the risk to Someone eke to insure it,. or to try to manage the risk. With regard to shooting ranges, tlww categories of risk exist 71we is risk to kftiry, with either somebody using the range or somebody around the range. Them is risk to disewe, which Predominantly MAS with the indoor facility. There is risk to pollution exposure. Regarding the risk to injury, MMIA defends between 100 and ISO lawsuits against its members at any given time. He has seen claims argued relative to shooting ranges that shooting is an ultra hazardous activity and therefore it is strict liability, and if something happens, the city is at fault and has no defense. He does not know how viable that theory is. Lawyers argue a -lot ofdifferent thoozies w1um4hey are t*ing to prove their cases. MMIA handled a claim ten years ago involving a shooting range in one of the larger -communities. The.range was not owned by the city, but it was being ted by the city's police department. An officer was on the range qualifying, went to draw his service revolver from the holster, and shot himself in the leg. He was acting in the course and scope of his job duties, so he had no claim against his employer, the city, other than a worker's compensation claim Because it was a county shooting range and the city was using the range, he filed a tort claim against the county. The argument was that shooting. is. an ultra -hazardous- activity and thexange- ownerhas a responsibility to manage, supervise, and oversee the range. They failed to do that that is how he. got injured, and, therefore the county owed hun money. PUMA was not involved M that aspect of th(r claim'. but the - county settled the claim for $l 10,000 for his injuries. There is the risk of somebody being, injured as the owner of that range. Whether somebody else is managing it or overseeing it does not make the risk go away for the city as the owner of the range. Alan stated that the indoor range is the more concerning exposure to him asa risk manager. There is lead -contamination in the building and there is an inadequate ventilation system. That is going to continue to get worse and is a real exposure to anybody that is in the building. He.does not know Ta what to do about that short of totally reclaiming the building and putting in some type of ventilation system to continue to use it. He has concerns about continuing to allow use of that facility until something is done. Alanspoke regarding the last exposure of overall -general -pollution. With shooting especially with the outdoor range, shooting is done in a concentrated area: The shots M down to the groun& and.: C4 y - build up over time-, which is a potential long-term exposure. That. wtistsz whether the. anything or not, mid it will grow over time. From a coverage standpoint, MMIA has no exclusions in the memorandurn for shooting activities. If the city had a claim involving somebody being injured as a result of a shooting activity, there would be no exclusion and MMIA would provide coverage for the claim. Depending on the circumstances, they would either defend or try to settle the claim, and that OA would be reflected in the city's loss MMIA would not rate the city higher, &r that or charge more for havmg that exposure, but it will be reflected in .thee city's experience -modification. MhHA has a 5 -year lookback for claims, which would drive future premiums based on that experience. Tice potential exposure fur disease from using a building that is contaminated with lead, or the pollution exposure to the land itselt may or may not be covered. MMIA has an absolute pollution exclusion in its Memorandum o f Liability Coverage. It basically says they will not cover any liability Council Workshop Minutes ofMay 30, 2017 arising out of pollution. if somebody who was exposed to lead in a contaminated polluted building filed' a claim as a result of the exposure, it may trigger the exclusion. It would depend on what else was pled. If somebody filed some, types of a claim for pollution to land, he does not know how that would come about. It would not be wavered by MMIA�s memorandum, Alan spoke regarding how to manage the exposure, and if the exposure could be managed by leasing, donating or selling the property to someone else. He thinks to some extent the in exposure on the range could be managed if the city did not own the property. However, the range sits in a city park area. If somebody happens -to be injured, that could rest at the city's doorstep as the park owner and not taking precautions to keep the ,public in general out of harm,$ way. Regarding the pollution exposures, he does not know how to transfer that exposure, as those are legacy exposures that the city owns. AIan concluded his informational overview and mentioned that he has addresser! the council regarding this property in the past. He is not anti -shooting range, as Montana is a state in which People hunt. Shooting ranges are needed, but there is exposure and risk. The council needs to consider these issues when malting decisions regarding the shooting range. Mayor Mace thanked Mr. Hulse and asked if there were any. questions. Tom did not know why the council was having this discussion. He does not know about the indoor shooting range and whether or not there is active shooting there because of the flooding and if i# is occupied or not. He knows that outdoor shooting terms in May 2018 in the lease. Mayor Mace questioned what can be done as far as the indoor s wotiag range. Alan understands that .:that indoor -range has ;len tested ,and the tests mdwated ghat there is lead contamination. it is also his understanding that 'that indoor range does not have an adequate ventilation system for an indoor firing range. If asked for a recommendation, he would not allow the Public to access the indoor shooting range until the city has dealt with the current conditions. The claim in the large community is what is driving his experience with this issue. The community has a controlled indoor range for limited use for the police department only. They have a ventilation. system that they have not adequately and properly maintained; managed, and- cleaned and there is a high lead content in that range., Right: now, that range has been shut drawn and thar City is bolting for solutions. From his perspective, if there is a known contaminated, site without adequate ventilation, he would be remiss to say the city should do anything other than shut it down. He knows that is easy to say and it may create more di#f'icukies, but it is a real risk. Torn had a copy of the Laurel Rod and Gun Club's lease, but did not have the Laurel. Rifle Club's lease. 'Hc questioned ifthe Rifle Club had a current lease and the expiration elate. Heidi thought the lease expired and had not been .renewed since the flooding:.event,of 2011,because the building is in disrepair, Tom stated that, if there is no lease, then there is no activity. 76-9-103. planning -- Off"t On S11000119 ranges, MCA MCA Contents / TITLE 76 / CHAPTER 9 / Part I / 76.9-103 Planning — eff... TITLE 76, LAND RESOURCES AND USE CHAPTER 9. SHOOTING RANGES Part 1. Protection of Shooting Range Location and Investments Planning -- B"Te- ct On Shootin Range! 9 0 76-9-103. Planning — effect on shooting ranges. The laws of this state concerning planning or growth Policies, as defined in 76-1-103, May not be construed to authorize an ordinance, resolution, or rule that would: (1) prevent the operation of an existing shooting range as a nonconforming use, (2) Prohibit the establishment of new shooting ranges, but the Ordinance, resolution, or rule may regulate the construction of shooting ranges to specified zones; or (3) prevent the erection or construction of safety improvements on existing shooting ranges. History: En. Sec. 3, Ch. 416, L 1991; amd. Sec. 6s, Ch. ", L. 2007. Created by LAWS I of .1 12111/2017,4.-28 PM 76.9-105. Closure ofshooting ranges .. limitations -- relocation cost.., httri:/tleg.rnt,gov/hilis/meahitle 0750/chapter 0090/pmotlt0i��tti... MCA Contents ! TITLE 76 t CHAPTER 9 l Part 1 J 76.9-105 Closure of sh... TITLE 76. LAND RESOURCES AND USE CHAPTER 9. SHOOTING RANGES Part I. Protection of Shooting Range Location and Investments Closure Of Shooting Ranges -- Limitations Relocation Cost 76-9-106. Closure of shooting ranges — limitations — relocation cost. (1) Except as provided in subsection (2), an established shooting range may not be prevented from operation by a state agency, unit of local government, or court unless the range presents a clear and provable safety hazard to the adjacent population. (2) If a pressing public need exists because of incompatibility with nearby population or land use, an established shooting range may be rebated by an agency of state government, unit of local government, or court, but only if all of the following conditions are met: (a) pressing public need is documented through hearings, testimony, and a clear and precise statement of need by the agency, unit of local government, or court involved; (b) the agency or unit of local govemment obtaining the closure pays the appraised cost of the land together with improvements to the operators of the shooting range. In return the shooting range operators shall relinquish their interest In the property to the agency or unit of local government obtaining the closure. (3) If a shooting range presents a clear and provable safety hazard to adjacent population, the range may be suspended from operation if: (a) reasonable notice and opportunity to respond are afforded the range operators; and (b) reasonable opportunity is afforded the range operators to correct any safety defects. History: En. Sec. 5, Ch. 415, L. 1991. Created by LAWS 1 of 1 12/11/22017,4.29 PVI 76-9-104. Zoning — effect on shooting ranges, mr.A ht(pt//Icg.nit.gov/bills/mcaAftle 0760/chapter 090/p 0 art..00101s cti MCA Contents / TITLE 76 / CHAPTER 9 / Part I / 76-9-104 Zoning — etre... TITLE76, LAND RESOURCES AND USE CHAPTER 9. SHOOTING RANGES Part 1. Protection of Shooting Range Location and Investments Zoning -- Effect On Shooting Ranges 76-9-1104. Zoning — effect on shooting ranges. A planning district growth policy, recommendation, resolution, rule, or zoning designation may not (1) prevent the operation of an existing shooting range as a nonconforming use; (2) prohibit the establishment of new shooting ranges, but it may regulate the construction of shooting ranges to specified zones; or (3) prevent the erection or construction Of safety Improvements on existing shooting ranges, History: En. See. 4, Ch. 415, L. 1991; amd. Sec. 33, Ch. 582, L. 1999. Created by LAWS � c I of I 12/1112017, 4:28 JIM 7G-9-101. 1`011CY, MCA 1"-/Iltg,mt-90v/bi[IS/meahide-0760,/chapter_Oogolpnrt-oo I 01300t; MCA Contents / TITLE 76 / CHAPTER 9 1 Part I / 76-9-101 policy TITLE 76. LAND RESOURCES AND USE CHAPTER 9. SHOOTING RANGES Part 1. Protection of Shooting Range Location and Investments Policy 76-9-101. Policy. It is the policy of the state of Montana to provide for the health, safety, and welfare of the dtkzens of the state by Promoting the safety and enjoyment of the shooting sports among the citizens of the state and by protecting the locations of and investment in shooting ranges for shotgun, archery, rifle, and pistol shooting. History: En. Sec-1,Ch. 415,L.1991. Created by LAWS , I or 12/11P-017, 4:27 PM 76-9-102. Prohibitions, MCA htip.1/teg.inLgovibills/metVtltic.-07601chapter-0090-/patl_oo to/sutj. , MCA Contents / TITLE 76 / CHAPTER 9 1 Part 1 1 76-9-102 Prohibitions TITLE 76. LAND RESOURCES AND USE CHAPTER 9. SHOOTING RANGES Part 1. Protection of Shooting Range Location and Investments Prohibitions 76-9-102. Prohibitions. (1) Standards adopted by a state agency or unit of local government to limit levels of noise that may occur in the outdoor atmosphere may not apply to shooting ranges. (2) Standards adopted by a state agency or unit of 1=1 government promulgated pursuant to Title 75 and concerning pollution by lead, copper or brass may not limit or prohibit the operation of a shooting range because of lead, copper, or brass deposition resulting from shooting activities. History: En. Sec. 2, Ch. 416, L. 1991. Created by L.VWS I of 1 12/11/2017.4:27 PM MINUTES COUNCIL WORKSHOP MAY 30, 2917 6:30 P.M. COUNCIL CHAMBERS A Council Workshop was held in the Council Chambers and called to order by Mayor Mark Mace at 6:30 p.m. on May 30, 2017. COUNCIL MEMBERS FRESENT: _ Emelie Eaton _x Brace McGee x Chuck Dickerson X Tom Nelson OTHERS PRESENT: Heidi Jensen, CAO Sam Painter, Civil City Attorney Public Input There was no public input. General items There were no general items. _ Doug Poehls x_ Richard Herr Soot Stokes Bill Mountsier Alan Hulse, CEO of MMIA Brandon Duffey, Great West Engineering Executive Review • Alan Hulse, CEO, Montana Municipal Insurance Authority - Discussion regarding shooting in Riverside Park Alan Hulse, the Chief Executive Officer of the Montana Municipal Interlocal Authority, spoke regarding risk management issues, potential exposures, and possible cone with shooting in Riverside Park. He presented an overview of MMIA and his role in this discussion. The MMIA is a risk retention pool for cities and towns in the state of Montana. MMIA is not an insurance company, but it acts similar to an insurance company. MMIA is different in that it is owned and operated by its members. It operates four separate pools, including the liability pool, the workers' compensation pool, the property pool, and the health insurance pool. Each of the pools or programs is operated separately from each other and they do not co -mingle fids across lines of coverage. A city can participate in one of the pools and not the others, or they can participate in all four pools. Mr. Hulse spoke about liability exposure, particularly relative to indoor and outdoor shooting ranges. He talked about coverage because it is not his role to tell the council what it can and cannot do. He is not -here to say that MCA will write the city out if it continues with this practice- He spoke regarding covered exposures and non -covered exposures. MMIA does not specifically underwrite the exposure., but they rate risk by using the payroll as a basis for underwriting. Over 30 years of existence, they found that the payroll is reflective of the exposure for a community. The larger the community and the bigger the payroll, the more miles of streets, sewer, sidewalks, water system, etc., that need to be maintained. They establish base rates based on the payroll and then modify the rate based on the experience. He is here to talk about exposure. The city council's job is to look out for 4 Council Workshop Minutes of May 30,2017 the city's interests and to make decisions. Part of that decision nuking process should factor in the city's exposure to liability. Sometimes the best risk management decision is to accept the risk. Other times the best decision is to transfer the risk to someone else to insure it, or to try to manage the risk. With regard to shooting ranges, three categories of risk exist. There is risk to injury, with either somebody using the range or somebody around the range- There is risk to disease, which predominantly rests with the indoor facility. There is risk to pollution exposure. Regarding the risk to injury, MNIIA defends between 100 and 150 lawsuits against its members at any given time. He has sew claims argued relative to shooting ranges that shooting is an ultra -hazardous activity and therefore it is strict liability, and if something happens, the city is at fault and has no defense. He does not know how viable that theory is. Lawyers argue a lot of different theories when they are trying to prove their cases. MNUA handled a claim ten years ago involving a shooting range in one of the larger communities. The range was not owned by the city, but it was being used by the city's police department. An officer was on the range qualifying, went to draw his service revolver from the holster, and shot himself in the leg. He was acting in the course and scope of his job duties, so he had no claim against his employer, the city, other than a worker's compensation claim Because it was a county shooting range and the city was using the range, he filed a tort claim against the county. The argument was that shooting is an ultra -hazardous activity and the range owner has a responsibility to manage, supervise, and oversee the range. They failed to do that, that is how he got injured, and therefore the county owed him money. hMA was not involved in that aspect of the claim, but the county settled the claim for S 110,000 for his injuries. Them is the risk of somebody being injured as the owner of that range. Whether somebody else is managing it or overseeing it does not make the risk go away for the city as the owner ofthe range. Alan stated that the indoor range is the more concerning exposure to him as a risk manager. There is lead contamination in the building and there is an inadequate ventilation system That is going to continue to get worse and is a real exposure to anybody that is in the building. He does not know what to do. about that short of totally reclaiming the building and putting in some type of ventilation system to continue to use it. He has concerns about continuing to allow use of that facility until something is done. Alan spoke regarding the last exposure of overall general pollution. With shooting, especially with the outdoor range, shooting is done in a concentrated area. The shots fill down to the ground and build up over time, which is a potential long-term exposure. That exists whether the city does anything or not, and it will grow over time. From a coverage standpoint, MMA has no exclusions in the memorandum for shooting activities. If the city had a claim involving somebody being injured as a result of a shooting activity, there would be no exclusion and MNUA would provide coverage for the claim. Depending on the circumstances, they would either defend or try to settle the claim, ad that would be reflected in the city's loss history. MMIA would not rate the city higher for that or charge more for having that exposure, but it will be reflected in the city's experience modification. MNIIA has a 5 -year lookback for claims, which would drive future premium based on that experience. The potential exposure for disease from using a building that is contaminated with lead, or the pollution exposure to the land itself may or may not be covered. MhGA has an absolute pollution exclusion in its Memorandum of Liability Coverage. It basically says they will not cover any liability K "oil Workshop Minutes of May 30, 2017 arising out of pollution. If somebody who was exposed to lead in a contaminated polluted building filed a claim as a result of the exposure, it may trigger the exclusion. It would depend on what else was pled. If somebody filed some type of a claim for pollution to law, he does not know how that would come about. It would not be covered by MMIA's memorandum. Alan spoke regarding how to manage the exposure, and if the exposure could be managed by leasing, donating or selling the property to someone else. He thinks to some extent the injury exposure on the range could be managed if the city did not own the property. However, the range sits in a city park area If somebody happens to be injured, that could rest at the city's doorstep as the park owner and not taking precautions to keep the public in general out of harm's way. Regarding the pollution exposures, he does not know how to transfer that exposure, as those are legacy exposures that the city owns. Alan concluded his informational overview and mentioned that he has addressed the council regarding this property in the past. He is not anti -shooting range, as Montana is a state in which people hunt. Shooting ranges are needed, but there is exposure and risk. The council needs to consider these issues when making decisions regarding the shooting range. Mayor Mace thanked Mr. Hulse and asked if thence were any questions. Tom did not know why the council was having this discussion. He does not know about the indoor shooting range and whether or not there is active shooting there because of the flooding and if it is occupied or not. He knows that outdoor shooting terms in May 2018 in the lease. Mayor Mace questioned what can be done as far as the indoor shooting range. Alan understands that that indoor range has been tested and the tests indicated that there is lead contamination. It is also his understanding that that indoor range does not have an adequate ventilation system for an indoor firing range. If asked for a recommendation, he would not allow the public to access the indoor shooting range until the city has dealt with the current conditions. The claim in the large community is what is driving his experience with this issue. The community has a controlled indoor range for limited use for the police department only. They have a ventilation• system that they have not adequately and properly maintained, managed, and cleaned arA there is a high lead content in that range. Right now, that range has been shut down and that city is looking for solutions. From his perspective, if there is a known contaminated site without adequate ventilation, he would be remiss to say the city should do anything other than shut it down. He knows that is easy to say and it may create more difficulties, but it is a real risk. Tom had a copy of the Laurel Rod and Gun Club's lease, but did not have the Laurel Rifle Club's lease. He questioned if the Rifle Club had a current lease and the expiration date. Heidi thought the lease expired and had not been renewed since the flooding event of 2011 because the building is in disrepair. Tom stated that, if there is no lease, then there is no activity. 3 Council Workshop Minutes of May 30, 2017" Heidi stated that the club still uses the building. The city would need to block the door in order to stop use of the building. Tom thought the council had previously discussed "no lease, no activity. Bruce stated that the council has discussed that. He thinks the council has been told at different times that the building was not in use, but the citizens have never respected that, and it has remained in use. Heidi explained that the city has asked it to not be in use, but unless staff is directed to block the door, staff has no authority to do that Unless directed to lock/barricade that door closed, staff cannot act on ft. Bruce questioned whether that directive needed to come from the council or if it could be made on an administrative level. Mayor Mace stated that this should be discussed at the next council workshop. Tom asked for the city attorneys thoughts on this matter. He asked why the city is having a problem with a building that is being used that should not be used. There is one year left for shooting in the lease. He questioned if the council should consider a resolution to terminate the lease early. Sam stated that Tom asked a multiple level question. There have been ongoing discussions about shooting down at the park, and the fact that it is in a city park has been the problem. Everybody has recognized that. This council, or the former council, made a decision to sunset shooting in the park. The intervening flood created yet another urgency with the water that flooded and contaminated the building, making the bathrooms inoperable. When it was dried out the club went in and there was more shooting. The city did some tests and the tests came back positive for lead contamination. During this time period, the club has attempted to come up with an idea as to how they can take over the shooting operation down there all together. Sam attended a Park Board meeting where there was discussion about giving or leasing the buildings in the park to the club. Sam's response was that, yes, if the city would de -annex the property and convey it all to this club, it would not be the city's property anymore. That is the only way to minimize the personal injury -type risk. This will not get rid of the pollution problem That is the city's problem and the city cannot get rid of it. The problem remains that they are still shooting in the park and the council wants to know what to do. Studies show that there is lead poisoning. The city owns the building, which causes liability concerns if people are allowed to shoot in it. The insurer has pointed out the fact that there is exposure, and that exposure may not be covered. The ramifications are that, if a substantial judgement is obtained against the city, the city pays it. The citizens all pay it, as a levy comes about, and the funds are paid for the damage. The council, as the managers of the city, has to realize that there is a potential liability them and the council needs to determine whether or not to continue with the risk. Tom stated that, from Sam's answer and Alan's earlier statement, he would infer that perhaps the best remedy is to have the building go away, as in demolishedAwrnt/hauled off in a manner according with the contaminant it has. 4 Council Workshop Minutes of May 30, 2017 Sam stated that properly disposing of the property would certainly resolve the problem. Tom stated that it is probably not cheap, but it is probably the least expensive option. Sam stated that, if the club came in with a substantial chunk of money and bought the park from the city, he would have a hard time saying that does not resolve the injury case or issues, but only if the council de -annexed the property so it was not part of the city anymore. The biggest problem is that it is located on city property. Regardless of what happens down there, the city will always be a defendant. Alan agreed that the city would be the primary target of a complaint. Sam stated it is always presumed that the cities have unlimited resources, even when they do not. He agreed that the city has some potential uncovered liability. Alan stated that it is a pollution exposure. A recent claim in another community was ultimately resolved for $7.5 million. MMIIA paid a portion of it, but a big portion of the claim fell to the city. Alan stated that pollution type claims get very expensive. In addition to the $7.5 million, there was $3 to $3.5 million in defense costs, which did not even get to depositions. It was just the initial engineering work behind the scenes. Alan stated that the exposure can be managed, but from a decision standpoint, the exposure exists today as it exists, but it gets worse as time goes on. The priority from his perspective is a known contamination site. From a public safety standpoint, it is probably incumbent upon the city to take some action to eliminate the public from access to that contamination site. Mayor Mace thanked Mr. Hulse for his presentation. Resolution - Engagement Letter with Dorsey & Whitney Heidi discussed a resolution to approve an engagement letter with Dorsey & Whitney. The engagement letter was already signed by Heidi in April and authorizes Dorsey & Whitney to prepare paperwork to create the Special Improvement District No. 118 on South Washington Avenue and Southeast 4ei Street. • Resolution -Create Special Improvement District No. 118 Heidi introduced the resolution to create Special Improvement District No. 118, which is the improvement district on South Washington Avenue and Southeast 4a' Street. A portion of this project will be paid with TIF District funds, and the owners will also pay a portion. There have been no objections from the property owners on South Washington Avenue at this time. • Resolution - Award the bit for the South Washington Avenue and SE 401 Street Project Heidi explained that this resolution awards the bid for Special Improvement District No. 118. The j project on Southeast 4' Street is located by the 90 -degree corner near Walmart. The road will be i widened so the whole road will be the same width all the way around the corner. Schedule 1 is I 5 Council Workshop Minutes ofMay 30, 2017 $124,066.00 for the creation of the SID, and Schedules 2 and 3 are $101,710 and $34,405 respectively. No street maintenance dollars will contribute to this project as it will be paid with TIFD dollars and payments from the property owners. Once the project is completed, Southeast 01 Street will be painted, as the paint has worn off from last summer and the turn lane cannot be seen. Chuck asked if Schedules 2 and 3 would be automatically awarded to CMG upon completion or if it would go out for a re -bid. Heidi confirmed that CMG was the lowest bidder on all three schedules, and all schedules were advertised as a package. Sam clarified that Schedules 2 and 3 are contingent upon approval and creation of the SID, but Schedule I would proceed with or without approval of the SID. Tom asked if all three schedules are being paid with TIM funds. Heidi said yes. Tom asked if there were any sidewalks or crossings included in the project. Heidi explained that sidewalks and crossings are included in this project. Three properties on the east side of South Washington Avenue would add sidewalks. A sidewalk currently goes around the outside of the comer at Southeast 4'h Street and Bernhardt Road, and all pedestrian traffic will be required to take this route. Adding sidewalk along the inside of the corner is cost -prohibitive because it would require covering two ditches. There will be two lighted crossings added to Southeast 4' Street and one standard crossing added to South Washington Avenue. Tom asked if this would allow for two semi -trucks to navigate the comer at the same time in their own lanes. Heidi deferred to Brandon Duffey of Great West Engineering Brandon Duffey handed out some plans for the Special Improvement District. The plans show the dimensions of the street, and Brandon described simulations of semi -trick traffic in each lane. A semi -truck would cross into the center turn lane, but it would not encroach on the other lane of traffic. Semi -trucks would still cross the center turn lane when turning onto Bernhardt Road, but there is no way to change that without extremely modifying that comer. The intent of this project was to widen out to the north where there is room and to keep the southbound traffic in its own lane. Resolution - Zoning variance from LMC 17.20.010 List of Uses in Highway Commercial Zoning for medical marijuana dispensary or dispensary. (PH - June 6, 2017) Heidi spoke regarding the resolution for a zoning variance requested for a medical marijuana dispensary or dispensary. The public hearing will be next week, June 6, 2017. Heidi briefly summarized the variance, saying it was recommended unanimously to be approved by the City - County Planning Board (Note: Per the Planning Board minutes of May 4, the vote was 5-2]. She 6 Council Workshop Minutes ofMay 30, 2017 asked the applicant's representative, Jason Smith, to dame forward Jason introduced himself as the co-owner of Montana Advanced Caregivers in Billings, Montana. He is asking for a 1500 square -foot variance to help serve the patients in this area. It would not be for producing or growing any sort of medication or marijuana, it would just be a storefront. All medications would be dispensed in sealed packages with warning labels. They are the first dispensary in the state to do that. Jason asked if there were any questions. Richard asked where their business is located in Billings. Jason described the location, which is just off Interstate 90 near the South Billings Boulevard exit. Richard remembered that the City -County Planning Board recommended allowing medical marijuana only in Light Industrial zones back in 2011. Jason acknowledged that, and he listed property owners he believed to currently occupy Light Industrial zones as Montana Rail Link, Fiberglass Structures, and the refineries. Because these business are federally regulated, Jason said, they cannot allow a dispensary on their property. He believed that the oration listed in the variance was zoned as Light Industrial in 2011 when they made that recommendation. Richard asked about the number of patients they have in Laurel. Jason said there are currently about 20 patients from Laurel, but a Laurel location would be closer to patients from the surrounding area including Red Lodge, Absarokee and others. Richard asked if 20 patients was enough to make this a viable business, considering it is only ten more miles to their Billings location. Mayor Mace pointed out this was not related to the variance and stopped the discussion. Tom asked regarding the current zoning for the property at 204 South Washington Avenue. Heidi responded that it is zoned Highway Commercial. Tom made a statement about the council considering rezoning rather than granting variances to avoid losing the continuity that was in the original zoning plan Heidi reminded the council that they have to take the application as it stands. Chuck thinks variances are an avenue for other businesses to come into the city, and he does not believe the city will lose control of the type of businesses that open. He wants to be welcoming to new things coming into the city. Heidi pointed out that there is criteria in which a variance can be allowed or should be permitted. 7 "cil Workshop Minutes ofMay 30, 2017 These were listed on the front page of the resolution and were answered by the applicant, as well as discussed by the Planning Board. Chuck acknowledged that there may be another location tan miles away, but the council should want to be user-friendly to the citizens of Laurel. There may be more medical situations in Laurel that the council is not familiar with, and this could open up a now avenue for them Jason added that they offer a product called Charlotte's Web at their facility. It is a product made strictly from hernp, that is not psychoactive. It is not marijuana. it is made in Colorado, and it can be used to treat children with seizures. Jason stated that they have a lot of patients that do not have medical marijuana cards, that have nothing to do with marijuana, but they have to access their other products. • Resolution - Contract with Nixle for Reverse 911 services Heidi discussed the resolution for a contract with Nixle for Reverse 911 services. The city currently contracts with a company called CodeRED for Reverse 911. It has become too cumbersome to operate and the yearly fee has continued to go up. The Police Chief evaluated options using test runs with the dispatchers, and he would like to move the city's Reverse 911 services to Nixie. It works well with the city's Zuercher software. Heidi stated that Reverse 911 is a wonderful public service that the city can use for all sorts of disasters, emergencies, fires, etc. The city used the Reverse 911 service recently when there was an active shooting situation in the city about a month ago. It asked all residents in the neighborhood to stay inside and helped ensure that everyone stayed safe in that situation. Tom asked where that call went. Heidi said the active shooting situation was on Roundhouse Drive and the Reverse 911 called the neighbors and asked them to stay inside while the police were containing the situation. Council Issues: 0 Update on 2011 Yellowstone River flooding event Heidi reported that the intake is online, and the city is currently using water from the new intake down at the treatment plant building. She went on a walkthrough with the construction company and then met with the property owner, Mr. Harkins. The city wants to continue to be a good neighbor, and would like to thank Mr. Harkins for being a good neighbor to the city. Heidi talked to Public Works Director, Kurt Markegard, and the punch list is not very long. The contractor has done a really good job with restoration, and the city should be closing this project out soon. Mayor Mace recalled that the Public Works Director took the council to see the initial damage, and said they should see it again as the restoration has gone very well. Mayor Mace asked if there were any questions from the council. Chuck asked if it would be possible to set something up prior to the next Council Workshop meeting 8 Cauncii Workshop Minutes of May 30, 2017 to see the restoration site. Mayor Mace said that information would be sent to the council members. There were none. .Kevdgw ofdratt council agenda for June 6. 2017 • Public Hearing: o Zoning variance from LMC 17.20.010 List of Uses in Highway Commercial Zoning for medical marijuana dispensary or dispensary There was no discussion. Attendance at the June 6.2017 council meeting All council mernbers present will attend. Announcements Chuck announced there would be no Park Board meeting June 11 Tom announced that there will be a Cemetery Commission meeting on June IA The Cemetery Commission created brochures to help citizens locate gravesites. They are now available at the cemetery in a water resistant box or at the Water Office in City Hall. Tom presented a retirement card and gift to Cindy Allen, Council Secretary, in appreciation of her hard work over the years. He acknowledged it is not easy, and sincerely thanked her on behalf of the council. Mayor Mace verified that Cindy Allen served as Council Secretary for 19 years, and stated, 'That's a lot of taking care of mayors and councilmen." Chuck requested a discussion at the next workshop about combining the Cemetery Commission and the Park Board. Sam said he could put together a draft ordinance for discussion. Torn requested that council members discuss the liabilities in Riverside Park and work toward a solution at the June 131 council workshop. Mayor Mace said it will be added to council issues with the flooding. Chuck suggested moving the discussion about combining the Park Board and the Cemetery Commission to the June 271 Council Workshop. Heidi agreed, citing that the Clerk/Treasurer is presenting her first management budget at the June 13d' council workshop. The council workshop adjourned at 7:31 p.m E7 0 Council Workshop Minutes of May 30, 2017 Respectfully submitted, gz�A , � Heidi Kelsey Administrative Assistant NOTE: This meeting h open to the, puMc. This meeting Is for Information and discussion of the Council for the listed workshop agenda Items. IM P.O. Box 242 AMMqfMV Laurel, MT 59044-0242 Laurel Airport Rd. present. RAW Q01 vsk-.2gIRAT 1 0 Z I*eports: Craig CanUM 1. We again had very little work done on site, due to weather. 2. The design part of the project should have a closeout in April 3. Eafthwork is anticipated to start again in middle of April, weather peffnittinig, with paving In mkkle of August 1. Web Page ...... in progress for revisions 2. Date for FAA funding discussion ...... pending 3. Will need updated signature card for check register, Randy to contall bank for completion.. .... Pending 4. Franks reimbursement for excess payment was forwarded to accountant New Business. 1. Bid package so we can continue with the building relocation and get available FAA participation, is ready to send out 2. Frank Felke has runway lights he would like to, give/sell to airport, need to find out if compatible. 3. Sliding gate is inoperative, will look into a possible lift gate from Billing Airport if available. 4. We need to discuss with all involved the parameters for snow removal. Timing and amounts of snow are not consistent when plowing. 5. Lease amounts in area not designated for airport use need to be analyzed prior to renewal, must meet fair market value for FAA oompliance. 6. Fox Road will need repairs this spring, analysis after snow melt Ai77M7TF-75 , is 0 =MIMI,177 M14 Minutes Public Works Committee April 16, 2018 6:0o P.M. Council Conference Room Those present: Kurt Markegard, Staff Advisor Emelie Eaton, Chair Heidi Sparks Marvin Carter Karl Dan Koch Richard Herr N. 2011120T.11 1. There was no public in attendance. However, Kenneth C. Gomer had been asked to consider being on the committee and had attended to express his interest. 2. The minutes of the March 19, 2o18 meeting were reviewed. Heidi Sparks moved the minutes be approved as written. Richard Herr seconded. The motion was approved. 3. Emergency Call -outs Kurt had supplied all attendees with a copy of the Emergency Overtime Callout List. He explained that there were three new callouts since the last meeting. On April 2 the Police had requested the City sand the intersections. On April 4 crews were called out to an emergency locate on West Avenue. On April 9 City crews were asked to turn on water service which had erroneously been discontinued at 1105 Locomotive 4. KU and Great West Engineering Reports Kurt had a copy of the April 5, 2o18 Project Progress Update from Great West as well as the April 15, 2o18 City of Laurel Project Status Update from KU ready for all members. *Great West report: The question was raised regarding how the City knew there was only three inches of water flowing through the second intake pipe. Kurt explained that he devised a makeshift plumb line which was dropped into the water, then the wet portion of the line was measured. The Committee was asked whether it wanted to attend the tour of the water plant. All wanted to attend on Tuesday, May 22, at 6:oo. *KU Report: Karl Dan Koch inquired which Avenues the work trucks would be turning around on when work began on the East 61h Street reconstruction project. Kurt stated the plan was to close off the street and the trucks would only use East 6th Street between First Avenue and Wyoming Avenue. Karl Dan Koch then commented that he hoped the City was progressing on finding all of the water mains and water service lines. Kurt explained that typically throughout the City water was brought into a property through the street it faced and sewer was taken out through the alley behind the property. This area, as well as other spots in town, was an exception. He also stated that he knew it would be a tight time line to institute the SID. Under Planning Kurt said that LURA has their large Grant Project which is typically reviewed by the Planner. . 5. Sewer Manhole Repair Update Kurt had slides of before and after for the manhole project which were viewed. Richard Herr asked for clarification regarding how to submit a manhole the public thought needed to be raised. Kurt stated that he would always accept input from the public and would be willing to work with the company to organize which manholes needed improvement. Kurt pointed out that there is an issue with Cherry Hills ground water saturation. 6. Crosswalks on 5th Avenue This item was referred to Emelie Eaton since she had been approached with questions on this matter. Kurt stated that only two blocks Of 5th Avenue had been designated for that particular improvement project. He said that the sidewalks and ADA approaches had been included during that construction period. When it was time to end the project the condition of the next block's sidewalks was very obviously degraded compared to the newly replaced and repaired. The City chose to improve the sidewalks in the next block based on available funding. 7. Sedimentation Basin Project Discussion Marvin inquired whether the water haulers were being assessed. Kurt stated that the water pipes are assessed per their size. EDU's, or Equivalent Dwelling Units were discussed. Heidi requested a copy of the water rate structure sheet. Richard Herr wanted it stated for the record that, with regard to the Sedimentation Basins, the City is in a much better financial condition than it was a year ago. Karl Dan Koch wanted a quick summary of what the plans were for the Sed Basins. Kurt stated that they had been built in the 1930's and improved in the 1950's and that now the plan was to completely remove the old basins and build new ones. 8. Gravel on Streets and Pothole Update Kurt stated that there were three streets in town that had particularly large potholes that needed immediate attention as they were a hazard to drivers. Those were on 2nd Street, Locomotive and West Railroad Street. There was discussion regarding how to handle the water coming in from the County that is undermining West Railroad Street. Marvin Carter asked whether the water couldn't be collected and piped down South 8t' Avenue. Discussion followed regarding the closing of irrigation ditches in the last 15 years and the recent expansion of Cenex which both hindered how the water could be removed. It was stated that the Asphalt plants are now open and there is patching along First Avenue. Richard Herr stated he had been in Billings recently and observed City crews using Macon Supply bags of material. He wondered why the City of Laurel couldn't do that. Kurt stated that the bags were nothing more than cold patch, which had been used earlier in Laurel and that the smaller container the more expensive it would be. 9. East 8th Water Drainage Kurt had included pictures of the field which was covered with Water and snow and then where crews had jet rodded a small ditch along the road to facilitate drainage. A second photo, enhanced with arrows, showed how the drainage had occurred previously. There was discussion again regarding the gradual closure of previous irrigation ditches. Richard Herr asked why a ditch could not be dug along East Roosevelt and connect in somewhere behind Sid's in the area of Cotter's property. The need for County permits and calling in locates was discussed. lo. West Railroad Street and Urban Funds Kurt had provided the committee with a copy of an e-mail he sent out and eventually was able to find out that the City of Laurel has a balance Of $3,238,600 in the Urban Program and that $217,000 is added annually to that amount. He stated that the problem with turning this over to become a State project is that it immediately becomes more expensive. He said that the old adage about improving a street, if it included infrastructure, would typically cost $1 million a mile was true and that if the State were in charge of it the cost typically became $4 million. Karl Dan Koch, Richard Herr, Heidi Sparks and Emelie Eaton simultaneously stated that West Railroad, even if it were improved from First Avenue past South Park would not constitute a mile of work. There was discussion that the worst part of West Railroad was from 5th Avenue to 8th Avenue. Heidi Sparks stated she would like Kurt to give updates on finding out how improving West Railroad Street can be removed from the project involving the Roundabout at the top of the underpass. It had been discussed in March that the State was likely to turn down that project. Heidi further stated she wanted to know the process of how to bring forward the simple plan of presenting West Railroad Street for Urban Route improvement. She was emphatic that she did not want this project forgotten. 11. Other Karl Dan Koch stated he had previously brought up the idea of instituting City wide recycling. He now would like the committee to work with the High School and the Junior High because they generated a lot of plastic bottles. He knows a teacher who would like to recycle those bottles. Karl Dan was told it would be on the next agenda and he could present his information then. The next meeting will be May 21, 2o18 at 6:oo p.m. Meeting adjourned at 7:43 P.m. Minutes Public Works Committee March 19, 2018 6.'40 P.M. Council Conference Room Those present: Kurt Markegard, Staff Advisor Carl Jackson, KLJ Emelie Eaton, Chair Heidi Sparks Bill Mountsier Karl Dan Koch Richard Herr Brian Roat 1. There was no public in attendance. 2. The minutes of the February 26, 2018 meeting were reviewed. Karl Dan Koch moved the minutes be approved as written. Heidi Sparks seconded. The motion was approved. 3. Emergency Call -outs Kurt had supplied all attendees with a copy of the Emergency Overtime Callout List. He explained that there were only two new callouts since the last meeting. On February 28 there was a second callout to a new water line break on Foundation Avenue. He further stated the break was another water valve with corroded bolts. He explained that the valves and line sit in "hot soil" and stainless-steel materials had not been used which caused the breaks. Because of the previous break the City already had the parts on hand to fix this break. The City is also planning to replace all valves along Foundation Avenue rather than having to react to a call out situation. On March 4 there was a call out due to a snow plow getting stuck. 4. KLJ and Great West Engineering Reports 'Kurt had a copy of the March 15, 2018 Status Update from KLJ ready for all members. Carl Jackson stated that the Status Update was given to Kurt the 1511 of every month. Presently KLA was looking at options for updates and improvements for the Waste Water Treatment Press. KLI is trying to keep costs down and anticipates giving the Council Information at the March 28 meeting. *Carl stated KLJ Is'reviewing options for Hydrogen Sulphur remediation at the Elm Street lift station. He and Kurt think there is a likely easy solution. Kurt said this has been an ongoing problem since the lift station was installed. *Carl gave an update on the East 6* Street reconstruction project. Kurt repeated that the project is only between First Avenue and Wyoming Avenues and was chosen because there Is no underlying infrastructure that needed to be updated or installed. Carl stated they were looking at a possible SID for the property owners along that area because the sidewalks and private driveway approaches needed to be updated as well. He said the previous projects on St' Avenue, Cottonwood, etc. had all successfully used an SID to fund this aspect of improvements and that KLJ had revised the Task Order to reflect the time It would take to Institute an SID. Kurt explained that as the temperatures rose both he and KLJ had observed a significant amount of melted snow runoff from Thompson Park and the ball parks flowing over the sidewalk on the north side of East 61h Street, flowing into the street and going down to the drainage near Cafd Mabelle's. He said that needed to be better directed to preserve the improvements KLJ would make and he hoped the TIF District could participate in funding improvements since all the drainage affects the TIF District. *Kurt said that there was no new project report from Great West because of the timing of the Public Works Committee meetings and when Great West issued their reports. He said that he knew the Mayor had instructed Great West to add a 3% inflation factor to all costs for the updated Sedimentation Basin project. Kurt also said he had recommended Great West walk the wet lands they were told by the state to observe while there was still frost on the ground. Otherwise the, soil would be far too wet to get through without disturbing. Last, Kurt reported the weir was still under water and Is scheduled for removal when conditions are good. He said the river was presently running so high and turbid that Cenex is presently forced to purchase treated water and that as a result the City's revenue would be going up as of Sunday. S. Sewer Manhole Repair Update -Department of Transportation Memorandum of Understanding To City Council The Council had reviewed and passed a resolution approving the MOU which stated the five Manholes on Bast Main Street would be raised to the level of the street and the City would bear the cost. Brian Roat asked why a decision had been made so quickly. Kurt explained that he had been waiting on the state to Inform him and when he said the project would be pulled if no direction was going to be provided the City would pull the project. 6. Gravel Placement along streets This item was referred to Karl Dan Koch since this had been his suggestion. Karl Dan Koch stated he had wanted to know if the city could add fresh gravel along the 6' of those streets in town that were only paved in the center of the street. Kurt said that there was money for gravel in the street funds. He stated that there Is a problem with adding enough gravel to prevent people from having to step In mud In that it would raise the grade of the streets. Kurt said that what the City will be doing would be to fill holes with gravel and not change the grade. Kurt also mentioned that once East 6'h Street Is fixed construction equipment would have a sturdy street it could use to move equipment without tearing up more than it fixed. Future projects could potentially include Montana and Colorado Avenues. 7. Pothole Repairs Kurt stated that the City is using MC 800 which is pliable in cold weather. He explained that road mix does not settle if it is wet. He said there is a Facebook site where people can put in a complaint about potholes. City staff was then downloading those complaints and responding to them as they came in. Carl ]ackson left at 6.43 p.m. 8. West Railroad Street and Urban Funds Kurt gave a background on this project saying that there was about $3,000,000 left in a fund for Urban Route improvements. He stated that if the City were to resubmit their request to have West Railroad considered for improvement It would be a secondary project. He also said there was a problem with drainage from west Laurel going under railroad property and ending up In Schessler's property. Because of Improvements Schessler's has made to their property there now Is a serious problem with no drainage off Schessler. It is now bowing over Railroad Street and slowly undermining West Railroad Street. LURA had previously wanted to Incorporate Improving West Railroad Street with a "bondable project". This project was likely to not be approved by the state because, to get enough space to build a roundabout the grain elevators north of Hardee's would have to be torn down. While this was considered an Improvement to the Cityscape by LURA, the state was unlikely to commit to financing tearing down something that others could consider historic. Kurt stated that there are only six streets in Laurel that are considered Urban Routes First Avenue North; Maryland Lane; 81 Avenue; East and West Railroad Street; and 121 Street. Richard Herr asked about Improvements currently underway by the property owners of the grain elevators. Kurt summarized that the owners want to eventually empty the buildings and especially the metal grain elevators. Kurt would like to see a turn lane put in going from East Railroad to First Avenue. 9. Other Kurt stated that for the April 16 meeting there would be updates on; Sewer Manhole Repairs Gravel Placement along the streets Pothole repairs and West Railroad Street being improved with Urban Funds. Richard Herr wanted clarification on drainage around far East 81 Street. He also wanted to know if there was anything the City could do about the Cotter property that seems to be a collection area for old trailers with sheep eating the tall grasses. The next meeting will be April 16, 2018 at 6:00 p.m. Meeting adjourned at 7:02 p.m. Emergency Overtime Callout List From 1-1-18 thru 6-30-18 City Dispatch 628-8737 Response Code X In Column Not acceptingOvertime INA = Not Availabie N = Responding 1B=Phone Bus Em to ee Name Telephone 24912-26 2-281 3.414-2 NW Energy 1-888-467-2353 Mark Cloud 860-7890 4.414-9 Century Link 1-800-573-1311 Shop 628-7707Jeff 694-9097 Bruce Lefler 208-9417 NAI NAI N14 13 12 NA10 11 Dave Saylor 812-0274 NA2 NA2 NAI NAM NAI NAI I NAI Fran Schwe' ert 208-8253 NAG NA6 NAS NAS NAS NA61 NAS Guy Rolison 633 23361698-8885 NAM 1 Y12 Y12 11 11 NA111 10 Brian Kline 794-8552 NA31 NA3 NA2 NA2 NA2 NA2 NA2 Kevin Budge 850-5224 NA41 NA4 NA31 NA3 NA3 NA3 NA3 Roy Voss 860-4837 Y141 Y14 Y13 12 Y14 Y14 13 Justin Baker 321-0208 NAI q NA9 Y11 10 AICNAIG 9 Mike Mudd 860-1825 NAS NA6 NA4 NA4 NA4 NA4 NA4 Jay Hatton 860-7525 NA12MA10 NA6 Y14 13 NAI 31 12 Norman Stamper 633-3291 NA9 Y11 NA7 6 NA6 NA61 NA6 Kevin Hoffman 861-7460 NA7 NA7 Y9 8 NA8 NA8 NA8 KEITH GUY 850-5464 NA8 NA8 Y10 9 NA9 NA9 Y-14 Andrew Arneson 876-4155 NA1 Y13 NA8 7 NA7 NA7 NA7 Elm Lift Station 628-7773 Village Lift Station 628-5918 Dial 9 after tone to acknowledge alarm Wastewater Treatment Plant -628-6474 I Autodaller- 628-4866 Response Code I NO= in 1st Column Not acce ting Overtime / NA = Not Available i Y = Responding ,Employee Tele hone Thomas Henry855-0831 Brandon Corey Chief 579-7112 Cindy Caswell 591-9013 1351-1876 Corey Nicholson Water Treatment Plant 628-4410 Response Code NO= In 1 st Column Not accepting Overtime 1 NA = Not Available 1 Y = R sponding Employee Telephone 149 1-21 2-19 2-20 John Volmer 794-6681 Y Y Y Nathan erman uem r r 696--1008 David Waggoner 628-252212880 Wan Ceaser 861-6620 Josh er 591-3959 CABLE TV down Tim Johnson 698-6254 Mike 545-9435 Steve 545-9455 centurylink Matt Wheeler Ceii#208-1886 855-3965 One Call Locate -1-800-424-5555 (City Job # 25663 Kurt Mark and Cell# 860-5785 Hm 628-2905 Schessier -Office 628-4221, Home 628-2349 Tim Reiter Ceil#860-9209 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 1-800-638-32781 MDT 252-4138 Pace Construction 252-5559 sewer backups) `MDT Supervisor Tom 655-7903/Kyle 446-2622 iSanitarySystemOverflows call DEQ withing 24 hours at406-444-3080 Cali 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 2-28 H2O Break Fondation 1-19 ICE REMOVAL 3-4 Snowplow stuck 1-20 WATER PLANT 4-2 SANDING 1-30 H2O SHUTOFF 4-4 EMERGENCY LOCATE WEST AVE 2-4 SANDING 4-9 Tum on Water 1105 Locomotive 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 f11 • "" Rffl"""rM9= 1 Low Water Level 2 High Water Level 3 Pump 1 Fail 4 Pump 2 Fail 5 Phase Failure 6 Station Door Open 7 Backup Floats Activated 8 Low Temp Alarm 9 Generator Emergency City of Laurel, Montana "On -Cain Engineering Contract Great West Project No. 2-07128 and 2-14114 Date: April 5, 2018 To: Kurt Markegard, Public Works Director — City of Laurel From: Chad E. Hanson, PE Subject: Project Progress Update G=fteng4leering 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 31', 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 enough this summer to allow for the work to be completed. Task Order No. 26 — New Water Intake We continue working with City staff to fine tune the operation of the new intake and to address recent reduced capacity concerns. We have also been assisting the City with the project close out with FEMA and the State DES programs and working with the City to respond to additional information and work the Army Corps has requested in order to comply with the permitting. The initial wetland survey has been completed, and we will schedule the necessary pick up survey and field assessment of the wetland vegetation as soon as the weather allows. Task Order No. 29 — Phase 3 Water System Improvements We prepared an updated Opinion of Probable Cost for the project based upon the average unit prices received during bidding last year, an increase for the new steel and aluminum tariffs, and City of Laurel, Montana "On -Call" Engineering Contract Great West Project No. 2-07128 and 2-14114 the average ENR construction inflation factor since it has been a year. After receiving information from the City Clerk on available reserves the City can dedicate to the project, we updated the project budget with the revised Opinion of Probable Cost and City contribution. The City has requested an amendment to the task order to revise and update the Project Manual and Drawing for the project, assistance rebidding the project, and construction services, which we have prepared for your consideration. Task Order No. 38 — Phase 4 Water System Improvements The Phase 4 Improvements include lowering the 2003 intake, adding an additional raw water pump at the WTP, and installing VFDs on all of the large raw water pumps. TSEP and DNRC grant applications for the project were submitted in the spring of 2016 but fell below the funding line. The City needs to complete the lowering of the 2003 intake to comply with the Army Corps permit for the new intake but is undecided on a schedule for the work. We have done no work on the project and will not until so directed by the City. Task Order No. 39 — Water and Sewer Rate Study We met with City Staff and the new Mayor on January 160, to discuss the water and sewer rate study. We presented work completed to date, which includes an updated analysis of projected revenues versus expenses for the current rates and usage and initial calculations to quantify the impact of potentially changing the rate structure to include all debt service in the base rates. Outstanding items necessary to complete the study such as capital projects and/or any anticipated debt were also discussed. 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. City of Laurel Project Status update <<s L) April 15, 2028 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 offllne 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: • The implementation memorandum has been prepared for the City's review. KU and City staff will establish a date to walk through the recommendations for the week of April 16th. The recommended WWTP projects are: o Project #1- Screw Press, Sludge Transfer Pumps, & Digester Draw Down o Project #2 - Digester Rehabilitation o Project #3 — Screw Pump Rehabilitation • Construction plans and specifications are underway for Project #1. • KU has aligned the City's goals with the vendor's prior suggestions on equipment sizing. To limit the operating time of the sludge press, a larger press will be necessary. The larger press is still believed to fit within the available footprint; but the equipment costs will increase. • Consideration has been given to a belt press as an alternative to a screw press; however, with the increased size requirements that have been confirmed (after the preliminary vendor quotes were obtained by the City), it is unlikely a belt press will fit within the limited foot print. • With the City staff concurrence, KU will move to finalize the design as quickly as reasonable. 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. Page 1 of S ENGINEERING, REIMAGINED City of Laurel Project Status Update <<VK L April 15, 2018 Milestones: (As needed) Current Status: • A draft alternatives memorandum has been prepared and Is currently under KU's Internal QC review, prior to delivery to the City. • KU has reviewed the prior collected sampling data, However, It is likely additional sampling will be recommended to confirm where the 1-12S formation is occurring. • Several alternatives have been identified for remediation, but the sampling will help confirm which solution is best suited and cost effective for the City. • KU intends to submit a memorandum for City review prior to the next status report Issuance. 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) • While this project is not yet underway/contracted; the screw press memorandum has identified much of the basis of design for this future project as part of the screw press project scope. Pending City concurrence on the screw press memorandum, KU believes there is still a possibility of completing this project in 2018 from a scheduling perspective. 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) ENGINEERING, REIMAGINED Page 2 of 5 City of Laurel Project Status Update April 15, 2018 Current Status: (KU Contract Pending) While this project is not yet underway/contracted; the screw press memorandum has identified much of the basis of design for this future project as part of the screw press project scope. East 6th Street Improvements (KU #1804-00121) Project Manager: Carl Jackson Reason for Project: Street reconstruction between 1st Ave. and Wyoming Ave. to address failed pavement, saturated subgrade conditions and surface runoff improvements. Project Scope: • Grading, paving, parking, and drainage enhancements (minor water main in Wyoming) • Special Improvement District (sidewalks, driveways), pending approval • Safety improvements • Water main and valve replacements in Wyoming intersection. Milestones: • Survey and Design —April -June • Bidding — ASAP following design • Construction — preferably between July 5 and August 23 (tentative) • SID tentative schedule: May 8—City Council Workshop; discuss resolution of intention to create district May 15—City Council Meeting; adopt resolution of intention to create district May 24—First publication of notice; 15 -day protest period begins; notice is mailed May 31—Second publication of notice June 8—Protest period ends June 12—City Council Workshop; discuss resolution creating district June 19—City Council Meeting; adopt resolution creating district Current Status: Survey was conducted April 9-13. Geotechnical engineering field work is tentatively scheduled for the week of April 16. SID tasks and design will begin April 16. Page 3 of 5 ENGINEERING, REIMAGINED City of Laurel Project Status Update <<VK L April 15, 2018 Pavement Maintenance (KU #1804-00123) Project Manager: Carl Jackson Reason for Project: This continues the City's annual pavement maintenance projects. As a result of significant freeze -thaw during the 2017-18 winter, several City streets have significant pavement damage. Project Scope: The scope may include a mix of dig -outs and full -depth repairs, pothole repairs, chip seals and crack seals. Mill and overlay streets are not anticipated for 2018. Milestones: Some repairs will likely start taking place soon. The intent is to proceed with construction either before or after, but to avoid construction during the hottest summer weather. Current Status: City staff Is currently reviewing extent of winter 2017-18 damage and KU will assist as needed. (Note: KU does not have an approved task order for this project, yet. If KU's Immediate assistance Is requested, those services could be provided under the separate task order for miscellaneous on-call services.) On -Call Professional Services (KU #1804-00347) Project Manager: Cad Jackson Reason for Project: This contract would enable KU to provide consulting services that are not part of an approved task order. Generally, this would apply to situations where KU's fees are small enough that a separate task order is not necessary, or for time -sensitive matters. Project Scope: Services may include engineering, surveying, planning or government relations. Milestones: (as needed) Current Status: Since the on-call planning services task order (KU #1804-00554 below) was not approved until March 20, approximately $3,000 was billed for planning services prior to that date related to design reviews, zoning and setback evaluations, variance requests, preapplication meetings, and overall planning coordination meetings attended by Forrest Sanderson and City representatives to kick-off KU's (Forrest!s) role as interim City Planner. Page 4 of 5 ENGINEERING, REIMAGINED L<< City of Laurel Project Status Update ;KL) April 15, 2018 Laurel Planning Services (KU #1804-00554) Project Manager: Forrest Sanderson Reason for Project: KU has been retained to provide City of laurel planning services during the interim period, while the search for the new City Planner is ongoing. Project Scope: Planning services may include: subdivision, zoning, development, floodplain hazard management, miscellaneous reviews and other related work. KU will prepare staff reports, recommendations, and attend meetings upon request. Milestones: (as needed) Current Status: The task order was approved at the 3/20/2018 Council meeting. Services provided since then include: field and respond to several phone calls regarding zoning, annexation and subdivisions in laurel jurisdictional area; attend floodplain coordination calls with DNRC on behalf of City of laurel; attend annexation hearing; prepare Growth Policy and Subdivision Regulations update memo for the City -County Planning Board Meeting; attend the City -County Planning Board meeting; reviewed codification of Subdivision regulations and drafted a report for the City; prepare for and facilitate pre -application meeting for Whitely subdivision; attend Council Work session. Other Notes and Information 1. Other potential projects have been identified during recent conversations between City staff and KU. As these are tentative, the timing and extent of KU's services are TBD. a. Booster station rehabilitation or replacement b. Water storage tank re -coating c. Capital improvement Plan (CIP) assistance d. Review of rules and regulations (related to public works and planning) e. On-call government relations f. Laurel Urban Renewal Authority (LURA) infrastructure improvements g. Growth policy update h. Examining engineer review of 3`d Party submittals to City I. Lion's park grant application assistance Page 5 of 5 ENGINEERING, REIMAGINED April 5, 2018 City of Laurel P.O. BOX 10 Laurel, MT 59044 • z• Re: Amendment No. 3 to Task Order No. 29 — Water System Improvements Laurel Engineering Soviets On -Can Great West Engineering, Inc. Project No. 2-07128 Dear Mayor Nelson: This letter constitutes Amendment Na 3 to Task Order No. 29 to our Agreement for Professional Services dated June 5, 2007 for the above -referenced Project. Services provided by Great West outside of the original scope of work that are reflected in this amendment include: • Services as outlined in the Construction Phase described in Paragraph A.1.05 of Exhibit A to the Agreement for Professional Services. Estimated costs are based upon a 38 week construction period and providing a fulltime RPR as described in Paragraph D.1-01 of Exhibit D for up to 50 hours onsite a week through Substantial Completion and up to 40 hours onsite per week following Substantial Completion until the Contractor is ready for final payment. Services as outlined in the Post Constructions Phase described in Paragraph A.1.06 of Exhibit A to the Agreement for Professional Services to assist City personnel with startup and commissioning of the WIP upgrades, address warranty issues, and perform an 11 month warranty walkffirough with City staff and the Contractor. In addition to services idenfified in Paragraph A.1.06, services to be provided under the Post Construction Phase will include the preparation of record drawings for the City's use and meeting Montana DEQ requirements and the preparation of an operation and maintenance (O&M) manual, instead of as an Additional Service as indicated in Paragraph A2.01.17 of Exhibit A. Additional services as described in Paragraphs A.2-01 of Exhibit A to the Agreement for Professional Services to revise the final Project Manual and Drawings for the project based upon direction from the City, update the Opinion of Probable Cost based upon bids received in 2017, work with City staff to prepare a new project budget, and assist the City in rebidding the project in the spring of 2018. Specific changes to the proposed project for rebidding requested by the City that require changes to the final plans and specifications (including ,domino effects" to structural, inechancical, and electrical components) are: a Removing the additive alternate for a new access road; o Removing the slush ice basin and all related piping, valve, structures, and sludge removal equipment from the Base Bid and including it as an additive alternate; © Removing the demolition of the covered portion of the existing sedimentation basin and associated site restoration from the Base Bid and including it as an additive alternate; o Removing security cameras from the project; o Revising the layout of the security fencing and eliminating the automatic lift gates; o Removing the loading dock from the sedimentation basin building design and providing an at grade driveway instead, including necessary revisions to site grading plans; and a Updating the electrical plans and specifications to reflect the retirement of Clint Gamper from Rosebud Engineering, who was sole sourced for the SCADA system work. The compensation for the services included in this amendment is estimated to be $675,000. The total compensation for services, as described in the original Task Order and Amendments 1, 2, and 3 has been revised and is estimated to be $1,316,000 based on the following assumed distribution of compensation: a. Study and Report Phase $ 85,000 b. Preliminary Design Phase $ 63,000 c. Final Design Phase $ 375.000 d. Bidding Phase $ 45.000 e. Construction Phase (Including RPR) $ 580,000 f. Post Construction Phase $ 45,000 g. Additional Services: TSEP Grant Application $ 7,000 h. Additional Services: DNRC Grant Application $ 3,000 L Additional Services: Grant Administration $ 53,000 j. Additional Services: Land Acquisition $ 10.000 k. Additional Services: Revise Project Manual and Rebid $ 50.000 Engineer may alter the distribution of compensation between individual phases of the work noted herein to be consistent with services actually rendered, but shall not exceed the total estimated compensation amount unless approved in writing by Owner. The total estimated compensation for Engineer's services included in the breakdown by phases incorporates all labor, overhead, profit, Reimbursable Expenses and Engineer's Consultant's charges. Please have an authorized representative sign both originals of this letter and return one executed original to Great West Engineering at the following address: Great West Engineering, Inc. 115 N Broadway, Suite 500 Billings, MT 59101 Acknowledgement. This Amendment No. 3 to Task Order No. 29 is agreed to by the parties and is effective as of the date of this letter. City of Laurel By: Title: Thomas C Nelson, Mayor =b: 91 Great West Engineering, Inc. B,. Q4.�AM. Tide: Dante[ M. McCauley, Presi 7D 1,23,18 Sir, 8118 ff� s. Is t tR 8 sts S 0 010 8 8 CO 0 co 0 co . C" C" 8 0 i '— 8 9 8 -ig 8 "a 404�8 8 8 silow gig z 2�% � ff� s. 10 0 010 8 8 CO 0 co 0 co . C" C" 8 0 i Ku!I_Mark�4 4r4 From: Strizich, Carol <cstrizich@mtgov> Sent: Monday, April 02, 2018 7:11 AM To: Nelson, Rod; Kurt Markegard Cc: City Mayor, City Clerk; Potts, Katie, Streeter, Stefan Subject: RE: Urban Fund Balance to Date Kurt, Sorry I missed your call on Friday, I was out of the office. Laurel receives $217,400 annually through the Urban Program and your FFY 2018 balance is $3,238,600. Please let me know if you have any additional questions. Thanks Carol From: Nelson, Rod Sent: Friday, March 30, 2018 1:08 PIVI To: Kurt Markegard <kmarkegard@laurel.mt.gov> Cc: City Mayor <citymayor@laurel.mt.gov>; City Clerk <cityclerk@laurel.mt.gov>; Potts, Katie <kpotts@mt.gov>, Strizich, Carol <cstrizich@mt.gov>; Streeter, Stefan <sstreeter@mt.gov> Subject: RE: Urban Fund Balance to Date Hi Kurt, Yes, you are correct. Either Katie or Carol would be able to get you that number. I have cc'd them both so they are aware of your request. Have a great weekend. Rod From: Kurt Markegard <kmarkegard@ laurel. mt.gov> Sent: Friday, March 30, 201811:36 AM To: Nelson, Rod <rodnelson@mt.gov>; Streeter, Stefan <sstreeter@mt.gov> Cc: City Mayor <citymayor@laurel. nt,gov>, City Clerk <cityclerk@laurel.mt.go Subject: Urban Fund Balance to Date I tried to call Helena to see if we could get the balance of the Urban Funds that is held for Laurel. I see Katie is out and Carol at Planning did not answer my call. is this where I should ask for the balance of funds available? I also want to thank you for coming to Laurel and speaking with us this week. 1 40 0 120 t' ti MEL, MINUTES LAUREL — YELLOWSTONE CITY -COUNTY PLANNING BOARD April 5, 2018 10:00 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. Ken Gomer Lee Richardson Ron Benner Others present: Forrest Sanderson, Interim City Planner Kurt Markegard, Public Works Director 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, Richardson, Gomer, Benner, Giese APPROVAL OF MINUTES FROM PREVIOUS MEETINGS: A motion was made by Jerry Williams and seconded by Lee Richardson to approve the minutes of the November 2nd, 2017 meeting. The motion carried by a vote of 5-0. New Business: Introduction of Forrest Sanderson with KU Engineering Judy introduced Forrest Sanderson from KU Engineering Consultants who has been appointed to be the Interim Planner for the Laurel City/County area. Forrest talked about his planning experience and the communities that he is currently serving as contracted Planner. The committee members introduced themselves and gave a brief narrative of their background and why they serve on this committee. Discussion of Growth Management Plan Forrest spoke about Laurel's Growth Management Plan and the possibility to take a look to see if the plan needs updating. Kurt handed out a memorandum that Forrest had sent to him that outlines what a Growth Management Plan should contain and the memorandum is attached to these minutes. The committee discussed the items that goes into a growth management plan. Forrest asked if everyone on the committee had a copy of the plan and some members were given a copy of the plan at the end of the meeting to read before the next meeting. Discussion of Subdivision Regulations Forrest informed the committee that due to Montana State Legislative changes he is recommending that the subdivision regulations be updated in order to comply with the new regulations. Kurt handed out to the committee Forrest's memorandum that details the updates that Forrest is recommending to be adopted to Laurel's subdivision regulations. The committee discussed subdivisions and land locations that could be annexed around Laurel. Kurt and Forrest discussed with the committee the water and sewer infrastructure that would have to be extended to properties wishing to be annexed. Lee asked how many properties outside the City limits currently have water and sewer and Kurt informed the committee that there are about eight two property accounts that are outside the city limits. Some of these properties only have water service. The committee discussed if some properties are better suited for annexation than others and Forrest stated that the developers must extend the water and sewer services with their own funds. Forrest also stated that would also include all city infrastructure like curb, gutter, sidewalks, storm water management, and streets. Forrest believes that all developers must follow the rules and he will be making sure that the rules will be followed if he has to review any future requests for annexation. Final Plat and Phased Subdivisions are the items that need the major changes. Jerry questioned Forrest about H8445 and phased subdivision regulations. Forrest talked about the need to have a complete plan upfront and not increment plans that may change over time. Forrest indicated that phased plans can have up to twenty years to complete the phases of a development. Forrest stated that a developer and the current city residents should have a win — win relationship. Forrest talked about House Bili 416 and the costs associated with development to meet Environmental Impact Statements. Environmental Assessments are what the developers should have to prepare and not the Environmental Impact Statements. Forrest stated that this is a good change for the citizens of Montana. Senate Bill 219 was discussed and how the mortgage exemption was use to subdivide land in the past. Forrest informed the committee that he should meet with the Mayor and discuss how to implement the changes to move forward with the amendments to the subdivisions regulations. Forrest asked the committee to review the Growth Management Plan and the committee should discuss the plan at a future meeting. Judy asked if the legislature changes the subdivision rules every two years does this mean the committee will have to recommend changes every two years. Forrest stated that the legislature has changed the regulations every two years except for 2007 since 1993. Judy asked Forrest if the Growth Management Plan in on Laurel's web site. Forrest stated that there are a number of documents on the web site. Kurt stated that he just viewed the web site and there is no mention of the Growth Management Plan on the web site. Old Business: Jerry informed the committee that the City of Laurel may be getting grant funds from the ExxonMobil Settlement. Ken stated what the funds will be going towards. Kurt also reported on the grant funds and that the draft program is out for public comment and will be ending on April 30, 2018. MISCELLANEOUS: The next meeting Is May 3, 2018 PUBLIC COMMENT ON NON -AGENDA TOPICS: Richard Herr map signifies all land that can be annexed in the future like the City of Billing published in the Billing Gazette. Judy explained a grant had been received but she didn't know If that covered what Richard is asking. Forrest stated that a Growth Management Plan could include a map indicating preferred areas for annexation and extension of services. Richard talked about areas like south of the Yellowstone River or to the West of Laurel as areas that have different challenges. Judy stated that Forrest and Kurt should look at the Growth Management Plan and make recommendations for the next meeting. ADJOURNMENT: A motion to adjourn was made by Dan and seconded by Ron to adjourn. The motion passed. The meeting was adjourned at 12:16 pm. Respectfully submitted, Kurt Markegard, Public Works Director 3 2811 Gabel Road 81111ngs, MT 59102.7329 408 245 5499 KLJENG,COM Date: 3/30/2018 To: Laurel City -County Planning Hoard Copyto: Kurt Marl<egard From: Forrest Sanderson, AICP, CFM RE: Laurel Growth Policy, Review Remarks As part of my initial meetings with City Staff I obtained a copy of the Laurel Growth Policy. Upon opening the document, I noticed that it is dated December 2013. Montana Growth Policy Law requires that the document be reviewed at least every five years. This review can be as simple as the Planning Board reviewing the document, conducting a public hearing and recommending no changes be made to the document. OR as complicated as reviewing the document and determining that wholesale modifications are necessary or the worst case, things have changes so much that we need start from scratch and create a brand-new document. I have included the entirety of Montana Growth Policy Law in this memo to serve as a place to start our conversations and to serve as a reference for the Planning Board as you review your existing document and prepare to issue a recommendation to the Governing Bodies of the Jurisdiction as to how you would like to proceed. 76-1-601. Growth policy -- contents. (1) A growth policy may cover all or part of the jurisdictional area. (2) The extent to which a growth policy addresses the elements listed in subsection (3) is at the full discretion of the governing body. (3) A growth policy must include: (a) community goals and objectives; (b) Maps and text describing an inventory of the existing characteristics and features of the jurisdictional area, including: (i) land uses; (ii) population; (iii) housing needs; (iv) economic conditions; (v) local services; <<KLJ (vi) public facilities; (vii) natural resources; (viii)sand and gravel resources; and (ix) other characteristics and features proposed by the planning board and adopted by the governing bodies; (c) projected trends for the life of the growth policy for each of the following elements: (1) land use; (ii) population; (iii) housing needs; (iv) economic conditions; (v) local services; (vi) natural resources; and (vii) other elements proposed by the planning board and adopted by the governing bodies; (d) a description of policies, regulations, and other measures to be implemented in order to achieve the goals and objectives established pursuant to subsection (3)(a); (e) a strategy for development, maintenance, and replacement of public infrastructure, including drinking water systems, wastewater treatment facilities, sewer systems, solid waste facilities, fire protection facilities, roads, and bridges; (f) an implementation strategy that includes: (i) a timetable for implementing the growth policy; (ii) a list of conditions that will lead to a revision of the growth policy; and (iii) a timetable for reviewing the growth policy at least once every 5 years and revising the policy if necessary; (g) a statement of how the governing bodies will coordinate and cooperate with other jurisdictions that explains: (i) if a governing body is a city or town, how the governing body will coordinate and cooperate with the county in which the city or town is located on matters related to the growth policy; (ii) if a governing body is a county, how the governing body will coordinate and cooperate with cities and towns located within the county's boundaries on matters related to the growth policy; (h) a statement explaining how the governing bodies will: (i) define the criteria in 76-3-608(3)(a); and 2 K (ii) evaluate and make decisions regarding proposed subdivisions with respect to the criteria in 76-3.608(3)(a); (i) a statement explaining how public hearings regarding proposed subdivisions will be conducted; and {j) an evaluation of the potential for fire and wildiand fire in the jurisdictional area, including whether or not there is a need to: (i) delineate the wildland-urban interface; and (ii) adopt regulations requiring: (A) defensible space around structures; (B) adequate ingress and egress to and from structures and developments to facilitate fire suppression activities; and (C) adequate water supply for fire protection. (4) A growth policy may: (a) include one or more neighborhood plans. A neighborhood plan must be consistent with the growth policy. (b) establish minimum criteria defining the jurisdictional area for a neighborhood plan; (c) establish an infrastructure plan that, at a minimum, includes: (i) projections, in maps and text, of the jurisdiction's growth in population and number of residential, commercial, and industrial units over the next 20 years; (ii) for a city, a determination regarding if and how much of the city's growth is likely to take place outside of the city's existing jurisdictional area over the next 20 years and a plan of how the city will coordinate infrastructure planning with the county or counties where growth is likely to take place; (iii) for a county, a plan of how the county will coordinate infrastructure planning with each of the cities that project growth outside of city boundaries and into the county's jurisdictional area over the next 20 years; (iv) for cities, a land use map showing where projected growth will be guided and at what densities within city boundaries; (v) for cities and counties, a land use map that designates infrastructure planning areas adjacent to cities showing where projected growth will be guided and at what densities; (vi) using maps and text, a description of existing and future public facilities necessary to efficiently serve projected development and densities within infrastructure planning areas, including, whenever feasible, extending interconnected municipal street networks, sidewalks, trail systems, public transit facilities, and other municipal public facilities throughout the infrastructure planning area. For the purposes of this subsection (4)(c)(vi), public facilities include but are not limited to drinking water treatment and distribution facilities, sewer systems, wastewater treatment facilities, solid waste disposal facilities, 3 parks and open space, schools, public access areas, roads, highways, bridges, and facilities for fire protection, law enforcement, and emergency services; (vii) a description of proposed land use management techniques and Incentives that will be adopted to promote development within cities and in an infrastructure planning area, including land use management techniques and incentives that address issues of housing affordability; (viii) a description of how and where projected development inside municipal boundaries for cities and inside designated joint infrastructure planning areas for cities and counties could adversely impact: (A) threatened or endangered wildlife and critical wildlife habitat and corridors; (8) water available to agricultural water users and facilities; (C) the ability of public facilities, including schools, to safely and efficiently service current residents and future growth; (D) a local government's ability to provide adequate local services, including but not limited to emergency, fire, and police protection; (E) the safety of people and property due to threats to public health and safety, including but not limited to wildfire, flooding, erosion, water pollution, hazardous wildlife interactions, and traffic hazards; (F) natural resources, including but not limited to forest lands, mineral resources, sand and gravel resources, streams, rivers, lakes, wetlands, and ground water; and (G) agricultural lands.and agricultural production; and (Ix) a description of measures, including land use management techniques and incentives, that will be adopted to avoid, significantly reduce, or mitigate the adverse impacts identified under subsection (4)(c)(vill). (d) include any elements required by a federal land management agency in order for the governing body to establish coordination or cooperating agency status as provided in 76- 1-607. (5) The planning board may propose and the governing bodies may adopt additional elements of a growth policy in order to fulfill the purpose of this chapter. 76-1-602. Public hearing on proposed growth policy. (1) Prior to the submission of the proposed growth policy to the governing bodies, the board shall give notice and hold a public hearing on the growth policy. (2) At least 10 days prior to the date set for hearing, the board shall publish in a newspaper of general circulation in the jurisdictional area a notice of the time and place of the hearing. 76-1-603. Adoption of growth policy by planning board. After consideration of the recommendations and suggestions elicited at the public hearing, the planning board shall by resolution: 4 <<s �K� L J (1) recommend the proposed growth policy and any proposed ordinances and resolutions for Its implementation to the governing bodies of the governmental units represented on the planning board; (2) recommend that a growth policy not be adopted; or (3) recommend that the governing body.take some other action related to preparation of a growth policy. 76-1-604. Adoption, revision, or rejection of growth policy. (1) The governing body shall adopt a resolution of intention to adopt, adopt with revisions, or reject the proposed growth policy. (2) If the governing body adopts a resolution of intention to adopt a growth policy, the governing body may submit to the qualified electors of the area covered by the growth policy proposed by the governing body at the next primary or general election or at a special election the referendum question of whether or not the growth policy should be adopted. A special election must be held in conjunction with a regular or primary election. (3) A governing body may: (a) revise an adopted growth policy following the procedures in this chapter for adoption of a proposed growth policy; or (b) repeal a growth policy by resolution. (4) The qualified electors of the area covered by the growth policy may by initiative or referendum adopt, revise, or repeal a growth policy under this section. A petition for initiative or referendum must contain the signatures of 15% of the qualified electors of the area covered by the growth policy. (5) A master plan adopted pursuant to this chapter before October 1, 1999, may be repealed following the procedures in this section for repeal of a growth policy. (6) Until October 1, 2006, a master plan that was adopted pursuant to this chapter before October 1, 1999, may be revised following the procedures in this chapter for revision of a growth policy. (7) Except as otherwise provided in this section, the provisions of Title 7, chapter 5, part 1, apply to an initiative or referendum under this section. 76-1-605. Use of adopted growth policy. (1) Subject to subsection (2), after adoption of a growth policy, the governing body within the area covered by the growth policy pursuant to 76-1-601 must be guided by and give consideration to the general policy and pattern of development set out in the growth policy in the: (a) authorization, construction, alteration, or abandonment of public ways, public places, public structures, or public utilities; (b) authorization, acceptance, or construction of water mains, sewers, connections, facilities, or utilities; and 5 (c) adoption mfzoning ordinances orresolutions. (8 (a)Agrowth policy Is nota regulatory document andd#e not confer any authority to regulate that Is not otherwise specifically authorized by lam or regulations adopted pursuant to the law. 8J 4governing body may not withhold, deny, orimpose conditions onany land use approval o+other authority tuact based solely mncompliance with agrowth policy adopted pursuant tmthis chapter. 76-1-606. Effect of growth policy omsubdivision regulations. When agrowth policy has been approved, the subdivision regulations adopted pursuant to chapter 3 of this title must be made in accordance with the growth policy. 76-3-608, Criteria for local government review. (1) The basis for the governing body's decision toapprove, conditionally approve, or deny a proposed subdivision iawhether the subdivision application, preliminary plat, applicable environmental assessment, public hearing, planning board recommendations, or additional information demonstrates that development of the proposed subdivision meets the requirements o[this chapter. Agoverning body may not deny approval of proposed subdivision based solely on the subdivision's impacts on educational services or based solely on parcels within the subdivision having been designated as wildland-urban interface parcels under 76-13-145 (3) Asubdivision proposal must undergo review for the following primary criteria: (a) except when the governing body has established an exemption pursuant to subsection (6) of this section orexcept asprovided in7G'3'509,7b-]'0O9(2)nr(4),uv76-3-616, the impact onagriculture � MR 2611 GaW head BglMgm, MT 59102.7329 406 24S 5499 KUENG.COM 1 * 6 Date: 3/27/2028 To: Laurel City -County Planning Board Copyto: Kurt Markegard From: Forrest Sanderson, AICD, CPM RE: Laurel Subdivision Regulations, Review Remarks As 1 performed a cursory overview of the codification of the 2017 Laurel Subdivision Regulations, I did a cursory review of the balance of the document to determine if there were any additional items that may be worthy of consideration for inclusion in the Regulations. During this review, I noticed that the City of Laurel Regulations do not include the modifications enacted as part of the 2017 Legislative Session. Primarily, the 2017 changes make provisions for the review and approval of Phased Subdivisions and correct deficiencies in the enabling legislation and other items identified in the Legacy Ranch Case in Ravalii County as follows: H8 245 - Effective May 3, 2017 This legislation mandates timelines for the review and approval of final plats. Although I am not aware of an issue in the City of Laurel, apparently in some jurisdictions final plats have not been acted upon in a reasonable amount of time. In the broadest of terms, the final plat review timeline is limited to 60 days: 20 days for the subdivision administrator to review for conformance; 20 days for the subdivision administrator to review any additional information submitted; ➢ 20 days for the governing body to review and approve or deny the final plat. ➢ The final plat application will need to be submitted 60 days prior to expiration of the preliminary plat approval. These changes should be included in the Subdivision Regulations. H8 416 - Effective October 1, 2017 This legislation addresses issues raised in the Legacy Ranch and Aspen Trails Court Case out of Ravalli County. In the Court Decision, the local government was required to apply a "hard look" standard of review to subdivisions within their jurisdiction. ENGINEERING, REIMAGINED S�KLJ In general terms, the legislation provides clarification that an Environmental Assessment for subdivision is NOT an Environmental Assessment under the Montana Environmental Policy Act, but the standard of review at the local level is "Arbitrary, Capricious or Unlawful." These changes should be included In the Subdivision Regulations. HB 445 - Effective May & 2017 This legislation again addressed issues raised in the Legacy Ranch decision related to the ability of local government to approve phased subdivision applications. The legislation also outlines procedural requirements, approval timelines and the ability to impose conditions on future phases as they are proposed for filing. These new conditions in addition to the original conditions imposed on the overall development must be met before the phase can be filed. The necessary changes to implement phased subdivision approval should be considered for inclusion in the Subdivision Regulations. SB 219 - Effective April 7, 2017 This legislation addresses the issues surrounding Mortgage Exempt Surveys filed before October 1, 2003, and the parcel that was created was transferred to a third party. In short, the legislation legitimizes the transfers and clarifies that the remainder parcel can be conveyed without subdivision review. The necessary changes should be included in the regulations. Recommended Modification - Preliminary Plot Approval Period These changes address concerns stemming from the Legacy Ranch Decision. The concern centers on the public's right to know and to meaningfully participate in governmental decisions. Additionally, there are concerns that some reasonable limit on the lifespan of a preliminary plat approval period needs to be implemented. The specific recommended changes require that notice of a request to extend an approval of a preliminary plat must appear on the agenda for the governing body, that the governing body provide an opportunity for the public to comment on the requested extension and that the maximum cumulative period for an approval or a preliminary plat is fixed to a reasonable timeline. These changes should be considered for inclusion in the Subdivision Regulations. ENGINEERING, REIMAGINED Kenneth C Corner 204 Foundation Ave, Laurel, MT 59044 1141AM191IN k I U " • ff wiYon Mayor, Laurel MT As a very interested citizen of Laurel and a past Town Councilman of Bridger. I would like to be considered for the open position on the Public Works Committee. Laurel is a great little city that I would like to be a part of making it a better place for all of us. I think my past experience as a council person and my deep civic commitment would make me a good candidate for the committee. Thank you in advance for your consideration Sincerely Ken Gomer