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HomeMy WebLinkAboutCouncil Workshop Minutes 07.10.2018COUNCIL WORKSHOP JULY 10, 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 July 10, 2018. COUNCIL MEMBERS PRESENT: Emelie Eaton —x Heidi Sparks —x x Bruce McGee x Richard Herr Scot Stokes x Iry Wilke _ x Richard Klose x Bill Mountsier OTHERS PRESENT: Matthew Lurker, Chief Administrative Officer Bethany Langve, Clerk/Treasurer Tim Reiter, Utility Plants Superintendent Public Input There was none. General Items There was none. Executive Review • Resolution — A resolution authorizing the Mayor to execute a contract for bond counsel services between the City of Laurel and Dorsey and Whitney. Dorsey and Whitney have been the City's Bond Counsel for awhile. They review all bonds the City is trying to sell, look at the ability for the City to repay the bond, and that the City is following all Federal and State laws regarding the sale of a bond. All this information will be given to DNRC which allows the City to sell the bond. The fees associated with the bond for the SED Basin project will be between $17,000 and $22,000. In the past, the estimated cost for their services has been accurate. Therefore the City can expect the cost to remain between $17,000 and $22,000. These fees will be paid with cash reserves. Dorsey and Whitney will prepare all documents needed to sell the bond; the City Attorney will review prior to being presented to Council. • Resolution — A resolution accepting a grant from the Breakfast Exchange Club of Billings for the Laurel Fire & EMS. This is a non -match grant, which means this grant will not cost the City anything to accept. The application included a list of items to be purchased with the grant. The list is attached to these minutes. This grant was brought to the Mayor's attention by the Fire Chief and went through the appropriate process to apply for these funds. Council Workshop Minutes of July 10, 2018 ® Resolution — A resolution approving a task order authorizing Kadrmas, Lee & Jackson, Inc. for services relating to the City of Laurel's Screwpress project. Travis Jones from KLJ spoke to Council regarding the task order before them. Originally the screwpress project and the digesters project were two separate projects. Upon further review, it was discussed the need for both projects to occur at the same time. In order to install the new screwpress, the digesters will need to be drawn down. Which would allow a window of time to do the rehab work needed on the digesters? If these were done as two separate projects, the digesters would need to be drawn down a second time to complete the rehab work. Currently, the drying beds are full, the digesters are full, and the sludge is collecting in the clarifiers. The estimated thickness of this layer is 6-8 feet in depth when it should be approximately 2-3 feet in depth. When the City experiences a rain event part of the sludge layer is washed out into the river and requires the City to notify DEQ. The drawdown process will produce a very dry cake in the bottom of the digesters. This material will be mixed in with the drying beds and will assist in the drying process. The digesters work by pumping the sludge material into a digester, with a closed loop heating system internal to the digester. This helps to break down the sludge so that it may be sent to the drying beds. The digesters currently have a leak in the heating system, which requires more water to be pumped in, which in turn fills them up faster. The digesters also have things such as snail shells, garbage, and debris that will pass to the new screwpress, if not removed with the digester drain down. This is very hard on the new equipment. In order to best preserve the new screwpress, it would be beneficial to clean out and rehab the digesters at the same time. By rolling both of these projects into one the City will save money on items such as mobilization fees, the bidding process, and the engineering fees to review the project before it is put out to bid. By adding this project, it would also allow in the event the rehab for the digester is more extensive than expected a change order from the contractor could be presented to Council. The operators have verified the City can run off of one digester over the winter, in the event the cost is high to do the rehab on the drawn down digester it could remain empty for the winter, and go out for rebid in the spring. This is only an option if the screwpress if fully operational before winter. The resolution presented to Council this evening would be an amendment to add in the rehab project. There are also cost associated with the VFDs on the sludge transfer pumps located in the basement of the building when tying thein into the control panel on the second floor which is more difficult than anticipated. There is also a replacement of an air transfer unit on top of the digesters. This would not be a new task order, just an amendment to the existing task order. It was questioned how this amendment would affect the timeline to go out for bid. This should only add on two to three weeks to the original timeline. KLJ is still looking to put this out for bid by the end of July. Construction would begin approximately mid to late September. By adding this project, while they are waiting for the digesters to be drawn down, construction crews can work on yard piping and staging within the building during this downtime. It was questioned what the City would save by inoving forward with the project now. Council Workshop Minutes of July 10, 2018 The estimated savings would be approximately $20,000 from mobilization and bidding alone, with potential for additional contractor savings. It was questioned if these projects will help with this issues associated with the drying beds. Yes, currently employees are out each week trying to get the drying beds to dry. This back up of sludge causes issues with equipment and testing. Currently doing everything to maintain the appropriate levels. These projects will bring the sludge levels down to a reasonable amount. These projects are about giving the City flexibility in how it handles the sludge as well as addresses the issue of long-term feasibility of the process. Council Issues: o Update on 2011 Yellowstone River flooding event Staff spent part of the day on the river assessing the intake. They first tried back flowing the intake with air, without success. They then tried backflushing the intake with water for quite a while. There were no identifying marks at the surface that the backflush of water had achieved any clearing of debris. They then tried using air again, in which they observed a plum of air exit the intake. This did achieve flow. They are still monitoring to see how much flow they were able to achieve. It was questioned if they have identified how to keep the intake functioning in the future. Currently, the water is 6 to 8 feet above the intake and not clear at this time. This fall Staff should be able to visualize the intake and be able to identify further what maintenance actions need to occur in the future. It was questioned if the engineers are working on a solution at this time. Not at this time. Once Staff is able to see the bottom of the river and assess what occurred at the intake, then the engineering firm will be brought in to come up with solutions to resolve any future issues. It was questioned if the City is currently using the new intake for water. Correct, over the spring the City has not been using the new intake. The new intake will not be used when the water has high turbidities, as this sediment would settle in the three miles of pipe, instead of during this time of the year the City will use the 2003 intake which is located by the plant. The City has not closed out the project yet; they are still waiting to have the wetland survey signed off on. Then the City can move forward with the closeout process. o Update on 2018 flooding event Mayor Nelson stated he is waiting on the letter from the City Attorney to rescind the state of emergency. o Update on West Railroad The CAO met with KLJ this afternoon to discuss the street maintenance projects. There are three projects proposed, see attached memo. C Council Workshop Minutes of July 10, 2018 The City has two options. Option One is to repair West 4th Street between 8th Avenue and 6th Avenue. This repair would be the full width of the road with all utility replacements. This option would cost approximately $680,000. Option Two is to only properly pave over the driving lanes on West 4th Street for approximately $300,000. Spending up to $300,000 on crack seals, chip seals, and hot mix pothole repairs. And allocating $100,000 to temporarily repair West Railroad Street. Option Two offers the City the ability to tackle three projects. Even though West 4th Street would only have its driving lanes replaced, the City would have room to be able to address the utilities at another time. The City would also be able to do its annual crack seal, chip seal and hot mix repair of potholes. And most importantly the temporary repair to West Railroad would be two -fold. First, it would show the State the City is doing its part in maintaining the road. And secondly, it would allow for the three to five years' time it would take the State to come in and fully repair the road. Option two would cost the City an additional approximate $20,000 to do these three projects. It was questioned if Yellowstone County Public Works had come out to review the area. The Public Works Director is on vacation this week and was not able to attend. The Mayor will follow up with him upon his return and report back to Council. It was questioned if the City is no longer pursuing the Urban Funds to repair West Railroad. The City is still pursuing the use of Urban Funds to repair West Railroad. However, the use of those funds will not be immediate. The temporary fix allows for the road to be improved in the meantime and show the State the City is doing its best to maintain the road. The funds available in the Urban Route Fund were not enough to cover the entire project that is why a project using both the Urban Funds and LURA Funds were brought forward. It was further clarified that to fully repair West 4a' Street, between 8th Avenue and 6th Avenue, would cost the City $1.3 Million. It was questioned if these three projects would occur this year or are the City looking at next year. It was clarified that there is still enough time to get these projects done this year. However, the bid opening date is the day after Council. It was proposed that Council approve a resolution up to a certain dollar amount and that when opening the bids if the bids were higher than the approved amount one project would not be completed. The projects need to be done by September 15 as this is when the asphalt plants close for the year. It was questioned if the proposed $700,000 including the engineering costs for these projects. It was stated that the $700,000 is the total cost of the project, including all engineering costs. The other cost savings will be from City employees doing as much of the work as they are able to. The City has many miles of streets that they are in charge of maintaining. Street maintenance is not an enterprise fund such as water, sewer, and garbage. Those projects are easier to fund. El Council Workshop Minutes of July 10, 2018 It was questioned if the City has the $700,000 currently set aside for the presented projects. It was also questioned if the City is currently saving money for the expected expense to replace West Railroad. There will be infrastructure costs. However, those expected expenses should be covered. Once these projects are done, the City will be back to saving for the next big project. It was clarified that the Interim Planner is sending a letter to the Yellowstone County Public Works Department as questioned earlier in this discussion. It was further clarified that the projects selected to be presented to Council were based off the pavement index. This index takes into account all factors to determine the highest priority street(s). A resolution will be presented to Council at the next Workshop scheduled for July 31, 2018. Due to the tight turn of these projects, the CAO has requested weekly updates and will present those to Council. o Yellowstone Historic Preservation Board Lora Mattox and Elizabeth DeGrenier from the Yellowstone Historic Preservation Board gave a presentation to Council, see attached. Their presentation included what the Board does, what it costs the City, what the City receives by participating in their program, some history about the City of Laurel, and if the City would want to pursue putting Riverside Park on the National Register of Historic Places. It was questioned what would happen if the Park was listed on the National Register. It was clarified that nothing would happen to the buildings. This would be an opportunity to document the buildings either by photo or narrative for historical purposes. In the event the City received Federal funds then the rehab of the buildings would need to be in a historic manner. This would also open the City up to additional funding opportunities as well. Even if the Park is not on the Register, the City would still be requested to fill out a section 106 to ensure the buildings are preserved appropriately. In the event the buildings needed to be removed, there would be documentation of what occurred there. It will also not change the use of the buildings. It was questioned what will happen to items such as the window frame with the names of those what stayed in the camps will go if a build is torn down. In the event, the building would need to be torn down, items such as the example given would be preserved as best as possible. Mayor Nelson stated that Park Board would look into the possibility of placing the park on the National Registry. They will notify the Yellowstone Historic Prevention Board if they would like to pursue further. The City of Laurel still does not have representation for this Board. Those interested should submit their letter of interest. o Discuss expectations of Budget/Finance Committee 61 Council Workshop Minutes of July 10, 2018 The City Attorney was unable to attend tonight. This agenda item has been moved to the July 31s' Council Workshop. o Letter from Councilmen Mountsier Council Member Mountsier wrote this memo after the meeting he, Council Member Wilke, and the Mayor had with Dan Koch regarding handicap parking near the stadium. This memo will be included in the minutes. Other Items Council received a copy of the engagement letter from the auditors for last Fiscal Year's audit. This will occur this fall. Review of Draft Council Agenda for July 17, 2018 There were no changes made. Attendance at the July 17, 2018, Council Meeting All in attendance will be at next week's meeting. Announcements Recognition of employees for the month of July will be on the July 31" agenda. Council Member Klose has been named the American Legion Commander for the State of Montana. Congratulations. The council workshop adjourned at 7:57 p.m. Respectfully subs itted, Brittney Moorman Administrative Assistant NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the listed workshop agenda items. n j 014177 BREAKFAST EXCHANG115 CLUB OF SILLINWS Q-5 LiANK i'o box 2r d BILLINGS. le -r W03.2224 5/1 9/2013 PAY TO T1 1L Laurel Fire. & EMS $ --6,500.00 ORDER OF Six Thousand Five Hundred and MMr) Laurel Fire & EMS 215 West 1st St, Laurel, MT 59044 2017-2018 Grant 11 U •1f b r (0 IOU -1 C,-ILJU :ktj 31■ h ri U L) -1 6 :3 -1 r ( 1: r It - BREAKFAST EXCHANGE CLUB OF BILL11'.-JIGS Laurel Fire & EMS Date- Type Reference Original Amt. Balance Due 5119/2018 Bill 2017-2018 Gran', 6.500,00 6,500.00 5/19"2018 Discount Check Amount 014177 Payment 6.500.00 6.500.00 New General Account 2017-2018 Grant 6.500.00 Billings Breakfast Exchange Club PO BOX 2224 Billings, MT 59103 IMEM 33RANDUNrl June 5, 2.01& From: Kevin Davis, Grants Committee Co -Chair To: Wendy Wong, Laurel Volunteer EMS Subject: Grant for Ambulance supplies and equipment Congratulations! Enclosed is a check in the amount of $6500 for your department's needs as outlined and detailed in your recent Grant Application. Thank you for applying and I hope our grant helps serve the EMS needs of your department as well as the citizens of the Laurel Community. Please extend our thanks to the entire department for everyone's duty and volunteer service to the community. Best Regards, y Kevin Davis Stoat Peters - firtarri` ':trti Pairt1in2 on 1�afinerLaw 7�ri�;�i3h�ir,�scari,rti;�tt rf3�f,t rirl'.= 5:aht: W- dni::vlvy, Isjrit!ary �1, 018' 4:'!30 PlA To; L i. Clerk;'Jcy i toyor Cc, Brent Petors subjoct: RE: Grant for the !-:Ti= Department It would be up to the Grantor (Breakfast Club) to determine if the City (Fire Department) fits the criteria or the grant purposes. The IRS considers cities sirnilar to 501c3 entities and consequently donations to local governments are tax deductible similar to 501c3 entities. As I understand the process the city has used, the fire department staff would prepare the grant and the ivlayor would sign off on behalf of the City. If the grant is funded, the City Would accept th-e donation through the City Council (over 55000) or Mayor if under $5000. if a contract must be signed to accept the grant and conditions of the grant, the best practice wauld be to accept through the, City Council.. Sci1n/L1 S. Sar? S. Painier Thompson Painter Law P.C. Professional Center @ 32" 176 South 32"" Street West, Suite 4 Billings, IAT 59102-6867 Telephone: (406) 294-4230 Facsimile: (406) 294-4235 From: City Clerk(mailto:cityclerkk!�laurei.mt.gov) Sent: Wednesday, January 31, 201.8 3:38 PM To* Sam Painter (sam@thompsonpain terlaw.com); City ylayor Cc: Brent Peters Subject: Grant for the Fire Department Sam and Mayor, !attached is a grant that the Fire Department would like to apply for. I have reviewed the grant and my only concern is that the City of Laurel is not a 501 (C) 3. B etlizLi v K eta4r Bethany Keeler Clerk/Treasurer City of Laurel; Montana (406) 628-7431 ext 2 I? D D D 3? D A>>> T D D>> D d '{• OJ 'S C7 44S G Ql -{S C d S � il] {"'{ G s1.1 CC{ G a1 -CT G ^! 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Box 22241 Billings, MT 59103 What is Billings Breakfast Exchange Club? Exchange is an all -volunteer, national service organization for men and women who want to serve their cornrnunity, develop leadership skills and enjoy new friendships. The first club in Billings began in 1954 and made its mark selling beer at horseraces and developing the Par 3 Golf Course. From those beginnings, the Breakfast Exchange Club was established on April 1, 1967. The Club raises its proceeds by selling beer and wine throughout the MetraPark Arena buildings and grounds. This allows the Club, through good sales and no labor cost, to raise thousands of dollars for nonprofits in Billings and the surrounding areas that fit our mission of the prevention of child abuse, and the support of Youth Programs, Americanism and Community Service. What is the Club looking for in a grant applicant? It is important that grant applications from local 501 (c)3) nonprofit organizations fit within the three Programs of Service of Exchange, which are Youth Programs, Americanism and Community Service. Through Youth Programs, Exchange has sponsored an impressive selection of activities designed to benefit and encourage our community's youth. College. scholarships, mentoring and guidance, and service recognition are just a few of the ways that Exchange supports our youth. The Americanism Programs of Service promotes pride in our country, appreciation for the freedoms granted to American citizens and gratitude to the men and women who serve/have served in the Armed Forces. Community Service Program of Service allows the club to identify opportunities within the community and offer assistance to fill gaps of service. Community service is the lifeline of Exchange and the club devotes countless hours and dollars to serve our neighbors every year. Here are a few other guidelines of what we're looking for in applications: • The number of lives impacted by a grant • Lack of duplication with other programs • Innovation and creativity • Lifetime impact on individuals • Other sources of funding ® Local impact Past Grant Recipients Big Brothers Big Sisters • Boys & Girls Clubs - Crime Stoppers - Family Support Network o The Family Tree (National Center for the Prevention of Child Abuse) • Head Start • Montana Rescue Mission & Homeless Family Shelter • Rainbow House • School District 2 Parenting Education Program • SOAR (Youth Substance Abuse) • South Central Montana Mental Health Center • Special K Ranch - Tumbleweed Runaway Program • Yellowstone Treatment Center/Yellowstone Boys & Girls Ranch Young Families • Youth Dynamics • YMCA Youth Program • YWCA Breakfast Exchange Club I PO Box 222. 1 Billings, MIT 510103www.Bi-eakfas LxchangeClub.org Are there grant applications the Club won't fund? We do not provide funds for the following: ® Individual medical or related expenses a Travel for teams, athletes, students, etc. • Building funds or endowments © Specific staff positions ® Dinners, shows, or other events. When are applications accepted and how much is available to a nonprofit? The Club funds grants each quarter of the year. Our fiscal year runs July 1 - June 30, and only one application from an organization is allowed within each fiscal year. Grants range from 5100 to $7,500 per organization. Organizations will be notified if grant requests are approved by both the Community Service Committee and the Board of Directors. Unsuccessful organizations will not be notified due to time restraints of our volunteer -based organization. Breakfast Exchance Club 1 PO Box 222[ 1 Billings, MT 59103 1 ww%v.BreakfastExchangeClub.org Date: 7/10/2018 Facilitator: Carl Jackson Time: 2:00 PM Attendees: City of Laurel: Matthew Lurker, Matt Wheeler I KU: Carl Jackson, Bryan Vanderloos Agenda Topics �-•3e�yk West 4th Street (81h Ave. to 61h Ave.) 1. There is existing 8" water main in both blocks—type and age unknown 2. There is existing 8" sanitary sewer between 8th and 7th —type and age unknown n3. Full -Depth Reconstruction Options: a. Full -width, no utility (current KU scope) Etat; cm b. Full -width, with utility replacements3 7 c. Driving lanes only, no utility ace,--*( Pavement Maintenance ga-k1. Scope is to include crack seals, chip seals, and hot mix pothole repairs. (The City will perform ZVIA cold mix pothole repairs.) 2. KU needs to know the City's budget, so we can determine how many blocks can be included in bid package. See per block estimating tool emailed June 28tH 3. Due to supplier (plant) constraints, construction likely will need to finish by September 151h, so this work will define the critical path for bid advertising. took West Railroad Streetas,� vn �e c, e/a)`Zg ev&14: �v6 3�C� -,-uKr`/ t' A preliminary evaluation was in KU's scope, to determine if a short-term (3-5 year) fix is possible. At this time, we do not know existing pavement/base construction, so without geotechnical it is not appropriate to assume what construction is feasible. We recommend a more detailed evaluation to determine if any short-term fix is advisable. However, there is not time to complete this work and include in a chip seal bid, so we recommend a0ding this to a future task order. l sem,°,Y n" �vs%z¢r-a�sres��e J s'14101k Schedule — a preliminary schedule is shown below for discussion purposes. We will need to understand City of Laurel bid opening protocols, so the bidding/Council award is timed appropriately. Given the chip seal September 15th date, it might be necessary to expedite the bid opening and City Council award process, for construction to begin on time. ENGINEERING, REIMAGINED c a O � N a N 4-J a _ � n p V al r _ O o _0 J m N fu Q1 to c 4-• cn '— o O o v ov J W +-' — +=' U a1 i QLJ V )- V V Q Q E i i i� iCU ri ri ri ri y Ln LL' w V 5; L Q 0 v rU u 4- L a.� Im EM M j# ) \\\I§ «A 23! }.0 \. . ( \k ( « ; } Im EM M L W V W 0) 4-J •A' W ' v E^n, {�rrL W f E fu O m 00 in ri N r - V i fu D 0 ry i. r6 N -N c ^( i) W W W U �- u L LnW w O N L N i O � L ro ra U >. QJ -0 C aj ro cn I W n H D dC 9 \ 41 F i ti„r^ 3Ic°!'VINVAIAS? WEi3 a t r -' a Cu ttJ O to 3AV VINVI €etv 75 4 i ' 9 t} m u t 3AV Ist s 3AV-ro,CL Ull J\ yp t t \ 3AV MI Y 3 r uj �.,i€ ... i.:.€iboli ( f T 1 rn \� v v L ro 0 m .r Owl- �OAK MEMORANDUM OF DISCUSSION June 5, 2018 (7:15-7:45 pm) Present: Mayor Tom Nelson Kart Koch Councilman Iry Wilke Councilman Bill Mountsier Subject: Handicapped parking problem at laurel High School On several City Council meetings, Karl Koch has made presentations concerning the parking problems at the handicapped parking lot located on the south side of the Laurel High School. The parking should be angled to assist handicapped drivers in parking their vehicles. There currently is no parking at the fence to the rear of this area which is appropriately posted NO PARKING ANYTIME. Koch stated that the Department of Transportation approved the 17 parking slots provided in this lot but will not allow the number to be reduced to 10 which may alleviate some of the congestion. He feels that since the park is a public park, both handicapped and non -handicapped persons should be allow to park in that combination lot, however, realizing that there is not enough room to accommodate the vast number of vehicles during school and other events. The school administration did not plan for this parking overflow when planning the stadium. Signs are posted identifying the handicap lot however, vehicles parking on the street block the view of the signs. Many of the drivers just ignore the no parking signs as there is no enforcement of the no parking anytime zone. Koch suggested that the problem could be resolved with angled parking and one entry point and one exit point. There was some discussion concerning parking at the fence to the rear of this parking lot which would make the reverse movements from the angled parking stalls difficult since the handicapped drivers would not have the dexterity, depth perception, of the physical ability to turn sufficiently around and view where the illegally parked vehicles would be located. This backing out would only be complicated more should the vehicle be a crew cab pickup truck with an 8' bed. Mayor Nelson stated that he would speak with Chief Rick Musson concerning this matter and the enforcement of the parking regulations. The old skating rink area, located to the west of Graff Elementary, was discussed as an area which could house numerous vehicles during one of these events. It was also mentioned that when someone has a picnic at the shelter in that area, that parking on the street was all that was available to those individuals.