HomeMy WebLinkAboutPublic Works Committee Minutes 06.18.2018Minutes
Public Works Committee
June 18, 2018 6:0o P.M.
Council Conference Room
Those present:
Kurt Markegard, Staff Advisor
Travis Jones, KU Engineering
Emelie Eaton, Chair
Bill Mountsier
Heidi Sparks
Karl Dan Koch
Richard Herr
Brian Roat
1.There was no public in attendance. A card was passed around for
Kenneth C. Gomer.
2. The minutes of the April 16, 2018 meeting were reviewed. Karl
Dan Koch moved the minutes be approved as written. Richard
Herr seconded. The motion was approved.
3. Emergency Call -outs
Kurt had supplied all attendees with a copy of the Emergency Overtime
Callout List. He explained that there were twelve new callouts since the
last meeting. On April 16, 18 and 20 the Village Lift Station had failed due
to a malfunctioning float. On May crews were called out toa street
problem on West 4th where the asphalt had buckled and vehicles were
hitting the asphalt. On May Stn there was a Sewer Backup. On May 9
crews supplied traffic control at the Elm Lift Station. Kurt would like to
establish some sort of protocol for emergency situations because one
person without the proper equipment cannot manage the traffic. On
May 18th the sewer plant levels were high because of heavy rains. On
May 23rd Public Works Committee member Karl Dan Koch called in a
water line break on Montana Avenue. Again on June ist the sewer plant
had high flow problems. On June 5th City crews were asked to turn on
water service which had erroneously been discontinued at 120
Yellowstone Avenue. On June 8th a newly repaired sewer manhole cover
broke. A photo was in everyone's packet showing that problem. On
June 9th for the first time in Public Works Director Markegard's memory,
an employee called in sick on a Saturday and a replacement was needed
to operate the container site.
4. KU and Great West Engineering Reports
Kurt had a copy of the June 15, 2o18 City of Laurel Project Status Update
from KU as well as the May 25, 2018 Project Progress Update from Great
West ready for all members.
*KU Report:
Both Public Works Director and Travis Jones reviewed each of the items.
The first item was the Waste Water Treatment Screw Press. Temporary
documents were distributed to help understand the layout. it was
explained that KU had reviewed some options and alternatives. It was
decided that they would stay with the screw press option because of size
constraints as well as keeping equipment that was familiar with city
employees. KU realizes that there are equivalent vendors who can
provide materials for everything that needs to be replaced. Travis stated
KU had been talking with Ambient Air, PW Tech, ISI West and Advanced
Pump and Equipment regarding the belt press vs. screw press. They
would continue to work to provide the City of Laurel equipment the city
crews felt comfortable with at the best price. Travis warned that it
would take twelve weeks average to get any new equipment. He
explained that the City also is looking at Digester rehabilitation. The
committee thought it would be best to work on both the Screw Press
and Digester rehabilitation. This would save the City of Laurel money
because one company would be working on two projects which would
minimize mobilization costs. There would be options to proceeding this
way -a change order could be introduced or a separate bid could go out if
the City needed to wait for funding. A sludge handling pump would be
needed to avoid pipe replacement costs. The order of events would be
that the company would begin to work on the Screw Press while drawing
down the secondary digester. Once the digester is drawn down piping
issues could be addressed, and the Digester would be recoated.
Ultimately there would not be a City staff dedicated to running the Screw
Press. Heidi Sparks inquired regarding the timeline. Travis stated he felt
comfortable something could be presented to the Council in mid-August.
H2S Remediation -KU had run across some handwritten notes by Great
West that no one understood what they referenced. KU had experience
in another community where BNSF was adding additional chemicals into
a waste stream and creating similar problems. He explained the
difference between Biological Oxygen Demand and Chemical Oxygen
Demand. He stated that KU was not accusing anyone of anything but
making sure they were treating the correct problems instead of throwing
money into one solution which may not be the complete answer. KU
also wanted to do some flow monitoring as a part of determining what
the exact problem is and proper treatment. Travis inquired of Kurt
whether the City does its own flow monitoring or if there was a company
the City used to do flow monitoring. Kurt said no. Travis asked whether
the City was opposed to KU getting a local company to do flow
monitoring, so they could determine whether BNSF was affecting the
problem. Kurt had no problem with a local company doing flow
monitoring. Kurt then stated that he felt there was a problem only when
the temperature rose. Travis responded that if there is a Chemical
Oxygen Demand factor that was affecting things the rise in temperature
could be affecting the Biological Oxygen Demand side of the equation
and that might be the reason for the smell seeming to occur only when
the temperatures rise.
Digester Rehabilitation -covered during discussion of the Screw Press.
Travis added that they were making sure there was adequate ventilation.
Archimedes Screw Rehabilitation -KU continuing to work on this.
East 61h Street — because of the time constraints, weather hold ups and
the possibility of needing to create a SID this project has been postponed
to begin construction in 2019.
Pavement Maintenance -KU continues to update our system. A question
was asked regarding whether this would affect the Two Year Large
Project Plan and where the City would focus. Kurt stated that the Mayor
would like LURA to refocus on improving the streets in the downtown
portion of the TIF district. He stated that the TIFD had $1.3 million that
they could devote to improving streets in the downtown portion of the
district. There were also Street Maintenance funds. Richard Herr stated
that LURA members Steve Solberg and Dean Rankin felt there was no
need to improve the streets coming off Main Street because they were in
good enough condition. Richard felt that if Kurt drove those two
members around and showed them they might understand.
On -Call Professional Services -KU just finished working on flood fighting.
Laurel Planning Services- Forrest Sanderson is filling in. A new request for
a full time Planner has been sent out.
Travis inquired what the next meeting would be best to attend. Heidi
lead the discussion and moved that it would be best for Travis to make a
presentation at the June 26' workshop. Emelie seconded. Motion
passed unanimously. It was stated that neither Heidi nor Kurt would be
in town to attend that meeting but supported KU's plans.
*Great West report:
Kurt stated that the cattails were coming back. Because of the high flow
in the river no one can see what might be blocking the intake. GW
continues to work on the rate study. Kurt updated Brian that the Council
had voted to begin work on the Sed Basins. Kurt stated that someone
"with boots on the ground" could come to the meetings and give
updates on progress. Kurt stated it would do no good to have Chad
make updates because all he would be doing is giving regurgitated
information. Richard Herr asked whether he could go down and tour the
area. Kurt said it would be best to contact Tim at (406)860-9209 so he
could be provided a hard hat and be advised of danger areas.
5. Sewer Manhole Repair Update
Kurt stated that with the new budget, under the Sewer topic there is a
new line item with a $1oo,000 budget for replacement of manhole
covers. Karl Dan Koch asked whether Kurt is comfortable with the fact
that the improved manholes on East Main Street are raised and not flush
with the pavement and still create a bump as you drive. Kurt stated that
is why he wanted the budget approved and the line item specific for this
issue so things could be planned better in advance rather than getting
the company to do the work when they were in town.
6. Sedimentation Basin Project Discussion
Kurt stated this topic had already been discussed with the KU report.
Heidi requested, at the April meeting, a copy of the water rate structure
sheet. This had not been provided to the entire committee.
7. Gravel on Streets and Pothole Update
Kurt stated that the time for these repairs is coming up and the City
would have to go out to bid soon to find contractors. He said Crack
sealing is best done in September when the temperatures go down. He
stated that he was considering temporary repairs to West Railroad Street
before that street could be improved with Urban Funding. He said he
was considering laying fabric down which would act similar to laminate
hardwood flooring that moves.
8. West Railroad Street and Urban Funds
Kurt stated that the Mayor has specifically tasked Kurt with moving the
topic of improving West Railroad Street forward as smoothly possible.
Forrest Sanderson of KLJ has drafted a letter to the County Public Works
Department so they can come inspect and assess the need for improving
West Railroad Street. After that, if Yellowstone County Public Works
Department feels it would be wise to use the $3.3 million in Urban Funds
to improve West Railroad Street then the County Commissioners and
Laurel would enter into a joint resolution that would be presented to the
state. Construction is not expected to begin for four to five years. Kurt
said that a sewer pipeline had been located under the east portion of
West Railroad Street (First Avenue to Fifth Street). He stated that he
does not want that sewer line paved over before it can be inspected. He
said a sewer camera would need to be purchased but a request for a new
one had not been made.
9. Other
*Kurt stated that one of the next streets he would like to completely
rebuild would be South West 4th Street from South Eighth Avenue and
South First Avenue. Kurt stated that if that street was improved, along
with West Railroad Street trucks would be able to access some of the
residential neighborhoods without tearing up all the streets. He said he
would like that to be put on the list as the next two year project.
*Kurt also stated that the Mayor had asked him to identify an off-street
parking area; possibly in the old ice skating rink east of the Thompson
Park Shelter. Kurt's reservation with that idea was that there was also a
problem with drainage. There was already a problem with snow melt
coming off the park and going into East 6th Street. A parking lot would
only add to that problem. Kurt was going to use the extra year with KU
to determine how this could be approached.
*There was extensive discussion regarding the handicapped parking lot
on the north side of Thompson Park. Kurt explained that the creation of
that lot was an oral agreement between Josh Middleton, former
superintendent of schools and Kenneth Olson, former mayor of Laurel.
Sanderson Stewart was the contractor and they may have paperwork
regarding the design of the handicapped parking lot but no one has been
able to find any paperwork specifying who owns the lot and who is
responsible for maintenance.
The next meeting will be July 16, 2o18 at 6:oo p.m.
Meeting adjourned at 7:27 P.m.
Emergency Overtime Callout List From 1-1-18 thru 6-30-18
Maintenance Shop -628-4773
City Dispatch 628-8737
Response Code
X In Column Not accepting Overtime /NA = Not Available N = Responding /B=Phone Busy
Employee Name
Telephone
5-4
1 5-5
5-9
5-23
6-5
6-8
6-9
Bruce Lefler
208-9417
6
1 NA6
NA6
NA6
NA4
NA4
3
Dave Saylor
812-0274
Y141
12
11
NA1I Y12
11
10
Fran Schweigert
208-8253
4
INA4
NA4
NA4
N14
13
12
Guy Rolison 633
2336/698-8885
12
1 Y14
13
Y13
10
9
8
Brian Kline
794-8552
1
INAI
NAI,
NAI
I NAI
NAI
NAI
Kevin Budge
850-5224
2
INA2
NA2
NA2
N13
12
11
Roy Voss
860-4837
8
1 Y13
12
Y12
9
Y14
13
Justin Baker
321-0208
10
INA9
8
NA8
NA6
NA6
5
Mike Mudd
860-1825
3
INA3
NA3
NA3
NA2
NA2
NA2
Jay Hatton
860-7525
7
INA7
NA7
NA7
NA5
NA5
4
Norman Stamper
633-3291
13
1 11
10
NAI 0
NA8
NA81
7
Kevin Hoffman
861-7460
5
INA5
NA5
NAS
NA3
NA3
Y14
KEITH GUY
850-5464
9
INA8
Y14
Y14
11
10
9
Andrew Arneson
876-4155
11
INAl
9
NA9
NA7
NA7
6
Elm Lift Station 628-7773 Village Lift Station 628-5918 Dial 9 after tone to acknowledge alarm
Wastewater Treatment Plant -628-6474 I Autodailer- 6284866
Response Code
I NO= In 1 st Column Not accepting Overtime / NA = Not Available / Y = Responding
Employee
ITelephone
5-18
6-1
Thomas Henry
855-0831
Y4
3
Brandon Corey ChiefJ591-9013
79-7112
1
nal
Cindy Caswell
2
y4
Water Treatment Plant 628-4410
Response Code
NO= In 1 st Column Not accepting Overtime / NA = Not Available / Y = Responding
Employee
Telephone 1-1911-21 2-1912-201
John Volmer
794-6681 Y Y I Y
Nathan Herman
690-6167 Y
HP Nuernberger
696-1008
David Waggoner
628-2522/2880
Dylan Ceaser
861-6620
1
Josh Sawyer
591-3959
CABLE TV down Tim Johnson 698-6254
Mike 545-9435 Steve 545-9455 centurylink Jeff 694-9097
Matt Wheeler Cell#208-1885 855`3965
One Call Locate - 1-800-424-5555 (City Job # 25663)
Kurt Markegard 'C611# 860-5785 1,fim 628-2905
Schessler - Office 628-4221, Home 628-2349
Tim Reiter ; Cell#860-9209 - Hfp 628-6846
NW Energy 1-888-467-2353 Mark Cloud 860-7890
GERARD LIFT STATION 696-2199 /
Century Link 1-800-573-1311 Shop 628-7707Jeff 694-9097
GORDAN ACE -ELECTRIC 860= 64
NorthwestPipe 252-0142 - Larry E. 656-2856
MDU 1-800-638-3278 / MDT 252-4138
Pace Construction 252-5559 (sewer backups)
MDT Supervisor Tom 655-7903/Kyle 446-2622
Sanitarysystemoverflows call DEQ withing 24 hours at406-444-3080
Call Out - Date and Incident Location
1-1 ELM LIFT FAIL
2-19 HP sick Water Plant
5-5 SEWER BACKUP
1-2 2107 Atchison Water Line Break
2-25 H2O BREAK FOUNDATION
5-9 Traffic Control Sewer lift S.
1-15 SANDING
2-28 H2O Break Fondation
5-18 SEWER PLANT HIGH
1-19 ICE REMOVAL
3-4 Snowplow stuck 1
5-23 H2O BREAK MONTANA
1-20 WATER PLANT
4-2 SANDING
6-1 high flow sewer plant
1-30 H2O SHUTOFF
4-4 EMERGENCY LOCATE WEST AVE
6-5 Water Turn on 120 Yellowst.
2-4 SANDING
4-9 Turn on Water 1105 Locomotive "
6-8 SEWER MANHOLE
2-8 SANDING
4-16 VILLAGE LIFT FAIL
6-9 OPERATE CONTAINER SITE
2-10 VILLAGE LIFT ALARM FAIL
4-18 Villiage Lift Station Fail
2-12 Both Lift Stations low temp alarm
.4-20 Village Lift Station Fail
2-18 WOODLAND WATER BREAK
5-4 STRE ET PROBLEM W 4TH
2-19 SANDING PLOWING
Alarm Codes for Village and Elm Lift Stations
1 Low Water Leve
2High Water Level
3 Pump Fail
4Pump 2Fail
5Phase Failure
G Station Door Open
7Backup Floats Activated
8Low Temp Alarm
SGenerator Emergency
City of Laurel Project Status Update
June 15, 2018
WWTP Screw Press (KU #1804-00120)
Project Manager: Travis Jones
Reason for Project: The City's WWTP does not currently have adequate sludge handling equipment,
which has led to overfilling and backup of the drying beds, digesters, and various other
components of the WWTP. Completion of this project will allow for improved operations and
allow for maintenance of the digesters, which cannot be taken offline until this project is
completed.
Project Scope: Complete the design and construction administration for a new screw press to
process WWTP sludge.
Milestones: (as needed)
• The City desires completion of this project, including construction, by June 30, 2018.
Current Status:
• Development and completion of the draft plan set.
• Review of the draft plan set with City staff.
• Revisions to draft plan set to reflect feedback from the review with City staff.
• Development of draft specifications.
Sanitary Sewer 112S Remediation (KU #1804-00122)
Project Manager: Travis Jones
Reason for Project: Buildup of H25 within the WW collection system has led to deterioration of
manholes and other system components.
Project Scope: Complete the design and construction administration for the proposed air
injection/diffuser system to address H2S build-up within the system.
Milestones: (As needed)
Current Status:
• No significant updates since previous status report.
Page 1 of 5
ENGINEERING, REIMAGINED
(art
1i City of Laurel Project Status update K% L
June 15, 2018
WWTP Digester Rehabilitation (KU #TBD)
Project Manager: Travis Jones
Reason for Project: The City has not taken down the digesters for routine cleaning, inspection, and
repairs for several years. This is due to inadequacy in the sludge handling equipment.
Project Scope: Complete the design and construction administration for the cleaning, inspection,
and repairs of the existing digesters.
Milestones: (As needed)
• The City desires completion of this project, including construction, before November 2018.
Current Status: (KU Contract Pending)
• No significant updates since previous status report.
WWTP Archimedes Screw Rehabilitation (KU #TBD)
Project Manager: Travis Jones
Reason for Project: The grouting around the existing screw pumps is wearing down, which makes
the pumps less efficient in the transfer of wastewater.
Project Scope: Complete the design and construction administration for the rehabilitation of the
existing screw pumps.
Milestones: (As needed)
Current Status: (KU Contract Pending)
• No significant updates since previous status report.
Page 2 of 5
ENGINEERING, REIMtAGINED
Gga City of Laurel Project Status Update<< Q
June 15, 2018
East 6th Street Improvements (KU #1804-00121)
Project Manager: Carl Jackson
Reason for Project: Street reconstruction between 1st Ave. and Wyoming Ave. to address failed
pavement, saturated subgrade conditions and surface runoff improvements.
Project Scope:
• Grading, paving, parking, and drainage enhancements (minor water main in Wyoming)
• Special Improvement District (sidewalks, driveways), pending approval
• Safety improvements
• Water main and valve replacements in Wyoming intersection.
Milestones:
• Survey— completed April 9-13
• Preliminary design —August -September 2018
• SID creation — August -October 2018 (tentative)
• Final design — Fall/Winter 2018
• Bidding — February 2019 (tentative)
• Construction — completed before August 2019 start of school year
Current Status: The project was postponed due to a late winter preventing survey, and concern
about potentially high bids due to rushing contractors through a short window for bidding and
construction this summer. Instead, the project schedule was re -adjusted as shown above.
Pavement Maintenance (KU #1804-00123)
Project Manager: Carl Jackson
Reason for Project: This continues the City's annual pavement maintenance. As a result of significant
freeze -thaw during the 2017-18 winter, several City streets have significant pavement damage.
Project Scope: The scope may include a mix of dig -outs and full -depth repairs, pothole repairs, chip
seals and crack seals. Mill and overlay streets are not anticipated for 2018.
Milestones: Construction will likely be during the August 15 -October 1 timeframe.
Current Status: Final scope and schedule are being discussed with City representatives on
6/19/2018.
Page 3 of 5
ENGINEERING, REIMAGINED
R E�
1 City of Laurel Project Status Update 4�K L)
June 15, 2018
On -Call Professional Services (KU #1804-00347)
Project Manager: Carl Jackson
Reason for Project: This contract would enable KU to provide consulting services that are not part of
an approved task order. Generally, this would apply to situations where KU's fees are small
enough that a separate task order is not necessary, or for time -sensitive matters.
Project Scope: Services may include engineering, surveying, planning or government relations.
Milestones: (as needed)
Current Status: The primary services provided last month related to flood fighting assistance. Work
included field elevations surveys and associated CAD mapping, analyzing surveyed elevations
compared to anticipated flood levels, and site visits to the WTP to assess the temporary levee.
Laurel Planning Services (KU #1804-00554)
Project Manager: Forrest Sanderson
Reason for Project: KU has been retained to provide City of Laurel planning services during the
interim period, while the search for the new City Planner is ongoing.
Project Scope: Planning services may include: subdivision, zoning, development, floodplain hazard
management, miscellaneous reviews and other related work. KU will prepare staff reports,
recommendations, and attend meetings upon request.
Milestones: (as needed)
Current Status:
Floodplain Management — During this cycle we had flood warnings on the Yellowstone River, I
attended several Statewide Floodplain Managers calls and briefings on preparedness for the City
of Laurel. Additionally, it was identified that the City had not updated their floodplain
regulations as instructed to in May of 2016. Resolved compliance issues for required reporting
to DNRC, permitting and updates to regulations. Result of call, City not in jeopardy of change in
NAP status provided we work diligently to correct items frosit.
Subdivision Review —The primary project during this cycle was Regal Park as they move to final
plat, time involved engineering as well as planning services. We were able to resolve the
difference between local approval and State DEQ approvals. Preapplication Brester Subdivision,
Page 4 of 5
ENGINEERING, REIMAGINED
ZCity of Laurel Project Status Update EK LJune 15, 2018L —
Subdivision Regulations meeting with County Commission.
Zoning — Sign Permit Compliance, Corman Rail Services, Discussion on 516 Pennsylvania Zone
Change or Variance possibilities, creation of additional parking in Laurel Light Industrial District.
Other Notes and Information
Other potential projects have been identified during recent conversations between City staff and
KU. As these are tentative, the timing and extent of KU's services are TBD.
1. Booster station rehabilitation or replacement
2. Capital Improvement Plan (CIP) assistance
3. Examining engineer review of 3`d Party submittals to City
4. Growth policy update
S. Laurel Urban Renewal Authority (LURA) infrastructure improvements
6. Lion's park grant application assistance
7. On-call government relations
8. Pavement management program (pavement rating system update)
9. Review of rules and regulations (related to public works and planning)
10. Riverside Park improvements
11. Water storage tank re -coating
12. West side groundwater remediation
Page 5 of 5
ENGINEERING, REIMAGINED
City of Laurel, Montana
"On -Call" Engineering Contract
Great West Project No. 2-07128 and 2-14114
Date: May 25, 2018
To: Kurt Markegard, Public Works Director — City of Laurel
From: Chad E. Hanson, PE
Subject: Project Progress Update
/Grn%K-�e'st
engineering
The following sections summarize the current status and recent progress on active task orders
under our "on-call" engineering contract with the City. Please let me know if you have any
questions and/or would like more information.
Task Order No. 25 — Intake Emergency Plan
Quote packages to remove the temporary weir were received on October 3rd, and Wilson Brother
Construction was awarded the base bid to remove the weir. The Army Corps of Engineers has
agreed to allow the weir to remain in place through the winter, so the City is planning to leave the
weir in until flows in the river are low enough this summer to allow for the work to be completed.
Task Order No. 26 — New Water Intake
We continue working with City staff to address recent reduced capacity concerns and are
coordinating a plan to restore full functionality of the intake. Specifically, we are working with Rain
for Rent and Johnson Screen to develop a procedure to backflush the screens with water using
the City's portable pump. We are also following up with the Contractor on identified warranty
items form the 11 month walkthrough and completing the wetland assessment and inventory.
Task Order No. 29 — Phase 3 Water System Improvements
The bid opening for rebidding the project was held on Tuesday, May 22nd. COP Construction is
the low bidder. Their bid for the Base Bid is well below the Opinion of Probable Cost for the Base
Bid and will allow the City the discretion of awarding Additive Alternates while remaining within
1
City of Laurel, Montana
"On -Call" Engineering Contract
Great West Project No. 2-07128 and 2-14114
the construction budget.
Task Order No. 38 — Phase 4 Water System Improvements
GreatWest
engineering
The Phase 4 Improvements include lowering the 2003 intake, adding an additional raw water
pump at the WTP, and installing VFDs on all of the large raw water pumps. TSEP and DNRC
grant applications for the project were submitted in the spring of 2016 but fell below the funding
line. The City needs to complete the lowering of the 2003 intake to comply with the Army Corps
permit for the new intake but is undecided on a schedule for the work.
We have done no work on the project and will not until so directed by the City.
Task Order No. 39 — Water and Sewer Rate Study
We are working on a memorandum summarizing efforts to date and calculations incorporating
the revised project budget for the sedimentation basin project. Once the memorandum is
completed, we will present it to the City and review it with you before proceeding further with the
study.
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