HomeMy WebLinkAboutPublic Works Committee Minutes 07.23.2018Minutes
Public Works Committee
July 23, 2018 6:00 P.M.
Council Conference Room
Those present:
Kurt Markegard, Staff Advisor
Carl)ackson, KL) Engineering
Emelie Eaton, Chair
Matt Lurker, CAO
Heidi Sparks
Karl Dan Koch
Richard Herr
1. There was no public in attendance. An update was given regarding
Kenneth C. Gomer.
2. The minutes of the June 18, 2018 meeting were reviewed. Richard
Herr moved the minutes be approved as written. Heidi Sparks
seconded. The motion was approved.
3. Emergency Call -outs
Kurt had supplied all attendees with a copy of the Emergency Overtime
Callout List. He stated there had been no Emergency Call Outs since the
June 18th meeting. Kurt stated an alarm had gone off at the Elm Lift
Station on July 1st. He explained that KL) is still working on the issues at the
lift station and the alarm continues to go off periodically. Additionally, he
stated there was an issue with a home owner on July 11th but that turned
out to be a backed up sewer and was the homeowner's responsibility.
Richard Herr inquired regarding an event he heard about on July 4th. Kurt
stated that staff was on call that day and this was not considered a call
out.
4. KL) and Great West Engineering Reports
Kurt had a copy of the July 15, 2018 City of Laurel Project Status Update
from KLJ as well as the July 10, 2018 Project Progress Update from Great
West ready for all members.
*Great West report:
**Kurt stated that the new intake had been back flushed again and the
intake was working fine. GW's report states they worked with Rain for
Rent and used the City's emergency portable pump to achieve this.
Richard Herr, Heidi Sparks and Emelie Eaton all quoted Tim Reiter having
told the entire Council two weeks previously that the intake was not being
used and would not be used until fall when the turbidity in the river was
expected to decrease. All three stated they thought this was wrong and
wanted to know if the new intake was being used, fully or in part and if
not, why. Kurt stated he would have an opportunity to speak with Tim
when they toured facility in Miles City and would have a full report for us
next month.
**Kurt stated the Water Treatment Plant bid went to COP Construction
and they had some Requests for Information (RFI's). There is no schedule
for construction yet.
Richard Herr inquired as to when or if the rock weir, or what was left of it,
was going to be removed considering the dependency on it still as the
main water intake. Kurt stated the weir has to be removed by the end of
September and that work is expected to take 8 V2 weeks so it should begin
soon.
"Water and Sewer Rate Study. Heidi had asked for the rate payment
structure back in April and it was provided as part of our packets but Kurt
wanted to tall? about it under discussion item #8.
*KLJ Report:
Carl Jackson reviewed each of the items.
"The first item was the Waste Water Treatment Screw Press.
Carl stated this item is going to bid on August 19t'. He added that it was
an excellent decision by this committee and the Council to add the
Digester rehabilitation as a two pronged project.
**H25 Remediation -
Kurt stated that last Thursday sampling had been done at five different
locations. Those samples had been taken to Energy labs for analysis and
the City should receive information back by Tuesday, My 311t.
Digester Rehabilitation -covered during discussion of the Screw Press.
"Archimedes Screw Rehabilitation -
Carl stated there would likely be no activity on this issue for another two
months.
**East 6th Street —
Carl stated that the scope of this project has changed due to the Mayor
requesting adding additional parking by Thompson Park. KU was
looking at diagonal on street parking which would easily double the
amount of parking currently available. He stated an idea had been
floated to put in a parking lot where the old ice skating rink had been
west of Graff School. Carl stated there were problems with that idea such
as drainage and that the whole decision would come down to cost.
**Pavement Maintenance-
Carl stated that this project was already out to bid because of the tight
timeline. It is expected that chip sealing will end September is. Kurt
stated that this would be presented to the Council as a Resolution with
blanks for the contractor's name and bid amount. Those blanks that
would be filled in when the bids came in. Carl had also supplied a sheet
titled "Engineer's Opinion of Probable Construction Cost" that could be
helpful when understanding costs when the bid came in. Kurt wanted to
use it in reference to agenda item #5.
**On-Call Professional Services-
KLJ has done minimal on-call work since the flood threat earlier this year.
**Laurel Planning Services-
Forrest Sanderson continues to fill in. Forrest Sanderson continues to serve
as the City's Floodplain Director. He also continues to work on Subdivision
Review. Currently Regal Park, at Cottonwood and East Maryland is
working on a 55 lot plat. Brester Subdivision had submitted incomplete
application papers for a development three miles west of town on Old
Highway 10 and Wold Road. Those representatives were referred to the
County.
"Other Notes and Information -
This is a 13 item list that appears at the end of KLJ's report. Only those
items that were discussed will be listed here.
***Railroad Street Coordination-
Kurt provided the Chair with a copy of a two page e-mail stream
regarding a request letter being sent to the County. The last entry in that
stream was dated July 17, sent from the County Public Works Director to
the City Public Works Director. It stated in part: "we feel West Railroad
Street should be the next priority for the Urban funding. We think the
next step should probably be put the project on the commissioners
discussion agenda and have you and the mayor attend."
***Capital Improvement Plan (CIP) assistance-
Both Carl )aclqson and CAO Matt Lurber felt it would be an improvement
if the Public Works Committee weighed in on this decision making process.
Matt stated he felt it would maize the process Consistent, Universal and
Public.
***Laurel Urban Renewal Authority (LURA) — Matt Lurber, CAO stated he
recently reached out to the community of Bozeman and requested
documentation on how they work through the decision process and
requested a copy of the documents they use. LURA hopes to begin
handing out their grants next month.
***Riverside Parks Improvements -
Richard Herr inquired regarding assessing whether the Rifle and Rod and
Gun Club buildings could be remediated and regarded as historic
buildings. Kurt stated he felt both buildings were irreparable and should
be demolished due to continuing public health concerns. KL) is reviewing
the issue and considering the fact that the buildings are in a flood plain
and the current condition of the buildings. Forrest Sanderson will be giving
a report. Richard then inquired regarding the grant money for vault
toilets. Kurt stated the money should be available and the vault toilets
could go in this fall. He stated Fish, Wildlife and Parrs had requested a
`bne seater" be installed close to the boat ramp. There are plans to install
two "two seaters" within Riverside Parlez itself. There was discussion
regarding the existing toilets leal2ing and whether the City knew for
certain that the Jaycee Hall septic system was not leakzing or had been
damaged when all the other systems in the parr had been.
S. Street Maintenance Update
Kurt stated KL) had provided their list of probable construction costs.
6. West Railroad Street Urban Funds Update
Kurt stated he had provided Emelie with an e-mail stating the County
approved of using Urban funds to improve West Railroad. Emelie read
the last e-mail to the committee and requested the e-mail be attached to
the minutes so all could eventually see what was said and that it be a part
of the public record. Matt stated the commissioners met on Mondays and
that he and the Mayor were planning to attend the July 30th meeting at 2
p.m.
7. Septic Dump Station Report
Kurt stated that the Council Workrshop Minutes of May 12, 2015 include a
lengthy presentation (page 2) from Chad Hanson regarding change orders
for the sewer plant. Three paragraphs from the bottom of that page it is
stated "Change Order No. 5, which was $220,000 for the septage dump
station". Kurt felt that accurately reflected the cost to put the dump
station in. The Committee was then shown the Detail Ledger Query from
July, 2014 through July, 2018 which listed income since the November, 2015
start up of the dump station. It showed a total income of $24,141.95 over a
three and one half year period. Kurt took exception to these numbers and
felt they were not correct. He stated he felt that Cotter's and Frank's
(septic services) had used the facility more. He referred to the February
25, 20114 Council Workshop Minutes where Bob Franh stated he "hauls
about 2,000 gallons per load about three times a day to the facility in
Billings at a cost of $40 per 1,000 gallons". Richard inquired if those two
businesses (Cotters and Franks) were the only two that used the Laurel
dumping site. Kurt stated that the City had just added another customer.
He said that Mr. Rooter and Rooter Rooter did not use the facility enough
to mention. Emelie said the Budget and Finance Committee had
requested periodic updates on the dump station and she felt these figures
were in-line with what had been presented to that committee. She said
she would request the Clerk Treasurer present any back-up information at
the August 20th meeting.
8. Water and Sewer Rates Resolution R11-110
Kurt had provided a copy of Resolution R11-110 which stated the City
would adopt an EDU (Equivalent Dwelling Unit) system for both water
rates and sanitary sewer rates and that a $1.00 per month capital
improvements surcharge would be imposed for both. Heidi inquired
whether the capital improvements surcharge of $1.00 per month was still
in effect. Kurt stated that the city had gone three years without an
increase. Heidi clarified that she wanted to know if that surcharge was
what was paying for the current improvements. Emelie stated the money
went into the Water Enterprise fund and yes, the Water Enterprise funds
would be paying for a portion of the improvements but that there would
also be a loan taken out for any costs the Enterprise could not handle.
Emelie stated that since it appeared the Committee was going to ask
Clerk Treasurer Bethany Langve to attend the August 20 meeting to
speak on the Septic Dumping Station revenues, she could also make a
presentation regarding funding pending improvements. Richard Herr
stated he was in favor of informing the public better regarding the Sed
Basin funding.
9. Work Detail for Court Sentencing in Public Works
Kurt stated that previously when this had been brought up he had
received push back from the unions who felt that "if there was that much
extra work to do the City should hire more workers". He also had concerns
about who would provide the oversight while the people were working
and felt it was not productive to have Matt Wheeler doing that. CAO
Matt Lurber was not opposed at all to instituting a program like this in
Laurel. He felt that the problem was in the presentation, i.e., it was
suggested the Court Work Detail people "paint the curbs and crosswalks in
Laurel". CAO Lurher felt that if this were re -worded into a smaller project
plans could be worked out for this to take place. He said there had been
some question and resulting concern that the schools had repainted
crosswalks and curb around the schools and that Public Works Director
Marbegard had been emphatic that the City had always painted the
crosswalks and curbs in Laurel. CAO Lurker pointed out that there were
programs such as the Safer Routes to Schools Grant Program that might
be able to help with purchasing materials. He stated he would like to get
together with whoever had proposed this idea and work with them to
refine the scope of the projects they would like to undertake. Emelie
stated she would pass that onto the individual who had asked for this item
to be added to the agenda.
10. Other
Emelie reiterated that she would have the Clerk Treasurer attend or
present information for the August 20th meeting to:
a. clarify concerns about revenues from the Septic Dump station and
b. to explain more fully the funding for the Sed Basin Project and
alleviate concerns from the wording of Great West's Task Order No.
39 which implies another pending rate increase.
C.
The July Public Works meeting was adjourned at 7:28 p.m.
The next meeting will be August 20, 2018 at 6:00 p.m.
Respectfully submitted,
Emelie Eaton
Public Works Chair
Emergency Overtime Callout List From 7-1-18 thru 12-31-18
Maintenance Shop -628-4773
City Dispatch 628-8737
Response Code
X In Column Not accepting Overtime /NA = Not Available /Y = Responding /B=Phone Busy
Employee Name
Telephone
7-1
7-11
Bruce Lefler
208-9417
NAI
NA1
Dave Saylor
812-0274
NA2
NA2
Fran Schweigert
208-8253
NA3
NA3
Guy Rolison 633
2336/698-8885
NA4
Y13
Brian Kline
794-8552
NA5
NA4
Kevin Budge
850-5224
NA6
NA5
Roy Voss
860-4837
Y14
12
Justin Baker
321-0208
7
NA6
Mike Mudd
860-1825
8
NA7
Jay Hatton
860-7525
9
NA8
Norman Stamper
633-3291
10
NA9
Kevin Hoffman
861-7460
11
Y14
KEITH GUY
850-5464
12
10
Andrew Arneson
876-4155
13
11
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
Thomas Henry
855-0831
Brandon Corey Chief
579-7112
Cindy Caswell
591-9013
Corey Nicholson
351-1876
Water Treatment Plant 628-4410
Response Code I NO= In 1st COIL
Emplovee ITelephone I
= Not Available / Y =
(John Volmer 1 794-6681 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
an
• i it ' �il>Q�2�,li�_____________i_-)
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 Cell# 860-5785 Hm 628-2905
Schessler - Office 6284221, Home 628-2349
Tim Reiter Cell#860-9209 Hm 628-6846
NW Energy 1-888-467-2353 Mark Cloud 860-7890
GERARD LIFT STATION 696-2199
Century Link 1-800-573-1311 Shop 628-7707Jeff 694-9097
GORDAN ACE ELECTRIC 860-5464
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
7-1 Elm lift alarm
7-11 110 YELLOWSTONE SEWER
Alarm Codes for Village and Elm Lift Stations
1 Low Water Level
2 High Water Leve
3 Pump Fail
4 Pump Fail
5Phase Failure
8 Station Door Open
7Backup Floats Activated
8Low Temp Alarm
9Generator Emergency
City of Laurel, Montana
"On -Call" Engineering Contract
Great West Project No. 2-07128 and 2-14114
Date: July 10, 2018
To: Kurt Markegard, Public Works Director — City of Laurel
From: Chad E. Hanson, PE
Subject: Project Progress Update
/Gra�'_WRst
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 3, 2017 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 and spring, 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 coordinated with Rain for Rent and City personnel to backflush the new intake with water
using the City's emergency portable pump. The back flushing was completed this morning. After
completing the back flushing, visual observations of flows through the two transmission mains
indicate full functionality of the intake has been restored.
We have also been working on additional documentation for the wetland restoration along the
transmission main route requested by Robert Cole with the Army Corps of Engineers and
following up with the Contractor, Wilson Brothers, on outstanding items from the 11 month
walkthrough.
0
City of Laurel, Montana
"On -Call" Engineering Contract
Great West Project No. 2-07128 and 2-14114
Task Order No. 29 — Phase 3 Water System Improvements
GrgtWest
engineering
The base bid and all three additive alternates were awarded to COP Construction. We
coordinated the execution of the construction contracts and have begun preparing construction
documents, responding to requests for information (RFls) from the Contractor, and reviewing
submittals as they are received. We have not received a preliminary schedule for construction
from COP at this time.
Task Order No. 38 — Phase 4 Water System Improvements
The Phase 4 Improvements include lowering the 2003 intake, adding an additional raw water
pump at the WTP, and installing VFDs on all of the large raw water pumps. TSEP and DNRC
grant applications for the project were submitted in the spring of 2016 but fell below the funding
line. The City needs to complete the lowering of the 2003 intake to comply with the Army Corps
permit for the new intake but is undecided on a schedule for the work.
We have done no work on the project and will not until so directed by the City.
Task Order No. 39 — Water and Sewer Rate Study
We gathered and updated revenue and expense data utilized for the basis of the rate study and
presented it to the City in the fall of 2017. We have since suspended work on the rate study until
otherwise directed by the City. A meeting to outline objectives and goal of the new Mayor, new
Chief Administrative Officer, and remaining City staff for the study is recommended if the City
wishes to move forward and complete the study.
2
<<
City of Laurel Project Status Update Ll
July 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)
• Design is nearly complete. Bid advertising is anticipated to begin end of July or early August.
Current Status:
• Development of the preliminary drawings and specifications, then review with City staff
• Revisions to preliminary drawings and specifications to reflect feedback from the review
with City staff
• The DEQ review submittal is forthcoming.
• Final bid documents pending City review & comment of drawings and specifications.
• Contract amendment pending City Council approval.
Sanitary Sewer H2S Remediation (KU #1804-00122)
Project Manager: Travis Jones
Reason for Project: Buildup of H2S within the WW collection system has led to deterioration of
manholes and other system components.
Project Scope: Complete the design and construction administration for the proposed air
injection/diffuser system to address H25 build-up within the system.
Milestones: (As needed)
Current Status:
KU provided a draft sampling plan, and City comments are needed.
Sampling may have been previously completed (to be confirmed).
Page 1 of S
ENGINEERING, REIMAGINED
City of Laurel Project Status Update ,
July 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)
• Will be concurrent with WWTP Screw Press
Current Status:
KU contract for this work was included in the WWTP Screw Press amendment recently
submitted for City Council approval.
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, REIMAGINED
aLl
j� <<
City of Laurel Project Status Update
July 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: KU was recently asked to re-evaluate the scope, by considering the feasibility and
cost of an off-street parking lot within Thompson Park along with installing a new water main
within East 61h St. to provide looping for side street dead-end connections. A memorandum and
preliminary opinion of costs will be provided by the end of July, after which time the City will
decide the project direction moving forward, based on budget and parking preference.
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: The bid opening will be August 2nd, award is anticipated to be at a Council meeting
either August 7th, and construction will begin soon thereafter. Construction is expected to begin
in late August/early September.
Page 3 of 5
ENGINEERING, REIMAGINED
City of Laurel Project Status Update
July 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
NFIP status provided we work diligently to correct items from Community Assistance Visit.
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 S
ENGINEERING, REIMAGINED
City of Laurel Project Status Update
July 15, 2018
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. Railroad Street Coordination
a. A letter drafted by KU, signed by Mayor, and forwarded to County Commissioners
initiated the process of coordinating between Yellowstone County and MDT. The
next step is to facilitate a joint meeting.
2. Booster station rehabilitation or replacement
a. Anticipated as a spring 2019 project.
b. Kurt will provide KU the TSEP grant documents.
3. Capital Improvement Plan (CIP) assistance
4. Examining engineer review of 31d Party submittals to City
5. Growth policy update
6. Laurel Urban Renewal Authority (LURA) infrastructure improvements
a. Preliminary scope exhibit and associated opinion of cost will be provided to Kurt,
after which time the project scoping can begin.
7. Lion's park grant application assistance
8. On-call government relations
9. Pavement management program (pavement rating system update)
10. Review of rules and regulations (related to public works and planning)
11. Riverside Park improvements
a. Forrest and Kurt are evaluating floodplain and buildings. The actual park
improvements schedules is TBD.
12. Water storage tank re -coating
a. Tim is coordinating inspections of the tanks soon, which will help determine the
recommended scope of work. This may include external and internal coating.
13. West side groundwater remediation
Page 5 of 5
ENGINEERING, REIMAGINED
Kurt Markegard
From: Tim Miller <tmiller@co.yellowstone.mt.gov>
Sent: Tuesday, July 17, 20181:52 PM
To: Kurt Markegard
Subject: RE: West Railroad Street and Urban Funds letter from Laurel's Mayor
Kurt
We did receive the Mayor's letter. Mike and I have discussed and feel West Railroad St should be the next priority for
the Urban funding. We think the next step should probably be put the project on the commissioners discussion agenda
and have you and the Mayor attend.
Discussions are on Monday and Thursday 2:00pm. Pick some dates that will work for you let me know and I will schedule
the meeting.
Thank you
Tiro tllliller
1-,Ilorrsione Counly, Public Works Direelor / Floodl)lciin Aclnninislrcrlor
Phone 406-256-273
Po Box 35024
Billings All 59107
From: Kurt Markegard[mailto:kmarkegard@laurel.mt.gov]
Sent: Tuesday, July 17, 2018 10:40 AM
To: Tim Miller
Cc: City Mayor; Matt Lurker; Forrest Sanderson
Subject: RE: West Railroad Street and Urban Funds letter from Laurel's Mayor
Tim,
I am wondering if you ever received the Mayor's letter asking for a meeting to discuss West Railroad Street and the
coordination of using Urban Funds to rebuild this street.
I was out of the office last week and I am just following up with items that I was working on before I took time off from
work. Can you meet with me in the next week or so?
Kurt Markegard
Public Works Director
Laurel
From: Kurt Markegard
Sent: Friday, June 22, 2018 5:45 PM
To: Tim Miller <tmiller@co.yellowstone.mt.gov>
Cc: citymayor@laurel.mt.gov; Matt Lurker<mlurker@laurel.mt.gov>;'Forrest Sanderson'
<Forrest.Sanderson@kljeng.com>
Subject: West Railroad Street and Urban Funds letter from Laurel's Mayor
Tim,
The attached letter has been sent to you to open discussions about designating West Railroad Street as a City/County
priority to have the State Department of Transportation start a project to reconstruct this street.
The Mayor is requesting that the City and County Public Works Departments get together and discuss this possible
project.
Let me know a time that we could meet and discuss this issue further.
Kurt Markegard
Public Works Director
City of Laurel
a,June
ENGINEER'S OPINION OF PROBABLE CONSTRUCTION COST
Average Chip Seat Cost per Block
City of Laurel, MT
26, 2018
(PRELIMINARY
KLI
Block of Chip
Seal
24' Pavement Width
$22,000
Block of Chip
Seal
@ 28' Pavement Width
$23,000
Block of Chip
Seal
@ 32' Pavement Width
$23,900
Block of Chip
Seal
@ 36' Pavement Width
$24,900
Block of Chip
Seal
40' Pavement Width
$25,500
Block of Chip
Seal
@ 42' Pavement Width
$26,300
Block of Chip
Seal
@ 44' Pavement Width
$26,800
Block of Chip
Seal
@ 50' Pavement Width
$29,200
Block of Chip
Seal
52' Pavement Width
$29,400
Block of Chip
Seal
@ 68' Pavement Width
$33,000
Block of Chip
Seal
@ 92' Pavement Width
$37,700
Assumptions
1 General Conditions was assumed to be 15%
2 Traffic Control was assumed to be $10K
3 Costs per block include 15% Engineering costs and 10% contingency.
4 Crack seal was assumed total width of road every 50 ft.
5 Epoxy pavement markings based on stop bars, pedestrian crossing markings, double yellow centerline, and 2 -fog lines.
6 Unit Prices based on 2017 MDT Average Bid Prices and 2015 City of Laurel Bids
7 Assumed average block is 330 feet long.
07/23/18 CITY OF LAUREL Page: 1 of 1
16:55:59 Detail Ledger Query Report ID: L091
For the Accounting Periods: 7/14 - 7/18
Funds 5310-5310, Accounts 343036-343036
Fund/Account/ Acct.
Doc/Line # Description Vendor/Receipt From Period Debit Credit
5310 SEWER
343036
Miscellaneous
Sewer Revenue/Septic Hauling
CR
72959
1
Batch 0: 17050
11/15
922.92
CR
73076
1
Batch #: 17061
11/15
102.80
CR
73307
1
Batch #: 17082
12/15
466.28
CR
73448
1
Batch #: 17095
12/15
447.04
CR
73695
1
Batch #: 17118
1/16
559.84
CR
73715
1
Batch 0: 17120
1/16
418.44
CR
73994
1
Batch 9: 17144
2/16
446.00
CR
74072
1
Batch #: 17151
2/16
286.80
CR
74382
1
Batch 0: 17178
3/16
971.68
CR
76246
1
Batch #: 17330
7/16
471.88
CR
77856
1
Batch #: 17468
11/16
97.68
CR
77929
1
Batch #: 17474
11/16
130.52
CR
78821
1
Batch #: 17557
2/17
86.72
JV
1199
2
SEPTIC HAULING
FEES JULY 2017
7/17
2,233.00
JV
1200
2
SEPTIC HAULING
FEES AUGUST 17
8/17
1,889.84
JV
1201
2
SEPTIC HAULING
FEES SEPT 17
9/17
3,170.00
JV
1202
2
SEPTIC HAULING
FEES OCT 2017
10/17
2,414.08
JV
1203
2
SEPTIC HAULING
FEES NOV 2017
11/17
222.91
JV
1213
2
SEPTIC HAULING
FEES DEC 17
12/17
1,515.04
JV
1214
2
SEPTIC HAULING
FEES JAN 2017
1/18
3,056.20
JV
1215
2
SEPTIC HAULING
FEES FEB 2018
2/18
844.44
JV
1227
2
SEPTIC HAULING
FEES MAR 2018
3/18
3,387.84
Account Total:
24,141.95
Fund Total:
0.00 24,141.95
Grand Total: 0.00 24,141.95
MINUTES
COUNCIL WORKSHOP
MAY 12, 2015 6:30 P.M.
COUNCIL CHAMBERS
A Council Workshop was held in the Council Chambers and called to order by Mayor Mark Mace at
6:30 p.m. on May 12, 2015.
COUNCIL MEMBERS PRESENT:
_x Emelie Eaton
Doug Poehls
x Bruce McGee
_x
x Richard Herr
Chuck Dickerson
x Scot Stokes
Tom Nelson
x Bill Mountsier
OTHERS PRESENT:
Monica Plecker, Planning Director
Kurt Markegard, Public Works Director
Chad Hanson, Great West Engineering
Public Input (three-minute limit):
Jennifer Ries, 1003 Princeton Avenue, Billings, informed the council that she will be leaving the
Outlook as of May 22'x. A replacement editor has not been appointed yet, but she understands that
there is some fierce competition for the seat so someone should be soon. In the interim, Kathleen
Gilluly will be covering the council meetings and will be happy to help with anything.
Mayor Mace thanked Jennifer for letting the council know. He stated that she will be missed, as she
has been an important part of the meetings.
Jennifer responded that she enjoyed it and wished that more people would attend. She will be taking
a position with the MSU -Billings Foundation doing scholarship administration.
General items
• Appointments:
o Cemetery Commission — Kenneth E. Olson, Jr.
o Laurel Public Library — Bill Hanson
The appointments will be on the May 19'h council agenda.
Executive Review
• Resolution — Create SID No. 117
Monica Plecker explained the resolution to create Special Improvement District No. 117, which is in
coordination with the proposed project on Eighth Street and Pennsylvania Avenue. The council
passed a resolution of intent to create the district on April 21, 2015. The property owners affected by
the district were notified and informed of the protest period. Two written protests were filed with the
city clerk and will be read into the record during the public hearing on May l9`h. The two protest
letters are from the same property owner for two different properties, which totals a little more than 5
Council Workshop Minutes of May 12, 2015
percent of the improvement. Fifty-one (51 %) percent of the property owners would have to protest in
order for the district to fail.
• Resolution — Change Order No. 6 with Williams Brothers Construction
Kurt Markegard asked Chad Hanson to review the specific items in the change order with Williams
Brothers for the project at the sewer plant.
Chad Hanson explained that Change Order No. 6 for the Wastewater Treatment Plant Project is a
combination of several smaller items. Some temporary piping was necessary to keep the plant
running during construction. It was not included as part of the original scope of work, but it was very
necessary to keep the plant running. Once the piping was installed in the lower level of the blower
building, air buildup was affecting a meter so an air release valve was added. The operators noted
that a few things would help their operations. One thing was a hose bib with water in the hypochlorite
storage room where they can clean things, so that was plumbed in for them. The contractor offered a
significant credit to seal the floor in the thickener building instead of applying an expensive epoxy
coating. Staff decided to move forward with just the seal coat, which was almost a $15,000 credit.
Some rehab was needed to bring the old RBC basins back after they were drained. The drain valves
needed a little work and some of the slide gates needed a few minor repairs. The operators wanted to
include some of the hand operated valves into the SCADA system. Some of the DO and ORP
analyzers and flow meters needed thermal enclosures to properly operate in freezing temperatures.
The ones under one part of the specifications were covered under the electrical, but the blowers
provided some that were not included in the original bid package, including the thermal enclosures.
The thickener has an overflow that was piped to a manhole to nowhere, because nobody knew the
manhole went to nowhere. The first time it was turned on, the manhole started overflowing. Since
the manhole was not connected to anything, the line had to be rerouted directly to the lift station at the
bottom of the screw pumps. A $1,000 credit was received for the hooks in the thickener building
when the contractor proposed substituting plastic dipped forged hooks for stainless steel hooks. Some
piping had to be added to meet the manufacturer's specs in the RDT building, as they require certain
length of pipe for mixing before it hits the polymer mixing basin.
Chad stated that Change Order No. 6 is for $37,829.39, which brings the total change orders to date to
$333,242.23 for 5.2 percent of the contingency. Without including Change Order No. 5, which was
$220,000 for the septage dump station, the other five change orders would be 1.8 percent of the
contract. The contract includes a 10 percent contingency of $600,000.
Chad explained that the contractor has requested a time extension of 81 calendar days on their
contract time. Great West went through every item included in all of the change orders and could
justify an extension of 43 calendar days. They want to be fair because a lot of the changes take time
and delay the process. Although that does not affect the council, there is a cost associated with the
extension. Chad will work with staff to determine an amendment to Great West Engineering's task
order because the 43 extra days require extra inspector time at the project site.
Emelie mentioned that the Public Works Committee toured the sewer plant yesterday and that it looks
very modem. The committee kept hearing the comments that everyone is learning the new system,
that it is coming along nicely, and that the numbers that they report to the State are improving every
week. Emelie thinks it is a fantastic asset for the City of Laurel.
N
Council Workshop Minutes of May 12, 2015
Chad agreed that it is pretty amazing. The full biological nutrient (BNR) removal process has been
online for a couple weeks and the numbers are already encouraging. The ammonia is less than 1, and
the total nitrates are down to 11 to 13, which is expected and should continue to improve. The staff
and TetraTech are currently working on a foaming issue. Chad stated that the project is a testament to
the city's staff because they went from a RBC plant to an activated sludge plant to a full BNR process
in six months. Now they have to study biology and it is an incredible balancing act. They have to
check DO in seven different places, follow solids through, and calculate sludge retention times. The
city is really fortunate to have operators that are vested and willing to learn. One operator is a huge
asset because he has previous experience, and the others have really put themselves forward on this.
Another change order will be submitted for an additional stairwell on the northwest corner of the RBC
basins, for fixing a leak in the old RBC basin, for moving a meter from the downstairs of the blower
building to the thickener building, and for any other items needed to complete the project. The
project should be completed well under the contingency funds. The contractor expects that the site
work should be completed by the end of June and the road should be done by mid-July.
There was discussion regarding the sewage dump station, the capacity of the plant, the 1.7 million
gallon/day design flow of the plant, and the plant's 20 -year life expectancy with growth built in.
There was further discussion regarding scheduling a tour of the plant after completion of the project
and the suggestion to have a ribbon cutting for the plant.
• Resolution -- Change Order with Wharton Asphalt
Kurt stated that the council recently approved a variance for Dan Foos to build some storage units at
815 East Main Street. Dan had new curb, gutter, sidewalks, and handicapped ramps installed. The
street is in need of repair, as the city's garbage trucks caused much of the damage. The change order
for $5,700 is for paving behind Fast Lane on East 40' Street. The city also had a small service contract
for replacement of some of the curb that the garbage trucks pushed over.
• Resolution — Contract with Hardrives Construction, Inc. for chip sealing streets
Kurt explained that the city solicited bids for chip sealing through advertisements in the Laurel
Outlook and The Billings Times. One bid was received from Hardrives Construction for $89,344 and
the city would like the project to be completed before the end of the fiscal year on June 30t' If the
council approves the contract next week, chip sealing should being ten days later.
• Resolution — Memorandtun of Understanding with Beartooth RC&D
Earl Atwood, the Office Manager at Beartooth RC&D, distributed copies of his presentation to the
council. Beartooth RC&D annually asks for the council's consideration and approval to renew an
MOU that covers Yellowstone County and in which the City of Laurel participates with other entities
in the county.
Mr. Atwood spoke regarding the personnel and staff that work for Beartooth RC&D. Luke
Walawander, the Economic Development Director, will be returning to Missoula, so they are
recruiting for his replacement at this time. Jillann Knutson does the Revolving Loan Fund and the
bookkeeping and Dick Rath is the forester for the organization.
Mr. Atwood spoke regarding who they are, what they do, and how their services benefit the City of
Laurel. Because they are a CRDC, they provide a number of specific grant and service opportunities
Council Workshop Minutes of May 12, 2015
and are assisting four different businesses in the Laurel area right now. The projects include the High
Plains Brewery, the Red Rooster Kitchen, Story Mill and Yellowstone Valley Farms. Beartooth
RC&D also participated in the successful completion of the LURA TIF District Grant toward the end
of 2014. The $26,250 grant was for the LURA TIF District Master Plan Development.
Mr. Atwood spoke regarding the Memorandum of Understanding and asked for the council's
consideration and approval to renew the annual agreement and participate in the assessment for
Yellowstone County. The negotiated agreement across Yellowstone County divides the total
assessment four ways. The City of Laurel participates at a 6 percent level, which he thinks is a good
deal in terms of the total services that they deliver to Yellowstone County. The MOU is for $1,645.26
this year, and is formulated using a base fee and a per capita assessment. He is proud of the work that
Beartooth has done for the area and hopes the council agrees that it is worth renewing the agreement
for the coming year.
• Council Issues:
o Update on 2011 Yellowstone River flooding event
Kurt stated that staff has been working with Great West to finalize the permits, to get final appraisals
done on the pipeline route, and to finalize the easement routes with CHS Refinery. One person
protested the location of the intake on the Yellowstone County Permit, and Kurt will try to contact
that person regarding his concerns.
Chad stated that the 60 percent plans should be submitted to the city by the end of next week, which is
on right on schedule. Unless the permitting process is delayed, construction should be on schedule to
start this fall.
Kurt mentioned that the environmental assessment for no significant impact has been cleared by the
State Historical Society and FEMA has accepted that. As long as the pipeline route does not change
again, the environmental assessments should be clear.
o Lease Agreements
There was no discussion.
Other items
• Resolution — Contract with Becker Electric
Kurt explained that he has tried to get quotes for the variable frequency drive for the cemetery project.
He has been working with ACE Electric, Colstrip Electric and Becker Electric to get an affordable
bid. Ace Electric's bid was high at $19,500 and did not have any specifics. Kurt contacted Becker
Electric, who submitted a quote that arrived today for $11,590 plus shipping. Colstrip Electric
submitted a quote for $14,500 that also had no specifics. Kurt recommended that the council go
forward with the quote from Becker Electric for the drives for the pump to run the sprinkler system in
the cemetery.
Review of draft council agenda for May 19, 2015
• Public Hearing:
o Resolution No. R15-25: Intent to create Special Improvement District No. 117
Attendance at the May 19, 2015 council meeting
Richard Herr will not attend the council meeting.
4
Council Workshop Minutes of May 12, 2015
Announcements
Doug stated that the Emergency Services Committee will meet on Monday, May 1801, to discuss the
marketing issues about the safety mill levy.
Bill thanked Kurt Markegard and Tim Reiter for the tour they gave the Public Works Committee at
the wastewater treatment plant. They answered questions very well and explained the procedures.
Bill suggested having an open house for the public at the plant after the project is completely finished.
Mayor Mace will look into that and report back to the council.
Recognition of Employees
Les Deines 34 years of service on May 10 WWTP
Michelle Steffans 21 years of service on May 315` Police Dispatch
Mayor Mace expressed appreciation for the employees' service to the City of Laurel.
The council workshop adjourned at 7:09 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the
listed workshop agenda items.
5
RESOLUTION NO. R11-110
A RESOLUTION OF THE LAUREL CITY COUNCIL APPROVING
THE PROPOSED INCREASE IN THE RATES AND CHARGES FOR THE
USERS OF THE MUNICIPAL WATER AND SANITARY SEWER SYSTEMS
TO BE EFFECTIVE ON NOVEMBER 10, 2011.
WHEREAS, the City of Laurel, Montana (the "City") has determined the current water
and sanitary sewer rates and charges in effect at the present time are not adequate to provide
revenues with which to defray the continual increased costs of operation, maintenance, and
capital of the City's water distribution facilities and sanitary sewer systems (the "System"); and
WHEREAS, it is necessary to increase the rates and charges for the services provided by
the System in order to collect sufficient revenues to pay costs associated with the operation and
maintenance of the System; and
WHEREAS, current budgetary requirements with respect to the operation of said
facilities as well as on-going and future projects contemplate the proposed rates becoming
effective by November 10, 2011, to enable the City to proceed as expeditiously as possible to
continue providing System debt service, maintenance and improvements; and
WHEREAS, MCA § 7-13-4307 requires the City to establish sufficient rates and charges
to provide adequate income and revenue to pay for continued maintenance and operation of the
System, to provide for the accumulation of adequate reserves and to pay for the cost of
depreciation and replacement of the System, as deemed necessary, and to provide revenue
obligated for the payment of bonds for past and future System improvements; and
WHEREAS, the City Council hereby finds and declares that maintaining and improving
the System is essential to the preservation of the health, safety and welfare of its residents and
users of the System; and
WHEREAS, under MCA § 69-7-101 the City has the power and authority to regulate,
establish, and change, as it considers proper, rates, charges, and classifications imposed for
utility services to its inhabitants and other persons served by the System so long as rates, charges,
and classifications are reasonable and just; and
WHEREAS, a notice of public hearing was mailed to all users of the City's System
notifying them that pursuant to Resolution No. RI 1-93 adopted on September 20, 2011, it was
the intention of the City to increase the rates and charges for water and sanitary sewer service
and notice of public hearing was published as required by Section 69-7-111, M.C.A. A public
hearing was held on October 18, 2011 at 6:30 p.m. in the City Council Chambers at City Hall,
Laurel, Montana, for the purpose of gathering public comments and evidence regarding the
proposed rate and charge increase; and
WHEREAS, that every individual who attended the public hearing was given the
opportunity to speak, present argument and/or to submit written comment into the hearing record
R11-110 Increase water and sewer rates
and based upon the record created, the City Council is prepared to issue its decision pursuant to
MCA § 69-7-112.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF LAUREL, MONTANA:
1. Approval. The proposed increase in the rates and charges for the users of the
municipal water and sanitary sewer systems is hereby approved and attached hereto and labeled
Exhibit A; and
2. Effective date. This resolution shall be immediately filed with the City Clerk -
Treasurer and shall become final and effective not less than 10 days after such filing or on
November 10, 2011.
Introduced at a regular meeting of the City Council on November 1, 2011 by Council
Member Poehls
PASSED and APPROVED by the City Council of the City of Laurel this 1s` day of
November, 2011.
APPROVED by the Mayor this I" day of November, 2011.
CITY O LAUREL
enneth E. Olson, Sr ayor
n TrrVc•r-
Elk River Law Office, P.L.L.P.
RI I -I 10 Increase water and sewer rates
EXHIBIT A
City of Laurel Water and Sanitary Sewer Utility Service
Rates and Charges
The City will modify the existing water rates as follows:
Component
Existing Rates
Proposed Rates
Base Rate
$30.00 per EDU
$21.75 per EDU
Usage
$1.80 per 1,000 gal
$2.86 per 1,000 gal.
Capital Improvement Surcharge
N/A
$4.00 per EDU
One equivalent dwelling unit (EDU) is defined as a 'f." diameter water service, which is the typical size
for a residential service. EDU's for larger service line diameters are calculated using the ratio of the area
of the respective service line to the area of a'/" service line.
Based upon the average monthly usage by user from 2008 to 2010, the rate structure is estimated to
increase the monthly water charge by the following amounts, based upon water meter size.
Water
Meter
Size
EDU's
Existing Average Charges
Proposed Average Charges
Base
Usage
Total
Base
Surcharge
Usage
Total
Y4"
1.00
$30.00
$12.01
$42.01
$21.75
$4.00
$19.09$44.84
1"
1.79
$53.70
$41.07
$94.77
$38.93
$7.16
$65.251
$111.34
1'/,"
2.78
$83.40
$99.51
$182.91
$60.47
$11.12
$158.12
$229.70
1%"
4.00
$120.00
$122.52
$242.52
$87.00
$16.00
$194.66
$297.66
2"
7.14
$214.20
$260.21
$474.41
$155.30
$28.56
$413.44
$597.30
3"
16.00
$480.00
$253.70
$733.70
$348.00
$64.00
$403.10
$815.10
4"
28.57
$857.10
$178.20
$1,035.30
$621.40
$114.28
$283.14
$1,018.82
6"
64.29
$1,928.70
$2,822.11
$4,750.81
$1,398.31
$257.16
$4,484.02
$6,139.49
10" 1177.781
$5,333.40
$45,500.40 1
$50,833.80 1
$3,866.72
$711.12 1
$72,295.08 1
$76,872.92
The capital improvements surcharge for the water rates will be raised $1.00 per month per EDU annually
on July 1" of each year through 2015.
Rl 1-110 Increase water and sewer rates
The City will adopt the EDU method for the sanitM sewer rates and to modify the existing sanitary
sewer rates as follows.
Component
Existing Rates
Proposed Rates
Base Rate
Varies by Water
Meter Size
$19.24 per EDU
Usage
$3.42 per 1,000 gal
$5.27 per 1,000 gal.
Capital Improvement Surcharge
N/A
$6.00 per EDU
EDU's for sewer rates are determined using the associated water meter size. Usage is based upon the
water meter readings from October 10'' to April 100s and the average of these readings for the remainder
of the year.
Based upon the average monthly usage by user from 2008 to 2010, the rate structure is estimated to
increase the monthly sanitary sewer charge by the following amounts, based upon water meter size.
Water
Meter
Size
EDU's
Existing Average Charges
Proposed Average Charges
Base
Usage
Total
Base
Surcharge
Usage
Total
3/"
1.00
$25.57
$13.76
$39.33
$19.24
$6.00
$21.20
$46.44
1"
1.79
$31.96
$62.17
$94.13
$34.44
$10.74
$95.80
$140.98
1'/"
2.78
$47.30
$92.06
$139.36
$53.49
$16.68
$141.86
$212.03
1%"
4.00
$63.93
$179.53
$243.46
$76.96
$24.00
$276.65
$377.61
2"
7.14
$102.28
$196.32
$298.60
$137.37
$42.84
$302.52
$482.73
3"
16.00
$191.78
$341.90
$533.68
$307.84
$96.00
$526.84
$930.68
6"
64.29
$639.25
$423.90
$1,063.15
$1,236.94
$385.74
$653.20
$2,275.88
The capital improvements surcharge for the sewer rates will be raised $1.00 per month per EDU annually
on July 1' of each year through 2015.
No change to the current rate for raw water will be imposed at this time. No changes will be imposed for
water and sewer system development fees, curb box repair insurance fees, utility hook-up fees, other fees
for repairs, and utility billing fees and deposits.
Rl 1-110 Increase water and sewer rates