HomeMy WebLinkAboutCity Council Packet 06.05.2018NEXT RES. NO. R18-22
NEXT ORD. NO. 018-01
CITY COUNCIL AGENDA
TUESDAY — June 5, 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 far any speaker; and again following Items Removed./ rom the Consent
Agenda, at which time citizens may address the Council on any matter of City business that is not on tonight's agenda. Each
speaker will be limited to three minutes, unless the time limit is extended by the Mayor with the consent of the Council.
Citizens may also comment on any item removed from the consent agenda prior to council action, with each speaker limited
to three minutes, unless the time limit is extended by the Mayor with the consent of the Council. If a citizen would like to
comment on an agenda item, we ask that you wait until the agenda item is presented to the Council by the Mayor and the
public is asked to comment by the Mayor. Once again, each speaker is limited to three minutes.
Any person who has any question concerning any agenda item may call the City Cleric -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 15, 2018.
4. Correspondence.
O Executive Order No. EO -01-18
+ CHS Letter — June 19d' and 201h Road Closure
® Governor Bullock & Attorney General Fox in Billings for Yellowstone River Recreation
Project Priority Plan
5. Council disclosure of ex parte communications.
6. Public Hearing.
Intent to adopt an official Schedule of Fees and Charges (Resolution No. R18-19
approved on May 15, 2018)
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 Calendar, " is then voted upon by roll
call under one motion.
a. Claims for the month of May 2018.
b. Approval of Payroll Register for PPE 5/20/2018 totaling $174,051.80.
C. Receiving the Committee/Board Minutes into the Record.
1)
Budget/Finance Committee minutes of May 15, 2018.
2)
Council Workshop minutes of May 8, 2018.
3)
Council Workshop minutes of May 29, 2018.
4)
LURA minutes of April 16, 2018.
5)
Tree Board minutes of May 10, 2018.
6)
Laurel Airport Authority minutes of April 24, 2018.
7)
Transit Authority Committee minutes of March 28, 2018.
8)
Cemetery Commission minutes of May 22, 2018.
8. Ceremonial Calendar.
9. Reports of Boards and Commissions.
10. Audience Participation (Three -Minute Limit).
Citizens may address the Council regarding any item of City business that is not on tonight's agenda. Comments regarding
tonight's agenda items will be accepted under Scheduled Matters. The duration for an individual speaking under Audience
Participation is limited to three minutes. While all comments are welcome, the Council will not take action on any item not
on the agenda.
11. Scheduled Matters.
a. Confirmation of Appointments.
i. Re -appointment of Wallace Hall to Cemetery Commission for a two-year term ending
June 30, 2020.
b. Resolution No. R18-22: A resolution 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. R18-23: A resolution approving an agreement between the City of Laurel and
Yellowstone Boys and Girls Ranch, relating to fire protection. (Fiscal Year 2018-2019)
d. Resolution No. R18-24: A resolution approving an agreement between the City of Laurel and
Fire District No. 8, relating to fire protection. (Fiscal Years 2018-2019; 2019-2020; 2020-
2021)
e. Resolution No. R18-25: A resolution accepting the Bid fi-om COP Construction, LLC and
authorizing the Mayor to sign all related contract documents for the project know as Phase 3
WTP SED Basin Removal and Replacement Project.
E Resolution No. R18-26: A resolution of the City Council amending the Purchase and
Procurement Policy for the City of Laurel
g. Resolution No. R18-27: A resolution authorizing and approving additional services by KLJ
under the task order for planning services approved via Resolution No. R18-12 constituting
the preparation of and assistance with the adoption of new floodplain regulations for the City
of Laurel, Montana.
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:
Budget/Finance Committee - Tuesday, June 51 @ 5:30 p.m. Council Conference Room
Laurel City Council - Tuesday, June 51' @ 6:30 p.m. Council Chambers
City -County Planning Board
- Thursday, June 7"'
@10:00 a.m.
Council Chambers
Park Board
- Thursday, June 7"
@ 5:30 p.m.
Council Chambers
Cemetery Commission
- Tuesday, June 121
@ 5:00 p.m.
Council Conference Room
Library Board
- Tuesday, June 121
@ 6:00 p.m.
Laurel Library
Council Workshop
- Tuesday, June 12"'
@ 6:30 p.m.
Council Chambers
Public Works Committee
- Monday, June 18"
@ 6:00 p.m.
Council Chambers
Laurel Urban Renewal Agency
- Monday, June 181"
@11:00 a.m.
TBD
Budget/Finance Committee
- Tuesday, June 19'
@ 5:30 p.m.
Council Conference Room
Laurel City Council
- Tuesday, June 191
@ 6:30 p.m.
Council Chambers
Tree Board
- Thursday, June 215`
@ 9:30 a.m.
PWD Conference Room
Emergency Services Committee
- Monday, June 25`h
@ 5:30 p.m.
Council Chambers
Council Workshop
- Tuesday, June 261
@ 6:30 p.m.
Council Chambers
Laurel Airport Authority
- Tuesday, June 26"
@ 7:00 p.m.
Laurel Airport
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.
MINUTES OF THE CITY COUNCIL OF LAUREL
MAY 15 2018
A regular meeting of the City Council of the City of Laurel, Montana, was held in the
Council Chambers and called to order by Mayor Tom Nelson at 6:30 p.m. on May 15, 2018.
COUNCIL MEMBERS PRESENT:
COUNCIL MEMBERS ABSENT:
OTHER STAFF PRESENT:
Emelie Eaton
Heidi Sparks
Bruce McGee
Richard Herr
Scot Stokes
Iry Wilke
Richard Klose
Bill Mountsier
None
Bethany Langve, Clerk/Treasurer
Mayor Nelson led the Pledge of Allegiance to the American flag.
Mayor Nelson asked the council to observe a moment of silence.
MINUTES:
DRAFT
Motion by Council Member McGee to approve the minutes of the regular meeting of May 1,
2018, as presented, seconded by Council Member Eaton. There was no public comment or council
discussion. A vote was taken on the motion. All eight council members present voted aye. Motion
carried 8-0.
CORRESPONDENCE.
• CHS Letter — Road Closure
• Laurel Chamber of Commerce minutes of April 12, 2018; Laurel Chamber of Commerce
Agenda of May 10, 2018.
COUNCIL DISCLOSURE OF EX PARTE COMMUNICATIONS: None.
PUBLIC HEARING: None.
CONSENT ITEMS:
• Claims for the month of May 2018 in the amount of $96,873.22.
A complete listing of the claims and their amounts is on file in the Clerk/Treasurer's Office.
• Clerk/Treasurer Financial Statements for the month of April 2018.
• Approval of Payroll Register for PPE 5/6/2018 totaling $181,323.85.
• Receiving the Committee/Board/Commission Reports into the Record.
--Budget/Finance Committee minutes of May 1, 2018, were presented.
--Tree Board minutes of April 26, 2018, were presented.
--Park Board minutes of May 3, 2018, were presented.
--Library Board minutes of March 13, 2018, were presented.
--Library Board minutes of April 10, 2018, were presented.
--Library Board minutes of May 8, 2018, were presented.
The mayor asked if there was any separation of consent items. There was none.
Council Minutes of May 15, 2018
Motion by Council Member Eaton to approve the consent items as presented, seconded by
Council Member McGee. There was no public comment or council discussion. A vote was taken on
the motion. All eight council members present voted aye. Motion carried 8-0.
CEREMONIAL CALENDAR:
• Poppy Day Proclamation
Mayor Nelson read the Poppy Day Proclamation and proclaimed May 25, 2018, as Poppy Day in the
City of Laurel.
REPORTS OF BOARDS AND COMMISSIONS: None.
AUDIENCE PARTICIPATION (THREE-MINUTE LIMIT):
Karl Dan Koch, 320 Colorado Avenue, spoke regarding the handicap parking lot near the sports
complex. He gave an update on what has been done and what he still would like done with this
parking lot.
Pastor Jason, lives at 320 7eh Avenue and is the Pastor of Our Savior Lutheran Church, spoke
regarding starting a community garden for the City of Laurel. Currently Our Savior Lutheran Church
as approximately half an acre of undeveloped land they would like to turn into a community garden.
Vi Hill, 2707 N. Ramshorn Drive, spoke in favor of the community garden. She requested Council
discuss this topic at their next Workshop.
Mayor Nelson stated that Council would discuss at the next Workshop.
Vi Hili, 2707 N. Ramshorn Drive, also gave an update on the Bright and Beautiful Clean-up Day.
Do not have official tonnage reports yet, but did take in more loads than previous years.
SCHEDULED MATTERS:
• Confirmation of Appointments.
• Resolution No. RIS -19: 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.
Motion by Council Member Sparks to approve Resolution No. R18-19, seconded by Council
Member Eaton. There was no public comment or council discussion. A vote was taken on the
motion. All eight council members present voted aye. Motion carried 8-0.
• Resolution No. R18-20: 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.
Motion by Council Member He to approve Resolution No. R18-20, seconded by Council
Member McGee. There was no public comment or council discussion. A vote was taken on the
motion. All eight council members present voted aye. Motion carried 8-0.
• Resolution No. R18-21: 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.
Motion by Council Member Wilke to approve Resolution No. R18-21, seconded by Council
Member Mountsier. There was no public comment or council discussion. A vote was taken on the
motion. All eight council members present voted aye. Motion carried 8-0.
ITEMS REMOVED FROM THE CONSENT AGENDA: None.
COMMUNITY ANNOUNCEMENTS (ONE -MINUTE LIMIT): None.
COUNCIL DISCUSSION:
It was noticed by a Council Member who attended the Bootcamp/Workshop last week that some
Cities and Towns have purchased tablets for their Council Members. The tablets could offer a
solution to the issues that many have found with accessing their emails.
Council Minutes of May 15, 2018
Mayor Nelson stated that the City would investigate the feasibility of this option and report back to
Council.
Mayor Nelson was thanked for reading and signing the Poppy Day Proclamation.
The Reserve Officers graduate this Saturday, May 19"' at 11 a.m. all Council Members have been
invited to attend.
Public Works Committee meeting scheduled for May 21 s` has been canceled.
MAYOR UPDATES:
Mayor Nelson has followed up with the School District Superintendent regarding the volume of the
loudspeakers at the Sports Complex. When there is an update, the Mayor will report back to Council.
Mayor Nelson has also been working with the School District to resolve the parking issues around
the Sports Complex. The discussion was in regards to parking as a whole and did include the lot that
Mr. Koch has brought before the Council.
UNSCHEDULED MATTERS: None.
ADJOURNMENT:
Motion by Council Member Stokes to adjourn the council meeting, seconded by Council
Member Eaton. There was no public comment or council discussion. A vote was taken on the
motion. All eight council members present voted aye. Motion carried 8-0:
There being no further business to come before the council at this time, the meeting was adjourned at
6:55 p.m.
fr)itneyAdministrative Assistant
Approved by the Mayor and passed by the City Council of the City of Laurel, Montana, this 5`1 day
of June 2018.
Thomas C. Nelson, Mayor
Attest:
Bethany Langve, Clerk/Treasurer
CITY HALL Ci *ty of Laurel
PUB WORKS: 628-4796 J
PWD FAX: 628-2241
WATER OFFICE: 628-7431 P.O. Box 10
WTR FAX: 628-2289 Laurel, Montana 59044
MAYOR: 628-8456
EXECUTIVE ORDER NO. EO -01-18
Issued May 23, 2018
Office of the Mayor
WHEREAS, substantial and continuing heavy rains over the past 24 hours and
the above-average snow pack has created a significant and dangerous rise in the level of
the Yellowstone River near the City of Laurel, Montana; and
WHEREAS, the National Weather Service has issued a Flood Watch for the
Yellowstone River throughout Yellowstone County, including the Clarks Fork of the
Yellowstone River, the confluence of which occurs immediately southeast of the City of
Laurel; and
WHEREAS, the City of Laurel is currently committing all available resources
and taking all possible actions to respond, mitigate, minimize and/or alleviate the impact
of the flooding on the City's critical infrastructure that is located adjacent or near the
Yellowstone River.
NOW, THEREFORE, BE IT RESOLVED by the Mayor of the City of Laurel
that an emergency is hereby declared pursuant to M.C.A. § 10-3-402, and applicable
provisions of the City of Laurel Emergency Operation Plans are in effect. This
emergency declaration is effective from May 23, 2018 through the flood season and will
be terminated upon subsequent order from the Mayor of the City of Laurel or resolution
of the City Council.
BE IT FURTHER RESOLVED, that copies of this Executive Order shall be
immediately filed at the Office of the City Clerk and Recorder in Laurel, the Montana
Disaster and Emergency Services Division in Helena, with a copy provided to
Yellowstone County Officials as deemed necessary or prudent.
SO ORDERED on this 23 d day of May, 2018.
CITY OF LAUREL
Thomas C. Nelson, Mayor
City of Laurel is an EEO Employer
Equal Housing Opportunity
CITY HALL !
115 W. IST ST.
MAYOR OFC.: 628-8456
PUB. WORKS: 628-4796
WATER OFC.: 628-7431 P.O. Box 10
COURT: 628-1964 Laurel, Montana 59044
FAX 628-2241
Office of the Public Works
Director
CITY OF LAUREL DECLARES LOCAL i i i
EMERGENCY
05/23/2018 1:00 PM
The City of Laurel has declared a state of emergency for flooding effective immediately.
Heavy rains over the last 24 -hours and persistent above average snowpack upstream of
Laurel have produced a significant rise in the Yellowstone River which is predicted to
continue with spring runoff. The National Weather Service issued a Flood Watch for the
Yellowstone River throughout Yellowstone County and a Flood Warning for the Clarks
Fork of the Yellowstone River, the confluence of which occurs just southeast of Laurel.
The City of Laurel is working to minimize impacts to the water plant and associated
critical infrastructure near the river. Work will include the temporary construction of a
barrier to divert waters using sandbags, earthen berms and other structures. There are
currently no impacts to drinking water or service in Laurel.
LHS
CHS Laurel Refinery
803 US Highway 212 South
Laurel, MT 59044
Dear Laurel City Hall,
In late April, CHS sent you a letter to inform you of a bridge construction project taking place at the
CHS Laurel Refinery, in Laurel, Mont. The project is located on the southern edge of the refinery
immediately adjacent to Montana State Highway 212 and requires lane closures that may cause
minor traffic delays.
To safely lift the bridge into place, Highway 212 will be closed on June 19 from 1 p.m. -3 p.m. and
on June 20 for 12 hours, starting at 7 p.m. Traffic will be rerouted along a route approved by
Yellowstone County and the Montana Department of Transportation (See Attached).
The new bridge will service a new electric substation that will provide power to all areas of the
refinery.
I have enclosed maps and an information sheet with further information. If you have questions
about the project, please contact me at 406-628-5383 or Brandon. Gauthier@chsinc.com.
Thank you,
Brandon Gauthier
Project Manager, CHS Laurel Refinery
406-628-5383
Brandon. Gauthier(Wchsinc.com
Farmer -owned with
global connections
The CHS Refinery in Laurel, MT processes roughly 60,000 barrels
of crude oil a day. Providing three percent of the United States' daily
consumption requires upkeep and improvements. To ensure ongoing
safety and operations, CHS is installing a new bridge to carry both
workers and electrical power over US Highway 212 and the BNSF
railroad tracks into the refinery.
Currently two bridges carry workers &
liquids over Highway 212
The CHS Refinery maintains two bridges that cross above Highway
212 and the railroad tracks. These bridges have been used for
decades. One bridge carries workers to/from the refinery offices. A
second bridge conveys products over Highway 212 and train tracks
that bisect the refinery. The new bridge will carry workers and 46,
three-inch, insulated power cables from a new Northwestern Energy
substation into the refinery.
CHS is building a third bridge over Highway 212
In cooperation with Northwestern Energy, CHS is building a new
electric substation between Bernhardt Road and the Laurel Water
Plant, on the east side of Highway 212. The new substation will
replace an older substation within the refinery boundaries. The
new substation is planned to come online in 2018 and will provide
power to all areas of the refinery via the new bridge.
Planned bridge construction
May -July 2018.
I
When will work begin?
When completed, the bridge will not affect Highway 212 traffic.
Construction of the new bridge has already begun and is expected
to finish in early summer of 2018.
I
April
Expect to see steel bridge parts ,
delivered and stored on CHS property
near 1-90 and Highway 212. There
May
may be slight travel delays as
delivery trucks enter the refinery.
'
Construction begins in the bridge pier
areas which are outside of Highway
Late May
`J
212. Nutting Road and the railroad
may have some short closures for
Cranes will be brought in to lift the
construction needs.
bridge and place it on towers. Short
closures will occur on Nutting Road
but delays are not expected on
Highway 212. One or two lanes will be
closed on Highway 212 to keep
Early June
vehicles outside the construction
Highway 212 will be
areas and may cause a minor
for lifting the bridge over the highway.
slow -down of traffic for a short time.
Drivers will be routed to Thiel, River,
and Duck Creek Roads to get to the
Frontage Road and 1-90 Exit 437 [the
Late June
East Laurel interchange]. CHS is
Cranes and construction materials
coordinating with agencies and will
will be removed as quickly as
'
provide notification well before closure.
possible and should have little
impact on Highway 212.
Summary
As the nation's largest cooperative refiner, CHS sells more than
three billion gallons of refined fuels each year. The CHS Laurel
Refinery continues to find better and safer ways to get both workers
and electrical power in and out of the Laurel Refinery.
We appreciate your patience during the construction period and
ask that you slow down during construction activities. If you have
concerns or see unsafe activities during construction, please contact
the CHS Refinery at (406) 628-5383.
Imrj)
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Briftnex Moorman
From: Stickney, Alicia <AliciaStickney@mt.gov>
Sent: Tuesday, May 29, 2018 9:04 AM
To: Stickney, Alicia
Subject: Governor Bullock & Attorney General Fox in Billings for Yellowstone R Recreation
Project Priority Plan
Please join Governor Steve Bullock and Attorney General Tim Fox tomorrow as they announce the approval of
the Yellowstone River Recreation Project Priority Plan and highlight projects in the Billings area.
Wednesday, May 30 11:00 AM Riverfront Park, Billings
Event location: City of Billings Riverfront Park, directly off the South Billings Boulevard at the bridge over the
Yellowstone River.
You are receiving this email because you or your organization has commented on or expressed interest in the
Programmatic Damage Assessment and Restoration Plan and Final Programmatic Environmental Assessment
for the Exxonmobil Pipeline Company July 1, 2011 Yellowstone River Oil Spill (restoration plan).
As part of the implementation of the Final Programmatic Damage Assessment and Restoration Plan and Final
Programmatic Environmental Assessment for the Exxonmobil Pipeline CompanyJuly 1, 2011 Yellowstone River
Oil Spill prepared 6«the U.S.Department ufthe Interior, through the Bureau ofLand Management and U.S.
Fish and Wildlife Service, and the State of Montana through the Department of Justice Natural Resource
Damage Program (NRDP),the Yellowstone River Recreation Project Adxisory[ornrnitteeandtheNRDP
prepared a plan that identifies priorities and funding for Yellowstone River recreation projects. On May 24,
the committee approved the draft final of the priority plan that they will recommend to the Governor.
Thanks,
Alicia Stickney
Natural Resource bmmugaProgram
Mvmonn buportmen,ufJust/co
P0Box 2O1425
172O9^6 Avenue
Helena, *\T5962O'1425
4O6-444-1346off ice
406-422-9854 cell
urani-VIII-XV, N— - h
3111 1goMyai3 *3tie19
MINUTES
BUDGET/FINANCE COMMITTEE
MAY 15, 2018 5:30 P.M.
COUNCIL CONFERENCE ROOM
Emelie Eaton
Richard Klose
Bethany Langve
Bruce McGee
Scot Stokes
Mayor Tom Nelson
Emelie called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m.
There was no public present.
The next scheduled meeting will be June 5, 2018 at 5:30 p.m.
The minutes of the May 1, 2018 meeting were presented. Bruce made a motion to approve the
minutes as presented, seconded by Richard, all in favor, motion passed.
The Mayor has reviewed and signed the April journal vouchers. Richard made a motion to approve
the March journal vouchers, Scot seconded, all in favor, motion passed.
The Utility Billing adjustments were reviewed by the Committee. Bethany noted that there was
nothing unusual about the adjustments. The adjustments were reviewed by each committee member.
Richard made a motion to approve the UB adjustments, Scot seconded, all in favor, motion passed.
The monthly financial statements were reviewed by the Committee. Bethany briefly went through
the reports. Scot made a motion to accept the financial statements, Richard seconded, all in favor,
motion passed.
There were no Purchase Requisitions presented to the Committee.
Claims entered through 05/14/2018, totaling $96,873.22, were presented to the Committee. Scot had
previously reviewed the claims detail register and check register. There no questions from the
committee regarding the claims. Scot made a motion to recommend approval of the claims to Council,
Bruce seconded the motion, all in favor, motion passed.
The Comp/Overtime report for PPE 05/06/18 was reviewed by the Committee. There were no
questions regarding this Comp/Overtime report.
The Payroll Register for PPE 05/06/18 totaling $181,323.85 was reviewed by the Committee. Scot
made a motion to recommend approval of the payroll register to the Council, Richard seconded the
motion, all in favor, motion passed.
Clerk/Treasurer's Comments: Bethany had no comments.
Mayor's Comments: The Mayor stated the meetings to finish up Budget talks with the Department
Heads will be scheduled soon. The Committee asked what the 10% budget cuts from each General
Fund department was going to be used for. The Mayor stated that he wants to hire one additional
police officer and work on the Ambulance Department. The Mayor stated that the Ambulance
Department has improved by leaps and bounds but there is still a lot of work to be done. The Fire
Chief is looking at changing the billing company being used by the Ambulance Department. He is
hoping this will help increase revenues. The Committee asked if the City just changed the billing
company. The Mayor stated that the billing company wasn't changed but the Schedule of Fees and
Charges was changed. The Committee asked what the Fiscal Year 2019 Capital Improvement Funds
were going to be used for. The Mayor stated that the City needs a new phone system and that is what
the funds will be budgeted for.
The Mayor stated that no resolution regarding West Railroad being repaired with urban funds was
found. He does understand that something needs to be done on West Railroad as there is a very large
hole in the road. The Committee stated that the Public Works Committee brought the urban route and
the hole in the road up when the resolution was signed to approve West Railroad as the priority urban
route. West Railroad was then incorporated into a LURA project that included the roundabouts. The
State doesn't like the roundabouts and the grain elevators can be considered historic, so the roundabout
project is not looking feasible. The Committee wants to know what the process is for getting West
Railroad repaired using urban funds. Bethany stated that it was her understanding notification needed
to be sent to Katie Potts with MDT to set West Railroad as the priority. The Mayor stated that he
believed a resolution of intent to release the funds for use needed to be done. The Committee would
like to discuss this at the May 29th Council Workshop. The Mayor stated that input from the State is
required to find out how this project can be set in motion. He also wants to make sure this project will
not affect the TIF District extension. The Committee asked if any urban funds had been expended. It
was thought that half the funds will be used for the traffic study and the other half will be used for the
improvements. The Mayor stated that he doesn't believe any of the funds have been used to date. He
will get information and have it in front of Council on the May 29th Workshop meeting.
Other:
The Committee asked Bethany to bring the current fiscal year totals, for the dumping station, to the
next meeting. The Committee asked if any stats for the Laurel Clean -Up had been received yet. The
Mayor stated that he has not received any yet. The Committee stated that the Laurel Clean -Up is a
great event for the community and helps keep the City looking clean. Lots of brush and debris piles
were removed during the clean-up.
The Committee asked if Rotary was beneficial to the City. The Mayor stated that it is an opportunity
for the City to network with local businesses. The Mayor will have the CAO go to these meetings
once he/she is hired.
For the Next Agenda:
Dumping Station Fees
The meeting adjourned at 6:25 p.m.
ly submitted,
y an City Clerk/Treasurer
COUNCIL WORKSHOP
MAY 8, 2018 6:30 P.M.
COUNCIL CHAMBERS
A Council Workshop was held in the Council Chambers and called to order by Mayor Tom Nelson at
6:30 p.m. on May 8, 2018.
COUNCIL MEMBERS PRESENT:
_x Emelie Eaton _x Heidi Sparks
x Bruce McGee x Richard Herr
Scot Stokes x Iry Wilke
x Richard Klose x Bill Mountsier
OTHERS PRESENT: Matt Wheeler, Maintenance Superintendent
Kurt Markegard, Public Works Director
Rick Musson, Chief of Police
Nancy Schmidt, Library Director
Public Input
Karl Dan Koch, 320 Colorado Avenue, spoke regarding the handicap parking located near the Sports
Complex. Requested the City explore the option of angled parking within the handicap parking lot.
Mayor Nelson stated he would follow up on this issue and report back to Council.
General Items
There were none.
Executive Review
o Poppy Proclamation
The poppy tradition started after World War 1. Poppy's are symbolic of the bloodshed during the war.
The American Legion Axillary distributes poppies the Friday before Memorial Day, this year this day
will be May 25th. The poppies are funded by donations.
• 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.
Council requested the copy that shows the changes made to the document; their packets included the
copy that showed what the final document would look like. This item was moved to later in the
meeting to accommodate the printing of that version of the document.
Mayor Nelson gave a brief overview of what the Schedule of Fees and Charges is used for and why
the City goes through this process on a regular basis.
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.
Council Workshop Minutes of May 8, 2018
This is a Mutual Aid Agreement for all firefighting agencies within Yellowstone County to assist one
another in the event of an emergency. There were no changes made from what the City signed last
year.
It was questioned if this document states how Laurel will assist Park City; it was questioned if there is
a separate document stating how Park City will assist Laurel.
Mayor Nelson clarified that this question is for the following resolution discussing the Mutual Aid
Agreement between Laurel and Park City. The resolution being discussed is in regards to Yellowstone
County only. Mayor Nelson stated that he was unsure and look into that further.
• 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. (Continued)
Upon the distribution of the copy that showed all changes made to the document, discussion
continued from the previous agenda item. Council took a brief moment to look over the document.
The document with proposed changes is attached to these minutes.
It was questioned why the camping fees for Riverside Park were left in the document. It was also
questioned if these fees remained in the Schedule of Fees and Charges because the Riverside Park
Master Plan does call for camping to resume in the Park.
Correct, once construction begins on the campground the Park Board will look at those fees to ensure
that the fees are appropriate. At this time the fee is for future use.
It was questioned if the fee listed for the Advanced EMT class was correct.
The fee is correct. Due to the confusing nature of how track changes are made to the document, it was
not clear that the current fee is $1,200. The Administrative Assistant clarified to the Mayor that the
current fee is $1,200 and the proposed fee is $1,500.
It was questioned if our Ambulance carries the drug used to reverse an opioid overdose (Narcan).
Yes, the Ambulance does carry Narcan (Naloxone). It is listed on the Schedule of Fees and Charges.
It was questioned if the City's Police Officers carry Narcan.
Chief Musson, stated that currently, the City's Police Officers are not carrying Narcan on them. There
is a grant program and training program through AMR. Chief Musson is working on this program for
the City's Police Officers.
It was questioned if pool fees are listed on the Schedule of Fees and Charges.
Those fees are not listed in the Schedule of Fees and Charges. Those fees were removed and are done
separately.
• 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.
2
Council Workshop Minutes of May 8, 2018
This is the same agreement the City signed last year.
It was questioned why the City doesn't have mutual aid agreements with towns such as Joliet.
Mayor Nelson stated he would look into this and report back to Council.
® Council Issues:
o Update on 2011 Yellowstone River flooding event
As reported to Council a few weeks ago, there were soine flow issues with the new intake. Using a
backwash technique they were able to clear some of the screens. However, the rivers turbidities
increased, and the flow decreased again. A company was brought in to use a camera to look inside the
intake and were unable to see inside the lines. The operators will try using a backwash with water to
try and clear the screens out. With the river being higher than non -nal it is not possible to see the
intake through the turbidities.
The required survey of the wetlands has been completed. They will meet with the Army Corps of
Engineering in June to discuss if the City took away or added wetlands.
It was questioned what the plan is to remove the rock weir.
The City received an extension until September 2018 to remove the weir. The City will need to wait
until the water is low to safely have the weir removed.
o Purchasing Policy Discussion
Council Member McGee read the attached statement to Council.
Mayor Nelson invited Department Heads to speak to Council regarding the obstacles they have
encountered prior to the current purchasing policy. Council Packets included a copy of each of the
City Attorney's clarification emails, the current Purchase and Procurement Policy, and a copy of the
City of Billings Purchasing Procedures. All of which are attached to these minutes.
Police Chief Musson spoke regarding how his department is run. He reiterated that his department
does not use multiple purchase orders to circumvent the system. Through the years Department Heads
have seen many different limits set to their spending. He about spoke the difficulties he as a
Department Head has run into with the various spending caps. Each year Department Heads submit
their budgets to the Mayor and Council for approval. Each year Department Heads are expected to
keep their Department's on budget. By reducing the Department Heads spending limit, it would
require access to an authorized signer on a consistent basis. Chief Musson over the course of his
career has seen spending cap as low as $100 and as high as $5,000. He feels the current spending cap
of$1,000 is fair and should not limit his ability to do his job.
Kurt Markegard, Public Works Director, spoke regarding the difficulties of getting approval which a
lower spending cap. The Chief Administrative Officer helped streamline this process. He gave an
example of a pressurized sewer leak on East Main. There was difficulty in getting a small service
contract processed with staff out at training. East Main is a State highway and needed to be opened in
a timely manner. Changing the purchasing policy could lengthen the time needed to obtain approval
and cause further issues. He gave further examples such as a tire repair or purchasing water meters in
a larger quantity such as those purchased for the 12-plex on 81h Avenue. He reassured Council that his
3
Council Workshop Minutes of May 8, 2018
department is mindful of the bottom dollar, as an example when there is a water main break his
department works to remedy the issue as soon as possible so as not to cause additional damage to the
streets, curbs or gutters. While he agreed the current spending caps are fair, he also agreed there is
always room for improvement.
Nancy Schmidt, Library Director, spoke regarding the process she goes through to spend funds.
Unlike other departments, she takes both her budget and expenditures to the Library Board. Reducing
the Department Head spending limit would significantly increase the approval time for Library
purchases. She spoke to the obstacles she would face as a Department Head if the spending cap was
reduced. She understood Council's need to review expenditures but requested that Council not tie
their hands in the process.
Council Member McGee clarified his earlier statement. There have been two abuses that have become
evident, one being multiple purchase orders and the second being not getting prior approval before
spending over the allotted spending cap. He does not want to take away the spending ability of the
Department Heads or hinder their ability to run the day to day operation of the City. The issue arose
from the email handed out by the Mayor from the City Attorney. There are a few items that need to be
clarified in the Purchase and Procurement Policy. The first area of clarification is that there should be
no double Purchase Orders (PO). (A double PO is when expenditure is split between two PO's to
make each be below the spending cap and therefore not require additional approval as per the
Purchase and Procurement Policy.) The second area of clarification is procurement over $5,000 needs
advanced planning. The third area of clarification is the spending cap of $5,000, this is a large
spending cap and could be discussed further. All known loopholes should be closed and appropriate
clarifications made. He reiterated that Council should be able to repeal and replace the current
Purchasing and Procurement Policy as not to affect the day to day of the City.
Council Member Eaton gave background on how this issue came about. There was a charge under
$1,000 that Budget/Finance Committee questioned what the purchase was about. The current Mayor
sat on Budget/Finance Committee during the previous term. On occasion, there were questions
regarding what purchase was, and there were no issues. On one occasion, in recent years, had
Budget/Finance Committee held a claim from the Consent Agenda for further information. On this
occasion, there was an objection to the fact that the Budget/Finance Committee was questioning a
purchase. The Mayor felt that the Budget/Finance Committee was questioning his authority to grant a
purchase. She clarified that Budget/Finance Committee was not questioning his authority to grant the
purchase, but rather asking for clarification on why this purchase was made. After two memos from
the City Attorney, Budget/Finance Committee's resolve was to bring any questions to full Council,
separate claims from the Consent Agenda and discuss under the agenda item "Separate of Consent
Agenda." Once this became an issue, the thought of rewriting the Purchase and Procurement Policy
was brought forward to Council to have further discussion. She questioned the checks and balances on
items approved by the Mayor.
Mayor Nelson served on Budget/Finance Committee for four years, there were no changes until
recently. He had explained why he had authorized the purchase of a dress uniform for the Fire Chief
in Budget/Finance Committee. Budget/Finance Committee were told the Fire Chief already had a
dress uniforim, the Clerk/Treasurer brought this to their attention. Mayor Nelson stated that was false.
There has been issues with the Fire Department spending in the past, such as the double PO
mentioned earlier. He stated that the previous CAO was instrumental in hiring the current
Clerk/Treasurer, which is the Mayor's charge. He stated that there are many things that have gone on
El
Council Workshop Minutes of May 8, 2018
that were not right. The Budget/Finance Committee was advised that they should rescind the Fire
Departments spending authority. There was a memo stating all Fire Department spending needed to
go through Budget/Finance. Mayor Nelson stated he did not agree, but felt he had no recourse in
voicing his objections. He felt that the matter should have been dealt with by the previous Mayor and
not by Budget/Finance Committee. Budget/Finance cannot restrict the spending authority passed via
the Purchasing and Procurement Policy. He stated this is illegal. Mayor Nelson spoke with the City
Attorney regarding the restrictions placed on the Fire Department. The City Attorney wrote an
opinion on how Budget/Finance should conduct themselves. Mayor Nelson did request all
Department Heads to reduce their budgets by ten percent for the next Fiscal Year. He clarified that he
is the supervisor for all Department Heads, and will be sending out an email stated PO's for the same
product within the same week will not be allowed. He was off put that what they were instructed to do
in Budget/Finance was illegal. The City needs to be operating within the scope of the City Charter,
LMC, and legally. Budget/Finance Committee is responsible for purchases from $5,000 to $80,000.
Full City Council is responsible for any purchase above $80,000. Budget/Finance Committee felt they
had the ability to pull any claim for any dollar amount, the Mayor disagreed and asked for
clarification. The Mayor agreed that the policy does need tweaking to sure up all found loopholes.
However, he does not agree that spending caps should be adjusted. The Mayor apologies if he had
offended anyone in the way he went about clarifying this issue. He stated he did have issues with
what Budget/Finance Committee had been told, and to find out that it was not only incorrect but
illegal caused great concern. The Mayor does seek the legal advice of our City Attorney, and tries to
minimize the risk of being sued. The Mayor stated that when the next CAO is hired they will work
closely with the Mayor and will not look like it did before. The Mayor spoke to the various tasks that
are on his plate and what he is doing to be proactive on various issues.
Council Member McGee read a portion of the City Attorney's clarification memos; both memos are
attached to these minutes. He does not understand why asking for simple changes to the Purchasing
and Procurement Policy are beyond the Councils authority. He spoke to the fact that trusting others to
adhere to the policy when there are known loopholes is an issue. He spoke to Council being held
responsible for the warrants against the City, but Budget/Finance not having the ability to say or
doing anything about those under $5,000. He stated he would continue to bring this topic forward
until a satisfactory solution was brought forward.
Mayor Nelson stated that this topic will be on the next Council Workshop Agenda and that the Mayor
would ensure the City Attorney would be present. He reiterated that Budget/Finance Committee has
not changed, but that they were told they could do anything and that is not true.
Council Member Eaton questioned if the purpose of the Budget/Finance Committee is for checks and
balances and to review expenditures of the City.
Mayor Nelson responded yes, that he had known about all the expenses of the City as he signs each
check. He listed all the purchase requisitions that Budget/Finance had approved this calendar year. He
spoke regarding not knowing where to go when he did not agree with what Budget/Finance was being
told. In hindsight, he should have asked for Council discussion on the topic.
Matt Wheeler, Maintenance Superintendent, spoke to being unaware that only Department Heads
could sign PO's. Public Works Department has a large volume of PO's every week, and he signs
them.
R
Council Workshop Minutes of May 8, 2018
Mayor Nelson reiterated that he has requested Department Heads reduce their budgets by 10% for this
next Fiscal Year. He reiterated that he is trying to save money where he is able to.
Other Items
None.
Review of Draft Council Agenda for May 15, 2018
There were no changes.
Attendance at the May 15, 2018, Council Meeting
All will be in attendance at next week's meeting.
Announcements
It was requested for Council to discuss at the next Council Workshop West Railroad, and the use of
urban funds to replace it.
Cemetery Board will meet on May 22nd at 5:00 p.m. in Council Chambers.
Council Member Sparks encouraged Council to close known loopholes in the Purchasing and
Procurement Policy. She reiterated that it is not about the ability to trust the Department Heads, but
rather make sure the loopholes are closed, so someone does not have the ability to abuse the system.
The Council field trip to the Water plant is scheduled for May 22nd at 6 p.m. meet at City Hall.
There will be a delay in this meetings minutes, as the Administrative Assistant has been in training
most of this week and will be out of the office next week.
Recognition of Emnlovees
• Cynthia Caswell 3 years on May 11th WWTP
• Andrew Arneson 1 year on May 22nd Public Works
• Karen Courtney 1 year on May 22nd Public Works
The council workshop adjourned at 7:37 p.m.
Respectfully submitted,
Brittney norma
Administrati ssistant
NOTE: This meeting is open to the public. TWs meeting is for information and discussion of the Council for the
listed workshop agenda items.
on
20186 -Schedule of Fees and Charges
02/02,12016 6/05/2018
Resolution No. R16 128 -
Page 1 of 10
CITY OF LAUREL
SCHEDULE OF FEES AND CHARGES
As OF TUESDAY, JUNE 5, 2018 3�9�/ RESOLUTION NO. R18- h -n
Administrative. Citv Attornev and Court Fees and Charges (except Libra
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
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
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 ..................
Case Report Copy - Two or More Pages ..............
Vehicle Accident Report Copy .............................
Video Tape or DVD Copy....................................
................................................................
AudioTape Copy .................................................
Vehicle Impound - Per Day .................................
Dog Impound Fee ................................................
Dog Boarding Fee - Per Day ................................
Finger Printing - 1 card ........................................
Finger Printing - 2 cards ......................................
Fire Department Fees and Charges
Incident Report (NFIRS Copy) ...............................
Photograph Copies - Color (35mm) Prints .............
Photograph Copies - Enlargements ........................
............................................................................ $5.00
........................................................................... $25.00
............................................................................ $5.00
......................................................... First Copy $25.00
......................................... Each Additional Copy $5.00
........................................................................... $25.00
........................................................................... $25.00
........................................................................... $25.00
...........................................................................$10.00
...........................................................................$10.00
...........................................................................$15.00
..........................................................................$30.00
......................................... Cost of Processing + $25.00
......................................... Cost of Processing + $25.00
20186- Schedule of Fees and Charges
n� nvzrvzrrviv^v6/05/2018
Resolution No. R16 -448 -
Page 2 of 10
Photograph Copies — Digital (Copy of Disk)......................................................................................$35.00
Fire Suppression Fees Charged to Non -Residents or for Code or Ordinance Violations
Mileage with Patient (per mile).......................................................................................................$175.00
Base Rate for First Hour of Response for working fires, rescue operations, hazmat or
Other Charges
largescale incidents............................................................................................................
$1,100.00
Base Rate for Service Assist Calls or Minor Calls.............................................................$700.00
BasicL-S Disposable Supplies.............................................................................................
Foreach Fireman.....................................................................................................................$20.00/hour
ParamedicALS Disposable Supplies
BLS De€ibrillater Supplies
Base Rate for Assist and Investigate.......................................................................................$200.00/hour
.................................................$175.00
AbS-Defibrillator Supplies................................................................................................... $200.00
Rates for Additional Hours after the First Hour of Any Response
WaitTime...............................................................................................................................$45.00
(Time calculated from time of response to return to service.)
DOATransport......................................................................................................................$150.00
Engine#1..............................................................................................................................$250.00
Engine#2..............................................................................................................................$250.00
$20.00
Engine#4..............................................................................................................................$200.00
Sauad5..................................................................................................................................
$250.00
Tender#1................................................................................................................................$75.00
Tender#2................................................................................................................................$75.00
PluseOx..................................................................................................................................$20.00
Support#1...............................................................................................................................$75.00
Command1...........................................................................................................................$100.00
Command2...........................................................................................................................$100.00
Brush#1................................................................................................................................
$100.00
Brush#2................................................................................................................................
$100.00
Brush#3................................................................................................................................
$100.00
Brush#5................................................................................................................................
Engine 2074
$100.00
.. ....................... ....................$1000.00
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............................................................................................................ $1.200559.00
BasicBase Rate..............................................................................................................................$900.00
Mileage with Patient (per mile).......................................................................................................$175.00
Other Charges
TreatOnly...........................................................................................................................
$80-5.00
BasicL-S Disposable Supplies.............................................................................................
$12089.00
ParamedicALS Disposable Supplies
BLS De€ibrillater Supplies
....................................................................................$1730.00
.................................................$175.00
AbS-Defibrillator Supplies................................................................................................... $200.00
EKGSupplies..........................................................................................................................$50.00
WaitTime...............................................................................................................................$45.00
ExtraAttendant........................................................................................................................$45.00
DOATransport......................................................................................................................$150.00
Stand -By Rate (per Hour)....................................................................................................$80-5.00
Nebulizer.................................................................................................................................
$20.00
Decontamination of Ambulance...............................................................................................$70.00
IVSupplies..............................................................................................................................$50.00
Glucometer..............................................................................................................................
$ 20.00
PluseOx..................................................................................................................................$20.00
SpinalImmobilization.............................................................................................................. $50.00
20186 Schedule of Fees and Charges
A2,�82f?6/05/2018
Resolution No. R16 -1 -28 -
Page 3 of 10
SDlintine..................................................................................................................................$25.00
Supraglottic Airway (BVM/Kine)............................................................................................$75.00
SuctionKit..............................................................................................................................$15.00
IntraosseousKit (IO).............................................................................................................$200.00
WoundCare............................................................................................................................$20.00
Pelvic Splint (any size)..........................................................................................................$100.00
BurnKit..................................................................................................................................$50.00
Medication Charges
AlbuterolNeb 5mg..................................................................................................................$15.00
Aspirin..................................................................................................................................$110.00
BenadrylTab 25mg.................................................................................................................$15.00
D5WSolution......................................................................................................................$20-13.00
D10W Solution per 1000 ml....................................................................................................$25.00
D50WSolution........................................................................................................................$25.00
Epinephrine Injector Adult.....................................................................................................$300.00
Epinephrine Injector Pediatric................................................................................................$400.00
Epl}inephrine 1 mg/ml.............................................................................................................$30.00
Glucagon1 mg................................................................................................................. $4003-54.00
OralGlucose 30g................................................................................................................. $15.00
Morphine Sulfate per 10 nig.....................................................................................................$30.00
Narcan(Naloxone) per 2 mg..................................................................................................$554.00
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
Pulse
2000
Spinal r4ah-ili—witie.................................................................................................................$5
Splinting
0.00
00
ALS Air-way-(zVciii ��i��
SiietionKit
........................................................$25
S75.00
..............................................................................................................................$15.00
Imr-aesseeus Kit
Wetind Care
................... $150.00
...................$20."00
................................................................................................................. $90.00
EMT Class (plus the cost of books and testing)...............................................................................$550.00
Advanced EMT Class (plus the cost of books and testing).......................................................... $1,52-00.00
Water Rates & Charges
See current resolution (Resolution No. RI 1-110).
Raw (untreated) Water: Base rate as per meter size, plus $0.40/1000 gallons.
System Development Fees (Based on Line Size):
'/ Inch................................................................................................................................ $1,500.00
1 Inch................................................................................................................................. $2,685.00
1'/ Inch.............................................................................................................................. $4,170.00
20186- Schedule of Fees and Charges
92f8 6/05/2018
Resolution No. R16 -4 -28 -
Page 4 of 10
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 -Up Fees:
Water Tapping — Two Inches or Less..............................................................................................$200.00
Water Tapping — Greater Than Two Inches................................................................................. Fee x 1.25
Labor/Operator Rate Per Hour...........................................................................................................$40.00
Heavy Equipment Rate Per Hour.......................................................................................................$75.00
Other Fees for Repairs. etc.:
Frozen or Damaged Meter ............................................... Replacement meter or meter parts cost plus 25%
Plus the Labor/Operator Rate Per Hour.................................................................................$40.00
OR overtime hourly rate if called out after hours...................................................................$90.00
Hydrant meter rental............................................................................. $476.00/month prorated plus the total usage
Utilitv Billina Fees and Deposits:
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 I-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
3/ Inch................................................................................................................................
$1,000.00
1 Inch................................................................................................................................. $1,790.00
1'/ Inch..............................................................................................................................$2,780.00
1'/2 Inch.............................................................................................................................. $4,000.00
2 Inch.................................................................................................................................
$79140.00
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.
20186- Schedule of Fees and Charges
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Resolution No. R164 -28 -
Page 5 of 10
Solid Waste Fees and Charles
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
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 Charges
ShelterReservation...........................................................................................................................$40.00
Special Events in Parks.....................................................................................................................$50.00/one day
........................................................................................................................................... $75.00/two days
YouthSports in Parks.............................................................................................................No Charge
Riverside Park Camping Fees
With water and electricity................................................................................................... $20.00 per night
Withno water..................................................................................................................... $15.00 per night
Tentcamping...................................................................................................................... $12.00 per night
Library
PhotocopyFees (per page)................................................................................................................. $0.10
Printer Fees
Blackand White (per page)....................................................................................................... $0.10
Color- (per- page, depending en voluffie of itik used)
..........................................................
Lost or Damaged Book (Cost of nepl tit 4= D_ Fee) ............................................ Cost- 5
Library Cards for Non -Residents
For Three Months (Minimum)........................................................
PerYear.........................................................................................
Interlibrary Loan Postage (per item).........................................................
Community Room
Use during library hours.................................................................
Use after hours (per hour or any portion of an hour) ........................
Refundable Cleaning Deposit...........................................................
Library Card Replacement Fee (per Card) .................................................
FaxFees (per page)...................................................................................
.......................... No Charge&_5-.W
........................ No Charge$29.98
.......................................... $2.00 After 3
....... $3.00/hour
.$30.00
.$30.00
..$2.00
$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.............................................................................................................................$350.00
20186- Schedule of Fees and Charges
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Resolution No. Rl6448-
Page 6 of 10
BabyGrave..........................................................................................................................
$200.00
Non -Residents
FullGrave.............................................................................................................................$500.00
BabyGrave..........................................................................................................................
$250.00
Opening and Closing
FullGrave.............................................................................................................................$280.00
Full Grave on Saturday mornings...........................................................................................$380.00
BabyGrave..........................................................................................................................
$200.00
Baby Grave on Saturday mornings...................................................................................
$250.00
Cremation..............................................................................................................................
$150.00
Cremation on Saturday mornings...........................................................................................$200.00
Two Cremations on single plot..............................................................................................$225.00
Two Cremations on single plot on Saturdays........................................................................$
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
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Resolution No. R164 -28 -
Page 7 of 10
Planninr Fees
ZoneChange......................................................................................................................
$1,100.00+$25.00/acre
Site Plan Review Fee
Residential.............................................................................................................................
$ 55.00
Commercial..........................................................................................................................
$325.00
All Zone Change Applications resubmitted within 1 year
$550.00 + $25.00/Lot
of a withdrawal request made after the legal advertising............................................................
$550.00
Conditional Use Application (Residential)......................................................................................
$550.00
Conditional Use Application (Commercial).................................................................................
$1,100.00
SpecialReview..............................................................................................................................
$325.00
All Special Review Applications resubmitted within one year
$220.00
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............................................................................................................I...... $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 ...................................... ......................................................
+ 0.00/Lot
$1,375.00 $5
Minor Subdivision...............................................................................................
$600.00 + $50.00/Lot
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
FloodplainPermit..............................................................................................................................$50.00
Review of Buildings for Lease or Rent............................................................................................$200.00
Subdivision for Rent or Lease Preliminary Plan............................................................................$1,375.00
Subdivision for Rent or Lease Final Plan.........................................................................................$550.00
I ZoningCompliance Fee....................................................................................................................$50.00
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Page 9 of 10
Building Permit Fees
BuildingPermits........................................................................................................................See Appendix A
FencePermits..................................................................................................................................$50.00
Plumbing Peffait-&
—tease Rate (Exeept €er- Replaeement of Water eaters).............................................................Q
0.00
Eaek Plumbing Fixture.............................................................................................................
Da
Serviee Demestieor- Co erc 1................................................................................. $7.00
Building en ailer 1c. eri.00
Sfefffl D --sins and Sterenage..............................................................................................$7. 0
` atef Heat............................................................................................................................ $7.00
industrial Water U. -e Treatment eung s .-.,y a -R 1 vent,
, ldiitt
Exeepting kitehen t3Fpe ease int--eeptars Pitur-e traps............................................................ $7.00
and/ef water treatment-equ3pnlen.............................................................................................. $7.00
T. spr-iikle- s .ste«. l 4 a .mete t:e to
ene meter, ineluding baekflew preteetiefl deviees ..$7.00
3,ve,,um br-eakefs or- b ekflew pr-eteetlive aevirees e., tank vats,
the inst.,llat:en eFunp-eteeted plumbing C:, t,.«e, ineluding
neeess
Oneto Feur-(eaeh)........................................................................................................... $7.00
Fiveel- Mere(eaeh)......................................................................................................... $2.00
gas piping of elle-te fouf eudets-(per- outlet)................................................................. $7.00
Gas piping a€€iye erH3ee 6tletpei elitletl Q��nP
...........................................................
MedieaiSTstetl%ser`,Hig e to five (eaeh)............................................ $5.00
Additional ?�4edieal�ns piping inlets,leutlets-(eaeh)................................................................... $3.00
Plan Review................................................................................................... 35% of Building Permit Fee
DemolitionPermits...........................................................................................................................$45.00
Portable and Banner Sign Permit.......................................................................................................$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...............................................................................................................$50.00
Commercial Roofing Permit.......................................................................................... See Appendix A
SignPermit................................................................................................................... See Appendix A
20186 -Schedule of Fees and Charges
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Resolution No. R1644$ -
Page 10 of 10
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 t cost.
Total Project Cost Permit Total Project Cost Permit Total Project Cost Permit
From To Fee From To Fee From To Fee
$1-------- $500
$501--------$600
$601-------- $700
$701-------- $800
$801--------$900
$901------$1,000
$1,001------$1,100
$1,101------$1,200
$1,201------$1,300
$1,301------$1,400
$1,401------$1,500
$1,501------$1,600
$1,601------$1,700
$1,701------$1,800
$1,801------$1,900
$1,901------$2,000
$2,001------$3,000
$3,001------$4,000
$4,001------$5,000
$5,001------$6,000
$6,001------$7,000
$7,001------$8,000
$8,001------$9,000
$9,001---- $10,000.
$10,001---- $11,000
$11,001---- $12,000
$12,001---- $13,000
$13,001---- $14,000
$14,001---- $15,000.
$15,001---- $16,000-
$16,001 ----
16,000-
$16,001---- $17,000-
$17,001 ----
17,000-
$17,001---- $18,000-
$18,001 ----
18,000-$18,001--- $19,000-
$19,001---- $20,000-
$20,001---- $21,000-
$21,001---- $22,000-
$22,001---- $23,000-
$23,001 ----
23,000-$23,001---- $24,000-
-------- $24
$24,001---- $25,000-------- $391
-------- $27
$25,001---- $26,000-------- $401
-------- $30
$26,001---- $27,000-------- $411
-------- $33
$27,001---- $28,000-------- $422
-------- $36
$28,001---- $29,000--------
$432
-------- $39
$29,001---- $30,000--------
$442
-------- $42
$30,001---- $31,000--------
$452
-------- $45
$31,001---- $32,000--------
$462
-------- $48
$32,001---- $33,000--------
$472
-------- $51
$33,001---- $34,000--------
$482
-------- $54
$34,001---- $35,000--------
$492
-------- $57
$35,001---- $36,000--------
$502
-------- $60
$36,001---- $37,000--------
$512
-------- $63
$37,001---- $38,000--------
$523
-------- $66
$38,001---- $39,000--------
$533
-------- $69
$39,001---- $40,000--------
$543
-------- $83
$40,001---- $41,000-------- $553
-------- $97
$41,001---- $42,000--------
$563
------- $111
$42,001---- $43,000--------
$573
------- $125
$43,001---- $44,000-------- $583
-------$139
$44,001---- $45,000--------
$593
------- $153
$45,001---- $46,000-------- $603
-------$167
$46,001---- $47,000-------- $613
-------$181
$47,001---- $48,000-------- $623
------- $195
$48,001---- $49,000-------- $633
------- $209
$49,001---- $50,000-------- $643
-------$223
$50,001---- $51,000-------- $651
-------$237
$51,001---- $52,000-------- $658
-------$251
$52,001---- $53,000-------- $665
-------$265
$53,001---- $54,000-------- $672
------- $279
$54,001---- $55,000-------- $679
-------$293
$55,001----$56,000--------$686
-------$307
$56,001---- $57,000-------- $693
-------$321
$57,001----$58,000--------$700
------$335
$58,001---- $59,000-------- $707
------$349
$59,001----$60,000--------$714
------$363
$60,001---- $61,000--------$721
------$377
$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`---469,000 --------$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 ----$95,000 --------$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 $1.00,001 to $500,000 are $994 for the first $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.
I want to preface my remarks with no one I believe does not appreciate all of the city's
hard working people more than me. I think I make that known any chance I have. And
that this is not a personal matter, it is a budget and finance matter that draws heavily on
our citizens and our staff.
A brief working diagram of how finance works for the city as it has been explained to
me and I as understand it
Budgets are established and department heads oversee the purchases up to $1,000 for the
day to day operations of the city.
Purchases of 1000- a buck less of $5,000 are supposed to be approved by a Dept. Head
and the CAO or Mayor who may be acting in the role of CAO. And the belief was that
these would be planned purchase's, within budgeted amounts.
From $5,000- 80K purchases had to be budgeted prior to the expenditure and follow the
guidelines of the Purchase and Procurement Policy PPP that I introduced to city council
on Aug. 20, 2013.
The present PPP is a broken and failed policy that is in need of rapid replacement! I will
explain why this is later. And I am asking that other council members join me in
demanding it's replacement?
Historically it has been the work of the Budget and Finance committee to review claims
that was the opinion of the Chair of B&F on April 14 when in the chair of B&Fin an
email to the city clerk mentioned the importance of every one B&F to have a working
understanding of the sums we vote and approve and send on the whole council for final
approval because they trust the work we do. This has been up until recently the work of
B&F. And appears on the rarely questioned consent agenda at Council Meetings.
It has become apparent from an email dated April 13, 2018 by the City Attorney to the
mayor and handed out to B&F committee members on April 24 that what the B&F is not
to be trusted with review, or especially halting questionable warrants against the city.
The message I took away was that the members of B&F as well as the council do not
have the where with all to consider or even have knowledge of what spending is taking
place, therefore either unknowingly or unwittingly delegated our authority but not our
responsibility for how public funds are spend! Even the email points out that the City
Council retains the complete authority to approve claims, which would imply not
approve claims as well. Apparently a the legislative body of this city can held
accountable for the spending habits of other but cannot raise an objection.
It has become apparent to me that some different methods have been used to get around
spending city funds by using multiple purchase orders, flying under the $4,999 for each
order because the present PPP or not gaining approval for purchases even in advance of
over a 1000 up to the $4999. Neither of which was ever the spirit of the PPP.
The valuable checks and balances needed by council have been stripped from the very
ones who have been traditionally the gate keepers. There appears to be a double
standard when the Mayor was a sitting member of B& F and now that he is the mayor?
The new Mayor has given assurances that the multiple PO's will not be a future
problem, but since even as a member of B&F in past or knowing if the present mayor
will have a short or longer tenure as Mayor and since no elected office holder is in office
forever... all make me want to suggest that we make the needed changes now rather
than later when this might be ever be considered again as a way to get around the PP..
I also think the spending allowance by the Mayor and a Dept. Head with only those
spending allowed to make the justification is to large an amount, personally I would like
to see that reduced.
Therefore, and we have been told that work on a new PPP is in the works, I am
requesting Council discuss, and consider repeal and replacement of the PPP as soon as
possible so as to not disrupt service to citizens.
I would like to see the actual work of the Budget and Finance committee to be what it is
supposed to be watch on behalf of the whole council the Budget and Finances of the
city. With supporting documentation provided to the whole council since MCA Section 7
-64301 requires by law that the city council has ultimately the responsibility for where
tax payer money goes.
The present PPP has permitted abuse, I DO NOT think fraud, but abuse! Which
ultimately could lead to fraud if gone unchecked should council not do it's job.
It is my sincere desire to make changes that improve the quality of all life in the City of
Laurel, not policy that only benefits a few, but taxpayers who get the most from every
dollar spent by the city and employees who need those dollars to do their jobs.
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 to the entire City Council for consideration and if approved
would trump the Budget and Finance Committee's decision.
I hope this addresses the issues you are having Mayor Nelson. If you need further analysis or
clarification, please advise.
Sincerely,
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
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,
Saves S. Pain -f eN
Sam S. Painter
Thompson Painter Law P.C.
Professional Center @ 32nd
176 South 32nd Street West, Suite 4
Billings, MT59102-6867
Telephone: (406) 294-4230
Facsimile: (406) 294-4235
A RESOLUTION OF THE CITY COUNCIL AMENDING THE
PURCHASE AND PROCUREMENT 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. R11-115; 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 20'h day of August, 2013.
ATTEST:
Shirley Ewan, Cleri/Treasurer
rov
as to fo :
SamrS. Painter, -Civil City Att4rfiey
R13-55 Amend Purchase.Pr6curement Policy
CITY OF
• -OW-21 ,►
The City of Laurel is empowered to enter into, execute and effectuate contracts in accordance with §7-
54301, 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 competitive 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 12/0612005 — 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 $80.000
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 f $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
All purchases under $1,000 require two signatures on the purchase order or invoice.
• Signature of Employee making purchase.
• Signature of Department Head.
Exemptions from Bidding or Advertising far Emewency 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
CITY OF BILLINGS
PURCHASING
PROCEDURES
July 2017
All forms, template documents, etc. are located on the Server
at X\lt-w3k071all users\Purchasing
City of Billings Purchasing Procedures
Page 1 of 24
July 2017
A. ROLES OF PURCHASING 4
A.1 DEPARTMENTAL STAFF....................................................................................................................4
A.2 THE PURCHASING AGENT.................................................................................................................4
B. PURCHASING PROCEDURES
0
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
BIG S(Y
D.3 APPRAISALS.......................................................................................................................................16
DA 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
E.1 APPROVALS OF INVOICES AND PURCHASE ORDERS.............................................................20
F. SUPPLIER AGREEMENT/CONTRACT PROCESS
20
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 111t-w3k071all users\Purchasing
City of Billings Purchasing Procedures
Page 3 of 24
July 2017
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
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July 2017
BIG sKy
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
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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
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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
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July 2017
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
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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 Refection 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
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July 2017
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
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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.
B.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
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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
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July 2017
BIG
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
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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
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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
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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
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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
WG SkY
p =�0
EA 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 -> Purchasing Agent 4 Finance Director
$10,000 and above
4 Department Designee -> Purchasing Agent 4 Finance Director4City
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) 4 Legal 4 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
All forms, template documents, etc. are located on the Server
at XXit-w3k071all users\Purchasing
City of Billings Purchasing Procedures
Page 24 of 24
July 2017
MINUTES
COUNCIL WORKSHOP
MAY 29, 2018 6:30 P.M.
COUNCIL CHAMBERS
A Council Workshop was held in the Council Chambers and called to order by Mayor Tom Nelson at
6:30 p.m. on May 29, 2018.
COUNCIL MEMBERS PRESENT:
_x Emelie Eaton _x Heidi Sparks
x Bruce McGee x Richard Herr
x Scot Stokes x Iry Wilke
x Richard Klose x Bill Mountsier
OTHERS PRESENT: Sam Painter, City Attorney
Kurt Markegard, Public Works Director
Forrest Sanderson, Interim Planner
Chad Hanson, Great West Engineering
Public Input
Dave Waggoner, 419 Maple Avenue, questioned where the funds CHS had donated for the retaining
wall had gone.
Mayor Nelson responded that the project is included in the SED Basin project to be presented later in
the meeting and that those funds have been held for the purpose of building that wall.
General Items
• Re -appointment of Wallace Hall to Cemetery Commission for a two-year term ending
June 30, 2020.
Wallace Hall is currently serving on the Cemetery Commission and would like to be re -appointed for
another term.
The list of vacancies will be brought to the next Council Workshop.
Executive Review
•
Resolution— A resolution 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. (PH 6.5.2018)
The public hearing is scheduled for the June 5`" City Council meeting.
Previously Council received the marked -up draft of the Schedule of Fees and Charges, in tonight's
packet is the final draft of the Schedule of Fees and Charges.
• Resolution — A resolution approving an agreement between the City of Laurel and
Yellowstone Boys and Girls Ranch, relating to fire protection. (Fiscal Year 2018-2019)
There was a question regarding the math done on the worksheet.
Council Workshop Minutes of May 29, 2018
It was explained what each section of the worksheet meant and how the new total was figured.
There were no further questions.
• Resolution — A resolution approving an agreement between the City of Laurel and Fire
District No. 8, relating to fire protection. (Fiscal Years 2018-2019; 2019-2020; 2020-2021)
The City Attorney noticed a typo in the resolution; it will be corrected prior to next week's meeting.
This contract shows a three percent increase each year.
There were no further questions.
• Resolution — A resolution accepting the Bid from COP Construction, LLC and authorizing
the Mayor to sign all related contract documents for the project know as Phase 3 WTP
SED Basin Removal and Replacement Project.
Mayor Nelson requested Chad Hanson with Great West Engineering and Kurt Markegard; Public
Works Director explain the project.
Recently the City held a bid opening for this project. The base bid from COP Construction came in
significantly under Great West's estimate, which leaves room for the City to choose to add additive
altemate(s). The order of priority for the additive alternates is as follows:
• Additive Alternate #3: Backwash Storage Tank
• Additive Alternate #2: Demolish Existing Sed. Basin
• Additive Alternate #1: Slush Ice Basin
Due to the City's reserve amount, the loan amount was reduced to $4.577 million as of this morning,
May 29, 2018. The $4.577 million figure does include the contingency budget; if the City does not
need to use its contingency budget, then the loan amount will be reduced.
It was questioned if the City can choose which contractor to use for each additive alternate.
No, the City chooses to award the base bid to one contractor. It can then choose to add the additive
alternates to the project.
It was questioned if the total cost of the project is estimated to be approximately $9 million.
Yes, the City has paid most of the difference between the estimated construction costs and the total
cost of the project.
The Mayor clarified that he is comfortable with this budget. The loan will be repaid from the
enterprise fund and will not impact the General Fund.
It was questioned if the total cost of this project minus the $250,000 for Cherry Hills Booster Station
will be $9.919 million.
Yes, and that does include the $750,000 for contingency they hope not to need and the $7.475 million
for construction of the SED basins. The base bid came in approximately $800,000 under the estimate.
2
Council Workshop Minutes of May 29, 2018
It was questioned why the resolution was prepared without everything filled in.
It was clarified that the Council would vote on the base bid, and subsequent additive alternatives and
the totals after those votes would be entered into the Resolution.
It was questioned if Council wanted the City to try and get a better price on two out of the three
additive alternatives could they vote no and ask for those projects to be rebid.
Those additive alternatives would not be done at this time. They would need to be re -engineered and
go back out for bid at a later date. This would, in turn, cost the City more money because of the fees
associated with the re -bid process. The likelihood is that those projects would come in higher as
construction costs do increase each year. Also, by adding a project to the base bid, the City will not
need to pay fees such as mobilization as the contractor is already doing work in the area. COP
Construction, even with all the additive alternatives added to the base bid, were still the lowest bid.
It was stated that the SED Basin Project was piggybacked onto the Water Intake Project. It was
questioned why the Cherry Hills Booster Station was piggybacked onto this project.
The Cherry Hills Booster Station is the final stage of this project. The project was brought into the
scope to utilize the engineering resources. The Cherry Hills Booster Station is a stand-alone project; it
is, however, a health and safety issue that does need to be resolved. For this reason, it did help with
the grant applications. The Cherry Hills Booster Station is budgeted in the actual budget and is not
part of the loan. Great West Engineering has been in contact with the grant agencies, and the grant
agencies do want this to be part of the project.
It was questioned if the Council could choose not to do the slush ice basin, but also stated that if the
Council chooses to include it in this project, it will put the issue to rest.
Out of all the additive alternatives the slush ice basin is the easiest to add at a later date. All the piping
will be in place during the construction of the SED Basin. It can be connected at a later date and does
sit to the side of the actual basin. By adding the slush ice basin, it does put the City over the engineer
construction cost estimate, and the additional funds would be taken from the contingency budget. This
winter the slush ice basin would not have been needed for slush removal as the City did not have a ton
of slush to deal with. There are a few reasons for this. The first being the new intake reduces the
amount of slush brought into the plant. The second being that the future building will be heated and
should reduce the amount of slush the plant deals with. However, the City did have issues with slush
when using the 2003 intake. In the event, the 2003 intake would be used the slush could become an
issue. Currently, the City uses a small excavator to remove the slush as the SED basins are outdoors.
Once the new SED basin is built, this process will not work as there is no the infrastructure to get the
equipment indoors. The slush ice basins can also be used to remove sand and grit from the water
when the water has high turbidities. This, in turn, helps reduce the particulates that will enter the
pumps and could increase the life of the pumps significantly.
It was questioned if this was the process that Bozeman uses at their Water Treatment Facility.
Bozeman utilizes a grit removal system that uses centrifuges to reduce the grit in the water. The slush
ice basin does both slush and grit removal. While looking to reduce the cost of the SED Basin Project,
the slush ice basin was identified as an item that could be done as a stand-alone project at a later date.
Council Workshop Minutes of May 29, 2018
Instead of cutting the project all together it was brought forward in this format for Council to snake
the final decision. However, it would cost the City money to go out for the rebid. The number one
priority is the Backwash Storage Tank as it has holes in the top and does leak when filled. The Public
Works Director spoke with CHS regarding the ability to fix the tank. It was built 62 years ago and
would cost far more to fix than just replace. It would be replaced with a glass lined fused tank.
However, the tank is located off to the side and could be replaced at a different time. The City is able
to do all of the additive alternatives to this project without a water rate increase.
The Cherry Hills Booster Station was part of the TSEP grant as there is the low water pressure in that
area. The equipment was installed and donated by the developer and will be moved to a new location
to help the Cherry Hills Subdivision and the Elena Subdivision with their water pressure needs. The
work on this project has been limited due to the dependence on the land acquisition. Once the land is
purchased the design of the Booster Station can resume. It will be a separate bid and design item.
It was questioned if the slush ice basin is duplicated because the new intake is heated and the new
basin is indoors.
The slush ice basin has more uses than just to remove slush from the SED Basins. It can also be used
to remove grit from the water to extend the life of the pumps.
Mayor Nelson asked Chad if the Council did not approve the additive alternate for the slush ice basin
would Great West lose money, and if they approved it would Great West gain money. What would be
the professional suggestion to Council on if they should approve these additive alternate or should
they leave it out?
Chad responded that Great West would not lose or gain money based off of what the Council decides
to do. He also responded that he never wants to presume to make any monetary decisions on the
City's behalf. However, he did agree with the advantage of grit removal and extending the life of the
pumps. It would also make the sedimentation in the basins themselves easier to handle and is similar
to what Bozeman has and also takes care of any slush issues. Construction prices do go up each year.
The cost of this project for the items that did not change from last year went up approximately 1.5-
2%. Each year you wait the project go up in cost. However, it would make the City use part of their
contingency budget to cover the additional costs.
Mayor Nelson read the following statement from the Clerk/Treasurer.
"Brittney the Mayor asked me to provide you with my financial opinion, regarding the SED
Basin bid, for tonight's meeting. It is my stance that the City should move forward with full
construction of the project, including all additive alternates. If we delay construction of the additive
alternates the City would have to re -bid them, which costs money and the interest rate of the loan
would increase. Also, the costs of mobilization, bond counsel, engineering, demobilization, any
reductions to bulk material purchases, along with other costs would change. The City is in a
financial position to do the complete project, and that is my recommendation. — Bethany Langve
ClerklTreasurer. "
It was questioned why, if removing the grit from the water was important was the slush ice basin
removed from the base bid.
11
Council Workshop Minutes of May 29, 2018
The goal was to reduce the project to a bare -bones SED Basin Project. This is a full functioning
sedimentation basin. However, it does not have any extras. This project will allow the City the ability
to send raw water to business such as CHS instead of sending chemically treated water to meet their
water consumption needs. The additive alternatives are important, and the Mayor felt it was best to
allow the Council to decide which alternatives they would like to proceed with.
It was questioned if the slush ice basin was just slush removal or slush and sand/grit removal. If so,
would there still be sand/grit in our water?
When the river's turbidities are high, the grit is suspended within the water and does come through the
intake. The SED Basins were designed to function 100% without any of the additive alternatives.
However, the grit removal will allow it to function better. It will extend the life of the pumps and help
reduce costs in the future. It is recommended that the City does do this project, if not now at some
point in the future. It is not necessary for the SED Basins to function, but allows thein to function
better.
Council was reminded that if they vote down the additive alternatives, they will not know the price of
those projects as they would need to be rebid and the cost could go up.
It was questioned how solids would be removed if not by heavy excavation equipment as done now.
The proposed SED Basins would be automatic, and the sedimentation would be sucked out at the
bottom similar to how a pool cleaner would work. The sediment would be sent to the ponds to be
dealt with appropriately. The slush ice basin removes grit that is suspended in the water and did not
settle to the bottom to be removed by the process described above. The slush ice basin uses a technic
similar to gold mining to get the particulate to settle to the bottom to be removed from the basin. They
did design the SED Basins to be able to address ice manually if the slush ice basin additive alternate
was not approved, but that will only take care of things that are floating. The lids are retractable, and
the SED basins were designed so that a mini excavator would be able to be cleaned out manually.
It was questioned what the loan value the Council is considering.
The loan amount would be $4.577 million, and that does include the $750,000 contingency budget.
The Enterprise Fund would be responsible for repaying this amount. Enterprise Funds function similar
to a business and are self-supporting. Council was reminded of the potential should they not move
forward with this project the City could lose approximately $2 million in funds.
The staff has looked at ways to reduce costs, such as items they could do themselves or did not need.
It was questioned if the City could purchase all materials on their own to help reduce costs.
It was stated that COP Construction is a large construction company and will have sub -contractors
who bid for those items. It would be difficult for the City to be able to beat those prices.
It was stated in the past the Council is presented with many change orders. It was questioned what
types of change orders the Council could expect.
5
Council Workshop Minutes of May 29, 2018
While the engineering firm does do their due diligence to reduce the number of a change order that
need to be presented to Council, there are occasions that things do come up. Many times the operators
will bring forward something that was not thought of, such as adding an extra set of stairs. The
contingency budget is $750,000 if there are no change orders the loan will be reduced by $750,000.
It was questioned how the bid presented today compares to the bid presented last fall.
When looking at the items that remained the same on both bids the cost increased approximately 1.5-
2%. Some items were removed such as the access road. The scope of the project is different.
However, the cost of the overall project is very similar. Staff worked to find items they could do
themselves or did not need. The other factor is the bidding environment was much more competitive
which was in the City's favor. While the City is still looking at spending over $7 million there are
many changes, such as the City is in a better financial position. The loan the City would take out is
less than it would have been last time, as the City has more reserves on hand.
It was questioned if the City would potentially save money on the interest of the loan.
While the loan the City would take out is less, the interest rate did increase slightly to 2.5%. To
further clarify the additional funding sources such as grants, donations and reserves were discussed.
It was reiterated by a Council Member that the only thing the City has lost is tune. That time is the
most valuable, and that the City does live near a seismic zone. At this time it would be risky to put off
this project any further, as the project will take almost a year to complete.
It was clarified the project timeline is 10 months. However, the timeframe is very dependent on the
river and its turbidities. And therefore there is a small window of time in which the work can be
completed. More than likely the contractor would begin construction early this fall. The SED basins
can be offline starting approximately October I" but must be operational by March I"
• Resolution — A resolution of the City Council amending the Purchase and Procurement
Policy for the City of Laurel
Mayor Nelson did request that Sam Painter, City Attorney, be present to answer any questions the
Council may have.
The only changes made to the policy are the clarifications made on purchases from $1,000 to $4,999,
purchases under $1,000 and the statements listed on the last page.
The Mayor did meet with a union employee who had a concern about their ability to get a department
head signature to purchase small items, which is done on a regular basis. There was a change made to
allow for an employee to make a purchase by signing a purchase order along with their immediate
supervisor's signature to purchase up to $250. This is to prevent employees from standing around,
waiting for a replacement part to be purchased. This will allow thein to continue their work. The
Department Head's signature would still be needed for purchases over $250 but below $1,000. The
signatures needed for purchase from $1,000 to $4,999 would be the Department Head and either the
Mayor or CAO. Purchase Orders (PO) will not be paid if the purchase is made prior to the proper
Purchase Order process. The date on the PO must be dated prior to the purchase. For the Enterprise
Funds, the superintendents are authorized to sign, along with the Department Head, for those PO's.
6
Council Workshop Minutes of May 29, 2018
Only one PO may be written for the same manufacturer or vendor for the same type of products
within a week.
It was questioned where in the Purchasing and Procurement Policy it states that there will be no more
than one PO for the same manufacturer or vendor for the same type of products.
This clarification was missed in the draft of the Purchasing and Procurement Policy. The City
Attorney will update with the clarification regarding double PO's and provide the updated draft for
next week's Council meeting.
It was stated by one Council Member that they were pleased with the changes brought forth to the
Purchasing and Procurement Policy. However, they would like to know why the Mayor or CAO's
spending cap is $4,999. This Council Member questioned if a spending limit of half that would be
sufficient. It was questioned how often a purchase of over the proposed spending cap reduction would
need to be made, and how fast that purchase would need to be placed.
It was responded that Department Heads are present at the City daily, they are given a budget to be
able to run the City, and if the Council would consider reducing their spending limit, it could hinder
their ability to do their jobs effectively. It was questioned why have Department Heads if the Council
does not have faith in their ability to spend money appropriately.
Some examples of times when a purchase is in the top half of the Mayor or CAO's spending range
were given. Such as, repairing a backhoe for $3,000 or repair a transmission for $4,000. These are
purchases that should not be held up in the process as it prohibits employees from being able to do
their work effectively.
It was reiterated that City Council is responsible for all warrants as mandated by the State statute. It
was stated that the response of sometimes there are repairs that do fall closer to the $5,000 mark was
sufficient. However, it seems like a large amount of money that can be spent without running through
any other filters.
It was clarified in the past the Budget/Finance Committee only met once a month. That meant the
potential delay could be closer to five weeks. Now that the Budget/Finance Committee meets twice a
month that has helped reduce that need. It was clarified that the $5,000 purchase limit was originally
chosen as that becomes a capital purchase. The Enterprise Funds run similarly to a business. They
have expenses going out that employees have not control over. The lower the purchase limit, the more
cumbersome any purchasing became. The current spending caps seem to be working well. The Public
Works Director stated that he is constantly in contact with the Mayor regarding any and all purchases
in his department.
It was clarified most of the large purchases have to do with one of the three Enterprise Funds. For
purchases of pumps or costly repairs or repairs to a garbage truck in an accident. There are many
purchases for small items such as paper and pens. Purchases over $5,000 still come out of the
Department's budget and go to the Budget/Finance Committee. They bring forward various bids and
discuss why the Department Head chose the bid they did.
Mayor Nelson stated as an example he did approve a recent purchase of approximately $4,000 for fire
hose testing which is required to be done.
7
Council Workshop Minutes of May 29, 2018
In looking at this policy from the standpoint of what does the Budget/Finance Committee do. There
are many purchases for small items, for example, calendars. When Budget/Finance Committee meets
and sees an opportunity to suggest possible cost-saving measures, such as calendars. Why are they not
allowed to question purchases without stepping on Department Heads toes? Does the Budget/Finance
Committee have the authority to question purchases to the extent of potential cost savings? Or is this
discussion only budget cuts and the overall spending of the City.
In the past, there was no policy directing how purchases were to be made. There were significant
delays as the Department Heads have shared with you previously. A previous Mayor wanted to look
into better options to streamline this process. Other City Councils do delegate their authority to their
Mayor or Finance Officers. There is a level of trust that the proper people are in those positions. There
has never been an example where there is illegal spending. However, by asking to reduce spending
caps, it is essentially a step back to when the things were more cumbersome. As for the example of
what is spent each year on calendars. The Budget/Finance Committee could most defiantly suggest
areas they think needs improvement, but it is an executive branch discussion, and the Mayor should
have those discussions with Staff. The Council could put in the budget that they want to only allow
2% for this line item or that line item for the Department Head; it is in there purview. When
discussions about creating a Purchasing and Procurement Policy began. The discussion was for the
Mayor to have the authority to spend up to the State statue limit, which was $50,000 at the time.
Through the years Council did not like that option and set the current spending caps. The $5,000 limit
was agreed upon by Council as it is defined as a capital purchase. The Budget/Finance Committee's
authority is from $5,000 to $80,000 as listed in the Purchasing and Procurement Policy.
It was questioned why the City needed a new policy.
There were areas that could be clarified. There were some abuses, but it was not widespread. It was
also brought to the Mayor's attention the need for employees, with an immediate supervisor's
signature, to have the ability to spend up to $250 to be able to do their job well. It is also very
expensive to have just the Department Head be able to sign PO's. Some departments write a lot of
PO's and allowing the superintendents the ability to sign helps reduce that cost. There were PO's that
came in with an invoice dated today but a PO dated two weeks ago. The Mayor will work closely with
the new CAO on their role in this process. The CAO will not be signing claim checks; the Mayor will
continue to check each prior to signing the check.
It was questioned why during the course of this discussion is it assumed that Council wants to go back
to the old days. It was a veiled threat if a policy such as the one presented was not brought before
Council. It was questioned why people are getting bent out of shape by asking a question to do the job
that is mandated by law. It was questioned why it is perceived as distrusting the Department Heads
when there have been abuses that have occurred. The changes presented today are good changes but
may need tweaks in the future. It was questioned what exactly is the responsibility of the
Budget/Finance Committee. As previously pointed out by the Mayor the Budget/Finance Committee
approved almost every purchase reacquisition presented to them.
Mayor Nelson asked that Council have faith in him to enforce this policy. It is his responsibility to
manage personnel.
Council Workshop Minutes of May 29, 2018
It was stated that questioning purchases is part of the checks and balances and to request that the
Mayor make an executive change. The Budget/Finance Committee would like the ability to ask
questions, ask if there is a better way to spend the City's money, etc. There was a miscommunication
in what the Budget/Finance Committees intent was. All City Council Members should have the ability
to answer any constituent's questions regarding the finances.
The Public Works Director spoke for his department. He takes spending the citizen's money very
seriously. He stated that while he and those in his department do their best to find the most cost-
effective options when they do need to spend money. He and his department are always open to
suggestions as they may not have known of another option to consider when making the purchase,
regardless of who the suggestion is from.
Mayor Nelson made a clarification and apology for statements made at the previous Council
Workshop. At the previous Council Workshop, he had stated that the previous CAO was doing things
that were illegal. The Budget/Finance Committee was instructed to do things that were illegal. After
candid discussions with Staff regarding potential misinterpretation. His use of the word illegal, was as
defined in sports such as there was a flag on the field for illegal behavior. He did not mean illegal as
in a criminal act. When he used the term illegal in reference to certain individuals it may have been
construed to convey that they had done something criminal. He intended to mean they had done
something improper and should have used that term instead.
It was requested that Council discuss the expectation of the Budget/Finance Committee at a future
Workshop.
Mayor Nelson stated that he would most likely add this to the June 22nd [June 26`h] Council Workshop
as he intends to bring the CAO candidate to the June 12`h Council Workshop so Council may ask any
questions of that individual.
Council Issues:
o Update on 2011 Yellowstone River flooding event
The Army Corp of Engineers was supposed to be onsite to review the wetland survey. However part
of those wetlands is under water. The site visit has been rescheduled. The survey is completed, and
the City was hoping to wrap up all the loose ends for the permit.
o Update on 2018 Laurel Declared Emergency — Flooding
Mayor Nelson declared a state of emergency on May 23, 2018, after the predicted rainfall would have
put the crest of the river at over 15 feet. This would have been higher and potentially more
devastating than what the City experienced in 2011. The City did start preparing a temporary wall as
the retaining wall is part of the SED basin project. The Public Works Director worked with
Yellowstone County DES to prepare for this event. The rain that was predicted ended up hitting other
areas besides Laurel. The state of emergency will last until the threat of flooding has subsided closer
to the end of June.
o West Railroad Discussion
Mayor Nelson clarified that this item is listed on the agenda as a discussion item because there has
been confusion on what has already been done and what still needs to be done to move this item
forward.
E
Council Workshop Minutes of May 29, 2018
Forrest Sanderson, the Interim Planner, spoke regarding this process. An email from Katie Potts,
Butte and Billings District Planner, outlined the process from start to finish as is attached to these
minutes. He gave the example of West Holly in Sidney, Montana. The State is paying all the costs
associated with this project. The City (Sidney) did have to pay a portion to the project. However, the
funds had been given to the City (Sidney) by the State. This process does allow the City (Laurel) to
leverage their Urban Transportation dollars with significant funding from the State to complete the
project. The City needs to work with the County to move this project forward. It is unclear where the
City is in this process.
It was questioned why the request needs to go forward from the City and the County.
It was responded that this is part of the process, most likely to ensure that both the City and County
agree on the project. It was further clarified that urban routes are a geographical area and may be
located both within the City and County. The urban route for West Railroad goes into the County
under the bridge to Frank Road.
It was questioned if the City co-operated with the County when 8th Avenue was improved via this
process.
It was responded that yes the City and County did work together and had for many years.
It was questioned if the Council wanted to improve the section of West Railroad from 1st Avenue to
8`h Avenue, just the portion within the City, would the City need to work with the County.
It was stated that the City would need to work with the County as the funds the City would receive
can be used for the County as well. The City currently has approximately $1.3 million which is for the
local jurisdiction not just within City limits.
It was questioned if when the City approaches the County could it be explicitly stated that the City
seeks to improve West Railroad from 1st Avenue to 8th Avenue.
It was stated the City should be able to request that, but will still need to navigate the process. It is
recommended that City staff sit down and see if the project is viable, work with the County before
sending the letter to the State.
It was stated by a Council Member that they are frustrated with the obstacles they have encountered
with this project. Discussions began in 2010 and had been passed between Public Works Committee
and City Council a few times. At one point it was stated a resolution would be needed to identify
West Railroad as the next urban route, then at another time stated that a resolution would not be
needed. Finally, West Railroad was incorporated into Resolution No. R17-12, which was the idea to
build a round -a -bout at the top of the underpass. West Railroad Street is in deplorable condition and
needs to be repaired. It has been requested that Council do what it needs to do to be able to instruct
staff to follow up further on this issue. This Council Member recognized that there could be delays at
the State level as well.
Forrest gave another example of the City of Kalispell. They had a road similar to West Railroad that
their Council wanted to change the flow on the streets and instate some one-way streets to help relieve
congestion in the neighborhoods. They were not allowed to make these changes.
10
Council Workshop Minutes of May 29, 2018
Multiple Council Members agreed that this street is in desperate need of repair and agreed that the
City needs to investigate further. There was concern regarding the pothole that does fill with water.
Many drivers will drive on the wrong side of the road to avoid this pothole.
Mayor Nelson stated due to the fact that multiple Council Members have expressed their desire for
this project to move forward. He will direct Staff to look into this matter further. He did remind
Council that there will be obstacles along the way such as drainage issues, adjacent properties,
infrastructure issues, etc. He stated he does at one time remember a Council Member requesting a
resolution of intent, however that resolution must have been lost in the shuffle.
It was questioned what Council would need to do to resurrect that resolution as previously mentioned.
Mayor Nelson clarified that Council would not want to resurrect the previously mentioned resolution
as it connected East and West Railroad with a round -a -bout and connected these funds with the TIF
District. As suggested by the Interim Planner to have staff meet and go through the process and
identify where the City is in that process.
If was clarified that the City did their part, however, the County was not engaged, and a joint letter
presented to the State. Staff will need to verify if the resolution put forward connecting both East and
West Railroad is still valid, if so what the next steps will be. Either way, the City, and County will
need to present a joint letter to the State at some point.
It was questioned if Council could snake a motion at tonight's meeting to allow the Mayor to move
forward as stated above.
Mayor Nelson clarified that because tonight's meeting is not a business meeting, no motion could be
made. However, if he felt that Council desired this to move forward, he will instruct Staff to move
forward on this project.
It was questioned if the Council would need to revoke the resolution, R17-12, that included East
Railroad and the round -a -bout prior to moving forward.
Mayor Nelson stated he would have the City Attorney look into this matter further and clarify. He
stated that this item would be kept on the agenda as a discussion item until it is no longer relevant. He
stated he did not think there was a citizen of this City that did not agree the road needs replacement. It
would benefit the City to improve the road as far west as possible as this is the direction our Growth
Policy states the City should grow. This street does need to withstand the light industrial use and
heavy traffic.
o Laurel Subdivision Regulations, Review — Forrest
Forrest Sanderson, the Interim Planner, spoke regarding the subdivision regulations, see the attached
memo outlining the regulatory deficiencies with our current subdivision regulations. This issue had
been taken to the City/County Planning Board to determine how this should move forward after a
discussion with the County Commissioners. The master service agreement between the City of Laurel
and KLJ does not cover the rewriting of the subdivision regulations and requires written authorization
beyond the initial investigation to continue. From the meeting with the Yellowstone County
Commissioners, they require that the regulations looked like the existing format used by Yellowstone
11
Council Workshop Minutes of May 29, 2018
County and did not want a separate document or procedure in the Laurel Planning District. This
means the City cannot go to a streamlined version of the subdivision regulations that KLJ has used in
the past. The only way the City of Laurel could use their own document is to give up their
extraterritorial subdivision jurisdiction and do their own thing within the corporate limits of the City.
This is not advocated, as the only way for a City to responsibly grow is through the intergovernmental
cooperation and application of joint planning.
Due to the fact the County is requiring a format that is separate from what KLJ has used in the past
and the written authorization to further work on this project, as listed in the master services
agreement, Council will need to approve this work. If the City were to be allowed to use the format
that KLJ has used in the past this project would be quick and relatively inexpensive. It is difficult to
determine the cost as it is unclear exactly how many hours it would require to update the regulations
to the correct format. However, the City is working on hiring a Planner soon. One of the best ways for
a new Planner to understand the subdivision regulations is to have them work on updating the
regulations to the current legislation. Council has two options in this case. The first being to contract
with KLJ to update the regulations to be current and consistent with Montana law. The cost of this
service would be greater than what had been previously discussed with the Mayor, as the cost
discussed was the streamlined format that the City is unable to use. Some of these legislative changes
occurred over a year ago, and the City has run off of their current regulations without incident. The
Interim Planner will work to ensure that the City while using their current subdivision regulations,
does follow all State statues. Option two is to wait and see who is hired for the Planner position and
have the Interim Planner work with the new hire on updating the subdivision regulations as part of
their hand off in duties. The Interim Planner is willing and able to update the subdivision regulations.
However, the cost is unknown at this time.
Mayor Nelson stated that it would be more cost-effective and a wonderful learning opportunity,
regardless of what experience the new Planner may have. The City will be going out for a Planner
very soon.
o Floodplain Regulation Updates — Forrest
Forrest Sanderson, the Interim Planner, spoke regarding the Floodplain Regulations. The City does
not have the option to wait for a newly hired Planner to move forward with updating the floodplain
regulations.
While going through paperwork in the Planners office to determine priorities for the Interim Planner,
a letter was discovered. The letter from DNRC, dated over two years ago was discovered behind the
desk and is attached to these minutes. By November 2016 the City was to have updated their
floodplain regulations to be consistent with the State of Montana. Some of the items listed have
already been taken care of by contacting DNRC. The Interim Planner is CFM certified which is one of
the listed findings. It was questioned by DNRC where the updated floodplain regulations where in
which the Interim Planner responded that he was on the Council Workshop agenda to discuss and
recommend a written authorization to KLJ to update the floodplain regulations. If it had not been for
the hurricane season last year, the City would have received a visit from FEMA and would have
received some not very good news. Such as the ability for the City to participate in the National Flood
Insurance Program. There is not an indefinite grace period to become compliant. The Interim Planner
has updated floodplain regulations to the current model in nine separate jurisdictions. Therefore, the
update of the floodplain regulations can be done quickly and cost-effectively. The expected cost
should be approximately $5,000.
12
Council Workshop Minutes of May 29, 2018
Mayor Nelson stated that the resolution to give approval to being work would be placed on the next
Workshop on June 12th.
With the update of the floodplain regulations, the City will be in compliance with all findings in the
attached memo. This issue was brought forward right as Laurel received predictions of historic
flooding.
It was questioned if a resolution could be prepared for next week's City Council meeting.
Council expressed their desire to have this resolution be prepared and vote on this resolution at next
week's City Council meeting. This item has been added to the draft agenda for next week's City
Council meeting.
o Community Garden
Jason Nicholson, 320 7th Avenue, is the pastor at Our Saviors Lutheran Church located at 707 W. 3rd
Street. He spoke regarding property that the church owns and would like to turn into a Community
Garden. Last year he applied for an ELC World Hunger Grant. The church was awarded $3,000 to
start a Community Garden. As they began planning this garden, they have run into issues in regards to
water. The church looked into the feasibility of drilling a well and found that the water is not useable.
The church is looking to partner with other organizations within the City. They wanted to bring this
item before City Council to see if the Council would be willing to partner with them on this project.
Vi Hills, 2707 N. Ramshorn Drive, spoke regarding the four Community Gardens in Billings and their
known obstacles. She has worked at a few different gardens and is a member of the Yellowstone
County Master Gardening Association. They are working with some of the people who have
experience with Community Gardens to ensure they do not duplicate the same mistakes. They
understand that this is a long-term project with a timeline of approximately two years. The water
needs would be approximately three months each year. One garden in Billings charges a fee for a plot,
and they take care of all watering. The church is willing to donate the land for this use if need be.
It was questioned how this group would instruct Public Works to hook up water to this location and
what would the billing process look like.
Pastor Jason clarified that there is a curb box already installed and they would only need a meter.
It was questioned if the request of Council is approval to move forward with this project.
Pastor Jason clarified that their request is a discounted water rate on that meter for this project only.
Would like to sit down and learn what all possibilities are.
It was clarified that staff does not have the authority to adjust any water rates that Council would need
to approve that adjustment. This would require a public hearing and a notice to all citizens of the City.
It was questioned if the City bills itself to water City Parks.
The City does not charge itself to water its parks.
13
Council Workshop Minutes of May 29, 2018
It was questioned if this land could be donated to the City and viewed as a park.
The City Attorney clarified that there is nothing in the rate structure that allows Staff the ability to
give a discount. If a discount is given for this, others would approach Council for a discount as well.
If the land is donated to the City, then no one can profit from this land. It would require a further
examination to answer some of these questions.
Mayor Nelson asked if Pastor Jason and Vi Hills would be able to ask what other gardens have done
for water and any special considerations they have received. He asked to bring back any findings on
the next Council Workshop schedule June 12`f'.
The City Attorney reminded Council of the extensive process to change the water rates.
Other Items
There were none.
Review of Draft Council Agenda for June 5, 2018
The addition of the resolution for the Interim Planner to work on updating the floodplain regulations
has been added to the agenda.
Attendance at the June 5, 2018, Council Meeting
Heidi stated she would be absent at next week's Council meeting.
Announcements
Council Member Klose thanked the Mayor for his speech at the Cemetery for Memorial Day.
Council Member McGee thanked the Mayor for expediting the floodplain regulations resolution.
Council Member Eaton had attended the first Coffee with a Council Member. She was given a list of
complaints from a constituent. She requested pennission from the Mayor and Council to will work
with the Public Works Director to resolve any of the listed complains and bring back to Council at the
next Workshop.
Kurt Markegard, Public Works Director, reminded Council that there is the final meeting regarding
the Yellowstone River Recreation Project Priority Plan. This meeting is with Governor Bullock and
Attorney General Fox at Riverfront Park at 11:00 a.m. May 30, 2018.
The council workshop adjourned at 9:24 p.m.
Res ctfull s mitted,
Brittney Moonna
Administrative Assistant
NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the
listed workshop agenda items.
14
Brittney Moorman
From: Kurt Markegard
Sent: Tuesday, May 29, 2018 3:17 PM
To: City Mayor; City Clerk; Brittney Moorman
Subject: FW: Urban Priority
Please see below. Does anyone want to print this out and give to City Council.
Kurt
From: Potts, Katie [mailto:kpotts@mt.gov]
Sent: Tuesday, May 29, 2018 3:08 PM
To: Kurt Markegard <kmarkegard@laurel.mt.gov>
Cc: Strizich, Carol <cstrizich@mt.gov>; Nelson, Rod <rodnelson@mt.gov>
Subject: Urban Priority
Hi Kurt — thanks for following up today on the use of Urban Funds. So I don't miss anything, I'm including the
information provided to Noel a year or two ago.
Once you have had a chance to discuss with both the City and County the process to nominate the desired project (W.
Railroad), it will be beneficial for the City to meet with MDT District staff and MDT Planning staff and discuss the scope
of work if a full reconstruction project is deemed unfundable. This meeting can occur before a formal request is
submitted to MDT to program a project.
I hope this is enough information to get a conversation started tonight at your meeting.
In your request to MDT, please be sure the following items are addressed/noted:
• Project priority is established through the local governing processes to include representation of both the City
and the County.
o Project must be on a designated Urban Highway System Route
o Project must be in an approved Transportation Plan if one exists
• Once a project has been identified and approved through local processes, MDT is notified in a letter directed to:
Carol Strizich
Statewide & Urban Planning Supervisor
Montana Department of Transportation Rail, Transit & Planning Division
PO Box 201001
Helena, MT 59620
The letter should be signed by the appropriate local official(s). Appropriate local officials are City Commission,
City Council or the Mayor and County Commission Chair. The letter should detail the project, to include the
following:
o Local official approval date
o Project scope: Description of the project, location, project limits, and other relevant project information
■ Note: Scope should align with recommendations in the LRTP (if applicable).
o Anticipated cost of the project to include all phases (PE, RW, IC, and CN/CE).
■ Note: MDT can help establish an estimate.
o Amount of local commitment if anticipated project costs exceed available STPU funds.
o Describe how the project is to be phased per available funding. Applicable to projects with cost
estimates exceeding available STPD funding.
Once MDT receives the City's request:
• MDT Planning staff reviews project request and formally responds to the City for next steps.
® MDT staff presents project to the Transportation Commission. The Commission takes action on the project and,
if approved, the project is added to the Statewide Transportation Improvement Plan (STIP) and
programmed. The City is notified of Commission action and MDT begins consultant selection for the
project. Note that the City does not need to hire a consultant or manage the project, this is handled by MDT.
Thanks,
Katie Potts
Butte and Billings District Planner
Montana Department of Transportation
406-444-9238
kpotts@mt.gov
261, 1sabyRoad
oiffinpNil 59/my3o
^opasmpy
xu,msCOm
Memorandum
Date: 3/27/2018
To: Laurel city -County Planning Board
[opyto: KortK4orkegani
From: Forrest Sanderson, A|CP, CFyII
RE: Lavne| Subdivision Regulations, Review
RerD3[k3
As I performed a cursory overview of the codification of the 2017 Laurel Subdivision Regulations, I did a
cursory review of the balance of the document to determine if there were any additional iterns that may
beworthy o[consideration for inclusion inthe Regulations. During this review, / noticed that the City of
Laurel Regulations do not include the modifications enacted as part of the 2017 Legislative Session.
Primarily, the 2017 changes make provisions for the review and approval of Phased Subdivisions and
correct deficiencies in the enabling legislation and other items identified in the Legacy Ranch Case in
Ravalli County as follows:
This legislation mandates dme|ioesfor Lhereview and approval o[final plats. Although | air) not
aware of an issue in the City of Laurel, apparently in some jurisdictions final plats have riot been
acted upon inareasonable amount oftime.
inthe broadest ofterms, the final plat review timeline islimited to60days:
�
20 days for the subdivision administrator to review for conformance;
20 days for the subdivision administrator to review any additional inforaration subi-nitLed;
2Odays for the 8overn|ngbody <oreview and approve ordeny the final plat.
}+ The final plat application will need to be submitted GO days prior to expiration of the
preliminary plat approval.
These changes Should be included in the Subdivision Regulations.
This legislation addresses issues raised in the Legacy Ranch and Aspen Trails Court Case out Of
KavaUi[ouo\y. In the Court Decision, the local government was required to apply a "hard look"
standard ofreview to Subdivisions within their jurisdiction.
eNG|mssn|wG. *E|M4C|wEo
In general Lenn5,
the legislation provides clarification that an Environmental Assessment for
subdivision is NOT an Environmental Assessment under the Montana Environmental Policy Act,
but ihestandard o[review sithe local level is "Ai biLnsty,CaphdousorUobw(ui"
These changes should be included in the Subdivision Regulations.
This legislation again addressed iSSLIes raised in the Legacy Ranch decision related to the ability of
local government to approve phased subdivision applications. The legislation also ovdines
procedural nuVuiremaxL4 app/nvai dme|ioes an(.] the abi|i|y lo impose condiUons on future
phases asthey are proposed for- filing. These new conditions inaddition <othe original conditions
imposednnthe overall deve{opmentmust bemet before the phase can beWert
The necessary changes to implement phased subdivision approval shuuk1 be considered for-
inclusion
orinc|usion in the Subdivision Regulations.
5B 219 - Effective April 7, 2017
This legislation addresses the issues surrounding Mortgage Exempt Surveys filed before October
I'Z003,and the parce|that was created was transferred toathird party. |nshn/tthe legislation
legitimizes the transfers and clarifies that the remainder parcel can be conveyed without
subdivision review.
The necessary changes should be included in the regulations.
Recommended Modification -
Period
These changes address concerns stemminOfrom the Legacy Ranch Decision. The concern centers
on the public's right to know and to meaningfully participate in governmental decisions.
Additionally, there are concerns that some reasonable limit on the lifespan of a preliminary plat
approval period needs toheimplemented.
Tire specific recommended changes require that notice of a request to extend an approval of a
preliminary plat mustappear on the agenda for the governing body, that the governing body
p,uwide an opportunity for the public to comment on the requested extension and that the
maximvmcumu|atiVepe/iodforanapprova|orapne|iminoryp|atis/ixedtoareasnnob|etime|ine.
These changes should be considered for inclusion in the Subdivision Regulations.
cmC/NEcn|NC. ns|mxo|mco
DEPARTMENT OF NATURAL RESOURCES
AND CONSERVATION
y:
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STC\'C BULLOCK
GOv[RNOR
-STATE OF
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DIRCCTOR'SOFFICE 1i06137{•_
TCLCf.AX NU11Rf.R (1061344•2bS3
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1\'A I L R RLSOURCLS 1)1VIS[ON (406)444•b6U1
Tri rrak NL1\IRfRSI30b1111.Oii3/(1061113-:915
112219TH A\'C\UC
PO BO] _01601
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IIIIII:�I1�11'i\"•1I 111 ..I11I.�..\'
HELENA, MONTANA 5900•1601
N-4ay 26, 2016`,0
C.l• ty of Laurel Floodplain
Administrator
Noel futon
P.U. Box 10
Dear Noel:
1 hope this letter finds you well. I would like to thank you for meeting with nuc on Januflry 4, 2016, Please
allo•,% this letter and the attached Contntunity Assistance Visit (CAV) Reports to serve as a summary ofthe
relevant points covered during the visit.
Aficr carclul review of the City of Laurel's floodplain program, there were a few items that we will need to
follow-up with the community on:
1. "1'he City of Laurel will need to update their ordinances within six months of the date of this
Community Assistance Visit follow-up letter. The community will need to update their ordinance
to the 2014 model and include the 2016 LOMB. If additional time is needed for the ordinance
update, tile,, the community should submit written request to me.
2. The community needs to continue to provide information on the mitigation, enforcement and
permit activities in the SH iA.
3. DNRC Floodplain program will continue to work with Noel on training for mapping products and
tools.
4. DNRC will send a copy of the I -IS to the community and work with Laurel on the ordinance
update.
5. DNRC will provide additional information on flood proofing for the applicant and the coil' 1111111
6. DNRC will provide an cxampie of a Recovery Plan to the community.
7. The community should continue to educate landowners about permit requirements and
development practices along the river and in designated floodplains.
8, Additional outreach and education should be performed annually throughout the community to
highlight the benefits of flood insurance.
). Please review and provide comments on the attached CAV report for any errors or information
that may have been left out.
As mentioned previously, it is required that both DNRC and FEMA approve ally changes to your floodplain
regulations Prior to adoption. It is a required review process as well as a benefit for the community to make
sure the updated regulations meet both state and federal regulations.
STATE WATER PROJECTS WATER i,lAN:1CLMENT WATER OPERATIONS WATER RIGHTS
BUREAU BUREAU BUREAU BUREAU
(400 444.6b3b (406) 344.607 (306)133.0560 (406) 413.6610
(MCC the dnw comes, 1 will l)c° available to wwt with you throughout this process to assist &T any
questions and concerns. I lere is my contact inknnatian, along with information tar the Rational Flrnd
hlsurrnice Progr,fm {NFIP) Specialist i`or i��Iontaua. �Iarijc� Brad��. Please RxI We to contact either one ofus
xvith questions:
lyci Sears
NI FIP Coordinator
Montana DNHT'
Fl xylain Progrmn
1424 9" Ave.
llelcna.'.IT 59620
406-444-6654
tserir:sltimtGav
Ndw jo Brady
NFIP Specialist
FCNIA Region Vlll
PA Box 25267
DI C, 13ldg 710
Dcnveq CC) 80225
303-235-483-S
nr<�rijo.l�raci� rfr`.'.cihs.�oti
1 know that in the last I• v months, you have been rdhTly worlcing :with dam Johnson. DNRC RegiongI
wTnwci', on Flood plair, 1:rn jc s alai In orn tion. I `vnCu£i1-age tho cmnm(itdy to "MGMW to UtiIKe Ow-
DNRC Floodplain Program as a community resource:.
I look forward to Wking with you soon and plane call me with any questions you may We concerning
this letter or the enclosed CAV reports.
Sincerely,
f
n.
1 rad 'SuirS,T`I'14'1
PHional likmd Insurance Pragram (NFIP) Coordinator
Montana DNRC Floodplain Program
1424 qct: ;\Ve
Helena, NIT 59620-1601
4004441654
cc: klarijo Brady, FI MA; Sam .lohnson, Montana DNRC
Attachments: Community Assistance Report (Draft)
COMMU3.741TY ASSISTANCE VISITREPORT
(`JTY OF LAL'REL
VF I if OWSTONE COUNTY, MONTANA
JAALWZY 4, 2016
y, Floodplain Management Regulations — (Are there any problems
Serious —IN-finor ---None - NI/A) - Minor
Laurel regulates development within the, identified floodplain via an Ordinance arneilding
Chapter 15.70 ofthe.Laurel Municipal Code "Floodplain Regulations" effective
Novernber 1, 2013. A review of this ordinance has Found the rivajority of the docutimit in
compliance with the requiroments of suction 60.3 of Title 44., of the Code of"Federal.
ReaLlIa-ions (44CFIZ). The only minor issue vv-ith the ordinance is the state Illodel used
for this local ordinance
Section 1.7., the responsibility of flt-)t)dpliiiiidi-niiiis7-,iiioii is with the office of plannilig.
Copies of the ordinance are available, in the Clerk and Recorders and Planning Offices.
Issues:
Currently, the effective ordinance is based on the 2013 version of the State Model
I'locAolain Ordinance and is an older vcl-sion of the State Model completed in 2014. The,
community will also need to include the LOMR 15-08-1029P to reflect the change in
,jurisdictional area for the SFHA.
Remedies:
The COMMUnity should look into updating their ordinance to reflect the small changes to
the state 2013 version and to include LOMR 15-08-10291' dated January 8, 2016.
The Community was provided a copy of the 2014 State Model Floodplain Ordinance
which is also a-vai I able for do,.vil' clad at www.nittloodplaai«..znt.gov. Traci Scars with
Montana DNRCencoura(yed the community to work with DNRC and FEMA in the
updating or amending of the ordinance.
2) Engineering or other problems with the maps of Flood Insurance Study -- (Are there
I Ilem
any pro h s with the cornnatinity administrative and enforcement procedures — SeriOLI5-
Nlirjor-Nonc-N/A) — Minor.
The current effective Flood Insurance Study (FIS) and Flood Insurance Rate Maps
(FIR-TV-1s),ire datccINovember 6, 2013.
The2.0113 ISIS and FIR.Ms ametided the initial detailed Flood Insurance Study (FTS) with
an effective date of July 6. 1982 and the accompanvimay Flood lnsuranec. Rate Nlaps 'chat
went effective, January 6. 1983
Issues:
Noel refcrs to the 1`11614s and rl-']S when needed. She Would like sonic additional tfaillillu
Z�
on hwk-, to use the maps and Flood insurance Study. Noel is not aware of any issues or
changes to the Special Flood.1-Jazard Area (SFI-1A) since November 6, 2013,
file corrununity requested an additional copy of the FIS for the City of Laurel.
The C011111-11.11litV Will also need to amend their Current ordinance to reflect LO, -IR 15-08-
1029P.
Re-medies:
f-')N�k�(,Floodplaiii program will continue to work with Noel oil training for mapping
products and tools.
DNNR.0 will send a copy ofthe FIS to the community and work with Laurel oil the
ordinmice update.
3 Biennia] Repoft Data -- (Are there any problems with the community Biennial Report
i
Data --- lvLi
jor-Minor-None-INUA) - Minor
Per FE -\,IA Region VIII. at this tirric FEIVIA is not requiring subaafttal of
Community
Bicron it reports.
4) Violations/Enfoi-cement -- (Are there any potential violations of the community
management regulations? — Yes-'No-N/A)Minor
At the time of the CAV.. Laurel was not aware of any violations,
Issues:
In March, 2016 the community started an enforcement procedures on a new,9 as station
that is going into the SI','IIA. The community has asked for additional information oil
floodproofirig for the applicant and the C0111111U.Flity.
lZemedies:
The community is working with DNRC: to help resolve this enforcement issue. It is
important that the community is familiar Avith the NFIP program. DNRC is also working
I
closely with the Department of Envi-rontneiltal Quality (DEQ) — underground storage
division. Traci Sears and Steve Story with DNRC Floodplain prograrn met with DEQ
representatives to go over the NFIP and local floodplain programs. Both agencies are
Z:� In
dedicated dicated to moving forward with improved collaboration and understanding.
le t,
DNRC will provide additional information on, floodproofing for the applicant and the
community.
5) Administration and Enforcement Procedures (Are there an, problems with the
conlML1,14 administrative- and enforcerne-itt procedures? -- Serious -Minor -None -N/A)
Minor
The initial detailed Flood Insurance Study (11S) with accompanyinc,;- Flood insurance
Rate Maps (FIR 4s) went effective on November 6, 2013. As a condition of continued
participation in the NFIP, the City of Laurel was required to adopt floodplain.
manag�',ment regulations that accepted the FIS and aCCOD)pW'yi!lg 1 -naps as well as
meeting local, state, and federal requirements. Laurel has adopted floodpiain
mcanag -ed under Montana State Statute
gernent regulations consistent witli 'those requite
_'R 60.' (d), the City of Laurel has adopted
Title 76, and Chapter 5. Acmdhigj to 44 CI
Love] "D" Floodplain Revulations. The study and maps are die primary tools used by the
I
RMII floocil)liiiliciniiiiisti-atoi- in assuring that all development in the, cicsignatc-A
11.),
odplain meets the standards set forth in the floodplain management. fCgUlations,
The City Planner, Noel F.aion, has assumed the duties of tile. floodplain administrator for
the City of LaLlrel. She is new to the floodplain program and is eager to b� CdLICU(Od acrd
trained on die local program and the LFII'. Section 1.07 ., identified the responsibility for
=loociplaiii Adiiiinistratiori witli the City of Laurel planning office. Floodplain permits
are separate from all other permits; i.e. building permits.
information provided to the. cornninnity included:
Answors to Questions on the NFIP
`file Benefits of Flood II)SLIM111CC Versus Disaster Assistance
Reducing Damage from Localized Flooding
l: '? r < Manual
6) Floodplain Management Program -- ('Are
Are there any other problems in the conlrnullity's
floodplain -Inanagement program — Seri ous-%jf i nor-Nono-_N/A) Minor
I
The instances of floodplain permit applications were minimal and Traci Sears and Sam
Johnson with Montana DNRC assisted with reviews and information for the community.
There have been no variances or appeals issued or submitted by the conimunity in the last
year.
Issues
Permits may have been required for emergency projects/activi ties that may Have oCCUlTed
n I
in the designated floodplain. it is also important for tile, cormilunity to recognize any type
of development in the I 00 -year floodplain should have a floodplain permit; i.e.
Substantial improvements, fill, retaining walls, etc_
Remedies:
Training is a key component in Understanding fhc requirements and responsibilities of the
local floodplain pro(rain. Montana DNRC provides training throughout the year to local
communities and various stakeholders. D'NRC provides training information and on.-lineCD
training modules (currently in draft f0mi) at w ww. In t1l oodlalaiin.int.gov.
7) Programmatic issue m- problems identified — (Yes -No) — Yes
(progranamatic problems relate to the nation or region, not just a community)
Issues:
A. CaTeful and well thought decisions shotild be made when doing any type of
development in and around a designated or natural floodplain.
11. Flood. Insurance outreach should be a main component for a local floodplain
program.
Remedies:
A. The cornniuniy should continue to educate landowners about permit
requirements and development practices along the river and in designated
floodplains.
B. Additional outreach and cducatim) should be performed annually dirongliout flie
commuraw to highlight the benefit,; of flood insurance.
NARRATIVE:
1) Communiq, Background Notm
Laturel is located in the sontlnvcstern corner of' Yellowsforle County, in south-central
Montana. in Yellowstone County. 'I'lic principal industries in Laurel include an oil
-ofmory
i
, , a lai-LTe railroad yard, and a modular horne plant. Land use in Laurel consists of
agricultural pasture, drykuid. farming irrigated crops, and urban development,
Development along Italian Ditch consists of business districts and industrial parrs.
Nutting Dicli is located in a rapidly growing residential area consisting of'hOme- Sites and
subdivisions.
Several small tributaries such as Clarks Fork Ditch, Italian Ditch. and Nuttim-, Ditch, and
a rnpjor tributary, Clark,,,, Fork Yellowstone River, join Yellowstone River near Laurel.
The topography N the comn`11.1114Y consists Of gently sloping floodplains and alluvial -[an.,,
rising to local terraces.
The runoff Water ca.11""Ing1looding problems within the corporate emits of Laurel
originates as rainfall runoff ftorn local drainage areas surrounding the city. Floodwaters
in the Italiana Ditcn and Main Street study reaches originate frons all Liligauacd area west
I t:� __
ofLaurel. Flooding on May 18, 1978, was the worst in the history of Laurel and was
used as the basis for the Main Street anti Italian Ditch Studies. Major floods of record on
Yellowstone River Occurred in 1918, 1943, 1944, 1967, 1974, 197-5.. and 2011.
Laurcl entered the regular phase of the NFIP on. January 6, 1983,
2) Mitigation Grants Notes:
Zfl
Yellowstone County and the City of Laurel adopted Multi -Jurisdictional Pro -Disaster
Mitigation Plan Update in 2011 The community is wonting on soveral grant
Opportunities to assist in the relocation and update to the water intake system. The
community is closing out the riprap project on Riverside Par](.
There is a concern on the ongoing erosion issues downstream oftlie bridge and near
Riverside Park. The community would also like to get aii example of Recovery Plan to
start putting together.
3) Other Findings Notes:
r -I
The C011IM1111ITY is interested in all training opportunities to assist the planner/floodplain
administrator. NIs. Sears briefly discussed floodplain training opportunities to include
DNRC,, F"'NAL and AMEN4 conferciice. Noel WM d -We to attend the ANMFM couforelice
that was hold in Fairmont.
4) Genci-al CAV Notes
The. fiollovMig Comniiiiiity Assistance Visit Report narrative has Been prepared by Traci
Sears with the Iviontana 6epartnielit of1\1raturall R-esourecs ard C onservatioii (DNRC).
Traci met with Noel Eaton l c Plaivier anal Floodph-IM Administrator for the City of
Laurel on January 4, 2016 to conduct, a CAV and basic Floodplain iraiiiing. Flo 'pl, hi
od a
niatorlais \vcie distributed and discussed.
flie last (,'AV for the comn-,unity occurred on Juni. 16, 2011 As of Jautiary 4.. 2016 CIS
Insurance 0, crviow Shows that there are CUITel-It1V 13 floodplain policies in place for this
conii-liunity and 11 paid losses.
5) 1..0.:11988 tN'otes:
jects need to
consider floodplain requirements in the design and
pl-OliCC-1 COTIStrUCtiOn. Also, the coinnituifty is awlarc that prior to issuing a permit, they are
require,
i , �d to maks: Sure all other applicable (federalstatc. and local agency} applications;
and permits have bear recei ved/iss ties for pro.jects located in the designated floodplain.
{) Communiti7 Action Needed Notes:
A. 'I'lt
ie community needs to continue to provide, iiiforlliation on the iiiitigatioti,
enforcement and, permit activities in the S1,TIA,
B. Th.1- commui-ifty will need to update their ordinance to the 2014 model and include the
201 G LOMR.
C, DNRC Floodplain pro,t:,trani will continue: to work with Noel ort training for mapphig
products anal 1001q.
D. DNRC will send a copy of the FIS to the community and work with Laurel on the
ordinance update.
E'. DNRC will provide additional information on floodproofing for the applicant and the
COMMUMLY.
F. DNFRC' wil 1 provide an example of Recovery Plan to the community.
G. The commutifty should continue to educate landowners about permit requirements
and development practices along the river and in designated floodplains.
13. Addit,"Lonal outreach and education should be perfornicd annually throughout the
cunummity to highlight the benefits of flood insurance.
MINUTES
Laurel Urban Renewal Agency (LURA)
Meeting was called toorder byJudy Goldsby. Ro|ca|VAttendance: Quorum ofvoting members present:
MardieGpa|inger,Judy Gn|dsbK Don Smarsh and Dean Rankin. Non-voting members: Janice Lehman and
Linda Rickel. Mayor: Tom Nelson, City Staff: Kurt Markegard. City Council: Rick Herr, Attendee's: Ken Olson
and Ken Gomer
Introductions: None.
Approval nfMinutes from Previous Meeting: Dan made the motion anDean seconded.
Old Business:
a. Kurt Markegard has reviewed and updated the Grant process.
b. LURA By -Laws were discussed.
c. The Large Grant Sub Committee will meet May 2nd at 11:00 in the City Hall Conference
Chambers.
New Business:
Reports:
a. Ken Gomer gave an update on LARC.
a. City Administration: None.
b. City Manner: Kurt updated how email addresses are going to change in order to consolidate
and deal with staff changes.
c. City Treasurer: None, however, it was discussed about receiving monthly reports instead of
quarterly.
d. Big Sky EDA: Dianne sant an email with information regarding The State of the Workforce
and Strategic Place Making. Itwill beheld atthe Pub Station onApril 2Oth
for 7:30amuntil 2:0Dpm.Sign uponline atBig Sky EDA.
Public Comment on Non Agenda Topics: Ken Olson presented conceptual drawings of the Firemen's Memorial.
Next Meeting: May Z1st,2O18at11:0Oatthe City Hall Conference Chambers.
Adjournment: Dean made the motion and Mardiesaconded.
May 0 930
City Hall
Attending: LuAnne Engh, Dale Ahrens, Aaron Christensen, Walter Widdis, Matt Wheeler, Kurt
Markegard, Phyllis Bromgard
Expense/Income: See Attached — looks like we might have a balance of $1303 for next year.
Overview of Arbor Day:
• Everyone liked the afternoon schedule better
• SOW team was super but Dale feels a minimum of 8 people is needed
• Double wash station would help speed up the line. Kids loved the food! Not much left
over — Dale managed the shopping well.
• Due to packing the chips Dale had $143 left from the grant that will be in the school
account for next year.
• The hospitality sandwich helped to feed city staff and volunteers who had been there all
morning and afternoon. LuAnne will send the receipt to the school for reimbursement
out of the Walmart grant money.
• Need better map for parking and someone to direct that has authority
• Walmart volunteers didn't show up — Dale gave us the request letter (attached). It may
be that someone needs to call the contact person. We'll ask again next year.
• Plaques for the trees can be installed next year. Pacific Recycling is still working on
them.
• We need to promote the event on Facebook either on the Laurel Community watch page
or the city website. Outlook does a nice job but it should get more attention. Our photos
should be uploaded and a story to explain future plans. LuAnne has photos and will try
to get this done.
• On the t -shirts, SOW should have been included because their donation of time and the
trailer was a huge amount. We need to be more clear about where our donors are listed.
Everyone is on the banner which is on the pool fence.
• LuAnne drafted a Thank you to all donors for the Outlook — Walter will see its printed
New Business:
• Dead trees are an issue through out town. The tree board can send a letter to the
homeowner about their responsibility to take down dead trees due to the danger of them
falling on property. Karen our code enforcer will be at the next meeting to discuss what
we should be doing according to the city codes.
• Clean up in Lions park must be approved by a city employee. The Lions want to take out
dead and dying trees around the pond but those must be targeted by a professional.
Aaron will help identify the trees. Anyone can weed out the ditches of volunteer trees
that are going to crowd the tree line.
Next Meeting: June 21" — 9:30 Invite Karen Code Enforcer to the meeting
Donations - this is not official — still waiting for the Treasurer's official report
Money— NOT INCLUDING WALIVIART -$4210
TREES 2,221
SHIRTS 464
BANDS 132
HOSPITALITY 100
Balance $1303
Thank you - Outlook article
The Laurel Tree Board would like to thank all the supporters and volunteers that made our 2018 Arbor
Day Celebration at Lions Park and South Pond a huge success. The 200 students and teachers from the
Laurel 4th grade, Laurel Home School, New Life Church School of Light, and First Baptist Academy
appreciated the opportunity to help improve the pond with 9 new trees. They learned from the
following area educators:
Bright N Beautiful
Riverstone Health
Yellowstone Weed District
Yellowstone Master Gardeners
Montana Nursery & Landscape Association
Northwest Energy
Fish, Wildlife and Parks
USDA — Agriculture
Department of Natural Resources
The Laurel Garden Club provided the hospitality for the presenters and the S.O.W. Ministries offered the
BBQ lunch. The Lions members helped with the set up and clean-up of the park and the City Staff
dedicated several days to preparing the park for the tree planting. The Laurel Fire Department was on
hand to show their equipment and explain fire safety. The American Legion presented the flag.
Our generous donors that supported the event are:
Laurel Lions Club
First Baptist Church
DNRC
Northwest Energy
Walmart
J&M Auto
State Farm —Tom Maack
Laurel Rotary
Yellowstone Bank
River Ridge Landscape
Larned Tree Service
Albaugh Construction
Tech Construction
Thank you to all who participated in Arbor Day!
The Laurel Tree Board
Local 316 Employee Union
Western Security Bank
Rocky Mountain Compost
American Legion
Meadow Green Sales
Laurel PTA
Dynamic Designs
Cotters Squatters
Pacific Recycling
Ace Hardware
Laurel Ford
Anril 17. 2018
Mr. Nick Paden, Store Manager
Laurel Wal Mart
1.,aurel,,MT 59044
n"", Nr;e.l?
As a member of the City of Lattrel, Tree Board, and also a trustee of the Laurel
Public Schools, I want to extend our heartfelt "thank you" to you and your
administra, tivo learn f« r• the financial sunnort Wal Mart has Qiven to our annual
Arbor Day opportunities. This is your second year that our Arbor Day committee
has received a Wal Mart grant that will cover the lunch and snacks for all 4th
air ders from the Laurcl Schools. Private Schools. and Horne schools, With the
presentations from county and state organizations and groups, our students are
learning the importance of good tree planting and conservation. We thank you for
the local sunnort of the Laurel City of Trees desie nation,
Last week, I carne into your store to personally thank you for the 2018 Coninimlity
(1ra-rit. from Wal Mart. You were in a inectina, so I was able to speak -with a mernber
of the Wil 'NAarf administrative tearer. Paid, He i-nentioned to me that Wal Mart
employees are actively involved in their local communities. He asked me if our Arbor
Day event Could use any of the Wal Mart volunteers. After discussing the possibility
of the Wal Mart volunteers at our monthly Arbor Dav meetina. the decision was ai
resounding "yes".
If it could be arran�cd to have 4 to 6 Wal Mart volunteers at our Arbor Lav event. we
would be grateful. Here arc the details:
Arb t - City_(it laurel and 4th Grade Students of Laurel
Date: Tuesdav Mav 1.201
Time: 1130 am
Place: Laurel South Pond - Lions Club Park
students. oresenters. and volunteers will be served lunch startine, at 11:30am
Tree dedication, speaker presentations, honor guard at 12:00pai
County, State, other organizations small group presentations to follow ceremony
Wal Mart volunteers needed stitini-y at 10:30 am
- Set up of organization booths
- Stand / Supervise students and teachers as students shovel a scoop of dirt at trees
- heir) with anv "minor" event clean -un at 2:' )0 nm
any volunteer that cannotstay the full time, can rotate in where necessary.
Yours trulv-
Dale Ahrens. Laurcl Tree Roir& Laurel S-D.Tnigfee
Laurel Airpof t P.O. Box 242
Agthodt Laurel, MT 59044-02
Laurel Airport Rd. 0
FWATOM193saw
Meeting called to order @ 18:50 hours by Chairman John Smith. All board members were
present.
Guests present: Nate from KLJ, Mark Webb, and Bob Miller from Northern Skies. Bob
Miller give an explanation as to some of the problems with fuel sales from Northern Skies,
he had prior commitments so he went first. Many issues which the board was unaware of,
and neither party has complete control over. Some of the issues with lack of fuel seem to
have been resolved, and Bob gave an impassioned explanation as to why they cannot
price match some of the other airports. Basically Bob stated it was a volume issue, with
Billings selling substantial amounts of fuel, and some of the other airports are assumed to
purchase it with the county fuel program, again adding to the volume of fuel purchased
from the supplier.
Minutes approved of last meeting. (3-27-2018)
Claims approved: Normal and recurring for utilities, fuel & snow removal, etc. No draws
were made on runway project as it is shut down due to weather.
Reports: Nathan of KLJ
1. We again had no work done on site, due to weather.
2. Earthwork will commence as soon as weather window allows, anticipate
mid-May at this time.
3. With delay in start project should be done in August, assuming normal
weather patterns.
4. Change order #3, demolition of buildings in new approach, is pending
approval waiting resolution of Building #4 and #6.
Old Business:
1. Web Page ...... in progress for revisions
2. Date for FAA funding discussion ...... pending
3. Will need updated signature card for check register, Randy has contacted
bank. Cards are now available at branches.... Pending
4. Need final amounts for all lease buy backs from Accountant.
New Business:
1. Bid package so we can continue with the building relocation and get
available FAA participation, has been sent out, we are waiting for replies.
2. Frank Felke has runway lights he would like to give/sell to airport, need to
find out if compatible.
0 Page 2
May 22, 2018
3. Sliding gate is inoperative, old lift gate from Billings Airport no longer
available, have contacted gate repair, for replacement of rollers and
adjustments.
4. Lease amounts in area not designated for airport use need to be analyzed
prior to renewal, must meet fair market value for FAA compliance. Have
mentioned to Tom Boyce and also on Separate building for his needs?
5. Fox Road will need repairs this spring, analysis after snow melt, may want
to discuss with Riverside for assistance or City of Laurel repair crews.
Meeting adjourned, 20:15 hrs.
Randy Hand
Secretary
MINUTES
TPLANSIT AUTHORITY COMMITTEE
MARCH 28, 2018 10:00 A.M.
CONFERENCE ROOM
MEMBERS PRES[XV: Bea Ann Melichar Richard Klose
Dorthy Allegria Bethany Langve
OTHERS PRESENT:
Bethany Langve called the ineeting of the Transit Authority Committee to order at 10:00 a.nl,
The next Transit Authority ineetim, will be on Thursday. Mav 28, 2018 at 11:00 a.111.
There were no previous minutes to review and approve.
The Transit Authority Committee is all advisory committee required by the Montana Department of
Transportation (MDT} to meet quarterly at a rninirnuin. This Committee is required per the MD'I'Transit
Grant program.
Tile Committee discussed updating the current memorandum of understanding (IOU} between the Citv of
Laurel and the Adult Resource Alliance of Yellowstone County (ARA of YC). The last NIOU teas adopted in
2011. The Committee will work on changes to the current MOU and then Bethany will submit those to the
I ; -) the next
City Attorney and Mayor for review. The Committee will bring any changes to the existing MOU t(
meeting. The Committee will also update the current policies and procedures. These updates will be provided
to the City Attorney and Mayor for review,
The Committee discussed involving CORE. Residential Support Services, The Crossings, Tendernest and
Laurel Health and Rehab in future meetings.
The Committee discussed using the City of Laurel Facebook page and water bills to increase public a%A`arCoCSS
of services provided by the transit system. The Committee also discussed what ages can ride the bus without a
parent. Bethany will ask the City Attorney what ages can ride the bus without a parent. The Committee
discussed using punch cards to ride the bus. instead of the current passes used.
Bethany will begin ernalling, out the quarterly reports associated with transit bus.
Clerk/Treasurer Comments:
For next agenda:
NIOU Update
Policies and Procedure Update
hider Age
Bus Flier
'file meeting adjourned at 11:02 a -in
't' ubrilitted,
,,Treasurer
vc, , �r,,Treasuret
Lai rk . uret
TRANSIT GRANT QTR 3 2018
BUS WASHING
JANUARY
FEBRUARY
MARCH
TOTALS
OVER 60
115
138
142
395
UNDER 60
40
38
44
122
DISABLED
27
13
17
57
574
MILEAGE BEG.
54225
54994
55838
MILEAGE END
54994
55838
56719
769
844
881
2494
HRS OF SERVICE
130
118
144
392
DAYS OF SERVICE
21
19
22
62
BUS WASHING
Cemetery Commission Meeting 05-22-2018
Members present:
Richard Klose,Richard Herr
Dave Gauslow,Wallace Hall
Kenny Olson Jr.
Others Present:
Kurt Markegard
Richard opened the meeting at 5pm.
No public comment:
Reviewed the minutes from 2-13-2018, motion by Dave 2nd by Rich Herr to approve the minutes. Motion
passed.
Kenny Olson Jr. resigned as vice chair,motion by Dave 2nd by Wallace to elect Rich Herr vice chair,
motion passed.
Section Markers: Motion by Rich Herr 2nd by Kenny to give Richard Klose permission to check on cost of
section markers. Motion passed.
Motion by Kenny 2nd by Wallace to give Kurt permission to check on putting Laurel city cemetery plots
on line.
Agenda for next meeting:
Check on any restrictions on headstone placement in section H
Next meeting: July 10,2018
Respectfully Submitted,
Richard A. Klose Sr.
CITY OF LAUREL
BOARDS, COMMISSIONS, AND COMMITTEES
REAPPOINTMENT FORM
Date: 2
Name of Member:
I presently serve on the and wish
(Board/Commis ' " Committee)
to be considered for reappointment to a other term.
Signature: /QOM
Date:
Please submit this form to: Administrative Assistant
City of Laurel
P.O. Box 10
Laurel, MT 59044
6. l A , It
.. WIN
IN V
1 1
+ . �, I,
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, Staff prepared the attached Schedule of Fees and Charges for the City Council's
consideration and adoption after public hearing until further Resolution of the City Council; and,
WHEREAS, on May 15, 2018 the City Council adopted Resolution No. R18-19, a Resolution of
Intent to adopt the updated Schedule of Fees and Charges and set a public hearing for June 5, 2018. The
public hearing was held on June 5, 2018 in order to provide opportunity for public input prior to adoption.
No public comment was provided.
BE IT RESOLVED, by the City Council that the attached Schedule of Fees and Charges is
reasonable and in the best interest of the City of Laurel; and
BE IT FURTHER RESOLVED that the City Council hereby adopts the Schedule of Fees and
Charges attached hereto for convenience.
Introduced at a regular meeting of the City Council on June 5, 2018, by Council Member
PASSED and APPROVED by the City Council of the City of Laurel this 5th day of June, 2018.
APPROVED by the Mayor this 5ch day of June, 2018.
ATTEST:
Bethany Langve, City Clerk/Treasurer
Approved as to form:
Sam S. Painter, Civil City Attorney
R18-22 Schedule of Fees and Charges
CITY OF LAUREL
Thomas C. Nelson, Mayor
2018 Schedule of Fees and Charges
06/05/2018
Resolution No. R18-22
Pagel of 8
CITY OF •
SCHEDULE OF r CHARGES
As OF D.RESOLUTION
Administrative. Citv Attornev and Court Fees and Charles (except Libra
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
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
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
Fiveor 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 .......
Case Report Copy — Two or More Pages ...
Vehicle Accident Report Copy ...................
Video Tape or DVD Copy ..........................
......................................................................................... $5.00
........................................................................................$25.00
.........................................................................................
AudioTape Copy..........................................................................
Vehicle Impound — Per Day ..........................................................
DogImpound Fee...................................................................
Dog Boarding Fee — Per Day ...................................................
Finger Printing — 1 card...........................................................
Finger Printing — 2 cards.........................................................
................................................... $5.00
................................ First Copy $25.00
................ Each Additional Copy $5.00
..................................................$25.00
.................................................. $25.00
...................................................... 101; nn
......................................................$10.00
......................................................$10.00
......................................................$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
06/05/2018
Resolution No. R18-22
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
Base Rate for First Hour of Response for working fires, rescue operations, hazmat or
largescale incidents............................................................................................................ $1,100.00
Base Rate for Service Assist Calls or Minor Calls.............................................................$700.00
Foreach Fireman.....................................................................................................................$20.00/hour
Base Rate for Assist and Investigate.......................................................................................$200.00/hour
Rates for Additional Hours after the First Hour of Any Response
(Time calculated from time of response to return to service.)
Engine#1..............................................................................................................................$250.00
Engine#2..............................................................................................................................$250.00
Engine#4..............................................................................................................................$200.00
Squad5.................................................................................................................................. $250.00
Tender#1................................................................................................................................$75.00
Tender#2................................................................................................................................$75.00
Support#1...............................................................................................................................$75.00
Command1...........................................................................................................................$100.00
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
DefibrillatorSupplies............................................................................................................
$200.00
EKGSupplies..........................................................................................................................$50.00
WaitTime...............................................................................................................................$45.00
Extra Attendant ................................................
DOA Transport ................................................
Stand -By Rate (per Hour) ................................
Nebulizer.........................................................
Decontamination of Ambulance .......................
IVSupplies......................................................
Glucometer......................................................
PluseOx ..........................................................
Spinal Immobilization ......................................
Splinting..........................................................
Supraglottic Airway (BVM/King)....................
........................................................................$45.00
...................................................................... $150.00
........................................................................ $ 80.00
........................................................................$20.00
........................................................................ $70.00
........................................................................$50.00
........................................................................ $20.00
........................................................................ $20.00
........................................................................$50.00
........................................................................ $25.00
........................................................................ $75.00
2018 Schedule of Fees and Charges
06/05/2018
Resolution No. R18-22
Page 3 of 8
SuctionKit..............................................................................................................................$15.00
Intraosseous Kit (IO).............................................................................................................$200.00
WoundCare............................................................................................................................$20.00
PelvicSplint (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
Morphine Sulfate 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. RI 1-110).
Raw (untreated) Water: Base rate as per meter size, plus $0.40/1000 gallons.
System Development Fees (Based on Line Size):
'/ Inch................................................................................................................................$1,500.00
1 Inch................................................................................................................................. $2,685.00
1 % Inch.............................................................................................................................. $4,170.00
1'h 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.
2018 Schedule of Fees and Charges
06/05/2018
Resolution No. R18-22
Page 4 of 8
Utilitv Hoak -Up Fees:
Water Tapping — Two Inches or Less..............................................................................................$200.00
Water Tapping — Greater Than Two Inches................................................................................. Fee x 1.25
Labor/Operator Rate Per Hour...........................................................................................................$40.00
Heavy Equipment Rate Per Hour.......................................................................................................$75.00
Other Fees for Reoairs. etc.:
Frozen or Damaged Meter ............................................... Replacement meter or meter parts cost plus 25%
Plus the Labor/Operator Rate Per Hour.................................................................................$40.00
OR overtime hourly rate if called out after hours...................................................................$90.00
Hydrant meter rental............................................................................. $476.00/month prorated plus the total usage
Utilitv Billine Fees and Deposits:
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 1410).
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
3/ Inch................................................................................................................................ $1,000.00
1 Inch................................................................................................................................. $1,790.00
1'/ Inch.............................................................................................................................. $2,780.00
1 %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
06/05/2018
Resolution No. R18-22
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 Charges
ShelterReservation...........................................................................................................................$40.00
SpecialEvents in Parks.....................................................................................................................$50.00/one day
........................................................................................................................................... $75.00/two days
YouthSports in Parks.............................................................................................................No Charge
Riverside Park Camping Fees
With water and electricity................................................................................................... $20.00 per night
Withno water..................................................................................................................... $15.00 per night
Tentcamping...................................................................................................................... $12.00 per night
Library
PhotocopyFees (per page)................................................................................................................. $0.10
Printer Fees
$200.00
Blackand White (per page).......................................................................................................
$0.10
Lostor Damaged Book...................................................................................................................
Cost
Library Cards for Non -Residents
$250.00
For Three Months (Minimum)......................................................................................No
Charge
PerYear.......................................................................................................................No
Charge
Interlibrary Loan Postage (per item)...................................................................................................
$2.00 After 3
Community Room
$200.00
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.............................................................................................................................$350.00
BabyGrave..........................................................................................................................
$200.00
Non -Residents
FullGrave.............................................................................................................................$500.00
BabyGrave..........................................................................................................................
$250.00
Opening and Closing
FullGrave.............................................................................................................................$280.00
Full Grave on Saturday mornings...........................................................................................$380.00
BabyGrave..........................................................................................................................
$200.00
Baby Grave on Saturday mornings........................................................................................
$250.00
Cremation..............................................................................................................................
$150.00
Cremation on Saturday mornings...........................................................................................$200.00
Two Cremations on single plot..............................................................................................$225.00
2018 Schedule of Fees and Charges
06/05/2018
Resolution No. R18-22
Page 6 of 8
Two Cremations on single plot on Saturdays........................................................................$ 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
PlanninL, Fees
Zone Change......................................................................................................................
$1,100.00 + $25.00/acre
Site Plan Review Fee
Residential.............................................................................................................................
$ 55.00
Commercial..........................................................................................................................
$325.00
All Zone Change Applications resubmitted within 1 year
of a withdrawal request made after the legal advertising............................................................
$550.00
Conditional Use Application (Residential)......................................................................................
$550.00
Conditional Use Application (Commercial).................................................................................
$1,100.00
SpecialReview..............................................................................................................................
$325.00
All Special Review Applications resubmitted within one year
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............................................................................................... $600.00 + $50.00/Lot
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
Minor Subdivisions.................................................................................................... $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
2018 Schedule of Fees and Charges
06/05/2018
Resolution No. R18-22
Page 7 of 8
FloodplainPermit..............................................................................................................................$50.00
Review of Buildings for Lease or Rent............................................................................................$200.00
Subdivision for Rent or Lease Preliminary Plan............................................................................$1,375.00
Subdivision for Rent or Lease Final Plan.........................................................................................$550.00
ZoningCompliance Fee....................................................................................................................$50.00
Building Permit Fees
BuildingPermits........................................................................................................................See Appendix A
FencePermits..................................................................................................................................$50.00
Plan Review................................................................................................... 35% of Building Permit Fee
DemolitionPermits...........................................................................................................................$45.00
Portable and Banner Sign Permit.......................................................................................................$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
ResidentialRoofing Permit...............................................................................................................$50.00
Commercial Roofing Permit.......................................................................................... See Appendix A
SignPermit................................................................................................................... See Appendix A
2018 Schedule of Fees and Charges
06/05/2018
Resolution No. R18-22
Page 8 of 8
APPENDIX A. BUILDING P'ERmrr 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-----$95,000-------- $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 first $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.
RESOLUTION NO. R18-23
BE IT RESOLVED by the City Council of the City of Laurel, Montana:
Section 1: Approval. The Agreement between the City of Laurel and
Yellowstone Boys and Girls Ranch, relating to fire protection, a copy attached
hereto, be and the same is hereby approved.
Section 2: Execution. The Mayor and the City Clerk of the City of Laurel
are hereby given authority to execute said agreement on behalf of the City.
Introduced at a regular meeting of the City Council on June 5, 2018, by
Council Member
PASSED and APPROVED by the City Council of the City of Laurel,
Montana, this 5h day of June, 2018.
APPROVED by the Mayor this 5th day of June, 2018.
CITY OF LAUREL
Thomas C. Nelson, Mayor
ATTEST:
Bethany Langve, City Clerk/Treasurer
Approved as to form:
Sam S. Painter, Civil City Attorney
R18-23 YBGR Fire Agreement 2018-2019
HUREL FIRE/Ems
215 WEST 1 ST STREET ° LAUREL, MT • 59044
OFFICE 406.628.4911 • FAX 406.628.2185
March 13, 2018
Yellowstone Boys and Girls Ranch
Dear Yellowstone Boys and Girls Ranch Chairperson,
The Laurel Volunteer Fire Department and the City of Laurel have discussed the
upcoming Fire district contracts and other services for the Rural Fire Districts and Fire Service
Areas.
We would like to continue to offer contract with a 2% increase each year for the next
three years. The increase is due to the rising inflation cost of expenses associated to the fire
service. Such increases are for fire apparatus, both new equipment and the maintenance and
repair of existing apparatus, personal protective equipment, rising fuel costs and equipment
purchases to maintain a highly effective service to our districts.
The proposed increase would be as follows:
Contract
Year
Last
Contract
%
+/-
Increasel
Decrease
Annual
Payment
2018-2019
$9693.93
x
.02
$193.88
+
$9693.93
=
$9887.81
If your Board of Directors accepts this contract amount, the City of Laurel and the Laurel Fire
Department are requesting that the new contracts will be finalized and ready to be presented
to the City of Laurel Council by first the Council Workshop in June. If you feel that the new rate
is unjust and would like to meet with myself or the City of Laurel Mayor or CAO please contact
me and arrange a date and time at your convenience to meet.
Enclosed you will find the contract for the next Oyears of service. Please sign and return to the
following by May 15, 2018.
Brittney Moorman
Council Secretary
PO Box 10
Laurel, Mt. 59044
Thank you for your support. If there is anything we can do to help support the Fire District of
the Yellowstone Boys and Girls Ranch please don't hesitate to call us. Feel free to contact me
with any questions or concerns.
Brent S. Peters
Fire Chief, Laurel Fire Department
bpeters@laurel.mt.gov
406-628-4911
District Contract Mork Sheet
Date Prepared:''
,s
District: 13 ��=if -: °;-`
Prepared by:
Increase: _ 4 Vii,
City Contact: -=
2017- 2018 Contract: 1
Years Amount
X
Percent increase Plus
Original $ Equal New Amount
1900-1903 $1000.06
x
6.6i .$30.60 plus
$1, ?.00 equals $1,300 00
2018- 2019 ;' =% '
X/
p lus
! 'r a uals
/ f q
2019- 2020
X
plus
equals
2020-2021]
X
plus
equals
Contact:
Name(s):
Address:
City/ State/ Zip:
Phone Number:
Major changes to contract period
Additions to new contracts
AGREEMENT FOR
YELLOWSTONE BOYS AND GIRLS RANCH
THIS AGREEMENT is made and entered into this 1' day of July, 2018, by and between the
City of Laurel, Montana, a municipal corporation, hereinafter referred to as "City" and the Yellowstone
Boys and Girls Ranch, hereinafter referred to as the "Yellowstone Boys and Girls Ranch".
WITNESSETH
WHEREAS, the City maintains a fire department and is willing to provide fire protection,
prevention, and investigation services to properties within the Yellowstone Boys and Girls Ranch at the
same level as such services are provided to properties within the limits of the City, upon the terms and
conditions hereinafter provided; and,
WHEREAS, attached hereto and by this reference made a part hereof'; is the Yellowstone Boys
and Girls Ranch boundary description and map; and,
WHEREAS, the Yellowstone Boys and Girls Ranch desires to obtain the said fire services from
the City by entering into a contract with the City for such services;
NOW, THEREFORE, it is agreed by and between the parties hereto as follows:
1. SERVICES
The City will furnish the following services to properties and residents within the
Yellowstone Boys and Girls Ranch at the same level as such services are provided to
properties and residents within the limits of the fire districts served by the City:
a. fire protection and suppression;
b. fire prevention;
C. fire investigations;
The City further agrees to provide grassland, rangeland, and timberland fire protection
services to properties located within the Yellowstone Boys and Girls Ranch.
2. SERVICE AREA
Fire services will be provided to all properties located within the boundaries of the
Yellowstone Boys and Girls Ranch as specified in the Agreement, and as amended from
time to time by agreement of the parties. Any enlargement of the Yellowstone Boys and
Girls Ranch will not receive fire service unless approved in writing by the City. The
hydrants and water system used for fire suppression by the City will be the sole
responsibility of Yellowstone Boys and Girls Ranch.
3. EFFECTIVE
This Agreement shall be effective on July 1, 2018, and shall terminate on June 30, 2019.
4. RENEWAL AND EXTENSION
This Agreement may be renewed, with the terms and conditions of the renewal
Agreement to be as mutually agreed upon by the parties or prior to expiration, this
agreement may be extended for one or more thirty -day period(s) to provide the parties
the opportunity to negotiate a new annual agreement. The parties may extend the
agreement in writing that is accepted and signed by both the City's Mayor and an
authorized official/agent of the Yellowstone Boys and Girls Ranch.
5. CHARGES AND PAYMENTS
The fee for providing services for this Agreement shall be nine thousand eight hundred
eighty seven dollars and eight one cents ($9,887.81). One-half of the said fees shall be
paid on or before December 31, 2018. The remaining one-half shall be paid on or before
June 30, 2019.
6. INDEMNIFICATION
The City will be liable for any injury to person or damage to property caused by
negligence of the City or its employees in performance of its obligations under this
Agreement. The City hereby agrees to indemnify and hold harmless the Yellowstone
Boys and Girls Ranch from any claims for such injury or damage.
7. ANNUAL REPORT
The City will furnish an annual written report to Yellowstone Boys and Girls Ranch,
which will include the number and type of incidents, responded to within the
Yellowstone Boys and Girls Ranch by City personnel.
8. MODIFICATION
This Agreement cannot be modified or amended except in writing executed by the
parties.
9. TERMINATION
Each party must give at least thirty (30) days written notice to the other party of the
cancellation of the said Agreement. Cancellation can only occur on the termination date.
IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first
above written.
CITY OF LAUREL
Thomas C. Nelson, Mayor
ATTEST:
Bethany Langve, Clerk/Treasurer
N
Y OWSTONE BOYS AND GIRLS RANCH
Byocv.0
Lo
IR ORT63 Itell U11001A RT -13c,
BE IT RESOLVED by the City Council of the City of Laurel, Montana,
Section 1: Approval The Agreements between the City of Laurel and Laurel
Rural Fire District No. 8, relating to fire protection for the respective fiscal years: 2018-
2019 and 2019-2020, and 2020-2021, copies attached hereto, be and the same are hereby
approved.
Section 2: Execution. The Mayor and the City Clerk of the City of Laurel are
hereby given authority to execute said agreements on behalf of the City.
Section 3. Effective Date: The effective date of this Resolution is upon adoption
by the City Council, and the Fire Agreements effective dates are provided within each
Agreement.
Introduced at a regular meeting of the City Council on June 5, 2018, by Council
Member
PASSED and APPROVED by the City Council of the City of Laurel this 5t' day of
June, 2018.
APPROVED by the Mayor this 5t" day of June, 2018.
CITY OF LAUREL
Thomas C. Nelson, Mayor
ATTEST:
Bethany Langve, City Clerk/Treasurer
Approved as to form:
Sam S. Painter, Civil City Attorney
R18-24 Laurel Fire District No. 8 Agreements
LIUREL FIRVEMS
215 WEST 1 ST STREET • LAUREL, MT • 59044
OFFICE 406.628.4911 • FAx 406.628.2185
April 17, 2018,
2018
Fire District 8
Dear Fire District 8 Chairperson,
The Laurel Volunteer Fire Department and the City of Laurel have discussed the
upcoming Fire district contracts and other services for the Rural Fire Districts and Fire Service
Areas.
We would like to continue to offer contract with a 3% increase each year for the next
three years. The increase is due to the rising inflation cost of expenses associated to the fire
service. Such increases are for fire apparatus, both new equipment and the maintenance and
repair of existing apparatus, personal protective equipment, rising fuel costs and equipment
purchases to maintain a highly effective service to our districts.
The proposed increase would be as follows:
Contract
Year
Last
Contract
%
+/-
Increase/
Decrease
Annual Payment
2018-2019
$6787.61
x .03
$203.63 + $6787.61
= $6991.24
2019-2020
$6991.24
x .03
$209.74 + $6991.24
= $7200.98
2020-2021
7200.98
x .03
$216.03 + $7200.98
= $7417.01
If your Board of Directors accepts this contract amount, the City of Laurel and the Laurel Fire
Department are requesting that the new contracts will be finalized and ready to be presented
to the City of Laurel Council by first the Council Workshop in June. if you feel that the new rate
is unjust and would like to meet with myself or the City of Laurel Mayor or CAO please contact
me and arrange a date and time at your convenience to meet.
Enclosed you will find the contract for the next 3 years of service. Please sign and return to the
following by May 15, 2018.
Brittney Moorman
Council Secretary
PO Box 10
Laurel, Mt. 59044
Thank you for your support. If there is anything we can do to help support the Fire District 8
please don't hesitate to call us. Feel free to contact me with any questions or concerns.
Z"/Z��g
Brent S. Peters
Fire Chief, Laurel Fire Department
Opeters@laurel.mt.gov
406-628-4911
District Contract Work Sheet
Date Prepared:
District: Prepared by:
Increase: City Contact: A V
2017- 2018 Contract:
Years -T Amount I x 1Percent l increase I Plus I Original$ 1 Equal I NewAmount
2018-2019]
plus
equals
2019-2020]
plus
%j, equals
2020-2021 7,2,,IZ,,
x plus
equals
Contact:
Name(s):
Address:
City/ State/ Zip:
Phone Number:
Major changes to contract period
Additions to new contracts
AGREEMENT
THIS AGREEMENT, made and entered into this 1" day of July, 2018, by and
between the CITY OF LAUREL, a Municipal Corporation, Yellowstone County,
Montana, hereinafter known as the City, and RURAL FIRE DISTRICT NO. 8, a rural
fire district, organized and established by the Board of County Commissioners, of
Yellowstone County Montana, pursuant to the laws of Montana, made and provided,
hereinafter called the FIRE DISTRICT.
WHEREAS, the said Fire District has requested the City to provide fire protection
to the said district and the said City is agreeable to provide said fire protection.
NOW, THEREFORE, for the mutual benefit and advantage of each, it is herewith
agreed as follows:
I.
That the said City, in consideration of the covenants and agreements of the said
Fire District hereafter agrees as follows:
1. To dispatch the City fire equipment and personnel to fight fires,
explosions, or to answer emergency resuscitation calls to endangered
property within the said Fire District upon notification to the City.
2. It is expressly agreed and understood that the amount dispatched, the type
of equipment, the number of personnel dispatched, the manner of fighting
the fire or explosion, etc., shall be at the sole discretion of the City and its
personnel.
3. It is further mutually covenanted, agreed and understood that in the event
fire or explosion or resuscitation calls shall occur simultaneously in the
District and within the municipal boundaries that the said City shall have
the preference to use its equipment and manpower in protecting the City
property first, and that protection of City inhabitants and property shall
have preference and priority over all call, demand of the District.
4. The City shall have the responsibility for investigating all fires within the
District or explosions and attempting to determine the cause of same.
II.
The District in consideration of the covenants and agreements of the City, as
herein stated, agrees as follows:
1. To pay to the City the total sum of $6,991.24, the same to be divided into
two equal payments due December 31, 2018 and June 30, 2019.
2. In the event the District is enlarged or additional homes or buildings built
therein, the City may adjust the compensation upwards as required for the
additional protection.
3. The District agrees to cooperate with the City and City Fire Department in
the inspection of property to be protected and to cooperate in reducing fire
risks as may be suggested from time to time by Fire Department
personnel.
It is mutually covenanted, agreed and understood that the term of the Agreement
shall be for one (1) year, commencing on the 1 st day of July, 2018 and ending on the 30t"
day of June 2019.
RURAL FIRE DISTRICT NO. 8
CITY OF LAUREL
Thomas C. Nelson, Mayor
ATTEST:
Bethany Langve, Clerk/Treasurer
AGREEMENT
THIS AGREEMENT, made and entered into this Pt day of July, 2018, by and
between the CITY OF LAUREL, a Municipal Corporation, Yellowstone County,
Montana, hereinafter known as the City, and RURAL FIRE DISTRICT NO. 8, a rural
fire district, organized and established by the Board of County Commissioners, of
Yellowstone County Montana, pursuant to the laws of Montana, made and provided,
hereinafter called the FIRE DISTRICT.
WHEREAS, the said Fire District has requested the City to provide fire protection
to the said district and the said City is agreeable to provide said fire protection.
NOW, THEREFORE, for the mutual benefit and advantage of each, it is herewith
agreed as follows:
11
That the said City, in consideration of the covenants and agreements of the said
Fire District hereafter agrees as follows:
1. To dispatch the City fire equipment and personnel to fight fires,
explosions, or to answer emergency resuscitation calls to endangered
property within the said Fire District upon notification to the City.
2. It is expressly agreed and understood that the amount dispatched, the type
of equipment, the number of personnel dispatched, the manner of fighting
the fire or explosion, etc., shall be at the sole discretion of the City and its
personnel.
3. It is further mutually covenanted, agreed and understood that in the event
fire or explosion or resuscitation calls shall occur simultaneously in the
District and within the municipal boundaries that the said City shall have
the preference to use its equipment and manpower in protecting the City
property first, and that protection of City inhabitants and property shall
have preference and priority over all call, demand of the District.
4. The City shall have the responsibility for investigating all fires within the
District or explosions and attempting to determine the cause of same.
II.
The District in consideration of the covenants and agreements of the City, as
herein stated, agrees as follows:
1. To pay to the City the total sum of $7,200.98, the same to be divided into
two equal payments due December 31, 2019 and June 30, 2020.
2. In the event the District is enlarged or additional homes or buildings built
therein, the City may adjust the compensation upwards as required for the
additional protection.
3. The District agrees to cooperate with the City and City Fire Department in
the inspection of property to be protected and to cooperate in reducing fire
risks as may be suggested from time to time by Fire Department
personnel.
It is mutually covenanted, agreed and understood that the term of the Agreement
shall be for one (1) year, commencing on the I' day of July, 2019 and ending on the 301h
day of June 2020.
• • "418 , • • i
CITY OF LAUREL
Thomas C. Nelson, Mayor
ATTEST:
Bethany Langve, Clerk/Treasurer
AGREEMENT
THIS AGREEMENT, made and entered into this 1St day of July, 2018, by and
between the CITY OF LAUREL, a Municipal Corporation, Yellowstone County,
Montana, hereinafter known as the City, and RURAL FIRE DISTRICT NO. 8, a rural
fire district, organized and established by the Board of County Commissioners, of
Yellowstone County Montana, pursuant to the laws of Montana, made and provided,
hereinafter called the FIRE DISTRICT.
WHEREAS, the said Fire District has requested the City to provide fire protection
to the said district and the said City is agreeable to provide said fire protection.
NOW, THEREFORE, for the mutual benefit and advantage of each, it is herewith
agreed as follows:
I.
That the said City, in consideration of the covenants and agreements of the said
Fire District hereafter agrees as follows:
1. To dispatch the City fire equipment and personnel to fight fires,
explosions, or to answer emergency resuscitation calls to endangered
property within the said Fire District upon notification to the City.
2. It is expressly agreed and understood that the amount dispatched, the type
of equipment, the number of personnel dispatched, the manner of fighting
the fire or explosion, etc., shall be at the sole discretion of the City and its
personnel.
3. It is further mutually covenanted, agreed and understood that in the event
fire or explosion or resuscitation calls shall occur simultaneously in the
District and within the municipal boundaries that the said City shall have
the preference to use its equipment and manpower in protecting the City
property first, and that protection of City inhabitants and property shall
have preference and priority over all call, demand of the District.
4. The City shall have the responsibility for investigating all fires within the
District or explosions and attempting to determine the cause of same.
II.
The District in consideration of the covenants and agreements of the City, as
herein stated, agrees as follows:
I. To pay to the City the total sum of $7,417.00, the same to be divided into
two equal payments due December 31, 2020 and June 30, 2021.
2. In the event the District is enlarged or additional homes or buildings built
therein, the City may adjust the compensation upwards as required for the
additional protection.
3. The District agrees to cooperate with the City and City Fire Department in
the inspection of property to be protected and to cooperate in reducing fire
risks as may be suggested from time to time by Fire Department
personnel.
It is mutually covenanted, agreed and understood that the term of the Agreement
shall be for one (1) year, commencing on the 1St day of July, 2020 and ending on the 30th
day of June 2021.
RURAL FIRE DISTRICT NO. 8
1
CITY OF LAUREL
Thomas C. Nelson, Mayor
ATTEST:
Bethany Langve, Clerk/Treasurer
RESOLUTION NO. R18-25
RESOLUTION r D FROM , O►Or OAND
AUTHORIZING TO CONTRACT ,� O
THE PROJECT PHASE 3 WTP i BASIN REMOVAL D REPLACEMENT
PROJECT. :ri
WHEREAS, the City sought bids from qualified firms to complete the project by publicly
advertising the project pursuant to Montana law; and
WHEREAS, with the assistance of Great West Engineering, Inc., City Staff received three
responsive bids for the project and recommends the selection of COP Construction LLC to complete the
project for the total cost of $7,475,000 as provided in COP Construction LLC's Base Bid which shall
include the following Additive Alternates:
Alternate 1: Slush Ice Basin;
Alternate 2: Demolish Existing Sediment Basin; and
Alternate 3: Backwash Storage Tank
WHEREAS, the City of Laurel has complied with its procurement policy and applicable laws by
utilizing a competitive bid process to ensure the project cost and firm selected are in the best interest of
the City in both quality and price; and
WHEREAS, the City of Laurel currently possesses adequate funds to complete the project and it
is in the City's best interest to proceed with this project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Laurel, Montana,
the City Council accepts the bid submitted by COP Construction LLC, and the Mayor is authorized to
execute all documents and contracts related thereto, for the award of the contract and completion of
Phase 3 WTP Project for the bid price of $7,475,000.
Introduced at a regular meeting of the City Council on June 5, 2018, by Council Member
PASSED and APPROVED by the City Council of the City of Laurel this 5`h day of June, 2018.
APPROVED by the Mayor this 5 1 day of June, 2018.
CITY OF LAUREL
Thomas C. Nelson, Mayor
ATTEST:
Bethany Langve, City Clerk/Treasurer
Approved as to form:
Sam S. Painter, Civil City Attorney
R18-25 Accept Bid — Phase 3 WTP Project SED Basin Removal/Repair
FV 115 N Broadway, Suite 500
Billings, MT 59101
GreatWest PHONE: 406.652.5000
engineering o FAx: 406.248.1363
www.greatwesteng.com
LETTER OF TRANSMITTAL
To:
Brittney Moorman
Date:
5/29/18
Of:
City of Laurel
Project:
Phase 3 WTP — 2018 Rebid
Address:
PO Box 10
Project No.:
2-07128, TO 29
Laurel, MT 59044
Subject:
Recommendation to Award
Phone:
406-628-9024
Fax:
406-628-2241
We transmit: ❑ As requested
❑ Attached
❑ Under separate cover
Via:
❑ Mail ❑ e -Mail
❑ Courier
❑ Overnight delivery ❑ Fax
# of Copies Description
2 Recommendation to Award
Our action: ❑ Reviewed ❑ Not approved ❑ Approved ❑ See remarks
Action requested: ❑ Review and comment ® Approve /Accept
❑ Make corrections noted ❑ Revise and resubmit
❑ For your information and use
Remarks:
Brittney,
Enclosed please find two corrected copies of the Recommendation to Award for the referenced project. The
letter is the same but the signature line has been corrected to "Thomas C. Nelson". These copies can
replace the previous letters sent. If the project is awarded, please have both copies executed with the
boxes checked with which portions of the project are to be awarded and strike through any portions not to
be awarded. Please keep d�one original for your files and return the other to us. Thanks.
From: Crvstal BennettAO e-mail address: cbennett@greatwesteng.com
Phone: 406-652-5000 cc: Project file
If enclosures are not as noted, please notify the sender immediately.
J:\2-07128 - Laurel On Call\Task 29 - Water System PER\Bidding\2018 Rebid\Low Bidder Documentation\LOT - B Moorman - Corrected
Recommendation Letter.doc
BILLINGS
6780 Trade Center Ave.
Billings, MT 59101
406.652.5000 • Fax 406.248.1363
www.greatwesteng.com
HELENA
PO Box 4817
2501 Belt View Drive
Helena, MT 59604
406.449.8627
Fax 406.449.8631
BOISE
3050 N. Lakeharbor Ln.
Suite 201
Boise, ID 83703
208.576.6646
MISSOULA
112 W. Front Street
Missoula, MT 59802
406.493.0312
May 24, 2018
Mayor Nelson and City Council
City of Laurel
PO Box 10
2GreatWest
engineering e
Laurel, MT 59044
RE: Phase 3 WTP - 2018 Rebid: Recommendation to Award
Dear Mayor Nelson and City Council:
Bids for the Phase 3 WTP - 2018 Rebid project were received on May 22, 2018.
Great West Engineering has reviewed the bids and found no anomalies. Please find
enclosed a copy of the certified bid tabulations.
COP Construction, LLC was the lowest bidder with a base bid price of
$6,627,017.00. This is less than the Engineer's Estimate of $7.4 million. Great
West Engineering has worked with COP Construction on numerous projects. COP
Construction has also done multiple projects with the City of Laurel. Based upon
past experience, we have no concerns regarding their ability to complete this
project.
As such, Great West Engineering recommends the award of Phase 3 WTP - 2018
Rebid to COP Construction. The City may award the Base Bid only or the Base Bid
with any combination of the Additive Alternates. Costs for each of the options are
below:
$ 6,627,017.00 Base Bid
$ 654,600.00 Additive Alternate #1: Slush Ice Basin
$ 112,900.00 Additive Alternate #2: Demolish Existing Sed. Basin
$ 424,680.00 Additive Alternate #3: Backwash Storage Tank
We have attached a spreadsheet that provides a summary of the project totals with
various award combinations. Also attached is a copy of the most recent project
budget for reference. The total budget includes construction funds of $7,475,000
plus an additional contingency funds of $750,000.00.
engineering
If the Council concurs with our recommendation to award to COP Construction,
please sign this letter below. Please keep the original executed letter for your
records and provide a copy to me.
If you have any questions, please do not hesitate to contact me.
Sincerely,
Great West Engineering, Inc.
Crystal Bennett, PE
Project Engineer
The City of Laurel intends to award the Phase 3 WTP - 2018 Rebid project to COP
Construction contingent on funding agency approval. The contract to be awarded
will include the Base Bid plus any of the Additive Alternates that are checked and
not struck through as indicated below.
❑ $ 6,627,017.00 Base Bid
❑
$
654,600.00
Additive Alternate #1:
Slush Ice Basin
❑
$
112,900.00
Additive Alternate #2:
Demolish Existing Sed. Basin
❑
$
424,680.00
Additive Alternate #3:
Backwash Storage Tank
Thomas C. Nelson, Mayor
City of Laurel
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10 %*63 an 9 111030116
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. RI 1-115; and
WHEREAS, the Mayor and 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 and not contrary 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 June 5, 2018, by Council Member
PASSED and ADOPTED by the City Council of the City of Laurel, Montana, this 5`h day of
June, 2018.
APPROVED by the Mayor this 5`h day of June, 2018.
CITY OF LAUREL
Thomas C. Nelson, Mayor
ATTEST:
Bethany Langve, City Clerk/Treasurer
Approved as to form:
Sam S. Painter, Civil City Attorney
R18-26 Amend Purchase Procurement 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.
Policy: No purchase of the same supplies and/or products shall be made on separate purchase orders or
separate requisitions for the purpose of circumventing the review/approval procedure required by this policy.
Furthermore, no projects shall be split for the purpose of circumventing the procedures provided herein.
Violations of this Policy may result in employee discipline and/or rejection of the purchase or project.
Contracts and products over $80,000
1. The City shall utilize competitive 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.
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;
Revised & Adopted 06/05/2018 — Resolution No. R18-26
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
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 $3,000 and under $80,000
1. All purchases must be budgeted for prior to the expenditure. In cases of emergency, the department head
will contact the Mayor/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.
No purchase will be approved or paid if the order shows the invoice was made prior to the date the
purchase order, requisition or request was prepared
Purchases of $1,000 to $4,999
1. Purchases of $1,000 to $4,999 require the purchasing employee's name and signatures on the purchase
order prior to the actual purchase.
• Signature of the Department Head and CAO and/or Mayor; or
• Signature of the CAO or Mayor if the Department Head is unavailable.
No purchase will be approved or paid if the invoice shows the purchase was made prior to the date the
purchase request was prepared
Purchases under $1,000
All purchases under $1,000 require the purchasing employee's name and the following on the purchase
order or invoice.
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;
Revised & Adopted 06/05/2018 — Resolution No. R18-26
• Signatures of Employee making purchase and his/her immediate Supervisor for purchases that do
not exceed $250.00.
® Signatures of Employee making purchase and his/her Department Head for purchases that exceed
$250.00 but less than $1000.00.
No purchase will be approved or paid if the invoice shows the purchase was made prior to the date the
Purchase order was prepared.
Purchases for water, sewer, solid waste and street departments
The Public Works Director, Public Works Superintendent, and Utility Plants Superintendent are
authorized to make purchases for the water, sewer, solid waste and street departments so long as the
purchase is from funds budgeted within the appropriate department.
Exemptions from Bidding or Advertising for EnteMency 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. R11-115; Revised & Adopted 08/20/2013 — Resolution No. R13-55;
Revised & Adopted 06/05/2018 — Resolution No. R18-26
A
RESOLUTION
O O r s P r OADDITIONAL r BY
KLJ UNDER THE TASK ORDER FOR PLANNING SERVICES APPROVED VIA
RESOLUTION NO. R18-12 O; PREPARATION
ASSISTANCE WITH THE ADOPTION ,,NEW FLOODPLAINREGULATIONS,, r
THE CITY O LAUREL, MONTANA.
WHEREAS, the City of Laurel's participation in the National Flood Insurance Program
(NFIP) is based upon a mutual agreement with the Federal Emergency Management Agency
(FEMA); and
WHEREAS, in return for the local adoption and enforcement of floodplain management
regulations that meet the minimum criteria of the NFIP, FEMA provides the availability of flood
insurance coverage within the City of Laurel; and
WHEREAS, FEMA periodically evaluates the administration and enforcement of the
floodplain regulations and provides updates to Flood Insurance Rate Maps and Flood Plain
Management Regulations; and
WHEREAS, FEMA has the authority to impose penalties up to and including suspension
from the NFIP should the City not adopt and enforce compliant Flood Plain Management
Regulations; and
WHEREAS, the Montana Department of Natural Resources and Conservation (DNRC)
supports the NFIP and serves as the State liaison with FEMA to coordinate activities and provide
support, technical assistance, training, and outreach to City officials in the execution of their
duties to identify, prevent, and resolve floodplain management issues; and
WHEREAS, it is the intent of the Flood Plain Hazard Management regulations to provide
for the safety of the residents living or working along the rivers, streams and drainages in the
City of Laurel by adopting land uses and reasonable limitations on construction activities; and
WHEREAS, the purpose of this chapter is to promote the public health, general welfare,
and safety; to minimize flood losses in areas subject to flood hazards; to preserve and enhance
natural watercourses; and to promote wise use of the floodplain; and
WHEREAS, the City of Laurel 2013 Flood Plain Hazard Management Regulations have
been deemed to be inadequate by DNRC and must be updated to comply with the minimum
requirements imposed upon the City by FEMA and DNRC.
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Laurel, Montana,
that KLJ is authorized to prepare new Floodplain Regulations and to assist the City throughout
the subsequent local adoption process as required by FEMA and DNRC; and
R18-27 Additional Services/KLJ/City Planning Services: Floodplain Regulations
BE IT FURTHER RESOLVED, the Mayor and City Clerk are authorized to execute any
agreements, forms or documents required to effectuate this Resolution.
Introduced at a meeting of the City Council on June 5, 2018, by Council Member
PASSED and ADOPTED by the City Council of the City of Laurel, Montana, this 5`" day of
June 2018.
CITY OF LAUREL
Thomas C. Nelson, Mayor
Bethany Langve, Clerk -Treasurer
APPROVED AS TO FORM:
Sam Painter Civil City Attorney
R18-27 Additional Services/KLJ/City Planning Services: Floodplain Regulations
May 26, 2016
DEPARTMENT OF NATURAL RESOURCES
AND CONSERVATION
STEVE BULLOCK DIRLCTOR'S OFFICE 44061 414-20;4
GOVERNOR TELEFAX NUMBER 1406) 444-2644
-STATE OF N1ONTANA
n1'A iLI( RL50URCLS DIVISION (40b) • 4-1-6601
T F I r r A X K UM R F R S 1406) 444-0533/ (40(,1444-;919
hltP:/hvaa' kv.d nrr.ml.} ..a•
City of lAILII'el Floodplain Administrator
Noel Baton
P.O. Box 10
Dear Noel:
CJS
112-191-11 AVENUE
PO BOX :01601
HELENA, MONTANA ;900.1601
Cum
I hope this letter finds you well. I would like to thank you for meeting with nnc on January 4, 2016. Please
allow this letter and the attached Community Assistance Visit (CAV) Reports to serve as a summary of the
relevant points covered during the visit.
Aftcr careful review of the City of Laurel's floodplain program, there were a few items that we will need to
follow-up with the community on:
1. 'rhe Cih1 of Laurel will need to update their ordinances within six months of the date of this
Community Assistance Visit follow-up letter. The community will need to update their ordinance
to (lie 2014 model and include (lie 2016 LONIR. If additional time is needed for the ordinance
update, then the community should submit written request to Inc.
2. The community needs to continue to provide information on the mitigation, enforcement and
permit activities in the SPI IA.
3. DNRC Floodplain program will continue to work with Noel on training for mapping products and
tools.
4. DNRC will send a copy of the IIS to the community and wort: with Laurel on the ordinance
update.
5. DNRC will provide additional information on floodproofi ng for the applicant and the community.
6. DNRC tivill provide an exampie of a Recovery Plan to the colnnullnity.
7. The community should continue to educate landowners about permit requirements and
development practices along the river and in designated floodplains.
8. Additional outreach and education should be performed annually throughout the community to
highlight the benefits of flood insurance.
9. Please review and provide comments on the attached CAV report for any errors or information
that may have been left out.
As mentioned previously, it is required that both DNRC and FEMA approve any changes to your floodplain
regulations prior to adoption. It is a required review process as well as a benefit for the community to make
sure the updated regulations meet both state and federal regulations.
STATE WA9 ER PROJECTS WATER MANAGEMENT WATER OPERATIONS WATER RIGHTS
BUREAU BUREAU BUREAU BUREAU
(406) 444.6b4b (406) 444.6637 (406) 444 -OW (406) 44.1.6610
Sme the time canes, 1 will tv avablic to WWI with you throughout this process to assist with we'
questions and concerns. Ilere is my contact infon-nmion, along with inRormation Rw the Motional Flood
hasum we T'ropnot (N1'lP) Specialist for Nlontana, klarijo Brady. Please feel free to contact cit}ter one of us
with questions:
Traci Sears
NMP Coordinator
hdon(ana DNRC;
Floodplain Program
1421 9" Ave. ..
I lelena, MT 59621)
40&44 44654
t_seaNImtGov
Niarijo Brady.
NFIP Specialist
hENIA Region V111
110. Box 25267
DIC:;, Bldg 710
Denver, CO 80225
303..235..4835
marijo.brady(, dhs.gov
I Know that in the last l0v months, you have hcen actively working; with Sam Johnson, DNRC Regional
F,n i iCer• on fiwojplahi Iia j+ os and inhnnmimt I oncownge the cC?Etimmity' to amtimw 10 WHO Ou;t
DNRC Floodplain Pwgrnm us a community resource.
I lookk forward to talking, «tith you shoo and ])]case call me with troy gtEcstions YOU may have cowerninP
this letter or the enclosed CAV reports.
Sincerer°.
Traci Scal C'I lm
Nmional flood Insurance Program (NFHJ Cowdlutor
Montana DNRCFloodplain Program
1424 90 Ave.
IIelcna, MT' 59620-1601
406-444-6654
t
t�eaE'+ tt nit.�_1v
cc: klari.jo Brady. FEtMA;dam Johnson. Montana DNRC
Attachments: Community Assistance Report (Draft)
COMMUNITY ASSISTANCE, VISIT REPORT
CITY O.1!;
F LAL REL
V11",LLOWSTONE, COUNTY, MONTANA
JANUARV 4,2016
FINDINGS:
I')Con Z-�
� Injunity Floodplain N'lanagement Regulations - (Are there any problems --
Serious - Minor - None - N/A) - Minor
Laurel reguilates development within the identified floodplain via an Ordinanec amending
Chapter 15.70 ofthe Laurel Municipal Code "Floodplain RcgUla-LiOn.S" effod'iVC
Z-1
November 1, 2013. A review of this ordinance has found the majority of the document in
C0111pliance with the requirements of section 6037 of `title 44, of the Code or Federal
Rc,,LIJ�v'ions (4-4CF4Z), The only minor issue 1vifll the ordinar?ce is the state model used
for this local ordinance
Section 1 .7, the responsibility of floodplain adnifiiistration is with the office of planning.
Copies ofthl- ordinance are available in the Clerk and lZecorders and.Planninor Off -ices,
n
Issues:
Currently, the effective ordinance is based on the 2013 version of the State Model
Floodplain Ordinance and is an older version of the State Model completed in 2014. I'lle
community will also need to include the LOMR 15-08-1029P to reflect the change in
jurisdictional area. for the SFFIA,
Remedies:
'I'lle community should look into updating their ordinance to reflect the small changes to
the state 2013 version and to include LONIR 15-013-1029P dated January 8, 2016.
'['he community was provided a copy of the 2014 State Model Floodplain Ordinance
which is also a.-vailable for download at wt rw,iiitfloodpl-ciii-i.iiit.!-)ov, Traci Sears with
Montana DNRC encouraged the community to work with DNRC and FEMA in the
updating or amending of the ordinance.
2) Enginect-hig or other pi-oblems with the maps or Flood Insurance Study - (Are there
any pron.ni
les with the corrunimity administrative and enforcement procedures --- SeYi0LIS-
N41inor-None-N/A) - Minor.
The current effective Flood Insurance Study (FfS) and Flood Insurance Rate Maps
(FIRN11s) are dated Novernber 6, 2013.
EFTS FIS and FIMMs amended the initial detailed Flood Insurance Study (FIS) with
an effective date of July 6. 1982 and the accompanying Flood Insurance Rate Maps that
went effective January 6, 1983,
Issues:
Noel refers to the FIRMs and FIS \,viicii ncedud, She WOUld lilke some: additional training
on how to use the maps and Flood Insurance Study. Noel is not aware of any issues or
changes to the Special blood Hazard azard Area (SSI -1!1) since November 6, 20i3.
The conuriunity requested an additional copy of the FIS for the City of Laurel.
'rhe community will also need to amend their Current OrdfllffllCe to reflect. LWvIR 1S-08-
102191'.
-08-
1021911.
Remedies:
DNRC Floodplain prograin will continue to work with Noel on training for mapping,
products and tools.
.DNR.0 will send a copy of the FIS to the community and work Fvith Laurel on the
ordinance update.
rO
-1) Biennial Renoft Data— (Arethere any problems with the community Biennial Report
Data .-- Major -Mirror -None. -N/A 1 - Minor
Per FE -NAA Region 'VIII, at this time FEMA is not requiring subniiLtal of community
L"
Biennial reports.
4) Violations[Enfoi-cenient — (Are there any potential violations of the community
mal-lagernent regulations? — �es-No-N/A) Minor
11
At the tinie of the CAV,. Laurel was not aware of any violations.
Issues
In March, 2016 the community started an enforcement procedures on a new gas station
that is going into the SF11A. The community has asked for additional information on
floodprooting for the applicant and the community.
Remedies:
The community is working with DNRC to help resolve this enforcement issue. It is
important that the community is familiar with the NFIP program. DNRC is also working
closely Nvitli the Department ofEnvironmental ental Quality (DEQ) — underground storage
division. Traci Sears and Steve Story with DNRC Floodplain program met with DEQ
representatives to go over the INTIP and local floodplain programs. Both agencies are
dedicated to movinu forward improved collaboration and understanding.
z:1 -
DNI RC: will provide additional information on floodproofing for the -applicant and the
corrmiunit\.
5) Administration and Enforcement Procedut-es -- (Are there any problems with the-
comrau,nity administrative,and enforcement procedures? — Seri ous-M i nor -None -N/A)
Minor
The initial detailed Flood Insurance Study (FIS) with accompanying Flood Insurance
Rate Maps (FIRMS) went effective on November 6, 2013. Asa condition of continued
participation in the NMP, the City of Laurel was required to adopt floodplain
management regulations that accepted the FIS and accoinpat-,yim maps as well as
rncetinLy local, state, and federal requirements. Laurel has adopted floodplain
-h those required under Montana State Statute -
management regulations consistent wit
Title 76, rind Chapter 5. Acuordin(, to 44 CFR 60.3 ) (d), the City of Laurel has adopted
Level "ID" Floodplain Regulations. The study and maps are tic; priniary tools used by the
local floodplain administrator in assuring that all development in the (Icsigmated
floodplain meets the standards set forth in the floodptain management regtilatioris.
ThO City Plarner. Noel P',alml, has assumed the duties of the floodplain administrator for
the Cn Of Laurel, She is ,)ew to the floodplain program and is ether to be educated and
trained on the local program and the NFIP. Section 1.07, identified the responsibility for
Floodplain Administration with the City ofLaUrCl plaiiiiiii.q office. Floodplain permits
are separate.. from all other permits; i.e. building permits,
Information provided to the corninimity included.:
• �nswcrs to Questions on the NFIT)
• 'File Beliefits of Ilood Insurance Versus Disaster Assistance
• Reducing Damage from Localized Flooding;
• 1-111271 Manual
6) Floodplain.Managemeut Program --- (Are. there any other problems in the community's
floodplain rnanagement program - Serious -Minor -None -N/A) Trylitior
The instance.-, of floodplain permit applications were minimal and "Fraci Sears and Sam
Johnson with Montana DNRC assisted with reviews and hiformation for the coninitmity.
There have been no variances or appeals I*SSLIed or submitted by the community in the last
year.
Issues:
Permits may have been required for emergency projects/activities that may have occurred
in the designated floodplain. It is also important for the community to recognize any type
of development in. the 100 -year floodplain should have a floodplain permit; i.e.
Substantial improvements, fill, retaining walls, etc...
Rernedies:
Training is a key component in understanding the requirements and responsibilities of the
n
local floodplain program. Montana DNRC provides training throughout the year to local
communities and various stakeholders. DNRC provides training information and on-line
training modules (currently in draft form) at wwwxntfloo�4,L)1a,
7) Programmatic issue or problems identified - (Yes -No) - Yes
(Programmatic. problems relate to the nation or region, not just a community)
Issues:
A. Careful and well thought decisions should be made when doing any type of
development in and around a designated or .natural floodplain,
B. Flood Insurance outreach should be a inaiii component for a local floodplain
program.
Remedies -
A. Tlae community should continue to educate landowners about permit
requirements and development practices along the river and in designated
floodplains.
B. Additional outreach and edi,ruition should be perfornied annually throngliout. the
conin-innitv to highlight the benefit,, of flood insurance.
Z:� -Ih
NARRATIVE":
1) ("onimunity Baekground Notes:
Law-cl is located in the Southwestern corner of Yellowstone County, in south-central
Nloata!)a, in Yellowstone County. The principal industries in LaUrCI i-'ICIUdC 111 Oil
rofinerv., a Jai -Le railroad yard, and a modular home plant. Land use in Laurel consists of
agricuftural pasture, dryland, farming, irrigated crops, and urban de-velopluent,
Development along Italian Ditch consists of business districts and industrial parks,
Nutting Ditch is located in a rapidly growing residential area consisting ofliorric sites and
SUbdivisions.
Several small tributaries such as Clarks Fork Ditch, Italian Ditch, and Nutting Ditch, and
a major tributary, Clarks Fork Yellowstone River, join Yellowstone River near Laurel.
The topography cTf the cornmunity consists of gently sloping floodplains and alluvial fans
rising to local terraces.
The runoff water causing flooding problems within the corporate limits of I.,aUrel
orioI
imates as rainfall runofffrom local drainage areas surrounding the city. Floodwaters
in the Italian Ditch and N'lain Street study reaches originate from an ungaucyncd area west
of'Laurel. l"loodint.), on May 18. 1978, was the worst in the history of Laurel and was
used as the basis for the Main Street and Italian Ditch Studies, IMajor floods of record on
Yellowstone River occurred in 1918, 1943, 1944, 1967, 1974, 197-5. and 2011.
Laurel entered the regular phase of tile NFIP on January 6, 1983,
21) Mitigation Grants Notes:
Yellowstone County and the City of Laurel adopted Multi -Jurisdictional Pre -Disaster
Mitigation Plan Update in 2012. The community is working on several grant
opportunities to assist in the relocation and update to the water intake systern. The
corninunity is closing out the rip -rap project on, Riverside park.
There is a. concern on the ongoing erosion issues downstream of the bridge and near
Riverside Park. The community would also like to get an example of a Recovery Plan to
start putting together.
rn
3) Other Findings Notes:
The community is interested in all training opportunities to assist the planner/floodplain
administrator. Ms. Sears briefly discussed floodplain training opportunities to include
DNRC, 1;1\411, and AN1417M conferencic. Noel was able to attend the A101"NA conferelicc
that -,vas ficid in Fairmont.
4) Geier -al CAV Notes
The, Fol ]owing C,ommunity Assistance Visit Report narrative has been prepared by Traci
Sears v,,ith the I'viontana 6cpartment of Natunil Resources rind Conservation (D 2C`).
Traci met with Noel Eaton the Planner and Floodplain Administrator tier the City of
Laurel oil January 4, 2016 to conduct a CAS and basic Floodplain training. I'loodplain
materials mre distributed and discussed.
I'lle last CAV for the conimunity occurred on June 16, 2013. As of January 4.1 2016 CIS
Insurance Overview shows that there are currently 13 floodplain policies in place for this
conimmity and I I paid losses.
5) E.O. 11988 Notes:
Federal activities/projects need to consider floodplain requirements in the design and
p';OJCC1 C011SIRICtion. Also. the community is aware that prior to iSSLling a permit, they arc
required to make sure all other applicable (federal, state, and local agency) applications
for and permits have been received/issues f - pro-jects located in the designated floodplain.
6) Community Action Needed Notes:
A. The C0111111111lity needs to continue to provide information oil the mitigation,
enforcement and permit activities in the SFIlA.
B. The community will need to update their ordinance to the 200 model and include the
2016 LO'VIR.
C. DNRC Floodplain program will continue to work V111th Noel on training for napping
products and tools.
D. DNRC wili send a copy of the FIS to the community and work with Laurel on the
ordinance up&Otc.
E. T)NNRC will provide additional information on floodproofing for the applicant and the
COITIMUllity.
DNRCwill provide an example of a Recovery Plan to the coirlln Lill ity.
G. The community should continue to educate landowners about permit requirements
and development practices along the river and in designated floodplains.
H. Additional outreach and education should be performed annually throughout the
cointijunity to highlight the benefits of flood insurance,
RESOLUTION NO. R18-12
A RESOLUTION APPROVING A TASK ORDER THAT PROVIDES FOR PLANNING SERVICES
FOR THE CITY ISSUED PURSUANT TO THE MASTER SERVICES AGREEMENTBETWEEN
TIIE CITY OF LAUREL AND KLJ ENGINEERING.
WI -IF. -REAS, the City of Laurel's planning services were previously provided by a full time City
Planner who was an employee of the City, who recently resigned; and
WIIEREAS, the City intends to advertise, locate and hire a qualified replacement for the city planner
position, hOwCVCI' such action will take time and effort; and
WIIEREAS, the City currently has ongoing tasks within the planning department that requires a
temporary consultant to perform such services until a full-time planner is located and hircd; and
WHEREAS, the City's on-call engineers (KLJ Engineering) employs qualified staff who are able to
provide planning services for the City of Laurel on a temporary basis to enable the City's planning department
to continue operating until a hill -tine planner is located and hired; and
WHEREAS, the City requested KLJ prepare the attached "task Order for the City Council's
consideration, which includes the terms and conditions for their provision of planning services; and
WIIEREAS, the Mayor and City Staff have determined the attached Task Order is in the best interest
of the City and recommends the City Council approving the attached Task Order for the provision of the City's
planning services until a full time planner is located and hired.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Laurel, Montana, the
Mayor and City Clerk are authorized to execute the attached Task Order for the provision of the City's
planning services until a fiill time City Planner is located and hired.
Introduced at a meeting of the City Council on March 20, 2018, by Council Member
-He '^—
PASSED and ADOPTED by the City Council of the City of Laurel, Montana, this 20th day of March,
2018.
APPROVED by (lie Mayor this 20'x' clay of March, 2014.
CITY OF LAUREL
Thomas C. Nelson, Mayor
Bethany(Kee x, Clerk -Treasurer
APPROVE✓ AS TO FORM:
Sam Paint ivili ttorn'ey
R18- 12 Task Order City/KLJ City Planning Services
-10" 1-;'.
NIMI'Ll I V. 7018
K'Ilt N'Iarl;cgai (I
Public W(:11'1,-.; f)il'c(,Lc)r
Cily (d .'InI ',!I
V -a I'nlail:
w: City ',)( I-aul-rd I"I'llini:11" Selvico",
F)!�af kin I -
"i (I i: ;Iran tank 01 d c I fol OIL,,, of Lame I Plan Aq: stwi-Aces is enclosed for your r revi I, vi and co -v I nen I. Please
ta;,u yo,li J111c to read OwmWh UK doInTs and W tis know it you nave any questions Or corrections. -Ille
scope of services a igns with Our Linclerf;tinCIII-if, Of t/0LIr convoiMion with FcwrcsL Sanderson lad Friday,
INAM11i Ad.
Ilw nia;Wr -wivirv; agirpomprit (Agirpvtornf) that yva; Pxpri0pi-I nn Mcmuhm 1, 7017 PpNks tel all tak
orae" u-iWv indicated ottimmist; & each spWic task ouler. For example, Exhibit A in Hic Agrverflunt.
was replaced by the Exllibrt A attached to this tiA,, or -dor; however, [-.xhibit 11 along with offirr rvliihits
-it
ftaclic-cl to the Agiccnicnt are incorporated by refer -e -ice. CLIC to LI)V Uni(ILIe' ndtUre of Lyle requested
planni 1L; Services, we. made a Lo WA'. -it C, vAi'Ai is noted on the task order.
Mcc again, hank you vv" inucli for d -dr, opportunity. Wo look forward tel providing tliwx services to
We CRy of Lame].
.Anccr(fly'
10-1
Wren Sanderson, POCK Chim
PI'Oj(!LL Manager
FnCosuw(s): asnoLec'
cc h1p
IF INIC, IN r C R ING, R r I MAGI N 1 1)
This is a Task Order for IM Project No. 180/1-00YA,
consisting Of fOLJr (4) pages, plus att'achrrients
Task Order: City ofLaurel Planning Services
|n accordance with Paragraph 1/01 of the Agreement Between Owner and Engineer for Professional Services —Task
Order Edition, dated December 5, 2017 ("Agreement"), Owner and Engineer agree as follows:
I., Background Data
AEffective Date of Task Order: March 20, 2018
H. Owner:
C. Engineer:
D. Specific Project (title)
E, Specific Project (description)
2. Set -vices of Engineer
City mfLaurel
Kadmus Lee& Jackson, Inc. (clba"KL ^)
City cfLaurel Planning Services
Planning services related to subdivision, zoning, deve|opmeni.
floodplain hazard management, reviews and other related work
A. The specific services to be provided or furnished by Engineer under this Task Order are:
Set forth in Part I—Basic Services of Exhibit A, "Engineer's Services forTask Order," modified for this
specific Task Order, arid attached to and incorporated as part of this Task Order.
B. Resident Project Representative (KPR)Services — Not Used
C. Designing ioaConstruction Cost Limit —Wo1lUsed
D, Other Services —Not Used
E. All ofthe services included above comprise Basic Services for purposes of Engineer's cornpensation
tinder thisTask Order.
3. Additional Services
AAdditional Services that may be authorized or necessary under this Task Order are:
Set forth inPart 2—Addidona|Services ofExhibit �"Enginee6Services for Task Order,'modified
for this specific Task Order, arid attached to arid incorporated as part of this Task Order.
4. Owner's Responsibilities
Owner shall have those responsibilities set forth in Article 2 of the Agreement arid in Exhibit B.
mskomrForm—City ofLaurel Planning Services
ecmpE-505, Agreement Between Owner and Engineer for Professional Services — Task Order Edition.
Copyright @ 2014 National Society of Professional Engineers, American Council of Engineering Companies,
and American Society mCivil Engineers. All rights reserved.
Page
S. Task Order Schedule
PlanninVsprviccsshaU6ecompleted wit Nn,hodmcUnesfoundinthe applicable loco|regu[at ionsurk1ogena
Law. hisanticipated that services will 6cprovided "on-cai|"throughout the duration o[the Agreement, Upon
request ofOwner.
6. Payments to Engineer
A, Owner shall pay Engineer for services rendered under this Task Order as follows:
Description of Service Amount Basis of
Compensation
1. Basic Services (Pai L 1) $ (tb(l) Direct Labor
2. Additional Services (Pail 2) $ (tbd) Direct Labor
The terms of payment are set forth in Article 4 of the Agreement and in the applicable governing
provisions ofExhibit C�
7. Consultants retained aoof the Effective Date ufthe Task order: None
8. Other Modifications to Agreement and Exhibits:
Agreement Exhibit C "Payments to Engineer for Services and Reimbursable Expenses" Article 2, Part C2.02 is
modified asfollows. All other parts cfAgreement Exhibit [ remain unchanged.
C. Direct Labor CostsTimes a Factor
I-nrthe specified category cfservices, owner shall pay Engineer onamount equal ioEngineer's
Direct Labor Costs times a factor of 3.4 forthe services of Engineer's employees engaged on the
Specific Project. Direct Labor Costs means salaries and wages paid to employees but does not
include payroll -related costs or benefits. Under this method' Engineer shall also be entitled to
reimbursement from Owner for the expenses identified in Paragraph [2.03 below, and
Appendix 1.
Engineer's Reimbursable Expenses Schedule is attached to this Exhibit as Appendix 1.
T-axA�.. The scope of Engineer's services related to the Task Order is difficult to quantify,
and total estimated compensation is indeterminable; therefore, Owner shall pay Engineer oil
mskomemrm-otymLamelmanmng Services
acoU,c*n5,Agreement Between Owner and Engineer for Professional Services - Task Order cdkioo
Copyright 0zomNational Society of Professional Engineers, American Council of Engineering Companies,
and American Society n(Civil Engineers. All rights reserved.
Page
an howdy (time and materials) basis for services related to the Task Order. Upon request by
Owner Engineer shall provide estimated fees for specific tasks prior to beginning such tasks
identified as Basic Services (Part 1) or Additional Services (Part 2). This totaet aEetf
compensation incorporates all labor, overhead, profit, and reimbursable expenses (including
Consultant's charges, if any).
4. The amounts billed will be based on the applicable Direct Labor Costs for the cumulative hours
charged to the specified category of services on the Specific Project during tiie billing period
tirnes the above -designated factor, plus reimbursable expenses (including Consultant's
charges, if any).
5. The Direct Labor Costs and the factor applied to Direct Labor Costs will be adjusted annually (as
of January 1) to reflect equitable changes in the compensation payable to Engineer.
9. Attachments:
Exhibit A — Engineer's Services for Task Order
3.0. Other Documents Incorporated by Reference:
December 5, 2017 Agreement between Owner and Engineer for Professional Services, Task Order Edition
1J.. Terms and Conditions
Execution of this Task Order by Owner and Engineer shall make it subject to the terms and conditions of the
Agreement (as modified above), which Agreement is incorporated by this reference. Engineer is authorized
to begin performance upon its receipt of a copy of this Task Order signed by Owner.
The Effective Date of this Task Order is March 20, 2018.
OWNER: City of Laurel ENGINEER: Kadrmas, Lee & Jackson, Inc.
%�%:�Q Gr moi% /!/"�\�• ����l�C � � �✓
By: By:
Print Name: 7 �A ny R G . 12` Print Name:
Title; I A r y
DESIGNATED REPRESENTATIVE FOR TASK ORDER:
Name: Kurt Markep,ard
cJ
Title: �! /
Engineer License or Firm's
Certificate No. (if required):
State of:
PEL-EF-1-IC-37
Montana
DESIGNATED REPRESENTATIVE FOR TASK ORDER:
Name: Forrest Sanderson, AICP, CFM
Task Order Form — City of Laurel Planning Services
EJCDCQ1 E -SOS, Agreement Between Owner and Engineer for Professional Services — Task Order Edition.
Copyright CO 2014 National Society of Professional Engineers, American Council of Engineering Companies,
and American Society of Civil Engineers. All rights reserved.
Page 3
Title:
Director of Public Works
Title,
Planner
PO Box 10
PO Box 80303
Address:
LaLUCI, I'VIT.59044
Address:
Billings, MT 59108
F -Mail
E -Mail
Address:
kiiiai,l((-,oiird@lii.ircii.iyit.gov
Address:
forrest.satiderson@l-lljeng.coi,ti
phom":
406-628-11'196
Phone:
406-245-5499
Task Order Form — City of Laurel Planning Services
EJCDCO E-505, Agreement Between Owner and Enp
ineer for Professional Services — Task Order Edition.
Copyright Oc 2014 National Society of Professional Engineers, American Council of Engineering Companies,
and American Society of Civil Engineers. All rights reserved.
Page 4
This isEXHIBIT A,consisting of three(3)pages, referred
toinand part oftheTnskOrder dated March DlJU18,
Engineer's Services for Task Order: CitV of Laurel Planning Services
PART.1--BASIC SERVICES
A1.01 /Yomning Se/vices
A. As Basic Services and upon request by Owner, EnLmieer shall:
1. Consult With Owner to define arid clarify Owner's requirements, including objectives and
constraints, space, capacity and performance requirements, flexibility, expanJobi|i4\ and any
budgetary |imi\zboos$andidentify available data, |nfonnaMor\ reports, hsUNos plans, and site
evaluations.
2. Conduct site visits to review existing conditions and facilities, unless such visits are not necessary
or applicable.
3. Advise Owner of any need for Owner to obtain, furnish, or otherwise make available to Engineer
additional relevant data and information, for Engineer's use in providing planning services,
4. After consultation with Owner, recommend to Owner the so|ution(s) which in Engineer's
judgment meet Owner's requirements.
S. /deo(ih\ consult with, and analyze requirements cfapplicable governmental auLhn/)deo or other
Stakeholders onacase-by-casebasis.
6. Advise Owner of any need for Owner's legal counsel to review and approve Frigineer's evaluations
arid recommendations, and review Such matters with Owner's legal counsel.
7. Advise Owner of any need for Ownerto provide data orservices of the types described in Exhibit B.
8. Provide nn'ouU planning and related technical support services (engineering, surveying, etc.)
related tothe following:
n. Capital improvement plan reviews
b� Subdivision reviews
c. Annexation requests
d. Zoning reviews
o. Special reviews, conditional uses, arid similar requests
[ Variance requests
Q. Site plan reviews
mNbitx—Engiweer,semus—mrmmvmvlanning Services
oCDCO F -50S, Agreement Between Owner arid Engi,eerformofessiondServices—nukonder Edihvu
Copyright (0 2014 National Society of Professional Engineers, Anierican Council of Engineering Companies,
,and American Society vfCivil Engineers. All rights reserved.
Page
h, Development application reviews
Impact fee osossments
j. Floodplain reviews and administration
k. Perm6reviews assubmitted hyair outside applicant
i Review and recommend updates revisions or amendments to local regulations, codes,
standards, etc.
m. Other planning -related tasks requested by Owner
9, Prepare stalf reports and recommendations to Owner.
IO. Allend nnd/m'fndNate public hearings, {]ly Council meetings workshops, bnanycommi/ke
meetings, etc.
D. Engineer's services shall be completed within the tirnelines found in the applicable 'local regulations Or
Montana Lam�|tisenddpatedthat services will heprovided "on-ca|l" thnzu8ho/¢the duration ofthe
Agree netit, upon request nfOwner.
PART 2—AD0T|QNA1SERVICES
A2.01. AdditiomdSe/vicesReyxiriligooAnien6oent/oToik0nfer
A. AdvonrcWritten Authorization Required: During performance under aTask Order, Owner mayauthorize
Engineer in writing to furnish or obtain from others Additional Services of the types listed below, Unless
expressly indicated above or in the specific Task Order to be included Basic Services' the following
services are not included as part of Basic Set -vices and will be paid for by Owner as Additional Services,
using the basic, of compensation for Additional Services, as indicated in the specificTask Order.
1. P/epudng updates,revisions oramendme�zto local regulations, codes, standards, etc. listedb�un\andp/nvdin0Uraftsofsudhducumen1stoOwoer's|ega|oounse|fornyvemaodappnova!
by Owner:
o. Subdivision regulations
b. Zoning regulations o/maps
c. Floodplain regulations
d. City Code updates
e. Growth policy preparation orupdate toexisting
t Design standards for public and private infrastructure
g, Standard SpeCifiCdLions for construction Of public and private infrastructure
It. Capital {mprovemeoiplan and updates
sNobit x–Engineer's Services –City ofu`v"mPlanning Services
BcuC°san5,^srnemomBetween owxc,vxd*numee,hvPmhssiono|5"vieo–nnskVn|oreoihvu.
Copyright 0 2014 National Society of Professional Engineers, American Council of En.-ineering Companies,
and American Society u[Civil Engineers, All rights reserved.
2. Preparation of applications and supporting documents (ir, addition to those furnished under B isic
Services) for private or governmental grants, bons, or advance,, in connection with a specific
project; and preparation or review of environmental assessments and impact statements, or other
envirnnmenin|-relatedGe!d work and permitting tasks,
3. Se/vices to make measured drawings of existing conditions or tod|ibes' to conduct tests or
investigations of euisiin- conditions or facilities, or to verify the accuracy of drawings or other
infonnndonfurnished byOwner o/others.
4.
Assistance toOwner intraining Owner's staff.
S. Services required as a result Of OW11er'S providing incomplete or incorrect information to Engineer.
6� Providing renderings or3-D (ar(ist|c)modebfor Owner's use.
7. Furnishing services ofConsultants for other than Basic, Sepvices.
4. Providing data or services of the types described in Exhibit W' when Owner retains Engineer to
provide such data orservices instead n[Owner furnishing the same.
9. Services during out-nNoo/n travel required nf Engineer, upon request of Owner, necessary to
complete Basic Services.
lO. Preparing to serve or serving as a consultant or witness for Owner in any |iiigit|ion, a/Ni/^doo'
mediation, lien orbond claim, o/other legal o/administrative proceeding.
II. Overtime work requi/ioXhigher than regular rates.
12. Provide assistance in responding to the presence of any Constituent of Concern at any projectsite,
incompliance with current Laws and Regu|ations.
13, Thenature nf technical support (enQineering, surveying, etcjdescribed inA1.O1.A.8above isLo
assist with p}annin0',e|aiedsemices. Providing engineering and surveying related to preliminary
engineering, design, bidding, construction and post -construction phase services is not included,
14. Other additional services performed or furnished by Engineer not otherwise provided for in this
Agreement.
D. Advance Written Authorization Not Required: Engineer shall advise Owner in advance that Engineer will
immediately cornmence to perform orfUrnish the Additional Services of the types listed below. Fo/suoh
Additional Services, En�inaorneed not equesto/obtain specific advance written authohzation�mm
Owner. Engineer shall cease performiogorh//nbhin�such AddihunaiServices upon receipt o(written
notice from Owner. Unless expressly indicated above or in the specific Task Order to be included Basic
5ervices, the following services are not included as part of Basic Services and will bepaid for by Owner
as Additional Services, using the basis of compensation for Additional Services, as indicated in the
specific TaskOrder.
1. None
exmbux-snxnee/sservic, -cuv^ruure|puooaxsemice
EJCDCe` E-505, Agreement Between Owner and Engineer for Professional Services - Task Order Edition.
Copyright ®r 2014 National Society of Professional Engineers, American Council of Engineering Companies,
and American Society aCivil Engineers. All rights reserved.