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HomeMy WebLinkAboutCity Council Minutes 06.09.2020 (2) AGENDA CITY OF LAUREL CITY COUNCIL MEETING TUESDAY, JUNE 09, 2020 6:30 PM COUNCIL CHAMBERS NEXT RES. NO. R20-29 NEXT ORD. NO. O20-03 WELCOME . . . By your presence in the City Council Chambers, you are participating in the process of representative government. To encourage that participation, the City Council has specified times for citizen comments on its agenda -- 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 the 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 would like to comment on an age nda item, 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. Any person who has any question concerning any agenda item may call the City Clerk -Treasurer's office to make an inquiry concerning the nature of the item described on the agenda. Your City government welcomes your interest and hopes you will attend the Laurel City Council meetings often . Pledge of Allegiance Roll Call of the Council Approval of Minutes 1. Approval of Minutes of May 26, 2020. Correspondence 2. Laurel Airport Authority Minutes of April 28, 2020. 3. Letter from Yellowstone County to Judy Goldsby. Council Disclosure of Ex Parte Communications Public Hearing Consent Items NOTICE TO THE PUBLIC The Consent Calendar adopting the printed Recommended 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 items removed to be discussed under "Items Removed from the Consent Calendar," is then v oted upon by roll call under one motion. 4. Claims entered through June 5, 2020. 5. Clerk/Treasurer Financial Statements for the month of April 2020. 6. Approval of Payroll Register for PPE 5/31/2020 totaling $211,124.01. 7. Approval of Worksop Minutes of May 5, 2020. Ceremonial Calendar Reports of Boards and Commissions 8. Budget/Finance Committee Minutes of May 26, 2020. Park Board Minutes of March 5, 2020. Audience Participation (Three-Minute Limit) 1 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 9. Resolution No. R20-29: A Resolution Approving Amendment No. 1 To The Previously Approved Task Order Authorizing Kadrmas, Lee & Jackson, Inc. To Provide Additional Services For The City Of Laurel’s 2020 Pavement Maintenance Project. 10. Resolution No. R20-30: A Resolution Approving An Agreement Between The City Of Laurel And Yellowstone Boys And Girls Ranch, Relating To Fire Protection. 11. Resolution No. R20-31: A Resolution Of The City Council Authorizing The Mayor To Sign A Memorandum Of Agreement With The Montana Department Of Transportation For The Provision Of Grant Assistance For The City’s Public Transportation System. 12. Resolution No. R20-32: A Resolution Of The City Council Authorizing The Mayor To Sign An Operating Contract With The Montana Department Of Transportation To Provide Assistance With The City’s Public Transportation System. Items Removed From the Consent Agenda Community Announcements (One-Minute Limit) This portion of the meeting is to provide an opportunity for citizens to address the Council regarding community announcements. The duration for an individual speaking under Community Announcements is limited to one mi nute. While all comments are welcome, the Council will not take action on any item not on the agenda. Council Discussion Council members may give the City Council a brief report regarding committees or groups in which they are involved. Mayor Updates Unscheduled Matters Adjournment 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 2 File Attachments for Item: Approval of Minutes of May 26, 2020. 3 4 5 6 File Attachments for Item: 2. Laurel Airport Authority Minutes of April 28, 2020. 7 MINUTES LAUREL AIRPORT AUTHORITY BOARD MEETING Tuesday, April 28, 2020 A Laurel Airport Authority Board meeting was held in the Airport Pilot’s Lounge and called to order by Chairman Randy Hand at 19:00. BOARD MEMBERS PRESENT: ☐      Randy Hand, Chairman ☐      Brock Williams, Secretary ☐      Shane Linse ☐      Jim Swensgard ☐      Will Metz OTHERS PRESENT: Craig Canfield 1.General Items a.Previous minutes approved by unanimous consent b.Regular occurring claims were approved. i.Aircraft jib cost came in at $1,500, below the $1,800 budget. ii.Randy will hold KLJ checks which have been written until our FAA reimbursement is received. 2.Reports from Craig Canfield of KLJ a.Pavement Maintenance project has been awarded and the FAA has approved the contract. We are waiting for the FAA to set up payments. Anticipate project start in June/July, and the airport will be effectively closed for 5-6 days. b.We received $30,000 CARES Act funding that can be used for airport operating costs. We also received $34,000 to cover our 8 10% local match on the pavement maintenance project. Previously received MDT Aeronautics grant money will be returned to MDT and hopefully will be awarded again next year. 3.New Business a.Nottingham T-Hangar Condos. They have agreed to make changes to their condo docs as requested. Randy will send a letter with punch-list items. Board is rejecting the drainage situation as currently built. We will require an engineer to provide a site plan for drainage, get the site plan approved by the board, and they will need to make any changes the engineer requires. We will not require gutters to be installed since the building construction makes effective gutters almost impossible as long as they fix the drainage. b.PAPI on 14 inoperative. Craig reset it and it is working. We will need to monitor it and see if it keeps working. Craig believes a setting may be wrong. He will do some more research. c.Jet-A Skid. FBO would like to move the Jet-A Skid next to the AvGas pumps so it can share the card reader infrastructure. Board approves this so long as it is placed on the south side of the AvGas and it doesn’t extend east past the fence. d.Deck on FBO. The FBO is interested in building a deck in front of the building off the 2nd story. Board is ok with the idea and will need to see a drawing to approve. Craig will run the drawing by the FAA prior to them pulling a building permit. e.Will Metz Hangar. Will is looking to build 2 hangar building on the far east lot. Would like to access Taxiway B from the north side of one building. Craig is concerned because FAA generally will not allow direct access onto a taxiway, but our ALP calls for it to be converted to a taxilane in the future when a new parallel taxiway is built. Will is also asking for a variance on the roof pitch requirement. The board is looking into the history and purpose of that requirement. f.Rotary Mower. Murl found a used rotary mower of the same model as our existing one for sale for $4,000 in much better 2 9 shape. Motion to authorize purchase passed without dissent. We will use our existing one for parts. 4.Old Business a.Landscaping. The board is considering how to reduce landscaping expenses, and whether it is worth the money we are spending to maintain the landscaping. We are considering reducing the area that is maintained, and txalking to the contractor about options to save money. b.SRE Building. Supplies to seal the floor have been purchased. 5.Public Input Citizens may address the board regarding any item of business not on the agenda. The duration for an individual speaking under Public Comment is limited to three minutes. While all comments are welcome, the board will not take action on any item not on the agenda. a.none received 6.Other Items none 7.Announcements a.none The meeting was adjourned at 21:15. Respectfully submitted, Brock Williams Secretary NOTE: This meeting is open to the public. This meeting is for information and discussion of listed agenda items. 3 10 File Attachments for Item: 3. Letter from Yellowstone County to Judy Goldsby. 11 1 2 File Attachments for Item: 7. Approval of Worksop Minutes of May 5, 2020. 13 14 15 16 17 File Attachments for Item: 8. Budget/Finance Committee Minutes of May 26, 2020. Park Board Minutes of March 5, 2020. 18 Minutes of City of Laurel Budget/Finance Committee Tuesday, May 26, 2020 Members Present: Emelie Eaton Bruce McGee Scot Stokes Richard Klose 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  Review and approve the May 12, 2020 Budget and Finance Committee meeting minutes. Bruce McGee moved to approve the minutes as presented. Scot Stokes seconded the motion, all in favor, motion passed.  Review and approve purchase requisition from the Street Department for repairs on the street sweeper. The committee had questions regarding whether the City of Laurel was being taken advantage of in light of some of the itemized charges ($1,600 just to ‘diagnose’ the problem; only one local vendor to make the repairs). The committee questioned whether, in light of the over $20,000 to repair the current sweeper, it wouldn’t be less expensive to purchase a new one. There was confusion as to whether this was a bill for work already in progress or an estimate for work to be done. The committee stated that they could not determine, without answers to their questions, whether this was the best use of the taxpayer’s money. The committee felt that, in light of the amount of the request (over $20,000) staff should have been willing to explain the request. Bruce made the motion to postpone decision on this item until such time as staff was present to answer questions. He further moved that if this was a time sensitive issue the committee could convene for a one item meeting to get this issue underway before the next Budget and Finance meeting. He felt that staff could coordinate the meeting time and availability. Scot seconded the motion. All in favor, motion passed.  Review and recommend approval to Council, Claims entered through 5/22/20. Bruce McGee had previously reviewed the Claims Detail report and the check register for accuracy. He stated there were a couple purchases that were out of the ordinary but definitely necessary. Bruce McGee made a motion to recommend approval of the claims entered through 5/22/20. Richard Klose seconded the motion, all in favor, motion passed.  Review and approve Payroll Register for pay period ending 5/15/20 totaling $6,264.44 and Pay Period ending 5/17/2020 totaling $196,739.84. The two page summary for 5/17/2020 and the one page summary for 5/15/2020 were reviewed, signed and dated. Bruce McGee made a motion to approve the Payroll Registers for the pay period ending 5/15/20 totaling $6,264.44 and 5/17/20 totaling $196,739.84. Richard Klose seconded the motion, all in favor, motion passed. New Business – none Old Business – In light of the Purchase Requisition from the May 12, 2020 meeting, the committee requested staff inform them at the next meeting regarding what happened to the “old” Elena Subdivision lawn mower? The committee wanted to know if it was being used elsewhere in the City. 19 Other Items –  Create a Claims Review Schedule: 6/9/2020 – Scot Stokes will review the claims 6/23/2020 – Richard Klose will review the claims 7/14/2020 – Scot Stokes will review the claims 7/28/2020 – Bruce McGee will review the claims 8/11/2020 – Emelie Eaton will review the claims 8/25/2020 – Richard Klose will review the claims  Review the Comp/Overtime Report for the pay period 5/17/2020. The Committee noted that the Ambulance Department is suffering due to trying to cover all the COVID-19 calls.  Review Olness & Associates Fiscal Year 2019 Audit letter. The committee noted that the letter was filled with so much generic wording as to be uninformative.  Review Olness & Associates Closing Journal Vouchers for Fiscal year 2019. The committee noted that the transfers of money were coded and thus uninformative to those not familiar with the line item codes.  Clerk/Treasurer Update. The Clerk/Treasurer was not in attendance and no update was provided.  Update from the Mayor. The Mayor was not in attendance and no update was provided. Announcements – The next Budget and Finance meeting will be held on June 9, 2020 at 5:30 p.m. in the Council conference room. Scot Stokes will be reviewing the claims for the June 9, 2020 Budget & Finance meeting. The meeting was adjourned at 6:00. Respectfully submitted, Emelie Eaton Budget and Finance Chair NOTE: This meeting is open to the public. This meeting is for information and discussion of the Council for the listed workshop agenda items. 20 MINUTES CITY OF LAUREL PARK BOARD THURSDAY MARCH 5, 2020 MEMBERS PRESENT: SCOT STOKES PHYLLIS BROMGARD RICHARD HERR EVAN BRUCE JON RUTT OTHERS PRESENT: KURT MARKEGARD, PUBLIC WORKS DIRECTOR BETHANY LANGVE, CLERK/TREASURER MATT CORCORAN, KLJ TIRZA ASBELL, NORTHERN PLAINS RESOURCE COUNCIL PUBLIC INPUT – None GENERAL ITEMS – 1. Approve the Park Board Minutes of the February 5, 2020 Meeting: Jon Rutt made a motion to approve the Park Board Minutes of February 5, 2020. Evan Bruce seconded the motion to approve the Park Board Minutes of February 5, 2020, all in favor, motion passes 5-0. NEW BUSINESS – 2. City Pool Discussion: Public Works Director Markegard stated that the City had received the annual quote from Wayne at the YMCA. The quote includes three lifeguards and one desk person. The Mayor expressed his desire to heat the pool but at present there is no way this can be accomplished as there is no gas line running to the pool area. The pool is 50X100 and goes from 9ft deep to 3ft deep. The nearest gas line is behind the post office and running it to the pool would be very costly. The Board asked if solar panels could be used to heat the pool. The Public Works Director stated the solar panels are not an effective means to heat the pool due to weatherizing issues, and the pool is a total of 225,000 gallons. OLD BUSINESS – 3. Riverside Park Discussion: Matt Corcoran with KLJ handed out a new set of preliminary construction drawings for the Riverside Park Campground Improvements. Matt briefly went over the changes to the drawings. He stated that the expectation is for the advertisement for the bed to be placed on the 12th of March, and a bid opening to be done on the 26th of March. There was a discussion about funding from the State and from the City. The Clerk/Treasurer stated the contribution from the City of Laurel is being held in a restricted account, just like the Billie Riddle trust money, and will be used only for the Riverside Park improvements. She stated that $250,000 is the amount of money being held in the restricted account. There was a discussion regarding the work to be done at Lion’s Family Park. The Lion’s International has funding from both the State of Montana, the Lion’s Club, and from private donations. There was discussion as to how these funds were going to be properly transferred to the City to pay 21 for the improvements to Lion’s Family Park, as Lion’s International is a non-profit. The Public Works Director stated that he would speak with the City Attorney regarding this issue. The Clerk/Treasurer stated that any funds she received for the Lion’s Family Park would be placed into a restricted cash account so the money could only be used for Lion’s Family Park improvements. 4. Caretakers Building Discussion: The Board discussed the quotes received for the testing of asbestos. This testing is required to determine if City Staff can tear down the Caretakers house or if a contractor is necessary for this job. There was a discussion regarding having this testing being taken out of the building maintenance for the Parks. 5. Chamber Lease Discussion: The Board decided to make no changes to the Chamber Lease and approve it as presented. Evan Bruce made a motion to approve the Chamber Lease as presented. Phyllis Bromgard seconded the motion to approve the Chamber Lease, all in favor, motion passed 5-0. ANNOUNCEMENTS – 6. The Next Park Board meeting will be held April 2, 2020 at 5:30 pm. Respectfully Submitted, Bethany Langve 22 File Attachments for Item: 9. Resolution No. R20-29: A Resolution Approving Amendment No. 1 To The Previously Approved Task Order Authorizing Kadrmas, Lee & Jackson, Inc. To Provide Additional Services For The City Of Laurel’s 2020 Pavement Maintenance Project.   23 R20-29 Approve Amendment #1 to Task Order for City of Laurel’s 2020 Pavement Maintenance Project: Kadrmas, Lee & Jackson, Inc. RESOLUTION NO. R20-29 A RESOLUTION APPROVING AMENDMENT NO. 1 TO THE PREVIOUSLY APPROVED TASK ORDER AUTHORIZING KADRMAS, LEE & JACKSON, INC. TO PROVIDE ADDITIONAL SERVICES FOR THE CITY OF LAUREL’S 2020 PAVEMENT MAINTENANCE PROJECT. WHEREAS, the City of Laurel previously executed an Agreement for Professional Services with Kadrmas, Lee & Jackson, Inc. (“KLJ”) on December 5, 2017; and WHEREAS, the City previously approved a Task Order authorizing engineering services for the City of Laurel’s 2020 Pavement Maintenance Project; and WHEREAS, due to the low bids for the project, the City was able to add additional work to the Maintenance Project; and WHEREAS, the additional work will require additional engineering services as described in Amendment #1 which is attached hereto and incorporated herein. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Laurel, Montana, the attached Amendment #1 to the previously approved Task Order authorizing additional services for additional compensation for the City’s 2020 Pavement Maintenance Project is hereby approved and the Mayor is hereby authorized to execute the attached Amendment #1 on the City’s behalf. Introduced at a regular meeting of the City Council on June 9, 2020, by Council Member ______________________. PASSED and APPROVED by the City Council of the City of Laurel, Montana, this 9th day of June 2020. APPROVED by the Mayor this 9th day of June 2020. CITY OF LAUREL ______________________________ Thomas C. Nelson, Mayor ATTEST: ___________________________________ Bethany Langve, City Clerk/Treasurer Approved as to form: ___________________________________ Sam S. Painter, Civil City Attorney 24 Exhibit K – Amendment to Task Order – 2020 Pavement Repairs 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 This is EXHIBIT K, consisting of two pages, referred to in and part of the Agreement between Owner and Engineer for Professional Services – Task Order Edition dated December 5, 2017. Amendment #1 to Task Order: Laurel 2020 Pavement Maintenance 1. Background Data: A. Effective Date of Task Order: December 23, 2019 B. Owner: City of Laurel C. Engineer: Kadrmas, Lee & Jackson, Inc. (dba “KLJ”) D. Specific Project (title): Laurel 2020 Pavement Maintenance 2. Description of Modifications A. The Scope of Services currently authorized to be performed by Engineer in accordance with the Task Order Laurel 2020 Pavement Maintenance is modified to include the following additional areas:  Bernard Street,  SE 4th Street,  S. 8th Ave.  Foundation Ave.  Payne S. Drive,  Duval Dr.  Davis Circle  Topeka Dr  Milwaukee Road  9th Ave.  10th Ave  13th Ave  Ann’s Place  Betty Ave  Cherry Hills Drive Per the attached Exhibit ST 1. 25 Exhibit K – Amendment to Task Order – 2020 Pavement Repairs 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 3. Task Order Summary (Reference only) A. Original Task Order amount: $ 82,000.00 B. Net change for prior amendments: $ 0 C. This amendment amount: $ 35,000.00 D. Adjusted Task Order amount: $117,000.00 The foregoing Task Order Summary is for reference only and does not alter the terms of the Task Order, including those set forth in Exhibit C. Owner and Engineer hereby agree to modify the above-referenced Task Order as set forth in this Amendment. All provisions of the Agreement and Task Order not modified by this or previous Amendments remain in effect. The Effective Date of this Amendment is . OWNER: ENGINEER: By: By: Title: Title: Mark Anderson Vice President, EPW Date Signed: Date Signed: 26 File Attachments for Item: 10. Resolution No. R20-30: A Resolution Approving An Agreement Between The City Of Laurel And Yellowstone Boys And Girls Ranch, Relating To Fire Protection. 27 R20-30 YBGR Fire Agreement 2020-2021 RESOLUTION NO. R20-30 A RESOLUTION APPROVING AN AGREEMENT BETWEEN THE CITY OF LAUREL AND YELLOWSTONE BOYS AND GIRLS RANCH, RELATING TO FIRE PROTECTION. BE IT RESOLVED by the City Council of the City of Laurel, Montana: Section 1: Approval. The Agreement between the City of Laurel and Yellowstone Boys and Girls Ranch, relating to fire protection, a copy attached hereto, be and the same is hereby approved. Section 2: Execution. The Mayor and the City Clerk/Treasurer of the City of Laurel are hereby given authority to execute said agreement on behalf of the City. Introduced at a regular meeting of the City Council on June 9, 2020, by Council Member ______________________. PASSED and APPROVED by the City Council of the City of Laurel, Montana, this 9th day of June 2020. APPROVED by the Mayor this 9th day of June 2020. CITY OF LAUREL ______________________________ Thomas C. Nelson, Mayor ATTEST: ___________________________________ Bethany Langve, City Clerk/Treasurer Approved as to form: ___________________________________ Sam S. Painter, Civil City Attorney 28 2 9 3 0 3 1 File Attachments for Item: 11. Resolution No. R20-31: A Resolution Of The City Council Authorizing The Mayor To Sign A Memorandum Of Agreement With The Montana Department Of Transportation For The Provision Of Grant Assistance For The City’s Public Transportation System. 32 R20-31 MDT Memorandum of Agreement Public Transit RESOLUTION NO. R20-31 A RESOLUTION OF THE CITY COUNCIL AUTHORIZING THE MAYOR TO SIGN A MEMORANDUM OF AGREEMENT WITH THE MONTANA DEPARTMENT OF TRANSPORTATION FOR THE PROVISION OF GRANT ASSISTANCE FOR THE CITY’S PUBLIC TRANSPORTATION SYSTEM. BE IT RESOLVED by the City Council of the City of Laurel, Montana: Section 1: Approval. The Memorandum of Agreement between the City of Laurel and the Montana Department of Transportation regarding grant assistance for the City’s public transportation system, a copy attached hereto, is hereby approved. Section 2: Execution. The Mayor and City Clerk of the City of Laurel are hereby given authority to execute said Memorandum of Agreement on behalf of the City. Introduced at a regular meeting of the City Council on June 9, 2020, by Council Member ________________________. PASSED and APPROVED by the City Council of the City of Laurel this 9th day of June 2020. APPROVED by the Mayor this 9th day of June 2020. CITY OF LAUREL ______________________________ Thomas C. Nelson, Mayor ATTEST: _________________________________________ Bethany Langve, Clerk-Treasurer, Clerk-Treasurer Approved as to form: __________________________________ Sam Painter, Civil City Attorney 33 3 4 3 5 3 6 3 7 3 8 3 9 4 0 4 1 File Attachments for Item: 12. Resolution No. R20-32: A Resolution Of The City Council Authorizing The Mayor To Sign An Operating Contract With The Montana Department Of Transportation To Provide Assistance With The City’s Public Transportation System. 42 R20-32 MDT Operating Contract Public Transit RESOLUTION NO. R20-32 A RESOLUTION OF THE CITY COUNCIL AUTHORIZING THE MAYOR TO SIGN AN OPERATING CONTRACT WITH THE MONTANA DEPARTMENT OF TRANSPORTATION TO PROVIDE ASSISTANCE WITH THE CITY’S PUBLIC TRANSPORTATION SYSTEM. BE IT RESOLVED by the City Council of the City of Laurel, Montana: Section 1: Approval. The Operating Agreement between the City of Laurel and the Montana Department of Transportation for assistance with the City’s public transportation system, a copy attached hereto, is hereby approved. Section 2: Execution. The Mayor and City Clerk of the City of Laurel are hereby given authority to execute said contract on behalf of the City. Introduced at a regular meeting of the City Council on June 9, 2020, by Council Member ________________________. PASSED and APPROVED by the City Council of the City of Laurel this 9th day of June 2020. APPROVED by the Mayor this 9th day of June 2020. CITY OF LAUREL ______________________________ Thomas C. Nelson, Mayor ATTEST: _________________________________________ Bethany Langve, Clerk-Treasurer, Clerk-Treasurer Approved as to form: __________________________________ Sam Painter, Civil City Attorney 43 4 4 4 5 4 6 4 7 4 8 4 9 5 0 5 1 5 2 5 3 5 4 5 5