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HomeMy WebLinkAboutCouncil Workshop Minutes 07.09.2019MINUTES CITY OF LAUREL CITY COUNCIL WORKSHOP TUESDAY,s 1 A Council Workshop was held in the Council Chambers and called to order by Mayor Tom Nelson at 6:30 p.m. on July 9, 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: Kurt Markegard, Public Works Director Public Input: There were none. General Items: There were none. Executive Review 1. Ordinance - An Ordinance Amending Title 2, Chapters 2.10.030 And 2.10.040 Of The Laurel Municipal Code For The Purpose Of Changing The Regular Meeting Day Of The City Council. Mayor Nelson stated that historically Council has met on Tuesdays. This ordinance would move the meetings to Monday and change the weeks the Council meetings are held. Currently, the Council meeting is held the first and third Tuesdays of the month. The Workshops are held the second and last Tuesdays of the month. This can lead to three- week lead time on items getting on Council. The proposed change would place Workshops on the first and third weeks of the month with the City Council meetings on the second and fourth weeks. Recently Council choose to place a Council Member on the Library Board. Library Board meets on Tuesdays and would conflict with Council. Moving the meeting to Monday would eliminate this conflict. It was questioned if it is necessary to change the meeting to Mondays. It was further questioned if there will be other conflicts such as the Emergency Services Committee and Public works Committee which both meet on Mondays. It was clarified that those meetings could meet earlier to be done in time for the Council. It was stated that the Emergency Services Committee moved their start time to 6:00 P.M. to accommodate those getting off work, that there could be a potential conflict in moving the start time up. It was also stated that both the Emergency Services Committee and Public Works Committee could last more than an hour. It was questioned what the change would be for the weeks. It was clarified that Council would move to the second and fourth weeks with Workshops being the first and third weeks. Council Member Sparks stated she has a prior commitment on the second Monday of every month starting in September through May. Council Member Eaton stated that the Library Board was scheduled to meet this evening. It was canceled because there would be no quorum. It was stated if the biggest factor is to minimize lead time on agenda items changing Council and Workshop weeks makes since but continue meeting on Tuesdays. There are at least two committees who would need to rearrange their schedules to accommodate this change. It was further stated that there are quite a few holidays on Mondays. For example, Labor Day, Columbus Day, Veterans Day, MLK Day, Presidents Day, [and Memorial Day]. That is at least five months where the meeting would need to be moved to accommodate the holiday. Mayor Nelson stated he would pull this item for further discussion. Council stated they were not sure what further discussion would accomplish. This Council Member stated he has written down two valid reasons to move the meetings to Mondays, while at least four reasons not too. They did not see the validity to move the meetings to Mondays. The Mayor clarified he did not have an issue with this ordinance being rewritten and discuss further. No Council Members voiced concerns over swapping the weeks for Council and Workshop. Some Council Members stated they had no issues with the meetings being moved to Mondays. 2. Resolution - Resolution Approving Change Order No. 3 To The Contract For The City Of Laurel's WWTP Sludge Dewatering Facilities And Authorizing The Mayor To Sign All Change Order Documents On The City's Behalf. Kurt Markegard, Public Works Director, and Doug Whitney, KLJ, stated these change orders are for the digester cleaning at the dewatering facility. These are items that were not planned on but did expect to run into issues as the condition of the digesters was unknown at the start of the project. Change Order No. 3 is in regards to digester A. It was emptied and inspected. The City was not able to pump down as much as anticipated. The Contractor pumped down the rest of the way. Change Order No. 3 addresses the labor costs to do this. This change order is for $30,344.76 and an increase of 23 days. It was questioned if this work had been completed already. It was clarified that the work had been completed that a work directive was signed in April for this work to be completed. The portion that was non -disputed was paid previously. 3. Resolution - Resolution Approving Change Order No. 4 To The Contract For The City Of Laurel's WWTP Sludge Dewatering Facilities And Authorizing The Mayor To Sign Doug Whitney, KLJ, stated this change order has three parts. Part one was an increase of $1,200 and zero days for a pump pressure sensor. Part two is the time it to repair the steel in digester A. It took an additional 34 man-hours to repair the steel in digester A. This is a cost increase of $2,050.36 and one additional day. Part three is for the disputed compensation for extra pumping efforts. The negotiated agreement is $42,803.44 and an increase of nine days. There was discussion regarding the other bid on this contract. Even with the change orders, this project still carne in under the bid of the other contractor. The total change order total for the project is $11 Ok. The sludge was more compact than expected. Prior to bringing in additional pumping equipment, crews were adding water and hauling out by the bucket load. Both digesters had differences. The last time they were brought down for maintenance was in the early 2000s. With the upgrades to the water treatment plan, more filament is ending up in the drying basins where before it was sent into the river. The new screwpress will allow for the digesters to be brought down for regular maintenance. There is a truck that is parked under the shoot from the screwpress. When it is full, it goes to the landfill. The City is hauling less water to the landfill, with the rate increase at the landfill this process should help reduce the cost. It was questioned if the City needs the drying beds. It was clarified; when it is too cold to use the screwpress, they will use the drying beds. The water remaining in the sludge will cause it to stick to the truck. There is a shelter above where the truck is parked. This is to assure that rain does not rehydrate the sludge. It was questioned how many loads are taken to the dump each day. It was clarified that it is a 20 -yard container. When it is full, it is taken to the dump. Each drying bed holds approximately 10 loads. The old process required a lot of manpower. It required the turning of the sludge to attempt to get equal drying rates. It also required the sludge to be moved from the drying bed to the truck to be hauled to the landfill. This process should reduce the manpower needed to complete this process. Council Issues 4. Website Update The Mayor asked for clarification on what the Council would like an update on. Council clarified they would like to have a status update on this project. There had been discussions of the website going live in March/April timeframe with the final update of July 1 St. The Mayor stated the website was being held up by the bill pay option. It was decided to move forward and add that functionality when it is ready to go live. Former CAO Jensen was in charge of the website at the time. The website designer was Drew Schug. The new web designer needs access to the URL to go -live. The Mayor was able to get ahold of Drew for the information to access the URL. In the future, there will be two or three contacts from the City. The Mayor stated he anticipated the go -live to occur within the next 30 days and that he will update Council further when an update is available. Other Items: There were none. Review of Draft Council Agendas: 5. Review Draft Council Agenda, July 16, 2019. Mayor Nelson stated that the Ordinance changing meeting weeks without changing the days would be on the agenda. Attendance at Upcoming Council Meeting: Announcements: 6. Recognition of Employees Mayor Nelson recognized the employees and volunteers for their years of service. He also stated after the first of the year, the recognition of employees will become correspondence. Council stated the fireworks show was awesome. They thanked the Fire Department for their hard work. Council also stated that would all the guests that came to town for the fourth, peace and order was kept. It was another successful 4th of July. There will be unaccompanied ceremony for two internments at the National Cemetery at noon on July 10, 2019. On July 17, 2019, at noon, there will be a ceremony for the dedication of the Pearl Harbor Veterans Memorial Highway. The next Public Works Committee will be July 15, 2019, at 6:00 p.m. in the Council Conference Room. It was stated that a schedule of the upcoming meetings used to be located at the bottom of the agenda. It was clarified that there is a hyperlink at the bottom of each agenda that links to the schedule. The council workshop adjourned at 7:27 p.m. Respectfully submitted, Brittney Moorma 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.