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HomeMy WebLinkAboutCouncil Workshop Minutes 12.09.2008MINUTES COUNCIL WORKSHOP DECEMBER 9, 2008 6:30 P.M. COUNCIL CHAMBERS A Council Workshop was held in the Council Chambers and called to order by Mayor Ken Olson at 6:30 p.m. on December 9, 2008. COUNCIL MEMBERS PRESENT: Emelie Eaton _x Kate Hart _x Chuck Rodgers x Alex Wilkins _x Doug Poehls Mark Mace _x Chuck Dickerson _x Norm Stamper OTHERS PRESENT: Sam Painter Bill Sheridan Kurt Markegard James Caniglia Jan Faught Rick Musson Scott Wilm Patrick Murtagh, Great West Engineering Carl Anderson, Morrison-Maierle Public In nut three-minute limit : Citizens may address the Council regarding any item of City business not on the agenda. The duration for an individual speaking under Public Input is limited to three minutes. While all comments are welcome, the Council will not take action on any item not on the agenda. There was no public input. Carl Anderson, Morrison-Maierle: Improvements to the Wastewater Treatment Plant Carl Anderson gave a PowerPoint presentation on the improvements to the Wastewater Treatment Plant. A copy of the presentation is attached to these minutes. Carl reviewed the recent wastewater planning and project history, the current and proposed wastewater projects, and the present potential rate structure. The recommendations for Phase 2 are: upgrade WWTP for ammonia removal; "Plan" for additional nutrient removal when limits are established; and confirm with MDEQ regarding the discharge permit. The pending discharge permit renewal could include more stringent ammonia and nutrient requirements and more stringent disinfection requirements. Carl stated that the following decisions need to be made: endorse activated sludge as part of Phase II, or not; add ultraviolet light disinfection to Phase II or pursue as separate project after 2010; and incorporate expanded lift station alternatives or proceed with original concepts. The necessary actions include: initiate SRF loan commitment agreement based on decisions on activated sludge, UV disinfection and the lift stations; and complete the TSEP grant startup conditions with SRF commitment. There was discussion regarding RBC's and activated sludge, the discharge permit, and lift station alternatives. Carl will attend the council workshop on December 306' to answer questions. Fire D artment / Emer enc Services Committee: + Reappointment of John Meeks to the Fire Department Council Workshop Minutes of December 9, 2008 Chief Wilm stated that John Meeks previously served on the fire department for more than ten years before leaving for personal reasons. Scott asked that John be reappointed to the fire department. The appointment will be on the December 16th council agenda. • Resolution - Mutual Assistance Agreement with Cenex Chief Wilm stated that the mutual aid agreement between Cenex and the City of Laurel is for the west side of the road. Legal counsel has reviewed the agreement, and it is Scott's recommendation to accept the agreement. Doug Poehls thanked Scott and Brad Kimble for their work on this agreement and the fire service contract that was previously approved. Mayor Olson stated appreciation for the work done by staff and the Emergency Services Committee on the two agreements. Mayor Olson asked Scott regarding today's incident simulation. Scott Wilm stated that National Guard units from Idaho, Montana, and North Dakota were in Laurel today for the event. Since the railroad had a derailment in North Dakota and needed all their lines, this incident could not use their lines. Yesterday, Scott found an alternate location for the scenarios to take place. The spill team from Cenex was involved and 46 members of the three National Guard units, who worked jointly with the fire department and Cenex. The National Guard brought a lot of equipment. Scott stated that the incident ran smoothly for the amount of time for preparation. He said that there is a lot to learn regarding preparation for events. Mayor Olson stated that he was sure the city was well served by the department and he expressed appreciation for the flexibility shown in an unfamiliar situation. Clerk/Treasurer: • Resolution - Collection of annual service fee for all water users Bill Sheridan stated that the annual service fee for all water users is required by the Montana Department of Environmental Quality. The resolution will be on the December 16th council agenda. Planninz • Ordinance - Zone change request from Frank and Doyletta Zweifel (PH 12/2/2008) City Planner James Caniglia stated that the Zweifel's property is located off South Railroad and Magelssen Roads. The Zweifels would like to turn 40 acres of Agricultural Open zone areas into Suburban Residential to allow for five-acre tracts. The land is bordered by Agricultural Open on three sides and by unzoned land to the south. James stated that the zone change does not conform to the Growth Management Plan, which supports concentrated development with access to central water and sewer systems and encourages the preservation of good farmland and open space in areas that provide open space. The land in the unzoned area to the south has been subdivided, the land to the west is owned by the refinery, and the land to the north is owned by the railroad. The property owner to the east attended a Planning Board meeting and wrote a letter stating that it is not appropriate to allow residential homes there because of the noise and lights from the railroad. He thinks that industrial zoning would be appropriate. If it were rezoned Residential Suburban, any of the bordering properties could request the same zoning classification. James stated that the roads would not have to be paved with five-acre lots, which could cause future issues and the need for huge SID's. James 2 Council Workshop Minutes of December 9, 2008 recommended denial of the request and the Planning Board also recommended denial on a 6-0 vote. The first reading of the ordinance will be on the December 16th council agenda. • Resolution - Preserve America Grant James and Mary recently found several ways to fund the match for the grant. James explained that the city's matching funds could include a combination of donations, in-kind services, planning funds, TCSP funds, general funds and TIFD funds. Regarding in-kind services, Emelie Eaton has expressed interest in learning how to do some of the surveying of older buildings, and James is also interested in that. The resolution will be on the December 16th council agenda. Chief Administrative Officer: Update on water intake structure Patrick Murtagh, Great West Engineering, stated that it looked pretty bleak for awhile regarding getting the intake structure fixed this year. The city did some research and found another diving team that could start earlier. COP Construction worked with the new divers, and COP is scheduled to start on Monday and the divers will start on Tuesday. All of the permits have been received, which is amazing to get permits that fast. Pat stated that everything looks good except the weather. With COP Construction, there is always an understanding that the project will get pulled if the weather gets hazardous enough to cause concern about the safety of the divers. The worst case scenario would be to get out there, decide that it is too dangerous, and have to wait for the short window between when the ice flows away and before the big trees start coming down. Hopefully, that will not happen, but it is a possibility. COP is planning to be onsite on Monday. • Resolution- Adopting wage increases for non-union employees of the City of Laurel Bill Sheridan spoke regarding the wage increases for the non-union employees. Resolution No. R08- 114 indicates the increases. The information will be provided to individual employees after the council's approval next week. Regarding the water intake structure, Bill stated that the city has an excellent engineer in Pat Murtagh, who has done an excellent job with this project. Later on the agenda, Pat will speak regarding another major project in the water treatment facility. Executive review: • Appointments: o Library Board: ¦ Appointment of Rachelle Tresch to a five-year term ending June 30, 2013 Mayor Olson stated that the appointment of Rachelle Tresch to a five-year term ending June 30, 2013 to the Library Board would be on next week's council agenda. o Laurel Urban Renewal Agency Mayor Olson stated one applicant, Shirley McDermott, responded regarding the Laurel Urban Renewal Agency. Since five people are needed to fill the board, Mayor Olson has asked the clerk/treasurer to put the advertisement in the paper for two more weeks. He asked the council to submit names of qualified people for the positions. The members of the agency will have input on how to appropriate the TIF funds in the next several years. • Report on emergency services scenario Mayor Olson thanked Chief Wilm for making the report earlier in the meeting. Council Workshop Minutes of December 9, 2008 • Council Issues: o Riverside Park (Emelie Eaton) ¦ Yellowstone Historic Society sign Mayor Olson stated that Emelie Eaton was not at this meeting. Mark Mace, who previously received and distributed a picture of the sign, stated that the sign is done and ready to go. There was discussion regarding whether to delay or discuss the items that Emelie had placed on this agenda, since she was not in attendance. The issues were discussed briefly and will also be placed on the December 30`h council workshop agenda for further discussion. ¦ Nez Perce kiosk Bill brought some information to the council's attention at a previous council workshop. He has received more information but it is not complete as yet. The information will be provided to the council at the December 30'h council workshop. Bill has asked Emelie Eaton to contact the director of the Nez Perce Foundation to get further information. ¦ Chain link fencing around buildings Mayor Olson stated that he had no information regarding chain link fencing around the buildings. ¦ Update on land survey James Caniglia stated that Dan McGee assured him that the land survey would be completed before the next legislative session begins. ¦ Update on comprehensive plan for Riverside Park James stated that a planning grant might be available that would qualify for a park plan. Kate Hart stated that the Park Board reviewed doing two separate plans, one for the city parks and one for Riverside Park. Riverside Park would be the predominant part of the cost. Kate asked if James could attend the Park Board meeting in January. o Wastewater project (Emelie Eaton) ¦ Update on financial changes Mayor Olson stated that tonight's presentation might have answered some of Emelie's questions. Since Carl Anderson will attend the December 30`h council workshop, there will be another opportunity for questions. Other items: Bill Sheridan spoke regarding the major project relating to improvements at the Water Treatment Plant. Several contractors attended today's pre-bid meeting on the project. Bill asked Pat Murtagh to discuss the timelines with the project. Patrick Murtagh, Great West Engineering, stated that they are trying to turn this project around as fast as possible. Originally, the entire water system project was planned in one phase. When Pat found out the lead time is ten to sixteen weeks for some of the needed equipment, they decided to go forward with just the filter work, since that is the most critical. Because of the long lead time, Pat would like to get the bid awarded on December 16'h, which is the day after the bid opening. This 4 Council Workshop Minutes of December 9, 2008 depends on if the contractor is reputable and if the cost of the project is within the amount budgeted, which is under $1 million. Mayor Olson spoke regarding the normal procedure in which the council receives all information by the Friday before the council meeting. Since the project is time sensitive and the lead times are lengthy, he asked the council to consider allowing this portion of the project to go forward at this time. Another reason to proceed is the flow of water and the amount of demand during this time of the year. When the river is low, it is a good time to address the filtration problem. Pat stated that six primary contractors plan to submit a bid. Mayor Olson stated that the recommendation would be distributed to the council as soon as possible. There was discussion. Funding will come from the Water Fund. There will be no conflict between this project and the water intake project. Pat stated that, if the bid is awarded on December 16th, the contractors probably would not start until the middle of January and the intake issue should be settled by then. Mark Mace asked for an update on the water situation on West Maryland. Bill stated that the project went forward but the concrete work around the inlets needs to be finished. The water is draining off the properties properly now. Mayor Olson asked Kurt Markegard for an update on the South Laurel Storm Water Project Kurt stated that the project has been moving along. The contractors have prepped most of it for asphalt paving, will be paving tomorrow, and should be finished by Friday. The contractors have been watering to keep the dust down and traffic is pretty much open along there. During the paving, approaches might be closed, but the contractors will attempt to make sure business accesses are open. Mayor Olson stated that Kurt has been active on this project and has represented the city well. Kurt and Bill met with the business owners last Thursday to discuss the project and to explain why businesses were not being hooked up to the storm water. The business owners understood why this was a time sensitive issue and needed to be done before December 1St. Bill explained the financing for the project through the TIF District. As the city goes forward on this project, the business owners hopefully understand that an SID may be needed to pay for improvements. There will be discussion throughout the winter regarding hooking into the facilities and the road improvements. Review of draft council agenda for December 16 2008 There was no discussion. Attendance at the December 16, 2008 council meeting All council members present will attend. Announcements Alex will attend the Big Sky EDA meeting on Thursday at 7:30 am. 5 Council Workshop Minutes of December 9, 2008 Mayor Olson commented regarding the Christmas to Remember activities last Sunday and thanked the fire department for the fireworks display. Mark asked if the city has ever acknowledged Jean Carroll Thompson's efforts on the Christmas to Remember Committee. Mayor Olson stated that the city would invite Jean Carroll to a future council meeting to give recognition. The council workshop adjourned at 8:00 p.m. Respectfully submitted, &?dJZZ41 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. 6 City of Laurel Wastewater Update e S s: .. 74 Review Oeeent 1"Sts"ter Planning ahd Plqfeet history 2 RepjeW Corrent ana J*rOAo8eq &Wste"ter pr4eeft 3. a+essenr potential Rate structilre it • PFR cohppletetl in ?003 • 20?? pop. of ?8100 (4o4hals) • Outfispect phoseel ilipprop""ta o"r all a** 10 year period: Co/%ctioh syst" pmjects aihped at flow readletion Wwrp prq%ects aihled at 4pgm0e ahW capacity inprovenveht Wlection syst" prq%ects aihved at replacehheht and re/i46111tY Z00144 200.3 1OW0104104ted PIqjee t In 2004 ?Sewer lowtwop"ents on Alaer ehal near ? I?dNIp broil? P4,43P Station ?WWtP elri4eht flout 01"SUreopelpt •APAfied for I p"A'AASO Gtant In 2003 •AWartledAMMO COSG Grant In ?003 • 44*011ecl for lw&tP Gratit Jo ?004 Ateplae"eot of #hjw tj*4OAr ovalos Jhto the PVW?o ftclitee Inigiation Water ijto WWIP • A warclea Ssm wo ?Wstp GMI, t $ S 10g0o0 OiVft (;#!Qipt In 4200S • p1weet coolpletion ih 2007/08 Awor peek ffo w real4etioq obser"tl hizooe • AmArdecls;psosooo raAeporooth, ?00> boSeCI oh: tin, at at/Wiloge lit aft tion b"Prov"ents WW?P heaa?Works ?graa?e I?rTP secohtlarY treafthent tlAgratle Afiseeficlopeolls iopproPeopeopts • P?+epa?eal Wastewater utility rate stt#ap• iq 2008 to 841313ort pinfeet • ?Y /?ke?Y - stringeht a?y?hw?ia sfahgFa?Fs in gearter?ry • Ivry fikelior ? lo"rn4tiieht standards (Oltrovell any 13110813home) in 1009ftternp • tiogracle wwrp For 4414wn10 mvyuval (oftitliffeetion-V • 4P/?ry" for aq?q?itioha/ olltijent rehoHal when finvits are estaWisheW • cooffrol w 41atQ ? 131,81, for bern.it %oft • loscharve perolit renewal :s oeivoing Moore stringent onvoloolco Cenci outlientregolrenenrs More stringent a s nFect on re94i^eohehts • 410CII& Poellity Plot, to locorporate dischdrgre cha49es • Initiate Phase 2 tlesigp in ?a09 for cohstr4ctioh ih ?0010 TSEP Project Component TSEP PROJECT + PROJECT {$? DISINFECTION Replace the Main/Elm Street Lift 395,000 395,000 Station Rehabilitate the Village Sub Lift 104,000 104,000 Station Headworks Facility Improvements 356,000 356,000 Clarifier Hydraulic Improvements 359000 35,000 Plant Water Systems Improvements 2209000 220,000 Expand with Activated Sludge 30795,000 3,795,000 Ultraviolet Light Disinfection -- 400 000 - , 650 , 000 Administration/Engineering $980,000 1,060,000- 1,110,000 Total Project Cost $5,885,000 6,365,000- 69665,000 Resulting Rates 2009 Project Current Approvd. 2010- 2010 2011 2012 Project Cost {$? Rate {$) Incr. 2012 Original Project, 2010 4,740,750 21.57 25.57 3% 26.34 27.13 27.94 Orig Project + AS 5,885,000 21.57 25.57 6% 27.10 28.73 30.45 Orig Project + AS + UV 6,665,000 21.57 25.57 7% 27.36 29.28 31.32 Task Description Phase 2 1. Facilities Plan Update January 2009 2. Initiate Phase 2 Pre-design January 2009 3. Complete Phase 2 Pre- design and initiate Design April 2009 4. Finalize Design and Submit to IIAD E Q Nov. 2009 5. Begin Phase 11 Construction Early 2010 6. Implement Rate Adjustment Spring 2010 7. Apply to TSE P for UV Project? . May 2010 • oFC?siav ON Pokkowiva: tOOOrge A cti'kated Sludge as part of Phase II, or not Add Ultra vio%t light C118,01betion to Allase II or Allmile as separate Alweet afterzolo Incorporate eimanoeq lift station afternati"s or proceeel Wth origiha/ cohcepts • AftCtS84PkAC?*IOJV** );I. 1111"Cite 84P 14000 coolophopelpt avreenlent 60sect oh clecislons on activated aluelves (JV disinfection allef Lift Stations C"Alete rstp grant stash np conditions w 84P cohlhvititieht '-?) c a+--t Rate Increase 2009 Rate Increase, per eq. meter 2010-2012 Resulting Rates already ItemlAltemadve Cost Total Project Cost Assumed Loan approved' % % Current 2009 2010 2011 2012 Original Project, protected to 2010 $ 4,740,750 $ 4,740,750 $ 3,270,750.00 $ 4.00 19% 3% $ 21.57 $ 25.57 $26.34 $ 27.13 $ 27.94 Ori Project 4 Activiated 5lud e $ 5,8B5,DD0 $ 5,1185,000 $ 4,735,000.00 $ 4.00 19% 6% $ 21.57 $ 25.57 $27.10 $ 28.73 $ 30.45 Orig Project+Activiated Sludge + UV $ 6,665,000 $ 6,665,000 $ 5,7115,000.00 $ 4.00 19% 7% $ 21.57 $ 25.57 $27.36 $ 29.28 $ 31.32 otal "c os (INWTP Impr, Act Lift Station Alternatives Increased LS Cost Sludge, LS Alt) 2009 Rabe Increase, per eq. meter 2010-2012 Move Village LS East, Extend Gravity Main to LS, New Froce Main and Gravity Main to Elm LS, 1 U rade Elm L5 $ 8,641,700 $ 14,526,700 $ 13,778,700.00 $ 11.00 51% 24% $ 21.57 $ 32.57 $ 40.39 $ 50 08 $ 62 10 Do Alt 1 in 2 phases. Phase 1 . . cost only shown here. Phase 2 to 2 be completed in 2023 $ 7,833,200 $ 13,718,200 $ 12,968,200.00 $ 10.25 48% 23% $ 21 57 $ 31 82 $ 39 14 $ 48 14 $ 59 21 New Gravity Main to New Fast LS, . . . . . New Froce Main to Ex RR Crossing, Decommission Elm and 3 Village Lift Stations $ 9,341,900 $ 15,226,900 $ 14,476,900.00 $ 12.25 57% 24% $ 21 57 $ 33 82 $ 41 94 $ 52 00 $ 64 48 New Gravity Main to new East LS, . . . . . New RR and 1-90 Crossing, New Froce Main to Lindy Lane, Decommission Elm and Village Lift 4 Stations $ 5,610,600 $ 11,495,600 $ 10,745,600.00 $ 5.61 26% 26% $ 21.57 $ 27.18 $ 34.24 $ 43.15 $ 54.37 Move Village East, New Gravity Main to LS, New RR and I- 90 Crossing, New Force Main to Lindy Lane, Decommission village Lift Station, Replace Elm LS, New 5 Gravity Main Elm LS i s 5,238,900 $ 11,123,900 $ 10,373,900A0 $ 5.39 25% 25% $ 21,57 $ 26.96 $ 33.70 $ 42.13 $ 52.66 2008 Projact Cost = $4.300,000, projected to 2010 assuming 5% annual inflation V:10703V 1.12 - Rate Studies%Update WW Rate StudylRate incr. comparisons 1219/2008