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HomeMy WebLinkAboutCouncil Workshop Packet 10.15.2019 AGENDA CITY OF LAUREL CITY COUNCIL WORKSHOP TUESDAY, OCTOBER 15, 2019 6:30 PM CITY COUNCIL CHAMBERS Public Input: Citizens may address the Council regarding any item of City business that is not on tonight's 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. If a citizen would like to speak or comment regarding an item that is on tonight's agenda, we ask that you wait until the agenda item is presented to the Council by the Mayor and the public is asked to comment by the Mayor. Once again, each speaker is limited to three minutes. Be advised, if a discussion item has an upcoming public hearing, we would request members of the public to reserve your comments until the public hearing. At the public hearing, the City Council will establish an official record that will include all of your comments, testimony and written evidence. The City Council will base its decision on the record created during the public hearing. Any comments provided tonight will not be included in the record or considered by the City Council. General Items 1. Appointment of Nick Altonaga as an Ex-Officio Member, for the City of Laurel, to the Big Sky EDA Committee. Executive Review 2. Resolution -Authorizing The Award Of A Grant To The Front Porch From The Tax Increment Financing District Funds Pursuant To The LURA Small Grant Request Program For Eligible Applicants And Improvements. 3. Resolution-A Resolution Of The City Council Authorizing The Submission Of A CDBG Grant Application And To Commit The Matching Funds Required By The Creating Agency. 4. Resolution-Authorizing The Mayor To Sign A Resolution For The State Of Montana Updating The Agents Authorized To Acquire Surplus Property Through The State Of Montana Surplus Property Program. Council Issues 5. Update on West Railroad St. 6. Discussion regarding Committee and Board minutes. Other Items Review of Draft Council Agendas 7. Review Draft Council Agenda of October 22, 2019. Attendance at Upcoming Council Meeting Announcements 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,Ext.2,or write to City Clerk,PO Box 10,Laurel, MT 59044,or present your request at City Hall,115 West First Street,Laurel,Montana. Item Attachment Documents: Resolution -Authorizing The Award Of A Grant To The Front Porch From The Tax Increment Financing District Funds Pursuant To The LURA Small Grant Request Program For Eligible Applicants And Improvements. RESOLUTION NO. R19- A RESOLUTION OF THE CITY COUNCIL AUTHORIZING THE AWARD OF A GRANT TO THE FRONT PORCH FROM THE TAX INCREMENT FINANCING DISTRICT FUNDS PURSUANT TO THE LURA SMALL GRANT REQUEST PROGRAM FOR ELIGIBLE APPLICANTS AND IMPROVEMENTS. WHEREAS, the City of Laurel approved a Small Grant Request Program proposed by the Laurel Urban Renewal Agency(LURA) through Resolution No. R19-42; and WHEREAS, The Front Porch prepared and submitted an application seeking grant funding through the Small Grant Request Program for their respective projects; and WHERAS, the LURA Board reviewed and considered the application submitted and recommends the City Council's approval and award of the small grant and fagade grant to the Applicant in the following amount: a. The Front Porch: General Small Grant Award: $1.575.00 Fagade Grant Award: $6,000.00 Total Grant Award: $7,575.00 WHEREAS, the applicant, application and projects are eligible for grant assistance and LURA recommends approval and funding of the same in the amounts provided herein. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Laurel, Montana, that the Applicant listed herein is hereby approved for a small grant and fagade grant pursuant to such programs in the amounts provided herein as recommended by the LURA Board in the attached documents attached hereto. The grants shall be paid from the City's appropriate Grant Fund Program created pursuant to the Tax Increment Financing District Fund. Introduced at a regular meeting of the City Council on October 22, 2019, by Council Member PASSED and APPROVED by the City Council of the City of Laurel this 22' day of October 2019. APPROVED by the Mayor this 22nd day of October 2019. CITY OF LAUREL Thomas C.Nelson,Mayor ATTEST: Bethany Langve, Clerk-Treasurer, Clerk-Treasurer R19-LURA Small Grant Funding Approval October 22,2019 Approved as to form: Sam Painter, Civil City Attorney R19-LURA Small Grant Funding Approval October 22,2019 Control No. 499-0531-0-04543 OFFICE USE-ONLY LAUREL URBAN RENEWAL AGENCY (LURA) ECEIVE - rant Application LURA RE IEW DATE Small Grant(up to$20,000) MAY 3 1206 PLNNER fZE1!# i41 DATE, ❑ Technical Assistance Grant �� tITYCDttNCIL" DATt Facade Grant - Fl Sign Grant 'AWARD DAB Large Grant(Greater than$20,000). ,,,NOTIFICATION, 'DATE INSPECT4ON LSAT Application fees are non-refundable. PAYMENT DATE Applicant Name (Last,First Middle) Applicant Phone Sarah Kuhr and Cheryl hill (406 ) 208-2767 Applicant Mailing Address (Street,City,State Zip) Applicant E-Mail Address 109 West Is'Street #Ipfr"orchmt@gmati.com rrtati.com Business Name Laurel Business License Number The Front Porch Business Physical Address (Street,City,State Zip) Business Phone 109 West 1st Street 406 208 2767 Business Activities(i.e.retail,office,etc.) Retail,Creative Studio,and Rental Space Business Owner Name (Last,First Middle) ❑ Same as Applicant Business Owner Phone Business Owner Mailing Address (Street,City,State Zip) Business Owner E-Mail Address 109 West V Street kuhrsarah@gmail.com Building Frontage(building length along a public Building Height(number of stories defined by Historical District Building street) current code) Date Approved 48 feet 13 feet 1 stories ❑ Yes ❑ No ! l Property Legal Description (i.e.assessor parcel number) Property Legal Owner and Contact Information l certify under penalty of law,that the information provided herein is true,accurate and complete to the best of my knowledge. I understand that submitting an application does not guarantee a grant will be awarded,and that grant awards are at the discretion of the LURA board. Additionally,I verify that l have read and agree to abide by all applicable regulations under Title 20 of the Laurel Municipal Code as they apply to the LURA program. l am aware that a violation of these regulations shall result in the rejection of my application or disqualification from participating in the LURA grant;program. Applicant Signature Date(MMTDDIYYY) INCOMPLETE APPLtCATIONS Return Completed Applications To: Laurel Urban renewal Agency(LURA) SHALL BE RETURNED ATTN: City Planner PO Box 10 Application processing time is a Laurel, MT 59044 vriinii wn of 60 business days. k4 6) -7431 Applicant Initials �� Page 1 of 6 Control No. 19-0531-OU543 Previous Applications,(if amyl Date' Control file. roved none / ❑ Yes ❑ No l / ❑ Yes No 1 l ❑ Yes ❑ No I ❑ Yes ❑ No I ❑ Yes ❑ No Brief Description of Type of Business and Services Provided by Applicant. At The Front Porch, our mission is to provide a place where others can gather, connect,and create. At our store and studio we do just that,we provide all the supplies,and teaching tutorials needed to come and enjoy a fun night out with friends, and leave with a project you are proud of. Our main medium is woodsigns, however,we offer many different avenues for our customers to get creative. We have become our small towns go to place to get together with friends and celebrate birthdays, bridal showers, sports teams,and much more. We love our small community and strive to give back to it as often as we can. With our recent expansion,we are now able to provide adequate space rental for special events such as graduation parties,bridal showers,team dinners and more. With our expanded stare front,we are consigning with several local businesses and their products. We also plan to fulfill another need in our community and provide a place for the youth in our area to have a place to go after school on certain days of the week. Brief Description of Project. With the recent purchase of the building,we have many projects that will need to happen in order for us to function as a business.We have started by painting and cleaning the entire space. We also got a start on updating the electrical, replacing old lights with LED lighting.One of the most important areas to address,is replacing the roof of the building. It has been in rough shape for many years and needs a full replacement. We also would like to replace the single pane windows and insulate to snake the building more efficient. Part of replacing the windows,especially in the front of the building would lend directly to the facade updates that need to be addressed. We would like to replace the main entrance door and add and additional entrance. We will also update the color of the building,and attach a store front awning. After these improvements are made,next the heat and AC will need to be addressed, then we would like to add kitchenet area for our space renters to use,at the same time we will update the bathrooms to be handicap accessible. We plan to do all these improvements phase by phase. Brief Description of Project Time Line. May 2019 Paint and Clean entire space. Tear out old ceilings. Begin replacing electrical. Fall 2019 roof and Front Facade and Windows 2020 Neat and AC 2021 Kitchenet and Handicap Accessible Bathrooms Explain how the project will support and/or improve the down town district The Front Porch will be serving all ages of the community. It will offer a place for people to have,gatherings,get creative and connect with one another. We are,proud of the town we live in and want to help in the upkeep of the look and feel of our building. This will help us accommodate our community for years to come. f What type(s)of development and/or physical improvements are being considered? Applicant Initials Page 2 of 6 i Control No. 1"531-04543 Complete new roof, Replacement of windows and two additional entrances into the space. Electrical updates,as well as plumbing. Name and Address of Technical Assistance Firm, Name and Address of Contractor that will complete the work. Mitch Donahue 3770 Ave D Suite D Billings Nick Carlson 42 Wildflower Cir Park City, MT Jerel Harris Cornerstone Plumbing, Laurel MT Applicant Initials Page 3 of 6 ^ - Applicant Initials^�[�__ Page 4nf6 ` � � Applicant Initials Page 5nf6 ' ^ Control No. 19-MI-M543, What type of Large Grant is needed? LURA Funds Applicant Funds MCA Requested Committed Demolition/Abatement of Structure for 7--,15-4288(2) Removal of Blight Sidewalks, Curbs, Gutters 7-15-4288(2) Public Utilities n Water,Wastewater, Storm Water 7-15-4288(4) Telecommunications Intersection Signals&HAWK Crossing 7-15-4288(4) Street&Alley Surface Improvements 7-15-4288(4) Crosswalks 7-15-4288(4) El Green Space&Water Ways 7-15-4288(4) n Improvement of Pedestrian Areas 7-15-4288(4) F� Historical Restorations 7-15-4288(4) F� Off Street Parking for Public Use 7-15-4288(4) Pollution Reduction 7-15-4288(12) Structural Repair Fj Walls(interior) Jff-Roof,Ceiling $26,112.81 Energy Efficiency Improvements LED Lighting (interior) Insulation F� Programmable Thermostats El Solar Panels and Systems Application Checklist 0 Application 11 Copy of Laurel Business License El Copy of Historical Building Verification form from Yellowstone County Historic Preservation Office El Copy of Estimates or Paid Invoices from Applicant's Vendor(Work performed by the applicant, business owner, property owner,or employee shall not be accepted for any grant project.) El Copy of Plans and Sketches(hand drawn will not be accepted) 0 Copy of Supporting Documentation El Photos(Before and After) El Project Description 0 Project Time Line Applicant Initials_�^±__ Page 6of6 � �Hti70GCE JOB PHONE DATE OF ORDER HIGH-TECH C I $2 Wildflower Circle JOB NAME/LOCATION Park City,MT 59063 Ph 855-6281 flu 01ce let TO PHONE ORDER TAKEN BY Terms: DESCRIPTION OF WORK AMOUNT EC EIVE JUN LABOR HOURS RATE AMOUNT TOTAL LABOR TOTAL MATERIALS TOTAL OTHER TAX s Signature Date ! ... Donahue'Roofing and Siding LLC Sales Representative 3970 Avenue D, Mitch Donahue Suite D (406)248-5428 Donfolthm Billings,PAT 59102 donahueroofing@gmaii.com gmail.com - (406)248-5428 The Front Porch Estimate# 1332 Cheryl Hill 109 W 9st St Date 4/15/2019 MT Item Description Qty Price Amount S Vinyl Windows Center picture window with 2 side double hung 2:00 $3,287.97 $6,575.94 windows.Tempered Low-E glass. Vinyl Windows 2-light sliding windows.Tempered Low-E glass. 2.00 $1,683�00 $3,366.00 Widow Wraps labor for wrapping standard window sizes 4.00 $72.00 $288.00 Window Labor Labor for tearing out windows,re-framing the 4.00 $720.00 $2,880.00 opening,installing the window,and triming out the inside. DOOR Entry Door Steel door with top glass custom fit to door opening. L- 1;0011' $2,37960 $ C 10 L Door installation Labor for removing old door,Re-framing the new C.� � $900.00 $9 . 0 opening,Installing the new door and trimming out the I b ()O new door.Door comes primed and needs to he painted. Painting paint door 1,0U $270.00 $27 . 0 .� '7t 5't a Sub Total $16,659.54 Total _ $1.6 . .r , .1 SPEDJAL IN .STRt7CTIDNS Donahue roofing and Siding LLC Sales Representative 3970 Avenue D, Mitch Donahue Suite D (406)248-5428 Billings,MT 59102 donahueroofing@gmail.com (406)248-5428 The Front Porch Estimate# 1330 Cheryl Hill 109 W 9 5t St Date 4/15/2019 T _ Item Description Qty Price Amount 60 mil TPO V X 100'ROH 4.00 $792.00 $3,168.0D 4'TPO ROLL 4'X 100'60 MIL TPO 1.00 $396.00 $396.00 1/2"fanfold "1/2"fan Ibld insulation hoard 1.00 $93.60 $93.60 2 3/8"Plates Membrane plates 1.00 $228.58 $228.58 3"PLATES INSULAJnON PLATES(1000) 1.00 $140.38 $14D_38 7"HD screws 7"#15 screws for TPO(500) 2.00 $257.40 $514.80 2.6"ISO 2-layers of2.6"ISO will give you an R-30.(per 180.00 $53.39 $9,610.20 sheet) 2x4x8 PT Lumber Pressure treated dimensional lumber for wood nailer 12.00 $11.65 $139.80 TPO drip edge 3"face,10'long 5.00 $51.75 $258.75 TPO coated metal TPO pipe boot 1"-6" 5.00 $51.30 $256.50 TPO T-Joint Sox of 100 T-Joint patches 1.00 $123.30 $123.30 Cut Edge Sealant tube 2.00 $26.10 $52.20 water stop caulking per tube 6.00 $9.85 $59.10 Termination Bar 18.00 $13.50 $243.00 TPO labor labor for installing TPO 32.00 $216.00 $6,912.00 Tear Off Labor Tear off 1-layer of roofing 32.00 $90.00 $2,880.00 Building'Permit City of Laurel 1.00 $250.00 $250.00 GUTTERS 6"SEAMLESS GUTTERS 6"SEAMLESS GUTTERS BY THE FOOT 48.00 $11.70 $561.60 XL 3X4:DOWNSPOUTS 3".X4"DOWNSPOUTS 20DO $11.25 $225.,00 Sub Total $26,112.81 TOW $26,11281 SPECIAL INS TRAJ C TI ON S We calculated the cost for the work you have requested on your Project.Thank you for the opportunity to bid on your roofing project,we look forward to working with you in the near future.The scope of work will consist of the following:East Wing Roof 1.Tear off thegravel wofing down to the decking and inspect for rotten wood. 2.Install 2-layers 2.6"polyisoiinsulation board in order toachieve anR-value of,30-R. 3.Mechanically fasten a layer of 60 mil TPO over the top of the insulation. 4.Remove all old pipe flashings,curb flashings and drains and install new TPO flashings and drains. 5.Install new TPO,metal edging on the back edge of the roof and install a new 6"seamless gutter and 3x4"down spout. B.Donahue Roofing will supply iall.,matena[ts. 7.This project will carry a 20-year warranty from the manufacturer and a 5-year workmanship warranty from Donahue Roofing,LLC Dated Authorized Signature Accepted: Any alterations or deviations from the above specifications involving extra costs of labor or material will only be executed upon written order for the same,and will becomean extra,charge over the sum mentioned in this;contract.All agreements must be made:in writing. Y''Quare hereby written to furnish rill materials and'IaborTequimd to complete the work mentioned in the above proposal,for which I agree to pay the amount mentioned on said proposal,and according to the terms thereof.This guarantee shall not become effective until the contractor has been paid in full for said in accordance with agreement Notice:,Ba[lanoe due after W.days will be charged 1.5%,,,per=-month.,A31,costsofcdllecfionsto include attorneys fees shall:be assessed. Accepted by: Dated: AGENDA CITY OF LAUREL LAUREL URBAN RENEWAL AGENCY p" MONDAY, SEPTEMBER 16, 2019 11:00 AM LAUREL CITY COUNCIL CHAMBERS Public Input: Citizens may address the committee regarding any item of business that is not on the agenda. The duration for an individual speaking under Public Input is limited to three minutes. While all comments are welcome, the committee will not take action on any item not on the agenda. General Items 1. Roll Call Meeting called to order at 11:06AM. Mardie Spalinger Don Smarsh Michelle DeBoer(Prospective Advisory Member) Janice Lehman Judy Goldsby Nick Altonaga(City of Laurel) 2. Approve Meeting Minutes: August 19, 2019 Board members reviewed the Meeting Minutes from August 19, 2019. Discussion of the recent lack of attendance by Big Sky EDA Member. Don motioned to accept minutes from August 19, 2019. Mardie Seconded. Motion Carried. New Business 3. Grant Application: Nardella Facade Grant Members review the Application and its supporting documents. Don motioned to accept the Facade Grant Application at $2,492.50 Mardie Seconded. Motion Carried. Old Business 4. Grant Application: Front Porch General Small Grant Members discussed the two grants being applied for and their allowable costs and reimbursements. Don motioned to approve the General Small Grant request at 50% at$1,575.00 Mardie Seconded. Motion Carried. Don motioned to approve the maximum allowable amount of$6,000 for the fagade grant request. Mardie Seconded. Motion carried. 5. Grant Application: Mountain Land Rehab Facade Grant Members discussed what is allowable and applicable for reimbursement. Members would like verification of which items go to which grant requests to ensure there is no duplication. The Planner will contact Brian at Mountain Land Rehab to provide clarification of requested amounts. Other Items 6. LURA Budget Planner presented the budget and the line items which have been added. Members discussed how it could be further itemized to include the amounts paid out per applicant. What is the total amount of funds available for the Facade, Technical Assistance, and General Small Grants? Would it be possible to have a sit down meeting to discuss how much is appropriated for each program? (What is available, what has been paid out, and who has been paid out?) Members would like to know what the estimated amount to be bonded is in the future and the proposed yearly debt service to determine what funding will be left for the LURA Board to fund the different grant programs. Members had a general discussion of how to encourage Main Street properties to keep up their properties and sidewalks which included incentives,notifying them of the grant programs, and marketing and outreach attempts. Not many people know or even understand the TIF District and how it works. Members further discussed the vacancy rate downtown and how to boost walk-in traffic. It is difficult to retain certain businesses such as restaurants. Members mentioned how it is important to highlight what property owners pay in, and what they can get out. Members asked if it is possible to get a list of what people have paid in to the TIF District. The City Planner will work to enter all available applications into the spreadsheets to create an organized, centralized directory of information on the applicants. Announcements Don motioned to adjourn the meeting. Mardie Seconded Motion Carried. Meeting Adjourned at 12:1OPM. 7. Next Meeting: October 21, 2019 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, Ext. 2, or write to City Clerk, PO Box 10, Laurel,MT 59044,or present your request at City Hall,115 West First Street,Laurel,Montana. DATES TO REMEMBER LU RA City Council A • • • • • • • • • • C 11 1Approved • • • 1 . • • M& � . � . D. • 111 411 111 Veterans of Foreign Wars Construction and installation of sign on 4/24/2019 5/30/2019 6/30/2019 $ - $ - $ 1,605.25 $ 1,605.25 5/20/2019 (VFW) property to notify community of VFW Post in Laurel The Front Porch Window Replacement and repair and Door 5/31/2019 5/1/2019 12/1/2019 $ 6,000.00 $ 1,575.00 $ 7,575.00 9/16/2019 installation and repair for new building Nardella Investments LLC Facade Restoration/Rehabilitation of 9/4/2019 10/1/2019 11/1/2019 $ 2,492.50 $ 2,492.50 9/16/2019 deteriorated siding, rebuild and residing of wind-break walls on entire building. Item Attachment Documents: 3. Resolution - A Resolution Of The City Council Authorizing The Submission Of A CDBG Grant Application And To Commit The Matching Funds Required By The Creating Agency. RESOLUTION NO. R19- A RESOLUTION OF THE CITY COUNCIL AUTHORIZING THE SUBMISSION OF A CDBG GRANT APPLICATION AND TO COMMIT THE MATCHING FUNDS REQUIRED BY THE CREATING AGENCY. WHEREAS, the City of Laurel is applying to the US Department of Housing and Urban Development for financial assistance from the Community Development Block Grant (CDBG) to complete a Growth Management Plan; WHEREAS, the City of Laurel agrees to comply with all State laws and regulations and the requirements described in the CDBG Application Guidelines and those that will be described in the CDBG Project Administration Manual; WHEREAS, the City of Laurel commits to provide the amount of matching funds as proposed in the CDBG application; and NOW THEREFORE BE IT RESOLVED, the City Council hereby authorizes the Mayor and/or Planning Director to submit a CDBG application to the US Department of Housing and Urban Development on behalf of the City of Laurel, to act on its behalf and to provide such additional information as may be required. Introduced at a regular meeting of the City Council on October 22, 2019 by Council Member PASSED and APPROVED by the City Council of the City of Laurel this 22"d day of October, 2019. APPROVED by the Mayor this 22nd day of October, 2019. CITY OF LAUREL Thomas C Nelson, Mayor ATTEST: Bethany Langve, Clerk/Treasurer Approved as to form: Sam S. Painter, Civil City Attorney R19-CDBG Grant Application—Growth Management Plan J J CITY HALL C Of Laurel 115 W. 1� 7 ST. � PLANNING:628-4796 WATER OFC.:628 7431 Uu L COURT:628 1964 P.O. Box 10 FAX 628-2241 Laurel,Montana 59044 J Office of the City Planner September, 30, 2019 Regarding the City of Laurel's Application for the CDBG Planning Grant through the Montana Department of Commerce Mayor Nelson, I am requesting that the City Council officially consider their support of an application to the Community Development Block Grant(CDBG)Planning Grant Program. The Planning Department is preparing an application to the CDBG Planning Grant Program to support the department with the creation of an updated Growth Management Plan in 2020. The City of Laurel will be requesting$50,000 in assistance through the CDBG Planning Grant Program and will match this amount with$16,667 in local funds. Grant funding will be used to offset staff and consultant time spent researching, drafting, and conducting public outreach in support of the creation of an updated Growth Management Plan. This grant funding will also ease the budgetary burden and allow local funds to be used to support other upcoming comprehensive planning efforts. An updated plan is a statutory requirement as Laurel's currently adopted plan from December 2013 is out of date. A comprehensive update to our Growth Management Plan is also necessary to support new growth, orderly development, and consistent policy-making of the city of Laurel over the next 5 years. I would be happy to provide a draft of the grant for review by Council if needed. Thank you for your consideration of this matter. I look forward to your response, Nicholas Altonaga City Planner Item Attachment Documents: 4. Resolution - Authorizing The Mayor To Sign A Resolution For The State Of Montana Updating The Agents Authorized To Acquire Surplus Property Through The State Of Montana Surplus Property Program. RESOLUTION NO. R19- A RESOLUTION OF THE CITY COUNCIL AUTHORIZING THE MAYOR TO SIGN A RESOLUTION FOR THE STATE OF MONTANA UPDATING THE AGENTS AUTHORIZED TO ACQUIRE SURPLUS PROPERTY THROUGH THE STATE OF MONTANA SURPLUS PROPERTY PROGRAM. BE IT RESOLVED by the City Council of the City of Laurel,Montana, Section 1: Approval. The resolution for the State of Montana, copy attached hereto, is hereby approved. Section 2: Execution. The Mayor of the City of Laurel is hereby given authority to execute the resolution for the State of Montana on behalf of the City. Introduced at a regular meeting of the City Council on October 22, 2019, by Council Member PASSED and APPROVED by the City Council of the City of Laurel, Montana, this 22"d day of October 2019. APPROVED by the Mayor this 22°d day of October 2019. CITY OF LAUREL Thomas C. Nelson, Mayor ATTEST: Bethany Langve, City Clerk/Treasurer Approved as to form: Sam S. Painter, Civil City Attorney R19-_Approve State of MT Surplus Property Signers Resolution State of Montana (For Surplus Program Use) Surplus Property Program RESOLUTION Donee #: P 0 Box 200137 Approved to acquire: Helena, MT 59620-0137 State: Yes No (406) 444-9923 Federal: Yes No BE IT RESOLVED THAT: City of Laurel (Print Legal Name of ApplIcant Organization) STREET ADDRESS: 115 W. 1st St. City: Laurel MT 59044 MAILING ADDRESS: PO BOX 10 City: Laurel MT 59 044 PHONE NUMBER: (406) 628-7431 FAX NUMBER: (406) 628-2289 E-MAIL ADDRESS: cityclerk@laurel.mt.gov by its Governing Board (or) by the Chief Administration Officer, if not governed by a board, shall obligate the Applicant and its funds to the extent necessary to comply with the TERMS and CONDITIONS listed on the reverse side of this form. The employee(s) whose name(s) and signature(s) appears on this document is(are) authorized to acquire federal and/or state surplus property from the State of Montana Surplus Property Program for the above Applicant. BE IT FURTHER RESOLVED THAT this certified copy of the Resolution shall be submitted to the State of Montana, Surplus Property Program and the same remain in effect until written notice is given to the Surplus Property Program to change or rescind said Resolution. CERTIFICATION: I, Thomas C Nelson hereby certify that I am the (Chairman of the Board(or)Administrative Officer) Mayor ofthe City of Laurel (Title) (Full Legal Name of Governing Board) of the above applicant that the foregoing is (1) a true and correct copy of the Resolution adopted be the vote of the majority of said board present at a duly- convened (2) meeting of the said board on the 22nd day of October 20 19 at which a quorum was present. OR (2) an executive action taken by me on the day of , 20_. SIGNATURE: (Chairman of the Board(or)Administrative Officer) AGENTS AUTHORIZED TO ACQUIRE SURPLUS PROPERTY AND THEIR SIGNATURES (required) TYPE OR PRINT NAME: SIGNATURE: DEPARTMENT: EMAIL ADDRESS: 1. Thomas C Nelson Mayor citymayor@laurel.mt.gov 2 Emelie Eaton Council President wardlb@laurel.mt.gov 3 Sam Painter City Attorney sam@thompsonpainterlaw.com 4 Bethany Langve Clerk-Treasurer Cityclerk@laurel.mt.gov 5. 6. STATE SURPLUS PROPERTY PROGRAM Federal Surplus Property Program 116 West cvoun Helena,Mt.59620-0137 Phone(4oNo4*-9ou1 STATE OF KU[]NTANA ASSURANCE OF COMPLIANCE WITH GSA REGULATIONS UNDER TITLE \/I OF THE CIVIL RIGHTS ACT OF 1964, AS AMENDED; SECTION 608 OF TITLE \y; OF THE FEDERAL PROPERTY AND ADMINISTRATIVE SERVICES ACT OF 1949, AS AMENDED; SECTION 504 OF THE REHABILITATION ACT OF 1973, AS AMENDED; TITLE [X []F THE EDUCATION AMENDMENTS OF 1972, AS AMENDED; AND SECTION 303 OF THE AGE DISCRIMINATION ACT OF 1975' AS AMENDED. Citv of Laurel � �lnG[neOf applicant organization (hereafter called the donee) hereby agrees that the program for or connection with any property is donated to the donee will be conducted in compliance VYith, and the donee will comply with and w|/| require any other person (any legal entity) who through contractual o[ other arrangements with the donee is authorized to �d services or benefits under p[ngr8nn to oVDlp|yvvith all requirements innpO6edby0r provide au . pursuant to the regulations of the General Services Administration (41 CFR 1016,2) issued under the p[oViSiOOS of title V| of the Civil Rights Act Of 1864. as aDleDdod. Section 506 Title \/| of the Federal Property and Administrative Services Act of 1949 as orneOdod. Section 504 of the Rehabilitation Act of 1073` as amended, Title |X of the Education Amendments of 1972' as amended and Section 303 of the Age Discrimination Act of 1974, as amended, to the end that no person iD the United States shall nn the grounds nf race, color, sex, age, national origin, O[that no otherwise qualified handicapped person shall solely by reason of the handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity for which the donee received Federal assistance from the(3enn[a|Services Administration; and Hereby Gives Assurance That it will immediately take any measure necessary to effectuate this agreement. The donee further agrees that this agreement shall be SUNe(t in all respects to the provisions of said [egU|@dOnn; that this agreement shall obligate the donee for the period during vvh{Ch it retains ownership or possession of any such property; that the United States shall have the right to seek judicial enforcement of this agreement; and, this agreement shall be binding upon any successor in interest of the donee and the word "donee"as used herein includes any such Successor in interest. DATED: ---- BY: --- Item Attachment Documents: Update on West Railroad St This is a Task Order for KU Project No. 1904-01617, consisting of 3 pages, plus attachments. Task Order:West Railroad Street Preliminary Engineering In accordance with Paragraph 1.01 of the Agreement Between Owner and Engineer for Professional Services—Task Order Edition, dated December 5, 2017 ("Agreement"), Owner and Engineer agree as follows: 1. Background Data A. Effective Date of Task Order: October 22, 2019 B. Owner: City of Laurel C. Engineer: Kadrmas, Lee&Jackson, Inc. (dba "KU") D. Specific Project(title): West Railroad Street Preliminary Study E. Specific Project(description): Street and Utility construction analysis related work from Bch Avenue to the storm discharge into the Existing 60-inch RCP on East Railroad Street. 2. Services of Engineer A. The specific services to be provided or furnished by Engineer under this Task Order are: Set forth in Part 1—Basic Services of Exhibit A, "Engineer's Services for Task Order," modified for this specific Task Order, and attached to and incorporated as part of this Task Order. B. Resident Project Representative (RPR)Services—Does not apply C. Designing to a Construction Cost Limit—Not Used D. Other Services—Not Used E. All the services included above comprise Basic Services for purposes of Engineer's compensation under this Task Order. 3. Additional Services A. Additional Services that may be authorized or necessary under this Task Order are: Set forth as Additional Services in Part 2—Additional Services, of Exhibit A, "Engineer's Services for Task Order," modified for this specific Task Order, and attached to and incorporated as part of this Task Order. Task Order Form—West Railroad Street Preliminary Engineering EJCDC®E-505,Agreement Between Owner and Engineer for Professional Services—Task Order Edition. Copyright©2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 1 4. Owner's Responsibilities A. Owner shall have those responsibilities set forth in Article 2 of the Agreement and in Exhibit B,subject to the following: • Pay the cost of any review fees imposed by agencies having jurisdiction over the project. • Coordinate with other stakeholders to evaluate access and traffic control considerations. S. Task Order Schedule A. In addition to any schedule provisions provided in Exhibit A or elsewhere, the parties shall meet the following schedule: • Owner desires to have a final report by the Spring of 2020. Engineer will plan the project to accommodate these dates. The final schedule is dependent on funding availability, weather or other unexpected circumstances. • Owner will provide review comments,in writing,to Engineer for any draft deliverables submitted by Engineer. Owner will provide comments within 10-days of receipt from Engineer. Owner acknowledges delays in review/response may extend the final schedule. • Engineer shall provide periodic updates to Owner on the anticipated completion schedule, throughout the duration of the project. 6. Payments to Engineer A. Owner shall pay Engineer for services rendered under this Task Order as follows: Description of Service Amount Basis of Compensation 1. Basic Services: Study/Report, (A1.01-) $85,000 Hourly not to Exceed TOTAL COMPENSATION $85,000 2. Additional Services(Part 2 of Exhibit A) TBD *Based on a [tbd j -month continuous construction period. Compensation items and totals based in whole or in part on Hourly Rates or Direct Labor are estimates only. Lump sum amounts and estimated totals included in the breakdown by phases incorporate Engineer's labor, overhead, profit, reimbursable expenses (if any), and Consultants' charges, if any. For lump sum items, Engineer may alter the distribution of compensation between individual phases (line items) to be consistent with services actually rendered, but shall not exceed the total lump sum compensation amount unless approved in writing by the Owner. B. The terms of payment are set forth in Article 4 of the Agreement and in the applicable governing provisions of Exhibit C. Task Order Form—West Railroad Street Preliminary Engineering EJCDC®E-505,Agreement Between Owner and Engineer for Professional Services—Task Order Edition. Copyright©2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 2 7. Consultants retained as of the Effective Date of the Task Order: None 8. Other Modifications to Agreement and Exhibits: None 9. Attachments: Exhibit A—Engineer's Services for Task Order 10. Other Documents Incorporated by Reference: December 5, 2017 Agreement between Owner and Engineer for Professional Services,Task Order Edition 11.Terms and Conditions Execution of this Task Order by Owner and Engineer shall make it subject to the terms and conditions of the Agreement (as modified above), which Agreement is incorporated by this reference. Engineer is authorized to begin performance upon its receipt of a copy of this Task Order signed by Owner. The Effective Date of this Task Order is October 22, 2019 OWNER: City of Laurel ENGINEER: Kadrmas, Lee &Jackson, Inc. By: By: Print Name: Print Name: Title: Title: Engineer License or Firm's Certificate No. (if required): PEL-EF-LIC-37 State of: Montana DESIGNATED REPRESENTATIVE FOR TASK ORDER: DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Kurt Markegard Name: Matthew Smith Title: Director of Public Works Title: Project Manager PO Box 10 PO Box 80303 Address: Laurel, MT 59044 Address: Billings, MT 59108 E-Mail E-Mail Address: kmarkegard@laurel.mt.gov Address: matt.smith@kljeng.com Phone: 406-628-4796 Phone: 406-247-2905 Task Order Form—West Railroad Street Preliminary Engineering EJCDC®E-505,Agreement Between Owner and Engineer for Professional Services—Task Order Edition. Copyright©2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 3 This is EXHIBIT A, consisting of 5 pages, referred to in and part of the Task Order dated October 22, 2019. Engineer's Services for Task Order:West Railroad Street Reconstruction PART 1—BASIC SERVICES A1.01. Study and Report Phase Services A. Project Management-tasks below apply to all phases: a. Organize and facilitate kick-off meetings(one each)with Owner and Engineer's project teams to confirm roles, responsibilities and expectations for completing the project. b. Provide project management services consisting of creating a work breakdown structure and detailed project schedule,create and implement a project management plan,facilitating weekly progress meetings and team coordination, review time and expenses and generating monthly invoices, provide bi-weekly status updates to Owner, and provide oversight of the day-to-day Project activities. c. Attend up to three (3) unscheduled meetings as needed to coordinate with Owner or other stakeholders. B. As Basic Services, Engineer Shall 1. Consult with Owner to define and clarify Owner's requirements for the Specific Project, including design objectives and constraints, space, capacity and performance requirements, flexibility, and expandability, and any budgetary limitations, and identify available data, information, reports, facilities plans,and site evaluations. 2. Attend up to two (2) meetings with MDT to define and clarify requirements for urban routes and identify available data, information, reports,facilities plan and site evaluations. 3. Identify potential solution(s)to meet Owner's Specific Project requirements,as needed.Study and evaluate the potential solution(s)to meet Owner's Specific Project requirements. a. Visit the Site to review existing conditions and facilities. b. Research and document existing public and privately-owned utilities and evaluate if existing or potential conflicts necessitate utility relocation. Prepare for and facilitate one (1) preliminary utility coordination meeting in Laurel with Owner and other utility owners. Provide a written recommendation. Completing a Subsurface Utility Engineering (SUE) survey is not included in this scope of work. c. Water Main and Sanitary Sewer—review the existing information provided by Owner (see Part 4 above) to recommend extents of water main and sanitary sewer replacement/extension requirements.System modeling by Engineer is not required Exhibit A—Engineer's Services—West Railroad Street Study and Report Phase EJCDC® E-505,Agreement Between Owner and Engineer for Professional Services—Task Order Edition. Copyright©2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 1 d. Drainage Analysis — Evaluate opportunities and constraints related to utilizing existing storm water conveyances, including curbs, gutters, pipes and storm drains. Provide a preliminary delineation of drainage patterns within the right-of-way (existing and proposed), assess any known deficiencies, and advise Owner accordingly.A detailed hydrologic or hydraulic analysis is included in this phase. Other alternative storm water management or treatment facilities is not included in the Study and Report Phase, but may be needed with subsequent project phases. e. Bridge Replacement Analysis- Review and analyze existing information provided by owner to recommend replacement of the existing bridge along railroad street. Provide options that meet the specific Owners Requirements. f. Neighborhood Intersection Analysis- Evaluate the traffic patterns at each of Railroad Streets intersections within the project area to provide preliminary improvement options for each intersection. This analysis will include preparing turning movement counts at peak hours of traffic and truck counts along Railroad Street. Pedestrian and bike counts would also be collected to ensure adequate facilities are included in the design. g. Railroad Crossing Analysis-Evaluate each railroad crossing for traffic,geometry,compliance with ADA and safety of pedestrians. This includes one meeting with MRL and City staff to establish performance standards and any MRL improvements. 4. Provide necessary field surveys and topographic and utility mapping for Engineer's design purposes. Existing utility mapping will include Engineer contacting utility owners and obtaining available information. a. Provide right-of-way and parcel ownership research. Research property boundaries based on plats and certificates of survey obtained from public records. The right-of-way survey is limited to ties only to readily identifiable property corners along the project corridor.This is anticipated to be sufficiently accurate to identify any needed right-of-way acquisitions. If acquisition is necessary, subject properties will likely require individual surveys, which is not included in this scope of work. b. Establish horizontal and vertical control—Primary control points will be established as Montana NAD83 (2002) OPUS corrected State Plane Coordinates. A level network will be run through all control points and tied to the vertical datum. As topographic data is collected, an ongoing QC- CIA process will verify all data and make sure pertinent features are included on the map. c. Topographic and Utility Mapping. Preliminary Topographic mapping will be completed by aerial drone flight of the project limits. Prior to flying the drone, targets will be established with horizontal and vertical control. From the drone flight, ground contours and, existing surface features will be shown on a base map. The base map will also be supplemented with conventional survey of the above-and below-ground utilities.Topographic survey will generally be bounded within right-of-way limits, and occasionally beyond as needed to verify grades, adjacent features, and structures. d. Base Drawing Preparation- Create a base drawing depicting calculated property boundary, topographic data from drone flight, and existing utilities as located on the ground. Exhibit A—Engineer's Services—West Railroad Street Study and Report Phase EJCDC® E-505,Agreement Between Owner and Engineer for Professional Services—Task Order Edition. Copyright©2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 2 e. Engineer's fee assumes the above work will occur during a period when snow is not present at the Site. 5. Advise Owner of any need for Owner to obtain,furnish, or otherwise make available to Engineer additional Specific Project-related data and information, for Engineer's use in the study and evaluation of potential solution(s)to Owner's Specific Project requirements, and preparation of a related report. 6. After consultation with Owner, recommend to Owner the solution(s) which in Engineer's judgment meet Owner's requirements for the Specific Project. 7. Prepare a report (the "Report") which will, as appropriate, contain schematic layouts, sketches, and conceptual design criteria with appropriate exhibits to indicate the agreed-to requirements, considerations involved, and Engineer's recommended solution(s). For each recommended solution, Engineer will provide the following, which will be separately itemized: Opinion of probable Construction Cost; proposed allowances for contingencies; the estimated total costs of design, professional and related services to be provided by Engineer and its Consultants; and on the basis of information furnished by the owner, a tabulation of other items and services included within the definition of Total Project Costs. For the purposes of this Task Order, the report will consist of a memorandum summarizing the results of the Engineer's services identified above. 8. Provide a phasing recommendation for the project, based on available Urban Funds. 9. Furnish three (3) review copies of the Study and Report Phase deliverables to Owner and review with Owner. 10. Revise the Report and any other Study and Report Phase deliverables in response to Owner's comments, as appropriate, and furnish two (2) copies of the revised Study and Report Phase deliverables to the Owner. Engineer's fee is based on completing revisions one time; multiple iterations will be provided as Additional Services. C. Engineer's services under the Study and Report Phase will be considered complete on the date when Engineer has delivered to Owner the revised Study and Report Phase deliverables. Up to two (2) combined Site visits or Owner meetings are included in the above Study and Report Phase tasks. A1.02 Design Phase A. The scope of this phase will be developed following the Study and Report Phase and included by amendment. A1.03 Bidding Phase A. The scope of this phase will be developed following the Study and Report Phase and included by amendment. Exhibit A—Engineer's Services—West Railroad Street Study and Report Phase EJCDC® E-505,Agreement Between Owner and Engineer for Professional Services—Task Order Edition. Copyright©2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 3 A1.04 Construction Phase A. The scope of this phase will be developed following the Study and Report Phase and included by amendment A1.05 Post-Construction Phase A. The scope of this phase will be developed following the Study and Report Phase and included by amendment PART 2—ADDITIONAL SERVICES A2.01 Additional Services Requiring an Amendment to Task Order,� B. Advance Written Authorization Required: During performance under a Task Order, Owner may authorize Engineer in writing to furnish or obtain from others Additional Services of the types listed below. Unless expressly indicated above or in the specific Task Order to be included Basic Services,the following services are not included as part of Basic Services and will be paid for by Owner as Additional Services,using the basis of compensation for Additional Services,as indicated in the specific Task Order. 1. This Task Order contains specific information regarding tasks, number of iterations, and deliverables to be provided by Engineer. In addition to those specifically identified herein, the following list, which is not intended to be exclusive,summarizes other exclusions. a. Boundary surveys or establishing survey monuments b. Public or private utility analyses, modeling or design,other than water,sanitary sewer and storm drain systems evaluations identified above. c. Right-of-way or permanent easement acquisition services d. Subsurface drainage system design e. Design of drainage improvements on private property f. Structural design g. Landscaping or irrigation design h. 3-D or artistic renderings i. Geotechnical analysis/design j. Street lighting analysis/design k. Providing railroad Traffic Control for survey 2. Services related to Environmental assessment or funding applications 3. Services resulting from significant changes in the scope, extent, or character of the Project subsequent to the Effective Date of the Task Order 4. Services resulting from Owner's request to evaluate additional Study and Report Phase alternative solutions beyond those agreed to in scope. 5. Services required as a result of Owner's providing incomplete or incorrect Specific Project information to Engineer. Exhibit A—Engineer's Services—West Railroad Street Study and Report Phase EJCDC® E-505,Agreement Between Owner and Engineer for Professional Services—Task Order Edition. Copyright©2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 4 6. Preparing to serve or serving as a consultant or witness for Owner in any litigation, arbitration, mediation, lien or bond claim, or other legal or administrative proceeding involving the Project. 7. Other additional services performed or furnished by Engineer not otherwise provided for in this Agreement. C. Advance Written Authorization Not Required:Engineer shall advise Owner in advance that Engineer will immediately commence to perform or furnish the Additional Services of the types listed below. For such Additional Services, Engineer need not request or obtain specific advance written authorization from Owner. Engineer shall cease performing or furnishing such Additional Services upon receipt of written notice from Owner. Unless expressly indicated above or in the specific Task Order to be included Basic Services,the following services are not included as part of Basic Services and will be paid for by Owner as Additional Services, using the basis of compensation for Additional Services, as indicated in the specific Task Order. 1. Upon request of Owner, attendance at meetings and completing site visits in addition to those identified above. Exhibit A—Engineer's Services—West Railroad Street Study and Report Phase EJCDC® E-505,Agreement Between Owner and Engineer for Professional Services—Task Order Edition. Copyright©2014 National Society of Professional Engineers,American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 5 Item Attachment Documents: Review Draft Council Agenda of October 22, 2019. AGENDA CITY OF LAUREL CITY COUNCIL MEETING TUESDAY, OCTOBER 22, 2019 6:30 PM CITY COUNCIL CHAMBERS WELCOME . . . By your presence in the City Council Chambers, you are participating in the process of re resentative government. To encourage that participation, the City Council has specified times for citizen comments on a--once following the Consent Agenda, at which time citizens may address the Council concerning any brief community announcement not to exceed one minute in duration for any speaker;and again following Items Removed from tfe Consent Agenda, at which time citizens may address the Council on any matter of City business that is not on tonight's agenda. Each speaker will be limited to three minutes, unless the time limit is extended by the Mayor with the consent of the Council. Citizens may also comment on any item removed from the consent agenda prior to council action, with each speaker limited to three minutes, unless the time limit is extended by the Mayor with the consent of the Council. If a citizen w ikeo comment on an agenda item, we ask that you wait until the agenda item is presented to the Council by the May r n ublic is asked to comment by the Mayor. Once again, each speaker is limited to three minutes. Any person who has any question concerning any agenda item may call the City,Clerk-Tre 's office to make an inquiry concerning the nature of the item described on the agenda. Your City government welcomes ur interest and hopes you will attend the Laurel City Council meetings often. %woo Pledge of Allegiance Roll Call of the Council Approval of Minutes 1. Approval of Minutes of October 8, 2019 ity ng. Correspondence Council Disclosure of Ex Par unication Public Hearing Consent Items TICE TO THE PUBLIC The Consent Calendar adoptingANprintedIlWommended Council Action will be enacted with one vote. The Mayor will first ask the Council members if any Council member wishes to remove any item from the Consent Calendar for discussion and consideration. The matters removed from the Consent Calendar will be considered individually at the end of this Agenda under "Items Removed from the Consent Calendar."(See Section 12.) The entire Consent Calendar, with the exception of itohrremoved to be discussed under "Items Removed from the Consent Calendar,"is then voted upon by roll call and r one motion. Claims for the Month of October 2019. 3. Clerk/Treasurer Financial Statements for the Month of September 2019. 4. Approval of Payroll Register for Pay Period Ending 10/06/2019 totaling $189,175.76. Ceremonial Calendar r Reports of Boards and Commissions 5. Review the Following Minutes: Laurel Chamber of Commerce September 12, 2019 Minutes. Park Board Minutes of June 6, 2019. Park Board Minutes of July 11, 2019. Park Board Minutes of September 5, 2019. Park Board Minutes of October 3, 2019. Tree Board Minutes of September 12, 2019. Audience Participation (Three-Minute Limit) Citizens may address the Council regarding any item of City business that is not on tonight's agenda. Comments regarding tonight's agenda items will be accepted under Scheduled Matters. The duration for an individual speaking under Audience Participation is limited to three minutes. While all comments are welcome, the Council will not take action on any item not on the agenda. Scheduled Matters 6. Appointment of Nick Altonaga as an Ex-Officio Member, for the City of Laurel, to the Big Sky EDA Committee. 7. Resolution No. R19-80 A Resolution Authorizing The Award Of A Grant k The rF on orch From The Tax Increment Financing District Funds Pursuant To The LURITIN all Grant Request Program For Eligible Applicants And Improvements. 8. Resolution No. R19-81 A Resolution Of The City Council Authorizing The Submission Of A CDBG Grant Application And To Commit The Matching Funds Requ'red By The Creating Agency. 9. Resolution No. R19-82 A Resolution Authorizing The Mayor To Sign A Relution For The State Of Montana Updating The Agents Authorized To Acquire Surplus Property Through The State Of Montana Surplus Property Program. Items Removed From the Consent Agenda Community Announcements (One-Minute Limit) This portion of the meeting is to provide an opportunity for citizens to, ddress the Council regarding community announcements. The duration for an individual speakin nder Communa nouncements is limited to one minute. While all comments are welcome, the Council will not take act item no the enda. Council Discussion Council members may give the City Council a brief report arding committees or groups in which they are involved. Mayor Updates Unscheduled Matters Adjournment The City makes reasonable accommodatio. for any known disability that may interfere with a person's ability to participate in this meeting. Persons ne ing accommodation must notify the City Clerk's Office to make needed arrangements. To make your request flown,please call 406-628-7431,Ext.2,or write to City Clerk,PO Box 10,Laurel, MT 59044,or prese ur request at City Hall,115 West First Street,Laurel,Montana.