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Home My WebLink AboutCouncil Workshop Packet 05.08.2018CITY COUNCIL WORKSHOP TUESDAY, MAY 8, 2018 6:30 P.M. CITY COUNCIL CHAMBERS 1. Public Input: Citizens may address the Council regarding any item of City business that is not on tonight's agenda. The duration for an individual speaking under Public Input is limited to three minutes. While all comments are welcome, the Council will not take action on any item not on the agenda. If a citizen would like to speak or comment regarding an item that is on tonight's agenda, we ask that you wait until the agenda item is presented to the Council by the Mayor and the public is asked to comment by the Mayor. Once again, each speaker is limited to three minutes. 2. General items Executive Review • Poppy Proclamation • Resolution — A resolution of intent to adopt an official Schedule of Fees and charges for the City of Laurel repealing all previous resolutions that set fees or charges that conflict with the schedule attached hereto upon its effective date. • Resolution — A resolution of the City Council authorizing the Mayor to sign an addendum to the existing Mutual Aid Agreement for firefighting agencies throughout Yellowstone County. • Resolution — A resolution of the City Council authorizing the Mayor to sign a mutual aid agreement for fire protection between the City of Laurel and the Park City Fire District. • Council Issues: o Update on 2011 Yellowstone River flooding event o Purchasing Policy Discussion 4. Other items 5. Review of draft council agenda for May 15, 2018 6. Attendance at the May 15, 2018 Council meeting 7. Announcements 8. Recognition of Employees • Cynthia Caswell 3 years on May 11th WWTP • Andrew Arneson 1 year on May 22"d Public Works • Karen Courtney 1 year on May 22nd Public Works 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 Langve, PO Box 10, Laurel, MT 59044, or present your request at City Hall, 115 West First Street, Laurel, Montana. NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the Iisted workshop agenda items. Poppy Proclamation WHEREAS, America is the land of freedom, preserved and protected willingly and freely by citizen soldiers; WHEREAS, Millions who have answered the call to arms have died on the field of battle; WHEREAS, A nation at peace must be reminded of the price of war and the debt owed to those who have died in war; WHEREAS, The red poppy has been designated as a symbol of sacrifice of lives in all wars; and WHEREAS, The American Legion Auxiliary has pledged to remind America annually of this debt through the distribution of the memorial flower; THEREFORE, I, Thomas C. Nelson of the City of Laurel, County of Yellowstone, Montana, do hereby proclaim this 25th day of May, 2018, as POPPY DAY and ask that all citizens pay tribute to those who have made the ultimate sacrifice in the name of freedom by wearing the Memorial Poppy on this day. IN WITNESS WHEREOF, I have hereunto set my hand and caused to be affixed the official seal of City of Laurel, Montana this 15th day of May 2018. CITY OF LAUREL Thomas C. Nelson, Mayor Attest: Bethany Langve, Clerk/Treasrer A RESOLUTION OF INTENT TO ADOPT AN OFFICIAL SCHEDULE OF FEES AND CHARGES FOR THE CITY OF LAUREL REPEALING ALL PREVIOUS RESOLUTIONS THAT SET FEES OR CHARGES THAT CONFLICT WITH THE SCHEDULE WHEREAS, the City Council previously adopted Resolution No. R06-74 establishing the City's fees and charges for various services into a Schedule of Fees and Charges to enable citizens to have immediate access to the various fees and charges levied by the City for various services in a format that is easy to obtain and simple to understand; and WHEREAS, the Laurel Municipal Code requires the City Council to review, modify and/or update its fees and charges on an annual basis through further Resolution of the City Council; and WHEREAS, at the direction of the City Council, Staff prepared the attached Schedule of Fees and Charges for the City Council's consideration; and, WHEREAS, the City Council desires to have at least one public hearing to gather public input and comments prior to adopting this Resolution. BE IT RESOLVED that the City Council hereby approves the Resolution of Intent to adopt the Schedule of Fees and Charges attached hereto for convenience. Introduced at a regular meeting of the City Council on May 15, 2018, by Council Member PASSED and APPROVED by the City Council of the City of Laurel this 15`h day of May 2018. APPROVED by the Mayor this 15`h day of May 2018. CITY OF LAUREL Thomas C. Nelson, Mayor ATTEST: Bethany Langve, Clerk -Treasurer Approved as to form: Sam Painter, Civil City Attorney R18-_ Resolution of Intent - Schedule of Fees and Charges 2018 Schedule of Fees and Charges 03/06/2018 Resolution No. R18-- Pagel 8-_Page1 of 8 CITY OF LAUREL SCHEDULE OF FEES AND CHARGES As OF TUESDAY, JUNE 5, 2018 / RESOLUTION NO. R18 - Administrative, City Attorney and Court Fees and Charges (except Library) ReturnedCheck................................................................................................................................$30.00 Document Photocopying First3 pages.......................................................................................................................... No Charge Copies in excess of 3 pages — per page...................................................................................... $0.25 Research City Records (Per Hour).....................................................................................................$30.00 $5.00 Video Tape or DVD Copy............................................................................................... First Copy $25.00 ........................................................................................................... Each Additional Copy $5.00 Dog License Fees and Renewals before April 1 (must be renewed each year) Spayed Female/Neutered Male................................................................................................$10.00 Un -spayed Female/Un-neutered Male......................................................................................$15.00 Dog License Renewals after April 1 FingerPrinting — 1 card.....................................................................................................................$10.00 Spayed Female/Neutered Male................................................................................................$20.00 Un -spayed Female/Un-neutered...............................................................................................$30.00 Dog Kennel before April 1 (must be renewed each year) Non-Commercial.................................................................................................................... $ 50.00 Commercial............................................................................................................................ $75.00 Business License General.................................................................................................................................... $75.00 Beer and/or Wine License......................................................................................................$200.00 ThreeApartments....................................................................................................................$30.00 FourApartments......................................................................................................................$40.00 Five or more Apartments.........................................................................................................$75.00 PawnShop............................................................................................................................$100.00 Utilities.................................................................................................................................$300.00 AmusementMachines..............................................................................................................$50.00 LiveMusic..............................................................................................................................$50.00 Junk......................................................................................................................................... $50.00 LiquorLicense.......................................................................................................................$406.00 Franchises.............................................................................................................................$300.00 Sexually Oriented Business....................................................................................................$500.00 Police Department Fees and Charles Case Report Copy — One Page Report................................................................................................ $5.00 Case Report Copy — Two or More Pages...........................................................................................$25.00 Vehicle Accident Report Copy........................................................................................................... $5.00 Video Tape or DVD Copy............................................................................................... First Copy $25.00 ........................................................................................................... Each Additional Copy $5.00 AudioTape Copy..............................................................................................................................$25.00 VehicleImpound — Per Day..............................................................................................................$25.00 DogImpound Fee.............................................................................................................................$25.00 DogBoarding Fee — Per Day.............................................................................................................$10.00 FingerPrinting — 1 card.....................................................................................................................$10.00 FingerPrinting — 2 cards...................................................................................................................$15.00 Fire Department Fees and Charges Incident Report (NFIRS Copy)..........................................................................................................$30.00 Photograph Copies — Color (35mm) Prints ....................................................... Cost of Processing + $25.00 Photograph Copies — Enlargements.................................................................. Cost of Processing + $25.00 2018 Schedule of Fees and Charges 03106/2018 Resolution No. R18-_ Page 2 of 8 Photograph Copies — Digital (Copy of Disk)......................................................................................$35.00 Fire Suppression Fees Charged to Non -Residents or for Code or Ordinance Violations Paramedic Disposable Supplies..............................................................................................$170.00 Base Rate for First Hour of Response for working fires, rescue operations, hazmat or Defibrillator Supplies............................................................................................................ largescale incidents............................................................................................................ $1,100.00 EKGSupplies..........................................................................................................................$50.00 Base Rate for Service Assist Calls or Minor Calls.............................................................$700.00 ExtraAttendant........................................................................................................................$45.00 Foreach Fireman.....................................................................................................................$20.00/hour DOATransport...................................................................................................................... Base Rate for Assist and Investigate.......................................................................................$200.00/hour Stand -By Rate (per Hour)........................................................................................................$80.00 Rates for Additional Hours after the First Hour of Any Response Nebulizer................................................................................................................................. (Time calculated from time of response to return to service.) Decontamination of Ambulance...............................................................................................$70.00 Engine#1 .............................................................................................................................. $250.00 Engine#2..............................................................................................................................$250.00 Glucometer..............................................................................................................................$20.00 Engine#4..............................................................................................................................$200.00 Squad5.................................................................................................................................. $ 250.00 Tender#1................................................................................................................................$75.00 SpinalImmobilization.............................................................................................................. Tender#2................................................................................................................................$75.00 Support#1...............................................................................................................................$75.00 Command1...........................................................................................................................$100.00 Supraglottic Airway (BVM/King)............................................................................................$75.00 Command2........................................................................................................................... $100.00 Brush#1................................................................................................................................$100.00 Brush#2................................................................................................................................ $100.00 Brush#3................................................................................................................................$100.00 Brush#5................................................................................................................................ $100.00 Business inspection within jurisdiction — marketing fireworks, firecrackers and other pyrotechnics $200.00 False Fire Alarms (per year) First........................................................................................................................................ Free Second................................................................................................................................... $100.00 Third.....................................................................................................................................$200.00 Fourth+................................................................................................................................$300.00 Fire Extinguisher Training 10 Students............................................................................................................................$150.00 -Additional per student.......................................................................................................$15.00 Ambulance Service Fees ParamedicBase Rate.................................................................................................................. $1,200.00 BasicBase Rate..............................................................................................................................$900.00 Mileage with Patient (per mile).........................................................................................................$17.00 Other Charges TreatOnly...............................................................................................................................$80.00 BasicDisposable Supplies.....................................................................................................$120.00 Paramedic Disposable Supplies..............................................................................................$170.00 Defibrillator Supplies............................................................................................................ $200.00 EKGSupplies..........................................................................................................................$50.00 WaitTime...............................................................................................................................$45.00 ExtraAttendant........................................................................................................................$45.00 DOATransport...................................................................................................................... $150.00 Stand -By Rate (per Hour)........................................................................................................$80.00 Nebulizer................................................................................................................................. $20.00 Decontamination of Ambulance...............................................................................................$70.00 IVSupplies..............................................................................................................................$50.00 Glucometer..............................................................................................................................$20.00 PluseOx..................................................................................................................................$20.00 SpinalImmobilization.............................................................................................................. $50.00 Splinting..................................................................................................................................$25.00 Supraglottic Airway (BVM/King)............................................................................................$75.00 2018 Schedule of Fees and Charges 03/06/2018 Resolution No. R18 -- Page 3 of 8 SuctionKit..............................................................................................................................$15.00 IntraosseousKit (IO).............................................................................................................$200.00 WoundCare............................................................................................................................$20.00 BenadrylTab 25mg.................................................................................................................$15.00 Pelvic Splint (any size) ..........................................................................................................$100.00 BurnKit..................................................................................................................................$50.00 Medication Charges AlbuterolNeb 5mg..................................................................................................................$15.00 Aspirin....................................................................................................................................$10.00 BenadrylTab 25mg.................................................................................................................$15.00 D5WSolution..........................................................................................................................$20.00 DIOW Solution per 1000 ml....................................................................................................$25.00 D50WSolution........................................................................................................................$25.00 Epinephrine Injector Adult.....................................................................................................$300.00 Epinephrine Injector Pediatric................................................................................................$400.00 Epinephrine1 mg/ml...............................................................................................................$30.00 GlucagonImg.......................................................................................................................$400.00 OralGlucose 30g.....................................................................................................................$15.00 MorphineSulfate per 10 mg.....................................................................................................$30.00 Narcan (Naloxone) per 2 mg....................................................................................................$55.00 NSSolution 500cc...................................................................................................................$30.00 NSSolution 1000cc.................................................................................................................$60.00 NitroTab.................................................................................................................................$20.00 Oxygen.................................................................................................................................... $80.00 HumidifiedOxygen.................................................................................................................$90.00 Ondansetron (Zolfran) Injectible per 4 mg...............................................................................$15.00 Ondansetron (Zolfran) oral per 4 mg......................................................................................... $2.00 Solu-Medrol 125 mg................................................................................................................$20.00 Thiamine200 mg.....................................................................................................................$25.00 Nitrous Oxide Administration................................................................................................$350.00 Diphenhydramine Injectable 50 mg..........................................................................................$10.00 Impratropium Bromide Inhalant 2.5 ml..................................................................................... $5.00 Solu-Cortef 100 mg.................................................................................................................$75.00 EMT Class (plus the cost of books and testing)...............................................................................$550.00 Advanced EMT Class (plus the cost of books and testing) ............................................................ $1,500.00 Water Rates & Charges See current resolution (Resolution No. R11-110). Raw (untreated) Water: Base rate as per meter size, plus $0.40/1000 gallons. System Development Fees (Based on Line Size): 3/ Inch................................................................................................................................$1,500.00 1 Inch................................................................................................................................. $2,685.00 1'/ Inch.............................................................................................................................. $4,170.00 1 %z Inch.............................................................................................................................. $6,000.00 2 Inch............................................................................................................................... $10,710.00 3 Inch............................................................................................................................... $24,000.00 4 Inch............................................................................................................................... $42,855.00 Connections to the water system with meters larger than 4 inches or when the unique usage characteristics of a large water user may require, the City will determine the system development fee at that time if the City can provide the service as requested. Curb Box .Repair Insurance Fee: $1.00/month per water account. Utilitv Hook -U -o Fees: Water Tapping — Two Inches or Less ........ Water Tapping — Greater Than Two Inches Labor/Operator Rate Per Hour ................... Heavy Equipment Rate Per Hour ............... Other Fees for Repairs. etc.: 2018 Schedule of Fees and Charges 03/06/2018 Resolution No. R18-_ Page 4 of 8 ...................................................................................... $200.00 ................................................................................. Fee x 1.25 ........................................................................................ $40.00 ........................................................................................ $75.00 Frozen or Damaged Meter ............................................... Plus the Labor/Operator Rate Per Hour ............... OR overtime hourly rate if called out after hours. Hydrant meter rental ....................................................... Utilitv Billina Fees and De-oosits: Replacement meter or meter parts cost plus 25% ................................................................. $40.00 ................................................................. $90.00 ..................... $476.00/month prorated plus the total usage New Accounts or Re -Establishing an Account ................................................................................... $25.00 Restoring Service to a Delinquent Account ........................................................................................ $50.00 Deposit for New Meter Accounts, No Service in Previous Year .......................................................$150.00 Charge for check returned by bank as unpaid ..................................................................................... $30.00 Wastewater Rates & Charges See current resolution (Resolution No. RI 1 -110). Septic dump fee .................................... $40.00/minimum up to 1,000 gallons plus $0.04/gallon thereafter; (Resolution No. R15-96)............................................................................. $40.00 cleanup fee for spillage Svstem Development Fees System Development Fees (Based on Line Size) — Sewer Residential Eachhousing unit .............................................................................................................. $1,000.00 Duplex = 2 units; Triplex = 3 units; Four-plex = 4 units; Etc. Commercial - Based on water meter size; Includes Subdivisions for Rent or Lease Y4Inch ................................................................................................................................ $1,000.00 1 Inch ................................................................................................................................. $1,790.00 1 V4Inch.............................................................................................................................. $2,780.00 11/2 Inch .............................................................................................................................. $4,000.00 2 Inch ................................................................................................................................. $7,140.00 3 Inch ............................................................................................................................... $16,000.00 4 Inch ............................................................................................................................... $28,570.00 Connections to the wastewater system with water meters larger than 4 inches or when the unique usage characteristics of a large water user may require, the City will determine the system development fee at that time if the City can provide the service as requested. Solid Waste Fees and Charges See current resolution (Resolution No. R14-34). (Resolution No. R15-101) (4) Multiple Containers. Non-residential users who use multiple containers shall be assigned a volume of use variable for each container used. Roll Off Container Set / Reset ................................................................................................... $30.00 Roll Off Container Haul .......................................................................................................... $150.00 Roll Off Container Cost per Ton ........................................................Current City of Billings' landfill rates 2018 Schedule of Fees and Charges 03/06/2018 Resolution No. R18-_ Page 5 of 8 Replacement Waste Container (due to negligence)........................................................... Cost x $1.50 AllTires....................................................................................................................................... $5.00/tire Container Site Waste - Business and Non -City Residents and/or City Residents that do not use City Solid Waste Services Minimum.......................................................................................................................... $5.00 PerCubic Yard................................................................................................................ $10.00 Non -Residential Garbage Disposal Rate Schedule See current resolution. Park and Recreation Fees and Charles ShelterReservation........................................................................................................ SpecialEvents in Parks.................................................................................................. .......................................................................................................................... Youth Sports in Parks................................................................ Riverside Park Camping Fees With water and electricity ............................................. Withno water............................................................... Tentcamping................................................................ Library .............$40.00 .............$50.00/one day ........... $75.00/two days ..No Charge ..................................................... $20.00 per night ..................................................... $15.00 per night ..................................................... $12.00 per night PhotocopyFees (per page)................................................................................................................. $0.10 Printer Fees Black and White (per page)....................................................................................................... $0.10 Lostor Damaged Book................................................................................................................... Cost Library Cards for Non -Residents For Three Months (Minimum)......................................................................................No Charge PerYear.......................................................................................................................No Charge Interlibrary Loan Postage (per item)................................................................................................... $2.00 After 3 Community Room Useduring library hours................................................................................................................ $3.00/hour Use after hours (per hour or any portion of an hour).................................................................$30.00 Refundable Cleaning Deposit...................................................................................................$30.00 Library Card. Replacement Fee (per Card).......................................................................................... $2.00 FaxFees (per page)............................................................................................................................ $0.25 Send ................................................................................................................................................. $0.10 Receive Cemetery Fees (Please Note: Cemetery caretaker must be present at all interments.) (Please Note: Burials are not permitted on Sundays, holidays or Saturday afternoons.) City Residents FullGrave....................................................................................................................... BabyGrave..................................................................................................................... Non -Residents FullGrave....................................................................................................................... BabyGrave....................................................................................................... Opening and Closing FullGrave......................................................................................................... Full Grave on Saturday mornings....................................................................... BabyGrave....................................................................................................... Baby Grave on Saturday mornings..................................................................... Cremation.......................................................................................................... Cremation on Saturday mornings....................................................................... Two Cremations on single plot.......................................................................... $350.00 $200.00 ...... $500.00 ..... $250.00 ................... $280.00 ................... $380.00 .................. $200.00 .................. $250.00 ................... $150.00 ................... $200.00 ................... $225.00 2018 Schedule of Fees and Charges 03/06/2018 Resolution No. R18 - Page 6 of 8 Two Cremations on single plot on Saturdays........................................................................$ 300.00 Set Cremation Urn at existing Headstones.........................................................................................$10.00 Private Sale of any plot (transfer processing fee)...............................................................................$25.00 Disinterment fee for a full burial.....................................................................................................$300.00 Disinterment fee for cremains..........................................................................................................$225.00 Planning Fees ZoneChange.......................................................................... Site Plan Review Fee Residential.................................................................... Commercial.................................................................. All Zone Change Applications resubmitted within 1 year of a withdrawal request made after the legal advertising .... Conditional Use Application (Residential) .............................. Conditional Use Application (Commercial) ............................ SpecialReview...................................................................... All Special Review Applications resubmitted within one year ..................................... $1,100.00 + $25.00/acre .................................................. $ 55.00 ................................................. $325.00 ................................................. $550.00 ................................................. $550.00 .............................................. $1,100.00 ................................................. $325.00 of a withdrawal request made after the legal advertising............................................................ $550.00 Annexation into the City of Laurel (80 acres or less).............................................................. $300.00 + $25.00/acre Annexation into the City of Laurel (81 acres or more)............................................................ $300.00 + $35.00/acre HomeOccupations.......................................................................................................................... $ 75.00 Planned Unit Development (PUD) Concept Plan............................................................................ $550.00 Planned Unit Development (PUD) Preliminary Plan............................................................ $1,100.00+ $25.00/unit Planned Unit Development (PUD) Final Plan................................................................................. $550.00 TemporaryUse Permit................................................................................................................... $325.00 Vacation of Street or Alley............................................................................................................. $110.00 Variance Commercial................................................................................................................... $1,100.00 VarianceResidential.......................................................................................................................$500.00 All Variance Applications resubmitted within one year of a withdrawal request made after the legal advertising.............................................................$500.00 Subdivision Application Fees Pre-Application............................................................................................................ $550.00 + $25.00/Lot Preliminary Plat Major Subdivision............................................................................................ $1,375.00 + $50.00/Lot Minor Subdivision .............................. + $50.00/Lot ................................................................. $600.00 Final Plat (Major or Minor).................................................................................................... $550.00 + $25.00/Lot Corrections or Vacations or Recorded Final Subdivision Plats or Supporting Documents........................................................................................... $220.00 Corrections or Adjustments to Plats, Conditions, and Supporting Documents after Preliminary Plat Approval: MinorAdjustments..................................................................................................... $220.00 Major Adjustments Major Subdivisions affecting: 6 to 40 lots.................................................................................................. $1,100.00 41 to 200 lots............................................................................................. $3,300.00 Over200 lots............................................................................................. $4,400.00 MinorSubdivisions.................................................................................................... $440.00 ExemptSubdivision....................................................................................................................... $200.00 All Appeals Same as Application Fee Zoning Map Amendment................................................................................................... $1,100.00 + $25.00/acre StaffResearch...................................................................................................................................$35.00/hour Cash in Lieu of Parking spaces except in the Central Business District ......................................... $1,000.00 OutdoorSeating................................................................................................................................$75.00 Floodplain Permit ............................................. Review of Buildings for Lease or Rent ............. Subdivision for Rent or Lease Preliminary Plan Subdivision for Rent or Lease Final Plan.......... Zoning Compliance Fee ................................... Building Permit Fees Building Permits ............................................. Fence Permits ................................................. PlanReview .................................................... Demolition Permits ......................................... Portable and Banner Sign Permit ..................... 2018 Schedule of Fees and Charges 03/06/2018 Resolution No. R18 - Page 7 of 8 ............................................................................... $50.00 ............................................................................. $200.00 .......................................................................... $1,375.00 ............................................................................. $550.00 ............................................................................... $ 50.00 ......................................................................... See Appendix A ...............................................................................$50.00 ............................................. 35% of Building Permit Fee ............................................................... $45.00 ............................................................... $45.00 Re-Inspection.................................................................................................................................... $45.00 MovingPermit..................................................................................................................................$25.00 Mobile Home Inspection (Blocking permit includes two meter inspections) ......................................$50.00 Mobile Home Water Meter Inspection..................................................................... $25.00 per additional inspection Permit to Work in the Right -of -Way — Gravel Surface.......................................................................$25.00 Permit to Work in the Right -of -Way — Paved Surface........................................................................$45.00 Encroachment Permit (per Year).......................................................................................................$50.00 Approach, Sidewalk, Curb, and Gutter............................................................................................ $55.00 Residential Roofing Permit...............................................................................................................$50.00 Commercial Roofing Permit.......................................................................................... See Appendix A SignPermit................................................................................................................... See Appendix A 2018 Schedule of Fees and Charges 03/06/2018 Resolution No. R18-_ Page 8 of 8 APPENDIX A: BUILDING PERMIT FEES Building Permit Fees are determined by the Total Valuation of the project. For new construction and additions the total valuation is determined by the most recent square foot construction costs as published in the Building Safety Journal. For remodel projects, the total valuation is based on the documented project cost. Total Project Cost Permit Total Project Cost Permit Total Project Cost Permit From To Fee From To Fee From To Fee $1 --------$500 -------- $24 $501 --------$600 -------- $27 $601 --------$700 -------- $30 $701 --------$800 -------- $33 $801 --------$900 -------- $36 $901 ----- $1,000 -------- $39 $1,001 ----- $1,100 -------- $42 $1,101 ----- $1,200 -------- $45 $1,201 ----- $1,300 -------- $48 $1,301 ----- $1,400 -------- $51 $1,401 ----- $1,500 -------- $54 $1,501 ----- $1,600 -------- $57 $1,601 ----- $1,700 -------- $60 $1,701 ----- $1,800 -------- $63 $1,801 ----- $1,900 --------- $66 $1,901 ----- $2,000 --------- $69 $2,001 ----- $3,000 --------- $83 $3,001 ----- $4,000 --------- $97 $4,001 ----- $5,000 --------$111 $5,001 ----- $6,000 --------$125 $6,001 ----- $7,000 --------$139 $7,001 ----- $8,000 --------$153 $8,001 ----- $9,000 --------$167 $9,001 ----$10,000 --------$181 $10,001 ----$11,000--------$195 $11,001 ----$12,000 --------$209 $12,001 ----$13,000--------$223 $13,001 ----$14,000 --------$237 $14,001 ---- $15,000 --------$251 $15,001 ----$16,000 --------$265 $16,001 ---- $17,000 --------$279 $17,001 ----$18,000 --------$293 $18,001 ----$19,000 --------$307 $19,001 ----$20,000 --------$321. $20,001 ----$21,000 --------$335 $21,001 ----$22,000 --------$349 $22,001 ---- $23,000 --------$363 $23,001 ----$24,000 --------$377 $24,001---- $25,000-------- $391 $25,001---- $26,000 -------- $401 $26,001---- $27,000-------- $411 $27,001---- $28,000-------- $422 $28,001---- $29,000-------- $432 $29,001---- $30,000-------- $442 $30,001---- $31,000-------- $452 $31,001---- $32,000-------- $462 $32,001---- $33,000-------- $472 $33,001---- $34,000 -------- $482 $34,001---- $35,000-------- $492 $35,001---- $36,000 -------- $502 $36,001---- $37,000--------$512 $37,001---- $38,000-------- $523 $38,001---- $39,000--------$533 $39,001---- $40,000 -------- $543 $40,001---- $41,000 -------- $553 $41,001---- $42,000-------- $563 $42,001---- $43,000-------- $573 $43,001---- $44,000--------$583 $44,001---- $45,000-------- $593 $45,001---- $46,000 -------- $603 $46,001---- $47,000-------- $613 $47,001---- $48,000 -------- $623 $48,001---- $49,000 -------- $633 $49,001---- $50,000-------- $643 $50,001---- $51,000-------- $651 $51,001---- $52,000-------- $658 $52,001---- $53,000-------- $665 $53,001---- $54,000-------- $672 $54,001---- $55,000 -------- $679 $55,001---- $56,000-------- $686 $56,001---- $57,000-------- $693 $57,001---- $58,000 -------- $700 $58,001---- $59,000--------$707 $59,001---- $60,000-------- $714 $60,001---- $61,000-------- $721 $61,001---- $62,000-------- $728 $62,001-----$63,000-------- $735 $63,001-----$64,000-------- $742 $64,001-----$65,000-------- $749 $65,001-----$66,000-------- $756 $66,001-----$67,000-------- $763 $67,001-----$68,000-------- $770 $68,001-----$69,000-------- $777 $69,001-----$70,000-------- $784 $70,001-----$71,000-------- $791 $71,001-----$72,000-------- $798 $72,001-----$73,000-------- $805 $73,001-----$74,000-------- $812 $74,001-----$75,000-------- $819 $75,001-----$76,000-------- $826 $76,001-----$77,000-------- $833 $77,001-----$78,000-------- $840 $78,001-----$79,000-------- $847 $79,001-----$80,000-------- $854 $80,001-----$81,000-------- $861 $81,001-----$82,000-------- $868 $82,001-----$83,000-------- $875 $83,001-----$84,000-------- $882 $84,001-----$85,000-------- $889 $85,001-----$86,000-------- $896 $86,001-----$87,000-------- $903 $87,001-----$88,000-------- $910 $88,001-----$89,000-------- $917 $89,001-----$90,000-------- $924 $90,001-----$91,000-------- $931 $91,001-----$92,000-------- $938 $92,001-----$93,000-------- $945 $93,001-----$94,000-------- $952 $94,001-----$95,400-------- $959 $95,001-----$96,000-------- $966 $96,001----$97,000-------- $973 $97,001-----$98,000-------- $980 $98,001- ---$99,000-------- $987 $99,001--- $100,000-------- $994 Building Permit Fees for projects with total values of $100,001 to $500,000 are $994 for the fust $100,000 plus $5.60 for each additional $1,000 or fraction thereof up to and including $500,000. Building Permit Fees for project with total values of $500,001 to $1,000,000 are $3,233.75 for the first $500,000 plus $4.75 for each additional $1,000 or fraction thereof up to and including $1,000,000. Building Permit Fees for projects with total values of $1,000,001 or more are $5,608.75 for the first $1,000,000 plus $3.15 for each additional $1,000 or fraction thereof. WHEREAS, the City's fire department and firefighting agencies throughout Yellowstone County best serve the city and county citizens by agreeing to mutually aid one another should the need arise; and WHEREAS, the firefighting agencies previously reached a collective agreement that accomplishes this objective and such agreement currently needs modification to add a new fire suppression organization created by the Yellowstone County Commissioners; and WHEREAS, City staff has reviewed the attached Addendum #1 and finds it acceptable and in the best interest of the City. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Laurel, Montana, that the Mayor is authorized to sign the attached Addendum #1 to the existing Yellowstone County Mutual Aid Agreement on behalf of the City of Laurel. 2018. Introduced at a regular meeting of the City Council on May 15, 2018, by Council Member PASSED and APPROVED by the City Council of the City of Laurel this 15`h day of May APPROVED by the Mayor this 15`h day of May 2018. CITY OF LAUREL Thomas C. Nelson, Mayor ATTEST: Bethany Langve, Clerk -Treasurer Approved as to form: Sam Painter, Civil City Attorney R18-_ Addendum to the Yellowstone County Mutual Aid Agreement Mud YELLOWSTONE COUNTY ALL RISK MUTUAL AID AGREEMENT PURPOSE This agreement is made between the undersigned Fire Organizations in Yellowstone County and supersedes any prior county wide mutual fire protection agreements. AUTHORITY WHEREAS, the signatory parties are vulnerable to natural, man-made or war caused disasters such as, but not limited to: range, timber, and structure fires, floods, tornadoes, hazardous materials emergencies, earthquakes, winter storms, or enemy attack, which could overtax or exhaust local resources; and WHEREAS, the signatory parties desire to augment fire protection in their areas pursuant to Sections 7-33-21.08, 7-33-2202, 7-33-4112 and 10-3-202 MCA; and WHEREAS, it is beneficial for them to render mutual assistance in accordance with these terms and it is in the public's interest that a mutual aid agreement is implemented; NOW, THEREFORE, IT IS UNDERSTOOD AND AGREED AS FOLLOWS: DEFINITIONS A. "Agency" means any signatory fire department or fire company. B. "Requesting Agency" means the agency asking for assistance. C. "Responding Agency" means the agency sending assistance. D. "I.C." means Incident Commander or person in charge of the operation/ situation. E. "Yellowstone County Fire Council" means the member agencies of that organization as established by the by-laws for the Yellowstone County Fire Council. The Yellowstone Fire Council is comprised of most Rural and Municipal Fire Departments in Yellowstone County. 2. DURATION AND REVIEW A. Duration: This agreement shall be effective upon execution by all agencies and shall continue thereafter unless amended or terminated. Any agency may withdraw from the agreement by giving at least thirty (30) days written notice to all other agencies. B. Review: Any agency may request a review of the agreement by sending proposed amendments to the Yellowstone County Fire Council. Each member agrees that the Fire Chiefs or their representatives shall meet at least annually to review availability of equipment, material and personnel, and to reassess coordination of operations. The Fire Chiefs may schedule emergency drills to assure response capability and effectiveness, providing the participating members agree to the drill. 3. OPERATIONS A. REQUEST AND RESPONSE I . The Fire Chief or designee from any participating agency may request assistance from any other agency or agencies only when it is determined that such assistance is essential to protect life and property. 2. A request for assistance should include the type of equipment, the number of personnel, and specify the location where needed. Giving assistance is not mandatory, however, if an agency cannot give assistance, it shall inform the requesting agency that assistance cannot be given. Page 1 of 4 The responding agency shall determine what equipment and/or personnel can be provided and then dispatch the designated equipment and\or personnel. Each member agrees that equipment, material and\or personnel may be withheld or withdrawm by the responding member's own authority. B. COMMAND AT THE FIRE SCENE Personnel from the responding agency shall report to the requesting agency's IC. The incident commander of the requesting party has overall responsibility for command of the resources provided by the responding party. However, the responding agency's own staff shall remain in control of the operation of the responding agency's equipment according to the responding agency's policies. The nationally recognized Incident Command System (N1MS) shall be utilized by all agencies. RELEASE FROM THE SCENE A requesting agency shall release a responding agency when services are no longer required or when the responding agency is needed for fire protection or other emergencies in its own jurisdiction. COMPENSATION Each party agrees that it will not seek from the other party compensation for services rendered under this Agreement. Each party hereto shall at all times be responsible to its own employees for the payment of wages and other compensation and for carrying workmen's compensation upon said employees; and each party shall be responsible for its own equipment and shall bear the risk of loss therefore, irrespective of whether or not said personnel and equipment are being used within the area of primary responsibility of that party. However, if the fire suppression chemicals are utilized by the responding party, the requesting party shall compensate the other party for the actual cost of such chemicals. If any costs incurred by any agency in situations where this Agreement has been implemented are reimbursable, due to county, state or presidential disaster declaration, item I becomes null and void in areas included under a disaster declaration in order to allow appropriate reimbursement. RESPONSIBILITY AND LIABILITY A. PREPAREDNESS AND SAFETY Each agency shalt be responsible to see that its own equipment is properly maintained and safely operated and its personnel are properly trained. A responding agency will not be required to take action where the safety of personnel and equipment is in question. Personnel of a responding agency shall be considered to be acting under the lawful orders and instructions of their own agency to and from the operation. They are not to be considered personnel or employees of any other agency. Page 2 of 4 B. INDEMNIFICATION: The Requesting Agency shall indemnify, defend, save, and hold the Responding Agencies harmless from any and all claims, cause of action, lawsuits, damages, judgments, liabilities, and litigation costs and expenses including reasonable attorneys' fees and costs, arising from any wrongful or negligent act, error or omission of the Requesting Agency or any agent, employee or subcontractor as a result of the Requesting Agency's performance pursuant to this Agreement. The Requesting Agency shall not indemnify, defend, save, and hold the Responding Agencies harmless from claims, causes of action, lawsuits, damages, judgments, liabilities, and litigation costs and expenses or attorneys' fees and costs arising from wrongful or negligent acts, errors or omissions solely of the Responding Agency occurring during the course of or as a result of the performance of this Agreement. Where claims, lawsuits or liability, including attorneys' fees and costs arise from wrongful or negligent acts of both the Requesting Agency and Responding Agency or Agencies, the Requesting Agency shall indemnify, defend, save, and hold the Responding Agency or Agencies harmless from only that portion of claims, causes of action, lawsuits, damages, judgments, liabilities, and litigation costs and expenses including attorneys' fees and costs, which result from the Requesting Agency's wrongful or negligent acts occurring as a result from the Requesting Agency's performance pursuant to this Agreement. C. INSURANCE: Each party to this agreement shall, at their expense, obtain and keep in full force and effect adequate insurance against general liability, automobile liability and physical damage, with policy limits of not less than $1,500,000 per occurrence, and worker's compensation to cover loss, damage, or injury to persons or property which might arise out of the performance of their duties under this agreement. Each entity shall produce a copy of the Certificate of Insurance to every agency of this agreement annually and not later than September 111 of each year, or upon request. FILING OF AGREEMENT The original of this agreement shall be filed with the Yellowstone County Clerk and Recorder. Copies shall be filed with each agency. ADMINISTRATION OF AGREEMENT A. This agreement shall be administered by representatives from each agency involved. B. The agreement shall be in effect when two (2) or more agencies are signatory to this agreement. This agreement shall become effective on the day of D , 2011, by and between all agencies identified and signed below: BLUE CREEK VFD BROADVIEW VFD RIG k-- C-aktLz.77J1il�7G Print Name and Title n e d Title Sig.4i and Dae Signature and Date Page 3 of 4 CUSTER VFD N 4 Print Name and Title *natufganA Date j LOCKWOOD FIRE DISTRICT. Wiaw-& Print arne and/Title I f 7) � CAV10 J/ Signature and Date MOLT VFD Print Name and Title Signature and Date BOARD OF COUNTY COMMISSIONERS YELLOWSTONE COUNTY, MONTANA CITY OF LAUREL BY: TIL DATE:! ' ATTEST: acrkabd4ecorcler HALEY BENCH VFD Print Name and Title Signature and Date SHEPHERD VFD Lip Elke'l M -7Z,' -O / - /o -/;-7 SigrWure and Date F"(83503WWA510 Lmcc— —i"k-41oa CLC Print Name and Title Signature and to CITY OF BILLINGS TITLE: P. wt Y, -T DATE: lifiq /if Page 4 of 4 YELLOWSTONE COUNTY ALL RISK MUTUAL AID ADREEMENT- ADDENDUM #1 WHEREAS, Yellowstone County Board of County Commissioners created a new fire suppression organization within Yellowstone County who wishes to participate in the YELLOWSTONE COUNTY ALL RISK MUTUAL AID AGREEMENT, originally executed 13 December, 2011 and WHEREAS, existing signatory parties wish to have the participation in the YELLOWSTONE COUNTY ALL RISK MUTUAL AID AGREEMENT expanded with no changes to the existing language to continue to provide a coordinated, cooperative response to all risk incidents within Yellowstone County. THEREBY, the fire organizations participating in the YELLOWSTONE COUNTY ALL RISK MUTUAL AID AGREEMENT isexpanded toinclude all signatory partiesasexecutedbe|owxvdhnochangestothe Blue Creek VFD Print Name and Title Signature and Date Custer VFD Print Name and Title Signature and Date Broadview VFD Print Name and Title Signature and Date Haley Bench VFD Print Name and Title Signature and Date Lockwood Fire District Print Name and Title Signature and Date Molt VFD Print Name and Title Signature and Date Fuego VNFD Print Name and Title Signature and Date Board of County Commissioners Yellowstone County, Montana ATTEST Clerk and Recorder, Yellowstone County Shepherd VFD Print Name and Title Signature and Date Print Name and Title Signature and Date City of Billings City of Laurel WHEREAS, the City's fire department and the Park City Fire District best serve the city and fire district by agreeing to mutually aid one another should the need arise; and WHEREAS, the firefighting agencies negotiated a Mutual Aid Agreement for Fire Protection and the agreement accomplishes the purpose and objective of each party; and WHEREAS, City staff has reviewed the attached Mutual Aid Agreement for Fire Protection, and has determined it is acceptable and in the best interest of the City. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Laurel, Montana, that the Mayor is authorized to sign the attached Mutual Aid Agreement for Fire Protection on behalf of the City of Laurel. i Introduced at a regular meeting of the City Council on May 15, 2018, by Council Member PASSED and APPROVED by the City Council of the City of Laurel this 15`" day of May APPROVED by the Mayor this 15"' day of May 2018. CITY OF LAUREL Thomas C. Nelson, Mayor ATTEST: Bethany Langve, Clerk -Treasurer Approved as to form: Sam Painter, Civil City Attorney R18-_ Mutual Aid Agreement for Fire Protection Park City Fire District AGREEMENT FOR MUTUAL AID IN FIRE PROTECTION WHEREAS, it has been determined by the City of Laurel, Montana that it is to its advantage and in the best interest of the county that the following mutual aid agreement for fire protection be entered into between City of Laurel, Montana and Park City Fire District; THIS AGREEMENT, entered into this 151h day of May, 2018 between City of Laurel, Montana and the Park City Fire District is for the purpose of securing to each the benefits of mutual aid in fire protection of life and property. It is agreed that: 1. Upon request by a representative of the City of Laurel, Montana, firefighting equipment will be dispatched to provide aid either as a standby unit or as a combat unit to be placed under the command of the chief or incident commander of City of Laurel, Montana. This unit will respond with the permission of the fire chief of the Park City Fire District or incident commander whenever the chief or incident commander of the City of Laurel, Montana deems it to be in the best interest of their service area to provide additional equipment and manpower to extinguish a conflagration within their service area or to assist along Interstate 90. 2. Upon request by a representative of the Park City Fire District, firefighting equipment will be dispatched to provide aid either as a standby unit or as a combat unit to be placed under the command of the chief or incident commander of the Park City Fire District. This unit will respond with the permission of the fire chief of the City of Laurel, Montana or incident commander whenever the chief or incident commander of the Park City Fire District deems it to be in the best interest of their service area to provide additional equipment and manpower to extinguish a conflagration within their service area or to assist along Interstate 90. 3. Any dispatch of equipment and personnel pursuant to this agreement is subject to the following conditions: a. Any request for aid hereunder shall include a statement of the amount and type of equipment and number of personnel requested, and shall specify the location to which the equipment and personnel are to be dispatched but the amount and type of equipment and number of personnel to be furnished shall be determined by a representative of the responding organization b. The responding organization shall report to the officer in charge of the requesting organization at the location to which the equipment is dispatched and shall be subject to the orders of that official. c. A responding organization shall be released by the requesting organization when the services of the responding organization are no longer needed or when the responding organizations is needed within the area for which it normally provides fire protection 4. Each party waives all claims against every other party for compensation for any loss, damage or personal injury or death occurring as a consequence of the performance of this agreement. 5. No party shall be reimbursed by any other party for any cost incurred pursuant to this agreement. 6. If the requesting organization is going to bill for the incident, then the responding organization should be a part of that bill. 7. Any and all reports, upon request, will be provided by the requesting organization at no cost to the responding organization for legal and record purposes. 8. Either party shall have the right to withdraw from further participation in this agreement at any time upon sixty (60) days written notice to the other party. 9. This agreement shall continue in effect until jointly modified or amended or terminated as per paragraph seven (7). Dated this 15th day of May, 2018 Park City Fire District City of Laurel Trustee Thomas C. Nelson, Mayor Attest: Trustee Trustee Bethany Langve, Clerk/Treasurer Trustee Trustee Dear Mayor Nelson: In response to your request I am providing you an opinion regarding the authority of the Budget and Finance Committee. I reviewed the City Charter, Montana Code Annotated ("MCA"), and the Laurel Municipal Code ("LMC"). Please be advised there is nothing in the City's Charter or the MCA regarding a City Budget and Finance Committee. However, pursuant to City Ordinance, the Budget and Finance Committee constitutes one of four standing committees, LMC Section 2.08.240. There is no further mention of the Budget and Finance Committee or standing committees in the LMC. Thus there is no description of the authority of standing committees and specifically the Budget and Finance Committee. As a consequence, I asked City Staff to search the City Resolutions to determine or define the Budget and Finance Committee's authority, and after an exhaustive search, the only Resolutions addressing the Budget and Finance Committee's Authority are the resolutions adopting and modifying the City's Purchasing Policy. Therefore, my opinion is simple. The Budget and Finance Committee has only the authority defined within the City's Purchasing Policy which was adopted by the City Council. The Budget and Finance Committee has no further authority or power. Thus, your inquiry whether the Committee has authority to restrict the spending authority of employees or department heads must be answered by reviewing the Purchasing Policy. The short answer is no. The Budget and Finance Committee has no authority to restrict the purchasing authority of any employee or department head. The Committee's power is to review and approve purchases valued over $5000 but less than $80,000. The Committee has no further authority. As background, the Purchasing Policy was created during Mayor Ken Olson's tenure. Prior to Mayor Olson, all claims or warrants had to be approved by the City Council pursuant to MCA Section 7-6- 4301. The Mayor, Staff and Council realized there was substantial delay when small purchases were required for the City to operate since the purchases had to wait for city council approval at the next regular meeting after going through a council workshop. Therefore, the Council considered delegating some approval authority to the Mayor. Since Laurel had never utilized a delegation of authority, the Council delegated only $5000 of expenditure authority to the Mayor. In short, the Mayor was authorized to spend $5000 without any council authorization. Seeing that the delay was not resolved for amounts over $5000, the City Council EMPOWERED the Budget and Finance Committee by delegating their authority to approve expenditures for items over $5000 and less than $50,000. The $50,000 limit was subsequently raised after the Montana law changed the mandatory bidding requirements from $50k to $80k. In simple terms, the City Council, through the Purchasing Policy, has delegated its authority to spend up to $5000 to the Mayor. Further, the City Council has delegated its authority to spend funds that exceed $5000 but are less than $80,000 to the Budget and Finance Committee so long as the expenditure is budgeted. Anything over $80,000 must comply with competitive bidding statutes and be approved the City Council. In regard to employees/department heads, the Mayor and CAO are in charge of the City's administrative duties, including the supervision of employees and department heads. If a department head is violating the purchasing policy, then the Mayor or CAO would be the positions authorized to address the department head's action or inaction through disciplinary proceedings. The Budget and Finance Committee's previous action to remove a department head's purchases was likely an improper action, however it was never challenged by the department head, mayor or CAO at the time so an opinion regarding the action was never issued. At this point, the City's expenditures and purchases are defined by the Purchasing Policy. Ultimately the City Council retains the complete authority to approve claims. Therefore, in my opinion, if a proposed purchase is denied by the Budget and Finance Committee, the purchase could be brought tothe entire City Council for consideration and ifapproved would trump the Budget and Finance Committee's decision. | hope this addresses the issues you are having Mayor Nelson. Ifyou need further analysis ox clarification, please advise. Sincerely, Sam S. Painter Thompson Painter Law P.C. Professional Center @32"o 175South 3Z""Street West, Suite 4 Billings, K4T591O2-6867 Telephone: (406) 294-4230 Mayor, in response to your question, the City (Employees, Mayor, Council) must comply with the Purchasing Policy that was adopted by the City Council. As I recall, there is no authority under the policy for the Budget and Finance Committee to "reject" or deny a claim. Again, the Committee function has been to review claims prior to submission to the entire Council. The Committee process has been to review and approve claims, which are then sent to the entire Council for approval as part of the Consent Agenda. If a claim or warrant is denied by the Committee, my advice would be to pull it from the Consent Agenda and place before the entire Council. The entire Council approves/denies the City's Claims pursuant to Montana law. In reality, the Purchasing Policy constitutes a delegation of the City Council's authority to approve warrants/claims against the City. For example, the City Council of Missoula delgates $1,000,000 of their authority to the Mayor. The Mayor reviews and approves the warrant/claim and it is paid so long as it is at or below $1,000,000. The City Council in Laurel delegated authority to the Mayor to approve warrants/claims for up to $5000. There is no Budget/Finance Committee review or consideration. However, for warrants/claims between $5000-$80,000, the City Council delegated authority for the Budget and Finance Committee to review and approve. Anything in excess of $80,000 must have the entire Council's Approval, pursuant to the Policy. I hope I am addressing the issue directly? If not, perhaps you can call and frame the issue for me. Best regards, SO4W S. Pa* eta Sam S. Painter Thompson Painter Law P.C. Professional Center @ 32nd 176 South 32nd Street West, Suite 4 Billings, MT 59102-6867 Telephone: (406) 294-4230 Facsimile: (406) 294-4235 1114MOR I ! A RESOLUTION OF THE CITY COUNCIL AMENDING THE PURCHASE AND PROCURENIENT POLICY FOR THE CITY OF LAUREL. WHEREAS, the City adopted its Purchase and Procurement Policy through Resolution R05- 114 on December 6, 2005 and revised the Policy on December 6, 2008 through Resolution No. R08- 128 and revised the Policy again on November 15, 2011 through Resolution No. R 11-115; and WHEREAS, Staff reviewed the existing Purchase and Procurement Policy (Policy) and determined further amendments are necessary to remain current with changes in Montana law and to clarify and streamline the process for the entire Staff-, and WHEREAS, Staff prepared the proposed Policy for the City Council's consideration and the attached Policy contains all of the recommended amendments to the existing Policy; WHEREAS, the proposed amendments have been reviewed and approved by the City Attorney as in compliance with existing City Ordinance and Montana law. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Laurel, Montana, that the attached amended and proposed Purchase and Procurement Policy is hereby adopted by the City Council. Introduced at a regular meeting of the City Council on August 20, 2013, by Council Member McGee PASSED and ADOPTED by the City Council of the City of Laurel, Montana, this 20th day of August, 2013. APPROVED by the Mayor this 20th day of August, 2013. CITY O LAUREL ,kenneth E. Olson, #Y& v ATTEST: /I -I I _L- J'j Shirley Ewan, Cleri(rreasurer rov as to fo Sam S. Painter, Civil City Att4A-ey R13-55 Amend Purchase.Pr6curetnent Policy The City of Laurel is empowered to enter into, execute and effectuate contracts in accordance with §7- 5-4301, MCA. The City of Laurel is entrusted with public monies and is dedicated to the stewardship of expending the public's funds in a lawful, reasonable and prudent manner. The City shall consider the lowest possible cost of the goods or service needed, the timeliness of delivery, and the quality of the product when making the purchase. Whenever possible, goods shall be inspected prior to payment being made. To standardize the purchasing process, the City of Laurel hereby adopts the following "Purchase and Procurement Policy" in order to effectuate Title 3, Chapter 3.08 of the Laurel Municipal Code in order to provide a lawful, equitable and defensible guideline for purchases and procurement by the City to ensure they are in the best interest of the City of Laurel. Contracts and products over $80,000 1. The City shall utilize commtitive and advertised bidding for any proposed purchase or project (Project) that constitutes a: a. Purchase of automobiles, equipment, appliances, materials or supplies that will cost over $80,000. b. Construction, repair or maintenance projects that will cost in excess of $80,000. c. It is illegal to circumvent the competitive bidding process by dividing a contract into smaller segments to avoid the bidding process. d. For projects $80,000 or over, the department head will consult with the CAO /Mayor with a plan and a cost estimate. e. The department head or city staff will prepare an advertisement with the assistance of the engineer or professional, if applicable. The CAO will approve the advertisement. The Council Secretary or Clerk/Treasurer will submit the advertisement for publication. If some other entity, approved by the City, submits the advertisement to the media or posts the ad, then a copy will be forwarded to the Council Secretary and Clerk/Treasurer. 2. The Bid Advertisement will be placed twice in a local newspaper or other publication, with the second publication not less than 5 days prior to the City's bid opening. + At a minimum, the City's advertisement shall contain the date the bid closes, the time and place of the bid opening, and an address and telephone number of the City representative who may be contacted for further information on the process. 3. At the conclusion of Bid Opening Staff shall present its recommendations and the lowest responsible bid to the City Council. • Council shall award the contract to the lowest responsible bidder, if it is in the best interest of the City. • The City retains the right to reject or re -advertise for any bid advertised • Projects will not commence until a contract is approved by the City Council. 4. Contracts for professional, technical, engineering, and legal services are exempt; however, all such contracts must be approved by Resolution of the City Council and executed by the Mayor/CAO. 5. The City Council hereby delegates its authority to the Mayor/CAO to approve and execute any written necessary alteration. modification or change order so long as the cost of the changes does not exceed the City of Laurel Purchase and Procurement Policy Adopted 12/06/2005 — Resolution No. R05-114; Revised & Adopted 12/06/2008 — Resolution No. R08-128; Revised & Adopted 11/15/2011 — Resolution No. RI 1-115; Revised & Adopted 08/20/2013 — Resolution No. R13-55 contingency budget approved by the City Council for the Project. The changes will be reported to the City Council. 6. The City shall not pay a contractor for extra work caused by an alteration, modification or change order unless the Mayor's/CAD's approval is obtained, or if necessary, a City Council Resolution is passed and an agreement signed (5). Contracts and Products Valued at $5,000 and under $$0.000 1. All purchases must be budgeted for prior to the expenditure. In cases of emergency, the department head will contact the CAO for emergent purchases. 2. All purchases must be reviewed and approved by the Budget/Finance Committee prior to ordering. The requested purchase will be submitted on a purchase requisition form. After review by the Committee, the Clerk/ Treasurer will inform the department head to proceed.. • If a purchase or service is $5,000 or over and less than $80,000, at least 2 quotes must be attached to the requisition with a note from the department head as to why they prefer the chosen product or service. This section does not apply to essential recurring operational supplies and services. • Staff will choose the best alternative for the City. • Should this requisition be for a small service contract, the department head will consult the CAO/Mayor and with their approval consult with the City Attorney for a Small Service Contract that will be presented to the Council for approval. • All purchases in this category will have the department head, CAO and Budget/Finance signatures on the purchase requisition. Purchases of $1, 000 to $4,999 1. Purchases of $1,000 to $4,999 require the following two signatures on the purchase order. • Signature of the Department Head. • Signature of the CAO/Mayor. Purchases under $1,000 1. All purchases under $1,000 require two signatures on the purchase order or invoice. • Signature of Employee making purchase. • Signature of Department Head. Exem ptions from Badding or Advertising for Emert�ency Contracts 1. The provisions requiring advertisement for bids shall not apply upon the happening of any emergency natural or manmade emergency. 2. An emergency must be declared by the City Council/Mayor or CAO for this to apply. Employees shall, at all times, keep the best interest of the City in mind and make every attempt to get the best quality with the best price when purchasing for the City. City of Laurel Purchase and Procurement Policy Adopted 12/06/2005 — Resolution No. R05-114; Revised & Adopted 12/06/2008 — Resolution No. R08-128; Revised & Adopted 11/15/2011— Resolution No. RI 1-115; Revised & Adopted 08/20/2013 — Resolution No. R13-55 BIG sti a CITY OF BILLINGS PURCHASING PROCEDURES July 2017 All forms, template documents, etc. are located on the Server at Xklt-w3k071all userslPurchasing City of Billings Purchasing Procedures Page 1 of 24 July 2017 BIG SYS p C0 A. ROLES OF PURCHASING 4 A.1 DEPARTMENTAL STAFF....................................................................................................................4 A.2 THE PURCHASING AGENT.................................................................................................................4 B. PURCHASING PROCEDURES 6 B.1 PROCEDURES......................................................................................................................................6 B.2 PERFORMANCE, PAYMENT AND/OR LABOR AND MATERIALS BONDS.................................7 B.3 INSURANCE..........................................................................................................................................7 B.4 INVITATION FOR BID (IFB) PROCESS..............................................................................................8 B.5 REQUEST FOR PROPOSAL (RFP) PROCESS...............................................................................11 B.6 LEGAL ADVERTISEMENT REQUIREMENTS.................................................................................12 B.7 SOLE SOURCE PROCUREMENT.....................................................................................................13 C. PURCHASING METHODS 14 CAPETTY CASH.......................................................................................................................................14 C.2 PURCHASING CARDS......................................................................................................................14 C.3 PURCHASE ORDERS........................................................................................................................14 C. 4 ENCUMBRANCES..............................................................................................................................14 C.5 BLANKET PURCHASE ORDERS.....................................................................................................14 C.6 VOUCHER PAYMENTS/RECURRING PURCHASES.....................................................................15 D. SPECIAL PURCHASING DETAILS AND INFORMATION 15 D.1 PREVAILING WAGE RATES.............................................................................................................15 D.2 STATE GROSS RECEIPTS TAX.......................................................................................................16 City of Billings Purchasing Procedures July 2017 Page 2 of 24 G D.3 APPRAISALS.......................................................................................................................................16 D.4 USED EQUIPMENT PROCUREMENT..............................................................................................16 D.5 USED VEHICLE PURCHASES..........................................................................................................16 D.6 OTHER USED EQUIPMENT PURCHASES......................................................................................17 D.7. EMERGENCY PURCHASES..............................................................................................................17 D.8 TRIAL BASIS PURCHASING.............................................................................................................18 D.9 SURPLUS PROPERTY PROCUREMENT........................................................................................18 D.10 SURPLUS PROPERTY DISPOSAL...................................................................................................18 E. DELEGATIONS OF AUTHORITY - APPROVALS 20 EA APPROVALS OF INVOICES AND PURCHASE ORDERS.............................................................20 F. SUPPLIER AGREEMENT/CONTRACT PROCESS 0C F.3 CONTRACTS.......................................................................................................................................21 F.3.1 COUNCIL APPROVED CONTRACTS...............................................................................................21 F.3.2 NON -COUNCIL APPROVED CONTRACTS.....................................................................................21 G. SIGNING AUTHORITY - CHANGE ORDERS & AMENDMENTS 22 H. QUICK REFERENCE CHART 23 All forms, template documents, etc. are located on the Server at \\It-w3k07\all users\Purchasing City of Billings Purchasing Procedures July 2017 Page 3 of 24 A.1 DEPARTMENTAL STAFF is responsible for drafting specifications with assistance from the Purchasing Agent, for all items where the City is required to provide an opportunity for competition, including construction and professional services. A.2 THE PURCHASING AGENT is responsible for the review and proper processing of all procurement acquisitions made by the City. Additionally, the Purchasing Agent will: A.2.1 As needed, purchase or assist in the purchases of all materials, supplies and services needed by any user department; A.2.2 Discourage uniform bidding (prearranged bid rigging) and endeavor to obtain as full and open competition as possible on all purchases and sales; A.2.3 Continually appraise developments in the field of purchasing: prices, market conditions and new products to utilize the benefits of research done in the field of purchasing by other governmental jurisdictions, national technical societies and trade associations having national recognition and by private businesses and organizations; A.2.4 Standardize and achieve volume procurement using collective buying, City warehousing, lead purchaser or other concepts, which produce the lowest price possible to the City for the quality of goods or services required; A.2.5 Prescribe and maintain such forms as he/she shall find reasonable and necessary; A.2.6 Explore possibilities of buying in bulk so as to take full advantage of discounts; A.2.7 Join with other governmental units and agencies in cooperative purchasing plans when the best interests of the City would be served; City of Billings Purchasing Procedures Page 4 of 24 July 2017 The State of Montana maintains a list of term contracts in which a source or sources of supply are established for a specific period of time at a predetermined price. City staff may utilize any of the term contracts listed by the State of Montana agencies as a cooperative purchaser. The list is maintained at http://svc.mt.gov/qsd/apps/termcontractdefault.aspx. City staff may utilize term contracts listed by the State without further competition. A.2.8 Advise and assist the Finance Director and Administrative Services in the formulations and recommendations of policies and procedures in connection with the purchasing activities of the City; A.2.9 Manage and maintain the Purchasing Card program; A.2.10 Assist departments and divisions in the coordination, solicitation and award of all quotes, bids, RFPs and otherwise; A.2.11 Maintain a list of all vendors who have expressed an interest in selling to the City of Billings. It will be the responsibility of the departmental author to assure all interested parties will be contacted; A.2.12 Review purchase orders and invoices for compliance with the City of Billings Purchasing Policy and Procedures; A.2.13 Perform such other duties as may be required by the Finance Director. City of Billings Purchasing Procedures Page 5 of 24 July 2017 B.1 PROCEDURES: the following procedures outline the Purchasing Process and define the involvement of Purchasing. B.1.1 Purchases of $99.99 and under, the preferred method is petty cash or purchasing card, but invoices may be processed, if necessary. B.1.2 Purchases of $100 to $4,999.99 do not require price quotes or bids and the Purchasing Agent need not be involved. These purchases may be made through: ■ Purchasing Card (up to $2,500) ■ Purchase Order or Invoice 13.1.3 Purchases from $5,000 to $49,999.99 requires three (3) written quotes. The lowest responsible bidder will be selected. Depending on the complexity of the project or quote requested, the Purchasing Agent may be involved. The responsible department shall complete and sign a Quote Form, which subsequently will be attached to the contract, invoice or Purchase Order. Catalog prices are acceptable when local vendors cannot be found. NOTE: The lowest quote does not have to be accepted if it is documented that a specific supplier in the past has been a poor performer or has provided sub -standard goods. Documentation must be presented to and reviewed by the Purchasing Agent and Legal Department to determine whether or not a supplier will be excluded from competition. The City Administrator must approve this stated special circumstance upon signing of the contract. B.1.4 Purchases for architectural, engineering and land survey services, as well as miscellaneous professional and consultant services, for $19,999.99 and above require a Request for Proposal (RFP), the involvement of the Purchasing Agent is optional and legal advertising is mandatory. A selection committee is also required. City of Billings Purchasing Procedures Page 6 of 24 July 2017 B.1.5 Purchases for any automobile, truck, other vehicle, road machinery, other machinery, apparatus, appliances, equipment, materials or supplies, or for construction, repair or maintenance in excess of $49,999.99, requires a competitive, sealed bid process (State Law MCA Title 7, Chapter 5). Purchasing Agent involvement is optional and a legal advertisement is mandatory. There are two additional guidelines that may apply to sealed bids: B.2 PERFORMANCE, PAYMENT AND/OR LABOR AND MATERIALS BONDS - The bidder may be required to furnish an approved Performance Bond. Labor and Materials Bond. or Pavment Bond in the amount of one hundred percent (100%) of the contract amount., conditioned to the effect that the contractor shall faithfully perform the terms and conditions of the contract and shall indemnify the City from the negligent acts of the contractor, his or her agents or servants in their performances of the terms and conditions of the contract, and shall pay all proper claims of subcontractors and suppliers. Construction contracts generally require additional bonds, but all other contracts shall be discussed with the Purchasing Agent to determine if necessary. B.3 INSURANCE - If the contract requires work to be completed for the City by contractor, the City of Billings must require that the successful contractor maintain in full force and effect a Workers' Compensation Insurance Policy on its employees and Comprehensive General Liability Insurance Policy naming the City of Billings as an additional insured in specified predetermined amounts, to provide protection to the parties to the agreement. Automobile liability insurance may also be required. The Purchasing Agent will advise the issuing department regarding insurance needs. NOTES: • All insurance requirements and any additional bonds must be stated in all advertisements so contractors may adjust their quote or bid accordingly. • The City Administrator may, in writing, allow for lesser amounts of insurance coverage or grant an exception. City of Billings Purchasing Procedures Page 7 of 24 July 2017 BIG s,, G B.4 INVITATION FOR BID (IFB) PROCESS B.4.1 According to State law, MCA Title 18, Chapter 4, an Invitation for Bid must be issued and shall include a purchase description and conditions applicable to the procurement. As per State law, MCA Title 7, Chapter 5, sealed bids are used for purchases for any automobile, truck, other vehicle, road machinery, other machinery, apparatus, appliances, equipment, materials or supplies, or for construction, repair or maintenance in excess of $49,999.99. The City will give adequate public notice of the Invitation for Bids in a reasonable time before the date of the opening of the bid. A legal advertisement (i.e. publication in newspaper) must appear two (2) consecutive weeks prior to the bid opening. NOTE: When Federal money is involved in the bid, then the legal advertisement must appear for three (3) consecutive weeks prior to the bid opening. B.4.2 Sealed Bids are received in the office of the City Clerk and are opened publicly at 2:00 PM on Tuesdays in the City Hall Conference Room. A departmental representative and the Purchasing Agent shall be present to record bids on a Bid Tabulation Sheet. Each bidder and any member of the public has the right to attend, and to examine and inspect all bids after they are opened. The user department, with the assistance of the Purchasing Agent and/or the Legal Department, if necessary, shall evaluate and jointly agree on a recommendation of award. City of Billings Purchasing Procedures Page 8 of 24 July 2017 B.4.3 Each bid must include BID SECURITY equal to 10% of the bid amount, which may be made via Certified Check, Cashier's Check, or Bid Bond payable to the City. The bid security will be retained by the City Clerk until the successful bidder enters into a contract with the City. Unsuccessful bidders shall be entitled to the return of the submitted security (other than a bid bond) after a formal award has been made. A successful bidder, upon failure on his part to enter into a contract within the time specified after notification of the bid award, shall forfeit any surety deposited with the City of Billings. B.4.4 The name of each bidder and amount of each bid and other relevant information is recorded. B.4.5 Bids are unconditionally accepted, except bids without bid security. All other irregularities shall be examined after the bid opening with assistance from the Legal Department. B.4.6 If a bid award is made, it is with promptness by written notice to the lowest bidder who has met all the requirements and specifications set in the Invitation for Bid. Also, the bid award recommendation is submitted for transmittal to the City Council for their approval. The recommendation must include a list of all bidders, bid amounts and an explanation. B.4.7 Resection of Bid - All bids received in response to an advertisement may be rejected. The Purchasing Agent, if involved in the bid, and user department, together, may recommend rejection of all bids for an item, group of items or the entire scope if such action is determined to be necessary and in the best interests of the City. An example of when such action would be appropriate is incomplete or incorrect specifications. B.4.8 A contract is executed upon an award of bid including the terms and conditions and specifications set forth in the Invitation for Bid. B.4.9 All bid materials will become the property of the Purchasing Agent, for filing, future reference and maintenance for historical purposes and updating as needed for new procurements. City of Billings Purchasing Procedures Page 9 of 24 July 2017 BIG SkY p CO G B.4.10 In the event two (2) or more bidders offer identical bids, all factors considered, new bids may be invited or award made by the drawing of lots, witnessed by the Purchasing Agent and the applicable bidders. B.4.11 Any bidder protests of award recommendations and/or bid specifications must be filed within seven (7) days of bid opening. Upon receiving a written protest, the Purchasing Agent determines if the protest has sufficient merit and if so, schedules an informal hearing with the protesting bidder and the user department. At this hearing, all parties discuss the basis of the protest and attempt to resolve the dispute based on fact. If the protesting party is not in agreement with the results of the informal hearing, they may appeal to the City Administrator. Ultimately, final decisions rest with the City Council. B.4.12 An Invitation for Bid (IFB) shall include the following: • Bid submission requirements • Purchase description/scope of services • Evaluation criteria • Contract terms and conditions • Non -collusion statement • DBE Statement for Airport and MET Transit Departments City of Billings Purchasing Procedures Page 10 of 24 July 2017 13.5 REQUEST FOR PROPOSAL (RFP) PROCESS B.5.1 According to State law, MCA Title 18, Chapter 8, Requests for Proposals are utilized for most services (architects, engineering, land surveying), especially professional consulting, and all complex projects (i.e.; office supplies supplier consolidation, software packages) over $19,999.99 and must be accompanied by a legal advertisement. 13.5.2 The Purchasing Agent should be involved (or at least advise) in the RFP creation and solicitation for professional services (except engineering), facilities, and any other complex projects. B.5.3 Staff will send out all RFP's, create a selection committee, receive all RFP responses and distribute accordingly to the committee. An RFP may be sent and received electronically, as long as a Noncollusion Form is signed and sent back to staff prior to receiving the proposal. B.5.4 A Request for Proposals shall include the following • Purchase description • Scope of Work/Services • Evaluation Criteria • Contract Terms and Conditions • Proposal submission requirements • Non -collusion statement • DBE statement for Airport and MET Transit Departments City of Billings Purchasing Procedures Page 11 of 24 July 2017 B.6 LEGAL ADVERTISEMENT REQUIREMENTS B.6.1 A legal advertisement is required for all Invitations for Bids and Requests for Proposals. B.6.2 The City Clerk coordinates ALL legal advertising for the City's equipment purchases, service procurement and meeting notices. B.6.3 Legal advertising is done on a weekly basis, with publication taking place on Thursdays of each week. B.6.4 Ad copy and specifications are due to the City Clerk by Noon on Tuesday during the first week of publication. B.6.5 Legal ads and specifications must also be submitted electronically (email) to the City Clerk to facilitate website posting. B.6.6 Legal ads generally must be published once per week for two consecutive weeks, with at least SIX (6) days separating the publications. This rule applies unless there is a specific advertising/notice requirement unique to the circumstances. For example, if the project or purchase will be utilizing Federal funds, there may be specific advertising requirements over and above the basic requirements named above. B.6.7 Legal ads must contain the following information at a minimum: • The name of the project • Submittal information including: o Bids: Deadline day, date, time and place for bid submittal and day, date, time and place for bid opening. o Requests for Proposals: deadline day, date and time for proposal submittal. • The name, physical address and phone number of a person to contact for additional information. City of Billings Purchasing Procedures Page 12 of 24 July 2017 • Information on the day, date, time and place of a pre-bid meeting (if one is being held) and whether attendance is mandatory. (it is recommended that, if a pre-bid meeting is held, attendance should be mandatory). • The dates of publication. • Standard bidding or RFP language as contained in the template documents on the City's server. B.6.8 The advertising and opening dates should be coordinated in advance with the City Clerk's office. B.7 SOLE SOURCE PROCUREMENT B.7.1 State law, MCA Title 18, Chapter 4, states that a contract may be awarded for a supply or service item without competition when there is only one source for the supply or service item. This bidding exception may only apply when the department head or designee determines in writing that there is only one source for the required supply or service item. B.7.2 The Purchasing Agent must receive an explanation in writing attached to the Purchase Order that only one practical source exists. B.7.3 Examples of sole source items: • Patented items • Copyrighted materials • Secret processes • Utilities - items for compatibility/standardization • Specialized proprietary equipment City of Billings Purchasing Procedures Page 13 of 24 July 2017 CA PETTY CASH Some departments maintain a petty cash fund that is used for small dollar amount purchases. An Administrative Order adopts the City of Billings Petty Cash Policy. C.2 PURCHASING CARDS The Purchasing Agent manages the City's Purchasing Card Program. Purchasing cards will be issued to departments that request them. The cards are used much the same as a credit card and are assigned to a specific person with a specific limit. The types of purchases are limited as well. The Purchasing Card Policy is provided to each cardholder. C.3 PURCHASE ORDERS Purchase orders are commonly used to initiate the purchasing process and in some circumstances to confirm an order already placed with a vendor. It identifies the vendor, the purchasing department, price, quantity, and account number to be charged. C.4 ENCUMBRANCES Also created by Purchase Orders. Encumbrance Payment Request Forms must be used for order and encumbrance payment requests. C.5 BLANKET PURCHASE ORDERS For repetitive purchases of clerical supplies, repair parts, hardware, photo service, printing and other similar items, blanket purchase orders are created for a specified time (usually one month) to selected vendors. City of Billings Purchasing Procedures Page 14 of 24 July 2017 Blanket Orders can be created by the Finance Department for the whole City or Departments can create their own departmental Blanket purchase order. Upon receiving the invoice, the designee should check the order for accuracy and completeness before signing. Each department will enter their own invoice or delivery slip against the blanket P.O. For City Blanket Orders, all invoices for the month are received against the blanket order by the 5th business day of the following month. The vendor statement is balanced to the computer software and invoices. Accounts Payable then makes authorization for payment. Before the current month's blanket order expires, Accounts Payable sends the vendor a new Blanket Purchase Order as well as the department designees. C.6 VOUCHER PAYMENTS/RECURRING PURCHASES Recurring purchases are those for periodically billed services and various other types of payment as determined by the Finance Director. Vouchers are also used for Jury for Municipal Court/jury witnesses fee reimbursement, Municipal Court Witness Fee reimbursement, Petty Cash reimbursement, refunds for one time vendors, accounts receivable refunds and Public Works Utilities refunds, and Finance Petty Cash reimbursements. The Finance Director or his designee verifies, reviews and approves the documentation for the payment of vouchers. DA PREVAILING WAGE RATES As per State law, MCA Title 18, Chapter 2, for construction projects where the cost will exceed $25,000, there must be a statement in the bid documents calling for the contractor to pay the prevailing wage rate as established by the State of Montana, as well as a statement and copy of wage rates included in the contract documents. City of Billings Purchasing Procedures July 2017 Page 15 of 24 BIG SkY G D.2 STATE GROSS RECEIPTS TAX One percent (1 %) contractors' tax must be deducted from all payments on construction contracts totaling over $5,000 and paid to the State. D.3 APPRAISALS The City Council has adopted a policy resolution that establishes criteria for appraisals when the City purchases land. D.4 USED EQUIPMENT PROCUREMENT All used equipment which would have a value, if new, of $5,000 or more must be included in the Equipment Replacement Plan or Technology Replacement Plan, or be specifically approved by the City Administrator. D.5 USED VEHICLE PURCHASES All purchase orders for used vehicles are substantiated by at least two (2) quotes of other comparable vehicles to include mileage, condition, and auxiliary equipment of each vehicle quoted. The vehicle selected is inspected by a City mechanic at the Fleet Services Division and approved by the Fleet Services Division. Airport and Public Works Utilities are not required to obtain approval by the Fleet Services Division as they have their own mechanics; they are required, however, to have either Fleet Services Division mechanics or their own mechanics inspect and approve any used vehicle before they purchase it. The head of the department that is purchasing the used vehicle shall approve the purchase order as to procedure and shall submit it, along with (a) the comparable price quotes described above and (b) the Fleet Services Division or other city mechanic approval, to the Finance Director and the City Administrator for approval before commitment is made to the vendor to purchase the vehicle. The Fleet Services Division will arrange for picking up the vehicle and processing the title as the County Treasurer's Office will only accept the City Clerk's signature on title applications. City of Billings Purchasing Procedures July 2017 Page 16 of 24 The Purchasing Agent will send the application for title and registration receipt made out in the name of "City of Billings," to the City Clerk. Information will be provided as to the equipment number and new plates if needed, or if an old plate is being transferred to the newly purchased vehicle. If there is a trade-in, the City Clerk will sign off on the title and send it to the Fleet Services Division to transmit it to the proper agency. D.6 OTHER USED EQUIPMENT PURCHASES In order to purchase a used item exceeding $1,500, it must be in excellent condition and a good buy. In certain cases, there are no comparable used equipment items which can be purchased (mowers, specialty equipment, fire trucks, etc.). In these cases, the cost of a new piece of comparable equipment will be obtained and qualified by the Fleet Services Division or departmental maintenance people and will inspect the equipment and state in writing to the Purchasing Agent why the City should purchase the equipment. When a comparable item can be found, the price of these units should be shown and an explanation given for the recommended purchase. For clarity and definition, a qualified expert's opinion would be discounted by the Purchasing Agent if, for example, the purchase order originator solicited an opinion from the company who is selling the item. D.7. EMERGENCY PURCHASES Emergency authority is to be used "in cases of extreme and immediate necessity where materials, services or equipment are needed for a situation where the health, safety or welfare of the public is endangered or the City is exposed to serious cost consequences if immediate corrective or preventive action is not taken". If an emergency does occur, the Purchasing Agent will provide support for expediting and determining the best purchasing method. All emergency purchase orders will be signed by the department head or designee and will have a brief explanation of the emergency attached. City of Billings Purchasing Procedures Page 17 of 24 July 2017 Emergency purchases over $19,999.99 require the City Council by resolution to declare the emergency and record it in the minutes of the council meeting. The requirements for sealed bids can be waived, and the purchase made in the fastest possible manner. (MCA Title 7, Chapter 5) D.8 TRIAL BASIS PURCHASING Often opportunities arise in the form of an offer to use and try materials and/or products from 10 to 90 days before requiring the City to purchase. These orders will be placed in the usual manner. Submit a purchase order to the Finance Department and clearly indicate that it is on a term basis only. Place the order accordingly and advise the user when the time has come to either purchase or return the merchandise. This will prevent the City from incurring obligation for payment if the order is not returned in time, or if it is lost or damaged in the mail. D.9 SURPLUS PROPERTY PROCUREMENT In reference to MCA Title 18, Chapter 5, a Montana state agency is designated for federal surplus property. D.10 SURPLUS PROPERTY DISPOSAL The Purchasing Agent is designated as Surplus Sales Officer. He/she is responsible for disposing of all surplus personal property, and obsolete and scrap material of any type that belongs to the City of Billings in a manner and on terms that are in the best interest of the City, provided that the procedure and the terms are in accordance with State statute and in compliance with existing City policies. City of Billings Purchasing Procedures July 2017 Page 18 of 24 Surplus, worn-out or obsolete material and equipment may be disposed of in any of the following ways: ■ By selling or donating to other City departments through surplus property. ■ By cannibalizing. ■ By trading in on new equipment. ■ By advertising for sale and selling at auction, or by advertising and obtaining sealed bids and selling to the highest responsible bidder. ■ By selling as scrap or recycling. ■ Junking or recycling. ■ By special Council approval. The Purchasing Agent, with the assistance of department representatives, shall approve the disposal process of all surplus property. Approved disposal forms, with appropriate documentation attached, shall be retained by the Purchasing Agent for the City's official files. All proceeds from the sale of these items will be deposited with the department that last had possession of the items and copies of documentation filed with the disposal form with the Purchasing Agent. City of Billings Purchasing Procedures Page 19 of 24 July 2017 E.1 APPROVALS OF INVOICES AND PURCHASE ORDERS Purchase Orders and Invoices must be approved, as follows, in the following order: $0-$1000 4 Department Designee 4 Purchasing Agent $1,000 to $10,000 4 Department Designee 4 Purchasing Agent 4 Finance Director $10,000 and above 4 Department Designee 4 Purchasing Agent 4 Finance Director -City Administrator F.1 Generally, whether it is for goods or services, suppliers will be engaged through a written document. This can either be a purchase order or contract. Contracts are required for all goods over $10,000 and services over $5,000. F.2 Purchase Orders or Invoices — Purchase Orders and Invoices are created by each respective City department and approved through the Delegation of Signing Authority levels. City of Billings Purchasing Procedures Page 20 of 24 July 2017 F.3 CONTRACTS Contracts include all documents including, for example, bid specifications which create obligations on the part of the City of Billings and the contracting party, insurance certificates, drawings, etc. F.3.1 COUNCIL APPROVED CONTRACTS Department representative must send a draft contract to the Legal Department to review before having the contractor sign. The contractor then signs the legally reviewed and approved two (2) copies of the contract, and sends the contracts back to the department representative. The department representative then sends the contracts to the Legal Department for final review and sign off. The Legal Department will send the contract to the City Clerk for the Mayor to sign which is the final signature. The City Clerk attests the Mayor's signature. The original copy of the contract is retained by the City Clerk and the remaining signed original contract is forwarded to the department representative to send to the contractor. Use the Contract Routing Form for every contract. Signature Flow: Contractor (Supplier) -> Legal --> City Clerk/Mayor F.3.2 NON -COUNCIL APPROVED CONTRACTS Department representative must send a draft contract to the legal department to review before having the contractor sign. The contractor then signs the legally reviewed and approved two (2) copies of the contract, signs and sends the contracts back to the department representative. The department representative then sends the contracts to the legal department for final review and approval. The legal department will send the contract to the city clerk for the city administrator to sign which is the final signature. The original copy of the contract is then retained by the city clerk and the remaining original signed contract is forwarded to the department representative to send to the contractor. Use the contract routing form for every contract. Signature Flow: Contractor (Supplier) 4 Legal 4City Clerk/City Administrator City of Billings Purchasing Procedures Page 21 of 24 July 2017 Within ten (10) working days after the acceptance of a bid, the bidder and the city shall make, execute and deliver to each other in duplicate a contract in accordance with the bid; provided, that the parties to the contract may extend the period for execution. The city administrator is authorized to execute amendments or change orders to all contracts executed by the mayor if the changes do not exceed his/her signing authority, as designated by resolution. Furthermore, the city administrator is authorized to execute amendments or change orders to all contracts executed by the mayor if the changes are: 1) Within the scope of the project or purchase, provided that increases in the scope of street improvement projects to add improvements requested and paid for by adjacent property owners are permissible; 2) Executed in writing; and, 3) The increase in contract amount does not exceed: a. Ten (10) percent of the contract price; or, b. Five hundred thousand dollars ($500,000.00); or, c. The original budgeted contingency, whichever is less. The total amount of all change orders or amendments on any given project will be cumulatively combined. When any single amendment or change order exceeds the limit under subsection (b), the proposed change must be presented to the city council for approval. However, where the size of the contract makes it probable that administrative change order authority will be quickly exhausted, the city council may, upon recommendation of the city administrator, extend the aggregate limits of subsection (b) in an amount set by council resolution for a specific project. City of Billings Purchasing Procedures July 2017 Page 22 of 24 Amount Petty Purchasing Purchase Written Sealed RFP Cash Card Order/Invoice Quotes Bids $0-$99.99 X *X X $100 - $2499.99 X X $2,500- X $4,999.99 $5,000- X $49,999.99 > $19,999.99 X (architect, engineer & land survey, consultant, professional services) > $49,999.99 X (automobile, trucks, construction, equipment, materials) BLANKET ORDERS — May be created for Fleet/Inventory purchases as well as any other monthly repetitive purchases. * Purchases for Fleet and Inventory may NOT be made on Purchasing Cards City of Billings Purchasing Procedures Page 23 of 24 July 2017 BIG SAY C O CD G All forms, template documents, etc. are located on the Server at XXit-w3k071all usersTurchasing City of Billings Purchasing Procedures Page 24 of 24 July 2017 NEXT RES. NO. R18-19 NEXT ORD. NO. 018-01 CITY OF LAUREL CITY COUNCIL AGENDA TUESDAY — MAY 15, 2018 — 6:30 P.M. WELCOME ... By your presence in the City Council Chambers, you are participating in the process of representative government. To encourage that participation, the City Council has specified times for citizen comments on its agenda -- once following the Consent Agenda, at which time citizens may address the Council concerning any brief community announcement not to exceed one minute in duration for any speaker; and again following Items Removed from the Consent Agenda, at which time citizens may address the Council on any matter of City business that is not on tonight's agenda. Each speaker will be limited to three minutes, unless the time limit is extended by the Mayor with the consent of the Council. Citizens may also comment on any item removed from the consent agenda prior to council action, with each speaker limited to three minutes, unless the time limit is extended by the Mayor with the consent of the Council. If a citizen would like to comment on an agenda item, we ask that you wait until the agenda item is presented to the Council by the Mayor and the public is asked to comment by the Mayor. Once again, each speaker is limited to three minutes. Anyperson who has any question concerning any agenda item may call the City Clerk -Treasurer's office to make an inquiry concerning the nature of the item described on the agenda. Your City government welcomes your interest and hopes you will attend the Laurel City Council meetings often. 1. Pledge of Allegiance. 2. Roll Call of the Council. 3. Approval of Minutes of May 1, 2018. 4. Correspondence. • CHS Letter — Road Closure 5. Council disclosure of ex parte communications. 6. Public Hearing. 7. Consent Items. NOTICE TO THE PUBLIC The Consent Calendar adopting the printed Recommended Council Action will be enacted with one vote. The Mayor will first ask the Council members if any Council member wishes to remove any item from the Consent Calendar for discussion and consideration. The matters removed from the Consent Calendar will be considered individually at the end of this Agenda under "Items Removed from the Consent Calendar. " (See Section 12.) The entire Consent Calendar; with the exception of items removed to be discussed under 'Items Removed from the Consent Calender; " is then voted upon by roll call under one motion. a. Claims for the month of May 2018. b. Clerk/Treasurer Financial Statements for the month of April 2018. C. Approval of Payroll Register for PPE 5/6/2018 totaling $ d. Receiving the Committee/Board Minutes into the Record. 1) Budget/Finance Committee minutes of May 1, 2018. 2) Council Workshop minutes of May 8, 2018. 3) Tree Board minutes of April 26, 2018. 4) Park Board minutes of May 3, 2018. 5) Library Board minutes of April 10, 2018, 6) LURA minutes of April 16, 2018. 7) Emergency Services Committee minutes of April 23, 2018. 8) Laurel Airport Authority minutes of April 24, 2018. 9) City -County Planning Board minutes of May 3, 2018. 8. Ceremonial Calendar. • Poppy Day Proclamation 9. Reports of Boards and Commissions. 10. Audience Participation (Three -Minute Limit). Citizens may address the Council regarding any item of City business that is not on tonight's agenda. Comments regarding tonight's agenda items will be accepted under Scheduled Matters. The duration for an individual speaking under Audience Participation is limited to three minutes. While all comments are welcome, the Council will not take action on any item not on the agenda. 11. Scheduled Matters. a. Confirmation of Appointments. b. Resolution No. R18-_: A resolution of intent to adopt an official Schedule of Fees and charges for the City of Laurel repealing all previous resolutions that set fees or charges that conflict with the schedule attached hereto upon its effective date. C. Resolution No. R18-_: A resolution of the City Council authorizing the Mayor to sign an addendum to the existing Mutual Aid Agreement for firefighting agencies throughout Yellowstone County. d. Resolution No. R18-_: A resolution of the City Council authorizing the Mayor to sign a mutual aid agreement for fire protection between the City of Laurel and the Park City Fire District. 12. Items Removed From the Consent Agenda. 13. Community Announcements (One -Minute Limit) This portion of the meeting is to provide an opportunity for citizens to address the Council regarding community announcements. The duration for an individual speaking under Community Announcements is limited to one minute. While all comments are welcome, the Council will not take action on any item not on the agenda. 14. Council Discussion. Council members may give the City Council a brief report regarding committees or groups in which they are involved. 15. Mayor Updates 16. Unscheduled Matters. 17. Adjournment. DATES TO REMEMBER: Library Board (Cancelled) - Tuesday, May 81h @ 6:00 p.m. Laurel Library Council Workshop - Tuesday, May 8`h @ 6:30 p.m. Council Chambers Tree Board - Thursday, May 101h @ 9:30 a.m. PWD Conference Room Budget/Finance Committee - Tuesday, May 15`h @ 5:00 p.m. Council Conference Room Public Works Committee - Monday, May 21S` @ 6:00 p.m. Council Chambers Laurel Urban Renewal Agency - Monday, May 21S' @11:00 a.m. Council Chambers Cemetery Commission - Tuesday, May 22"d @ 5:00 p.m. Council Conference Room City Council Water Plant Field Trip - Tuesday, May 22nd @ 6:00 p.m. Meet at City Hall Laurel Airport Authority - Tuesday, May 22"d @ 7:00 p.m. Laurel Airport City Hall Closed — Memorial Day - Monday, May 28`h Emergency Services Committee (Cancelled) - Monday, May 28`h @ 5:30 p.m. Council Chambers Council Workshop - Tuesday, May 291h @ 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 Langve, PO Box 10, Laurel, MT 59044, or present your request at City Hall, 115 West First Street, Laurel, Montana.