HomeMy WebLinkAboutPublic Works Committee Minutes 11.18.2019Minutes
Public Works Committee
November 18, 2019 6:00 P.M.
Council Conference Room
Those present:
Kurt Markegard, Staff Advisor
Emelie Eaton, Committee Chair
Karl Dan Koch
Marvin Carter
Richard Herr
Heidi Sparks
The meeting started at 6:00. There was no public in attendance.
General items
1. Review and approve minutes of August 19, 2019 meeting. The
minutes were reviewed. Heidi Sparks moved the minutes be
approved as written. Karl Dan Koch seconded this motion. The
motion passed.
2. Emergency Call Outs: There had been five since October 21. The
first was on October 22 to turn water on at 608 Elm Street.
Second a water meter and line had frozen on Atchison and
crews were called out to turn the water off. On November 1 an
Emergency locate was requested at the corner of East 12th
Street and Colorado Avenue. A City employee was called out
on Veteran's Day to sand the streets. On November 18th crews
were dispatched to turn water back on at various locations.
New Business
3. Engineering Report from KL) Engineering Consultants. Before this
discussion the question was asked as to why there was no longer a report
from Great West even though the committee chair has seen payments go
to that company in Budget and Finance committee. It was stated that
Great West was doing nothing. The question was repeated as to why
payments were going out to them. It was stated that COP construction
had finished work on the project this company had done works for. It was
then asked what happened to the issue of the wetlands which needed to
be monitored. It was stated that the representative from the Army Corp
of Engineers who was overseeing this project had retired. At this time
Richard Herr inquired about Jason Robertus who was a lease holder by the
intake. Councilman Herr stated he had heard Mr. Robertus was not
getting paid. The response was that Councilman Herr would have to talb
to the City Attorney to get an answer regarding that issue.
*WWTP Screw Press -this project is listed as closed out. It was explained
that the Screw Press squeezes liquids from the sludge.
*WWTP Screw Pump A Replacement -an Emergency Request had been
made for a new Screw Pump which had been running at 60% efficiency.
It was stated that the Screw Pump had been installed and they were
waiting for the Manufacturer. It was explained that the Screw Pump lifts
material up.
*Sanitary Sewer H25 Remediation -there is still an odor problem. It was
stated that the City is now doing a Pilot Study which will cost $3,600. The
City is working with the contractor, Hawkins, who is putting in nutrients.
The study will be re-evaluated and then the line will be flushed and
cleaned.
*2018 Pavement Maintenance -this project is also listed as complete.
*East 6th Street Improvements -the punch list for this project has been
completed. There will be a warranty inspection August 15, 2020.
*East Downtown Infrastructure Improvements -There was a Public Meeting
held where 99 people who lived within the project area or within 300 feet
of the project were invited. Four people attended: a representative from
Town and Country, a representative from High Plains Brewery, a resident
who lived within the impacted area and a resident who lived outside the
impacted area. All who attended were in favor of the project. It was
stated that the Design and Bidding phase of this project is scheduled for
January 2020 which will give time for requests on specific entrance needs.
Construction is expected to begin in May 2020.
*Pavement Management Plan -Pages 24 and 25 of the City of Laurel
Pavement Management Plan boobs were referred to. In those chart
pages all streets that were classified as "6's" were referred to. A Ranking of
"6" means the streets only need to be chip sealed. A "S" ranking, as listed
on page 25, means the street needs a complete overlay. The original plan
was to attempt to repair all "6" classified streets in 2020. However, KLJ's
charts show the cost for that project would be $1.48 million dollars.
Additionally, KL)s chart includes 12th Street which is an Urban Route. One
of the reasons this Pavement Management Plan book is so important is
because it makes the City of Laurel eligible for Urban Maintenance Funds.
Urban Maintenance Funds will not be available until the spring of 2020.
The City cannot apply until then. These funds are only available every two
years. There is only $1 million in the City budget for street improvements in
2020. It is hoped that the Council will agree to revising the suggestions on
pages 24 and 25 to stay within the $1 million budgeted and perhaps
remove all 12th Street improvements and hope that enough Urban
Maintenance Funds can be received to make the repairs needed on 12th
Street.
*2019 Pavement Maintenance-this project was completed in August.
*2019 Pavement Damage Repairs-this project, which included filling
potholes and repairing frost heaves from the winter is completed.
*Riverside Parlez Campground- It was stated that KL) would be at the
November 26 Parlez Board meeting to discuss and help decide how and
where the camping portion of Riverside Parb would be developed.
December Sth the Parlq Board would again meet to review the design.
The City would then review the design on December 6th. A final design is
expected January 12, 2020 and bid opening for construction is expected on
February 28, 2020.
*Design Standards & Rules Update-it was stated this project is in draft
outline form. The Public Worbs Director plans to bring the draft to the
December 16 Public Worlqs meeting.
*Data and Asset Management -Right now the City is relying on "As Builts"
which are paper copies and are located in a variety of areas. It is hoped
these can be scanned into one document.
*On-Call Professional Services- nothing to report.
*Laurel Planning Services- Nich Altonaga, the City Planner was working
with KLJ and there would be no Public Worbs involvement until sewer
issues were being discussed.
*Other Notes and Information-
Anticipated FY20 Projects
a. West Railroad Street Reconstruction-it was stated this project was going
to come before the entire Council to discuss options. It was explained to
the committee that last weep the Public Worbs Director had received an
updated broben down Tasiz Order on the $85,000 that KL) had billed the
City. This new Tasks Order shows what KL) will be doing for the City and is
a 10 item Tash List that totals $85,000. The City has to pay for items 1-9 to
get to item 10 which will determine how much the City will have to pay
KL) to do the worn to repair West Railroad Street. The City has $4 million
in Urban Funds. The state did not loolz at West Railroad when they
submitted their estimate of $9 million to repair West Railroad from 1st
Avenue to South 8th Avenue. The estimate was just that — a blind
estimate with no documentation or review to back it. The Public Worbs
Director stated that actual costs could come in much higher or much
lower. With KU doing the works we could mare adjustments along the
way. The state has no template for how cities can mahe repairs
themselves, so whether Laurel could use the $4 million in Urban Funds is
still up in the air.
This ended the review of KU's Report.
4. Sewer Dump Station — a monthly breakdown of income from the
Septic Dump Station was distributed in everyone's packets. This
included a photo showing the screen that had been installed at the
dump station. Total income for January through the end of
September, 2019 showed $19,634.01.
S. Street Maintenance Levy Discussion — the Public Works Director
stated that the Mayor had informed him that the law states that by
August of every year the Public Works Director has to provide a
plan to the Council. The response the Public Works Director had
was that, with the completion of the City of Laurel Pavement
Management Plan that information could go to the Council at any
time. There is a Task Order with KL) to potentially chip seal all "6"
classified streets (see page 2, "Pavement Maintenance Plan" above).
However, that work would cost $1.48 million and there is only $1
million in the budget so the work order will have to be revised
before the January/February bid letting. It was explained that
$82,000 had already bee paid to KU to organize all the streets and
come up with the list of "6" category streets. The Public Works
Director stated that the Task Order will be on the December 3
workshop and at the December 16 Public Works meeting the
committee will winnow down the streets within the "6" classification
to comply with the $1 million budget limit.
Richard Herr inquired about building up the funds from year to
year to do major renovations throughout the community. It was
stated that the Council had to vote every year on the level of the
Street Maintenance Levy and that a Council could vote to lower it,
thus lowering the amount of expected funds. It was also stated that
previous Mayors had instructed the Public Works Director to NOT
raise taxes and this is why the amount of the assessment had not
been adjusted in so long. However, this Mayor stated it was the
Public Works Director's duty to determine if additional funds were
necessary. The City of Laurel Pavement Management Plan now
had become a crucial instrument in making these determinations.
Old Business. None
Other Items
Richard Herr stated that work on East Maryland included paving over to
the Nutting Drain and that concrete blocks had been moved. The Public
Works Director stated that the blocks would be returned.
Richard Herr inquired about the anticipated annexation and
development of lands west of Yard Office Road. It was stated that the
entities involved have not paid their pre -application fees.
Richard Herr inquired whether the land across from the Library was going
to be annexed and developed. It was stated that nothing had been
received by the City.
Richard Herr inquired about the Air National Guard and statements that
they wanted to create a base at the Laurel Airport. It was stated that the
Air National Guard was creating their new base next to Blaine Flying in
Billings. Councilman Herr stated that he had been certain plans were
being made for the base to go in Laurel. It was stated that one of the
biggest downfalls was the lack of water at the Laurel Airport and that if
Councilman Herr wanted to know more details he could inquire of the
Airport Authority. Councilman Herr stated he didn't think the Airport
Authority was still active after "Doc" Smith had retired. It was explained
that the Airport Authority was a legally created entity and should still be
active.
Richard Herr inquired about plans for the Rod and Gun Club to have land
available to them in the County north of Laurel. It was stated that any
plans of that nature would have to be worked out with the County
Commissioners, no one thought there were definite plans and that if
Councilman Herr wanted more information his best source would be
Councilman Iry Wilhe as he was an active member of that Club.
Richard Herr announced that the Emergency Rescue Team was at
Riverside Park working to remove a log jam off the west side of the
Railroad Bridge south of Laurel.
Karl Dan Koch inquired about the recycling bin that was designated for
papers and was in the "notched out" area by the High School. He stated
that it had been gone for a week and he knew for a fact that recycling
centers were still paying for paper so he wanted to know what happened
to the bin and why wasn't the City taking in papers. No one knew
anything about the missing bin.
Karl Dan Koch stated that the just remodeled East 61h Street was now a
street where the High School kids were speeding. It was suggested
someone refer the matter to the Police Department.
Emelie Eaton stated the street light at the corner of South 4t" Street and
Durland Avenue was out. It was stated that the Public Works Director
would report this but there was a link where anyone could report an
outage. The link is on the NWE website.
The Public Works Director then showed a series of old pictures from the
1950's and 60's showing various Public Worbs issues and how they had
been handled. Some included people swimming in the water reservoir
north of town before it had a lid. It was stated that the City needed to
start planning for a new reservoir because this one only has 5-7 years of life
left.
6. Announcements
The next meeting will be on December 16th, 2019 at 6:00 p.m. in the
Council Conference room.
The November 18, 2019 Public Worbs meeting was adjourned at 7:27 p.m.
Respectfully submitted,
Emelie Eaton
Public Worbs Chair
Emergency Call -outs for Public Works November 181h, 2019 PW meeting
10-22-19 Water Turn on 608 Elm
11-1-19 Water turn off Atchison
11-1-19 E 12th Street and Colorado Emergency locate
11-11-19 Sand Streets
11-18-19 Water turn on's
u City of Laurel Project Status Update<<KLI
November 15, 2019
WWTP Screw Press (KU #1804-00120)
Project Manager: Travis Jones/Doug Whitney
Reason for Project: The City's WWTP does not currently have adequate sludge handling equipment,
which has led to overfilling and backup of the drying beds, digesters, and various other WWTP
components. Completion of this project will allow for improved operations and allow for
maintenance of the digesters, which cannot be taken offline until this project is completed.
Project Scope: Design and construction of a new screw press to process WWTP sludge.
Milestones:
• Preconstruction meeting was held December 13, 2018
• Notice to Proceed will be January 7, 2019 (150 -day contract)
• Start-up of the sludge press and cake pump June 13, 2019
• Substantial Completion —August 2, 2019
• Final Completion- September 9, 2019
• Project Closed Out
Current Status:
• Warranty Inspection NLT August 2, 2020
WWTP Screw Pump "A" Replacement (KU #1804-0347, Task 6)
Project Manager: Doug Whitney
Reason for Project: This key component of the WWTP has failed and needs to be replaced asap
Project Scope: Replace screw press "A".
Milestones:
• The City has order the Screw pump from the manufacture.
• Quotes have been received Star Service is low.
• Star Service has signed agreement
• Replacement installed 11 Nov 19
Current Status:
• Installing drive unit and groutin
Page 1 of 9
ENGINEERING, REIMAGINED
rKL1q l! City of Laurel Project Status Update
November 15, 2019
Sanitary Sewer H2S Remediation (KU #1804-00122)
Project Manager: Doug Whitney
Reason for Project: Buildup of HZS within the WW collection system has led to deterioration of
manholes and other system components.
Project Scope: Complete the design and construction administration for the proposed air
injection/diffuser system to address H2S build-up within the system.
Milestones:
• Sewer sampling plan submitted to the City
• Sewer samples collected on July 19, 2018
• Results of sewer sampling received on July 30, 2018
• Analyses of sampling and recommendations for a second round submitted on August 3,
2018
• Second round of samples collected on August 14, 2018
• Second round of sampling results received on August 27, 2018
• Results of second round of sewer sampling received on September 25, 2018
• H2S monitoring: April 2-19, 2019 — Completed
• Pilot Bioaugmentation equipment has been installed.
• Dosage increase authorized on October 11, 2019
Current Status:
• H2S levels are being monitored until 18 Nov 19
2018 Pavement Maintenance (KU #1804-00123)
Project Manager: Carl Jackson
Reason for Project: This continues the City's annual pavement maintenance. As a result of significant
freeze -thaw during the 2017-18 winter, several City streets have significant pavement damage.
Project Scope: The 2018 scope is hot mix asphalt for repaving West 4th Street (61h Ave. - 81h Ave.) and
pothole repairs on West Railroad Street.
Milestones: Warranty inspection was completed in October, no deficiencies were noted.
Current Status:
• Project is closed
ENGINEERING, REIMAGINED
Page 2 of 9
JN�L
1� City of Laurel Project Status Update<< KrU
November 15, 2019
East 6th Street Improvements (KU #1804-00121)
Project Manager: Carl Jackson
Reason for Project: Street reconstruction between 1st Ave. and Wyoming Ave. to address failed
pavement, saturated subgrade conditions and surface runoff improvements. UPDATE: the scope
recently changed to include new water main from Pennsylvania to Wyoming.
Project Scope:
• Grading, paving, parking, and drainage enhancements (minor water main in Wyoming)
• Special Improvement District (sidewalks, driveways)
• Safety improvements
• Water main from Pennsylvania to Wyoming, including the Wyoming intersection valves.
Milestones:
• Bidding—April/May 2019
• SID creation — May/June 2019
• Construction —Substantial Completion walkthrough on August 15, 2019
• Substantial Completion for the Striping September 9, 2019
• DEQ Certification- September 16, 2019
• Punchlist Complete -
Current Status:
• Warranty Inspection NLT August 15, 2020
Page 3 of 9
ENGINEERING, REIMAGINED
City of Laurel Project Status Update
November 15,2019
East Downtown Infrastructure Improvements (KU #1804-01309)
Project Manager: Matt Corcoran
Reason for Project: Reconstruction and rehabilitation of streets, utilities and various other
infrastructure improvements including Washington Ave., Idaho Ave. and Ohio Ave. generally
bound between E. Main Street and E. 1st Street, as well as E. 1st Street generally bound between
Washington Ave. and Alder Ave.
Project Scope: Preliminary engineering, SID creation, design, bidding and construction.
Milestones:
• Survey & Geotechnical field work — complete
• SID creation —Summer/Fall 2019 (tentative)
• Design & Bidding— Full bid package ready in January 2020
• Construction — May 2020
• Delivering Local Assistance Grants Submitted- September 2019
Current Status: Design is in -process and KU is expediting plans and specifications to start the
bidding/construction sequence in January 2020.
Pavement Management Plan Update (KU #1804-01970)
Project Manager: Bryan Vanderloos
Reason for Project: Develop an updated pavement management plan (PMP) including MDT and City
streets within the Laurel corporate limits. This will be used for prioritizing the City's annual
pavement maintenance projects, along with satisfying MDT's requirement that the City update
its PMP on a regular basis to be eligible for certain future State funding.
Project Scope: Conduct a field inventory by assessing paved streets utilizing the Pavement Surface
Evaluation and Rating (PASER) methodology. A rating of 1-10 will be given to each road segment
based on distresses such as cracks, ruts, potholes, etc. Known roads that have failed pavement
sections and are in disrepair will not be evaluated, and simply given a poor rating.
Milestones:
• Final edits are complete, and the final draft was given to Kurt and Matt.
• Comments have been received by City
Current Status: Need to make revisions per Kurt Markegard 14 Nov 2019
Page 4 of 9
ENGINEERING, REIMAGINED
giKLI
City of Laurel Project Status Update
November 15, 2019
2019 Pavement Maintenance (KU #1904-00230)
Project Manager: Bryan Vanderloos
Reason for Project: This continues the City's annual pavement maintenance.
Project Scope: This year's project entails crack seal, chip seal, pavement markings, and other
miscellaneous items on the following streets: South Washington Avenue; 5th Avenue from West
Main Street to West 2nd Street; Cottonwood Avenue from East Main Street to the Ditch
Crossing; East 8th Street from 1st Avenue to Pennsylvania Avenue; and Pennsylvania Avenue
from East 8th Street to East Maryland Lane.
Milestones:
• Bidding —complete
• Construction — April June 2019
• Substantial Completion August 12, 2019
• Final Completion August 21, 2019
Current Status:
• Warranty Inspection NLT August 21, 2020
2019 Pavement Damage Repairs (KU # 1904-00962)
Project Manager: Matt Corcoran
Reason for Project: Repairing pot holes and other pavement damage caused by previous winter
freeze/thaw
Project Scope: Work consists of pothole and pavement restoration work in various locations
throughout town. Location will be flexible and determine in cooperation with Public Works staff.
The contract bid documents will be written in such a way so that quantities can be increased or
decreased depending on the City's budget.
Milestones:
• Design and Bid Document Preparation —Complete
• Bidding — Complete
• Pre -Construction Meeting—August 21:-2019
• Construction Notice to Proceed —August 26th (35 day contract)
• Change Order No. 1— Executed
• Substantial Completion- August 12, 2019
Current Status: Project Complete
Page 5 of 9
ENGINEERING, REIMAGINED
City of Laurel Protect Status UpdateK, ,
KLJ
November 15, 2019
Riverside Park Campground (KU # 1904-00634)
Project Manager: Matt Corcoran
Reason for Project: New campground in Riverside Park
Project Scope: Work consists of surveying and designing a new campground within Riverside Park.
Milestones:
• Design and Bid Document Preparation —ASAP
• Bidding — ASAP
• Construction — ASAP (goal is to be ready for next season)
• Council Approval
Current Status:
• KU completed the Survey 8 Nov 19
• Preparing topographic base map
Design Standards & Rules Update (KU # 1804-02569)
Project Manager: Matt Smith
Reason for Project: Update old standards
Project Scope: Develop a set of cohesive and concise design standards for public improvements to
help facilitate reviews of new developments and ensure the public improvements are designed in
the City of laurel's best interest.
Milestones:
• Draft outline 24 Oct 2019
Current Status:
• Review of draft sections of water and sewer 3 Dec 2019.
Page 6 of 9
ENGINEERING, REIMAGINED
1. City of Laurel Project Status Update
<KLI
.,
November 15, 2019
Data and Asset Management (KU # 1804-00461)
Project Manager: Matt Smith
Reason for Project: Consolidate infrastructure information
Project Scope: Assemble city infrastructure data into a single source, which can be used to tack and
manage assets
Milestones:
• City Approved Project October 8, 2019
Current Status:
• KU is progressing.
On -Call Professional Services (KU #1804-00347)
Project Manager: Matt Corcoran
Reason for Project: This contract would enable KU to provide consulting services that are not part of
an approved task order. Generally, this would apply to situations where KU's fees are small
enough that a separate task order is not necessary, or for time -sensitive matters.
Project Scope: Services may include engineering, surveying, planning or government relations.
Milestones: (as needed)
Current Status:
ENGINEERING, REIMAGINED
Page 7 of 9
](( City of Laurel Project Status Update rKLI
November 15, 2019
Laurel Planning Services (KU #1804-00554)
Project Manager: Forrest Sanderson
Reason for Project: KU has been retained to provide City of Laurel planning services as needed.
Project Scope: Planning services may include: subdivision, zoning, development, floodplain hazard
management, miscellaneous reviews and other related work. KU will prepare staff reports,
recommendations, and attend meetings upon request.
Milestones: (as needed)
Current Status:
Floodplain Management —Joint Application for improvements at Riverside Park will need to be
completed and a Floodplain Development Permit issued.
Subdivision Review — KU Staff are available to assist as necessary.
Zoning — KU Staff are available to assist as necessary.
Riverside Park Campground (KU#1904-00634) —The project will be transferred to Matt Corcoran
for design and management where Forrest has a regulatory role as City Floodplain
Administrator. Forrest will remain as project liaison between City and Project Manager.
Growth Policy Update—This project has just began with coordination between the Laurel City
Planner and KU.
Page 8 of 9
ENGINEERING, REIMAGINED
KLI(1 City of Laurel Project Status Update
November 15, 2019
Other Notes and Information
Other potential projects have been identified during recent conversations between City staff and
KU. City Public Works staff and KU task leaders meet bi-weekly to discuss current and future
projects. As these are tentative, the timing and extent of KU's services are TBD, unless noted
otherwise.
Anticipated FY20 Projects
1. West Railroad Street Reconstruction- Proposal submitted
2. Water Storage Tank Recoat
3. 2020 Pavement Maintenance- Proposal submitted
4. Water System Planning
a. Master Plan Update (potentially update PER concurrently)
b. Booster station rehabilitation or replacement (task order forthcoming)
c. Water storage tank
5. Capital Improvement Plan (CIP) assistance —pending further direction from the City.
Other Potential Future Proiects
1. WWTP Archimedes Screw Rehabilitation
2. Examining engineer review of 31d Party submittals to City
3. Lion's park grant application assistance
4. On-call government relations
S. West side groundwater remediation
6. West Side TIFF
7. School Lot
Page 9 of 9
ENGINEERING, REIMAGINED
Septic Dump Station for 2019
January
802.24
February
658.36
March
2134.52
April
1865.93
May
1164.28
June
2754.2
July
3122.08
August
3407.64
September
3724.76
October
November
December
total
19634.01