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HomeMy WebLinkAboutCouncil Workshop Minutes 04.30.2019MINUTES CITY OF ' i ' i• A Council Workshop was held in the Council Chambers and called to order by Mayor Tom Nelson at 6:31 p.m. on April 30, 2019. _x Emelie Eaton _x Heidi Sparks x Bruce McGee x Richard Herr _ Scot Stokes x Iry Wilke x Richard Klose x Bill Mountsier OTHERS PRESENT: Bethany Langve, Clerk/Treasurer Kurt Markegard, Public Works Director Carl Jackson, KLJ Public Input There was none. General Items 1. Mayor's Appointment of Sean Parkinson to the Laurel Volunteer Fire Department. Mayor Nelson stated that Mr. Parkinson would be here this evening if possible. He stated he was unsure if Mr. Parkinson would be able to attend next weeks Council. Executive Review 2. Poppy Day Proclamation Mayor Nelson stated he would read this proclamation next week. 3. Resolution - A Resolution Accepting The Bid From Firstmark Construction And Authorizing The Mayor And City Clerk To Sign All Related Documents For The East 6th Street Project, City Of Laurel, Montana. Carl Jackson, KLJ, went over the bid estimate by the engineer and how the bid process went. The bid carne in under the bid estimate. The contractor will be Firstmark Construction, which is the new name of CMG Construction. There were three bid schedules. The first schedule was for rehabilitating the water main. The bid came in at approximately $295,000, while the engineer's estimate was approximately $190,000. The second schedule was for street improvements. The bid came in at approximately $868,000, while the engineer's estimate was approximately $1,085,000. The third schedule was for the improvements in the Special Improvement District. The bid came in at approximately $56,000, while the engineer's estimate was $66,000. The scope of the SID will be sidewalks and some driveways. KLJ feels comfortable recommending this project. KLJ recommends adding a contingency to this project in the event; there are any issues that come up during construction. Mayor Nelson clarified that typically the contingency is ten percent of the project. When doing projects underground especially, there are some unknowns. These unknowns can cause delays in the project if waiting for Council approval. In this event, the contingency will be approximately $134,000. The goal is not to need contingency during this project. In the past, the City has needed to tap into the contingency budget on projects but has not used all of those funds. It was further clarified that the City would have to pay for days of delay in the project. This is not a lump sum project; the contractor is paid for the work they do. KLJ monitors their progress throughout the month to guarantee the contractor is being paid for the work completed. The goal is to begin construction June 3, 2019 and be completed before the start of the school year. Work will be shut down for a four-day period over the Fourth of July. There are plans to have gravel walkways installed across the street during the Fourth of July while the street remains under construction. Council expressed gratitude for a good project and presentation. Mayor Nelson stated that areas that suffered from frost heave would also be addressed. 4. Resolution - Resolution Relating To Special Improvement District No. 119; Declaring It To Be The Intention Of The City Council To Create The District For The Purpose Of Undertaking Certain Local Improvements And Financing The Costs Thereof And Incidental Thereto Through The Issuance Of Special Improvement District Bonds Secured By The City's Special Improvement District Revolving Fund; And Establishing Compliance With Reimbursement Bond Regulations Under The Internal Revenue Code Carl Jackson, KLJ, stated that this SID is for sidewalks and driveway approaches. The SID will not be paying for ADA corners as the City will be paying for those as they are a public right of way. This SID is set up as a cost per lot. The amount of sidewalk needs to be replaced with their assessment. Exhibit A2 show all lots in the scope of this project. There are 14 lots included in this SID. It was suggested that there be a public open house that each of the property owners is invited to answer any questions they may have. The informational pamphlet will be handed out door to door. The informational meeting will discuss what a SID is and the work that will be done. It was questioned what section one "The City proposes to undertake certain local sidewalk improvements, including construction and installation of sidewalks, ADA -compliant ramps, drive, and alley approaches and related improvements" is referring too. There was confusion on what the City would be paying for. It was clarified that this is a description of what improvements will have in the district itself. It was stated at one point in time there were discussions about placing a parking lot in the park. That parking lot is not included in these plans. It was questioned if the drive approach would be included to allow for a future parking lot. It was clarified that this project does include that drive approach for future development. Mayor Nelson stated that he hoped to be able to capitalize on the additional funds and complete this portion of the project soon. 5. Resolution - A Resolution Of The City Council Authorizing The Mayor To Sign An Agreement With (Medical, Dental And Vision Required) For The Provision Of The Employee Health Insurance Benefits Program. This item has been removed from the agenda and will not be coming forward to Council. This will only be needed if the City changes insurers. 6. Resolution - A Resolution To Approve A Non -Exclusive Franchise Agreement Between The City Of Laurel And Fatbeam LLC For Installation, Construction, Reconstruction, Operation, And Maintenance Of A Fiber Optic System Within The City Of Laurel, Montana. Kurt Markegard, Public Works Director, stated that the School District is trying to tie all the schools with fiber optic cable. This is a franchise agreement to run fiber optic line in the City's public right of way. The City Attorney, Clerk/Treasurer, and Public Works Director have all reviewed this. The Public Works Director's main concern when the cable is underground that those areas be restored to a similar or better condition than before. The cable cannot interfere with water and sewer lines. They can cross at a ninety -degree angle. Most of their plan will be aerial following existing cable. The plans document the areas where there are not existing poles to follow and require the lines to be placed underground. The contractor will be bonded. The contractor will need to coordinate prior to digging. They will need to inspect the right of way before, during and after the placement of the cable. In the event, any damage is done the contractor will need to repair to the condition prior to digging. It was questioned if there are any expenses to the City. It was clarified that the City has an ordinance for franchise fees, there is a certain percentage the City receives for running services through the City. It was further clarified that the contractor would need to obtain a permit; there is a small fee associated with the permit. Inspections will make sure no piles of dirt are left in areas of digging, that the vaults allow for vehicle traffic. 7. Ordinance 19-01 - An Ordinance Amending Title 2, Chapters 2.08, 2.12, And 2.60, 2.64, And 2.76 Of The Laurel Municipal Code For The Purpose Of Clarifying That Current City Employees Are Not Eligible To Serve As Members Of City Committees And Commissions Or To Serve As Elected City Officers In Accordance With Montana Law And For Other Purposes. (2nd Reading) (Public Hearing) Mayor Nelson stated that next week would be the Public Hearing and the second reading of the Ordinance. Council Issues There were none. Other Items There were none. Review of Draft Council Agendas 8. Draft Council Agenda 5.7.2019. The resolution that was pulled from tonight's meeting has been removed from next weeks agenda. Attendance at Upcoming Council Meeting Council Members Klose and Mountsier will not be in attendance at the next Council meeting. Announcements A Council Member was approached by one of his constituents. They had a complaint regarding a neighboring property that had junk furniture on their property. What ordinance addresses this issue? Mayor Nelson asked that the Council Member email the address in question and that he would pass that information on. Council Member Klose announced that last Thursday the Governor signed House Bill 285 authorizing Buffalo Trail from mile marker I to mile marker 2 is designated as Pearl Harbor Veterans Memorial Highway. The council workshop adjourned at 7:04 p.m. Respectfully submitted, Brittney Mo an Administrative Assistant NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the listed workshop agenda items.