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HomeMy WebLinkAboutPublic Works Committee Minutes 08.20.2018Minutes Public Works Committee August 20, 2018 6:00 P.M. Council Conference Room Those present: Kurt Marbegard, Staff Advisor Bethany Langve, Clerh/Treasurer Emelie Eaton, Chair Bill Mountsier, Vice Chair Heidi Sparks Karl Dan Koch Richard Herr 1. There was no public in attendance. 2. General items a. Review and approve minutes of )uly 23, 2018 meeting. The minutes were reviewed. Karl Dan Koch moved the minutes be approved as written. Richard Herr and Heidi Sparks seconded. The motion was approved. 3. Old Business Emergency Call -outs Kurt had supplied all attendees with a list of all Emergency Call -outs since )uly 1, 2018. The )uly items had been reviewed at the )uly Public Works meeting. On August 51h a water main breaks was reported north of Nutting Park. The break was in a field along East 7th Street. It was discovered that 5' of asbestos concrete pipe had disintegrated under pressure. This is the 3rd break in that pipe in 14 years. Staff wants to have City crews replace the entire pipe. Bill Mountsier inquired as to the cost for a project like that. The Public Works Director responded that it would cost approximately $9,000 for the pipe and the costs to pay the employees at their regular rates. On August 9th a manhole lid came off along East Main Street. On August 16th crews were sent to turn on water at 201 3rd Avenue. There were two curb boxes side by side and the wrong one had been turned off earlier. On August 18th the sewer plant digester sump pump fail alarm sounded. 4. Old Business a. KU and Great West Engineering Reports Kurt had a copy of the August 15, 2018 City of Laurel Project Status Update from KL) as well as the July 27, 2018 Project Progress Update from Great West ready for all members. *KLJ Report: "The first item was the Waste Water Treatment Screw Press. This item is currently out to bid and the bid will close on August 30th. **H25 Remediation - Kurt stated that the sample results had come back from Energy Labs. Those results indicated high H25 coming from BN5F. It also indicated chemicals coming from Village Subdivision. Additional tests were done on August 14th and those tests were sent to Energy Labs for more testing. **WWTP Digester Rehabilitation -concurrent with screw press. "Archimedes Screw Rehabilitation -Carl Jackson had stated at the July meeting there likely would be nothing done on this project until September. **East 6th Street —due to discovered issues with water mains and requests for off-street parking, the scope of this issue changed and nothing will be done until spring of 2019. "Pavement Maintenance - This item already went out to bid and was presented to the City Council. Because the only bidder subsequently stated he could not begin work until next year and thus could not guarantee future costs the bid was rejected by the Council. The project since has gone back out for bid and bid opening will be August 24th. CMG and Hanson Construction have expressed interest this time. **On -Call Professional Services -KL) provided no services in the last month. **Laurel Planning Services - Forrest Sanderson continues to fill in. Forrest Sanderson continues to serve as the City's Floodplain Director. "Other Notes and Information - This is a 1S item list that appears at the end of KUs report. Only those items that were discussed will be listed here. ***4b. Street Maintenance - Pavement management program-KLJ reports that, based on the August 13 meeting, a task order is forthcoming. ***Railroad Street Coordination -a joint resolution between the City and County is pending. *Great West report: "Intake Emergency Plan -removal of the temporary weir is still pending. **New Water Intabe-the Army Corp of Engineers has stated they want the "protected wetlands area", which was increased to a two acre area, to be protected forever. Discussions continue on this issue as it is contrary to what had been discussed by all parties previous to this time. "Water System Improvements -COP has not provided a construction schedule. "Water System Improvements -no worh has been done. **Water and Sewer Rate Study. Heidi 5parl:n stated she had received adequate answers to her questions but was concerned that the rate study implies that water rates would be increased. Clerk? Treasurer Langve was present to explain the funding and the study. Langve stated that the process was similar to taping out a loan where the financing institute asks for pay stubs. This is essentially Great West asking to prove the City can pay for the project and prove it does not have too much debt. Chair Eaton left to attend another meeting and Vice Chair Bill Mountsier concluded the meeting from this point forward. Public Worbs Vice Chair Mountsier asked for further clarification. Clerk? Treasurer Langve stated that basically we need to thinh of the enterprise funds as our chechboobs and this is a review of whether the City has a steady or increasing source of income. b. Street Maintenance - KU reports that, based on an August 13 meeting with certain City staff members, a tash order is forthcoming. c. Septic Dump Station July 2018 receipts -there $2,500 for July. Clerk? Treasurer Langve wanted to speak? about revenues overall. She stated that based on the first presentations in favor of building this facility it was expected that it would pay for itself in 5 years. Langve stated that this is a business venture lilqe any other business venture and initial estimates are just exactly that -estimates. The Dumping Station has made approximately $50,000 since it opened. If the revenues come in as they have it will take 7 years to pay off the cost of construction. Heidi asked who pays for this. There are four companies who are regularly using the dump station. Franks and Cotters are the main ones who use this. Heidi asked whether there was someone actively advertising this facility. It was explained that the general public could not use the facility due to chemicals they could possibly be putting in their RV toilets. Therefore, it was a small field of potential customers, and all are aware of the facility. d. West Railroad Street Urban Funds Update CAO Lurher and Public Works Director Marhegard attended a County Commissioners meeting. The County Commissioners said they are open to having West Railroad as the next Urban Funding project. A Resolution is being written by the City Attorney to have both the County Commissioners and City of Laurel sign off on it. Kurt sent an email to the City Attorney on August 17th and 20th. It is hoped that the Resolution will be completed by September 4th So it can be voted on by the Council. S. Other Items a. Ground Breaking Ceremony Date for new Sed Basins Kurt stated that.it was decided that the ceremony would be on September loth. Committee members could not attend due to standing meetings and previously scheduled meetings on Monday's and Tuesdays. Heidi inquired as to how long the meeting would be. Public Works Vice Chair Bill Mountsier made a motion that the ceremony would be September 12th at 5:30. Heidi Sparks seconded and the motion passed unanimously. Great West, Council members, Public Works Committee members and COP Construction would attend for a photo shoot and staff would provide information for a press release. Heidi wants a hard hat! Bill wants a gold shovel. 6. Announcements — K. Dan Koch — Montana Avenue, the gravel needed to be compacted better before the asphalt is laid. Kurt stated this was someone else's contractor. K. Dan pointed out another place with the same problem. Kurt stated that in future City projects he intends to require Global Fill which is essentially cement, be used in the fill to prevent sinning after the asphalt is laid. The August Public Works meeting was adjourned at 6:50 p.m. The next meeting will be September 17, 2018 at 6:00 p.m. Respectfully submitted, Emelie Eaton Public Works Chair AGENDA CITY OF LAUREL Public Works Committee 08/20%2018 6:00 PM City Council Chambers 1. Public Input Citizens may address the committee regarding any item of city business no on the agenda. The duration for an individual speaking under Public Comment is limited to three minutes. While all comments are welcome, the committee will not take action on any item not on the agenda. a. 2. General Items a. Review and approve minutes from July 23, 2018 3. New Business a. Emergency Call -outs 4. Old Business a. KU and Great West Engineering Reports b. Street Maintenance c. Septic Dump Station July 2018 receipts d. West Railroad Street Urban Funds 5. Other Items a. 6. Announcements a. The City makes reasonable accommodations for any known disability that may interfere with a person's ability to participate in this meeting. Persons needing accommodation must notify the City Clerk's Office to make needed arrangements. To make your request known, please call 406-628-7431, or write to the City Clerk, PO Box 10, Laurel, MT 59044, or present your request at City Hall, 115 West First Street, Laurel, Montana. NOTE: This meeting is open to the public. This meeting is for information and discussion of listed agenda items. August 20, 2018 Public Work Emergency Call -outs since July 1, 2018 7-1 Elm lift station alarm 7-11 110 Yellowstone Avenue Sewer issue 8-5 Water Main Break North of Nutting Park 8-9 Replace manhole lid that came off 8-16 water turn on at 2013 d Ave. 8-18 sewer plant digester sump pump fail alarm City of Laurel, Montana "On -Call" Engineering Contract Great West Project No. 2-07128 and 2-14114 Date: July 27, 2018 To: Kurt Markegard, Public Works Director — City of Laurel From: Chad E. Hanson, PE Subject: Project Progress Update /Gr tWeSt 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 No work has been performed since the Progress Update Memo dated July 10, 2098, which stated: 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 I visited with Tim Reiter, the plant superintendent. They have been using the new intake since it was back flushed, and the flows indicate they have full functionality of the intake. Wilson Brothers was on site to address warranty items but is still working on locating the suspected leak in the hot water line. We also submitted the additional documentation for the wetland restoration along the transmission main route requested by Robert Cole with the Army Corps of Engineers on the City's behalf. 1 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 Graft engineering We are working with COP Construction in preparation of construction beginning in August or September. To that end, we continue to prepare construction documents, respond to requests for information (RFIs) from the Contractor, and review 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 No work has been performed since the Progress Update Memo dated July 90, 2098, which stated. 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 No work has been performed since the Progress Update Memo dated July 90, 2098, which stated: 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. OA City of Laurel Project Status Update August 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 complete. • DEQ received project documents for review on July 26tH • Bid advertisement began August 2, for a bid date of August 301H Current Status: • The project is awaiting DEQ review. • A pre-bid conference is scheduled for August 23`d. • Bid date is expected to be delayed via Addendum #1 to allow more time for DEQ review. 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 H2S build-up within the system. Milestones: • KU Submitted sampling plan to the City. • City collected samples for KU review. • Additional samples were requested after reviewing results of first batch of samples. Current Status: • Second batch of samples are currently being tested, with results expected the week of August 20th Page 1 of S ENGINEERING, REIMAGINED �,a 1� City of Laurel Project Status Update August 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 x �( City of Laurel Project Status Update 4K August 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 — Fall 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 6th St. to provide looping for side street dead-end connections. A memorandum and preliminary opinion of costs will be provided by the end of August, 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 recently changed due to re -bidding the project. The new 2018 project scope is only hot mix asphalt for repaving W. 4th Street (6th Ave. - 8th Ave.) and pothole repairs on West Railroad Street. Milestones: Construction is anticipated between Sept. 24 and Nov. 1 (tentative). Current Status: The bid opening will be August 24; it will be presented at the August 28 Council Workshop; award is anticipated to be at a Council meeting either September 4, and construction will begin soon, hopefully 2-3 weeks after. Page 3 of S ENGINEERING, REIMAGINED 1i [� City of Laurel Project Status Update X, L) August 15, 2018 y 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: No services were provided last month. 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 a number of questions related to the new Floodplain Regulations as well as two Council work sessions and passage of the draft Floodplain Regulations on First Reading by the City Council Laurel. Additionally, the regulations have been forwarded to DNRC for review as required. Subdivision Review —The primary project during this cycle continues to be Regal Park as they move to final plat, time involved engineering as well as planning services. We also completed minor subdivision plat for Laura Frank as well as exempt surveys within the Planning Jurisdiction. Zoning—Answered several questions on Zoning compliance. Attend pre -development meeting on expansions of the Tender Nest facility. Page 4 of 5 ENGINEERING, REIMAGINED "E�;L ' l<,,,, Ll i [� City of Laurel Project Status Update August 15, 2018 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, unless noted otherwise. Anticipated FY19 Projects 1. Booster station rehabilitation or replacement a. Anticipated as a spring 2019 project. b. Kurt will provide KU the TSEP grant documents. 2. Capital Improvement Plan (CIP) assistance 3. Growth policy update 4. Laurel Urban Renewal Authority (LURA) infrastructure improvements a. A meeting was held August 13 to begin scoping, and a task order is forthcoming to begin preliminary engineering. 5. Pavement management program (pavement rating system update) a. Based on the August 13 meeting discussion, a task order is forthcoming. 6. Pavement Maintenance (crack/chip seal, other repairs TBD) a. This will be annual; tentatively scheduled for bidding in February/March 2019 7. Railroad Street Coordination a. A joint resolution between the City and County is pending. 8. Sanitary Sewer manhole replacements (location TBD) 9. Water storage tank evaluation 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. Other Potential Future Proiects 1. Examining engineer review of 3`d Party submittals to City 2. Lion's park grant application assistance 3. On-call government relations 4. Review of rules and regulations (related to public works and planning) 5. Riverside Park improvements a. Forrest and Kurt are evaluating floodplain and buildings. The actual park improvements schedules is TBD. 6. West side groundwater remediation Page 5 of 5 ENGINEERING, REIMAGINED