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HomeMy WebLinkAboutPACKET Public Works, Utilities and Public Safety 2013-08-08ublic afety, Utilities ublic orks Committee Thursday, August 8, 2013 8:00 a.m. Town Hall Board Room AGENDA 1. PUBLIC COMMENT 2. PUBLIC SAFETY a) RECOMMENDATIONS TO THE TOWN BOARD i. None. b) REPORTS i. Estes Valley Victim Advocates — 6 Month Report. ii. Verbal Updates and Committee Questions. Dir. Mesropian 3. UTILITIES a) RECOMMENDATIONS TO THE TOWN BOARD i. Enterprise Fund Large Maintenance Expense Policy. Dir. Bergsten, Supt. Boles & Fin. Off. McFarland b) REPORTS i. Utilization of Water Bleeders. ii. Light & Power Capital Projects — Verbal Update. iii. IT — Verbal Update. iv. Verbal Updates and Committee Questions. 4. PUBLIC WORKS a) RECOMMENDATIONS TO THE TOWN BOARD i. Replacement of Streets Vehicle #G-95. b) REPORTS i. Verbal Updates and Committee Questions. 5. ADJOURN Dir. Bergsten & Supt. Boles Supt. Lockhart Supt. Fraundorf Mgr. McEachern ESTES VALLEY VICTIM ADVOCATES 6-Month Report January 1, 2013 - June 30, 2013 Agency Name Estes Valley Victim Advocates, Inc. Address P.O. Box 1287 City State Zip Estes Park CO 80517 Phone 577-9781 Executive Director Mary Mesropian BRIEF PROGRAM DESCRIPTIONS: ADVOCACY. Victim Advocates (trained and supervised by the Executive Director) and staff respond to pages from law enforcement and/or hospital personnel 24 hours a day, 365 days a year. They provide emotional support at the time of the incident and assist the victim(s) and their children in achieving immediate safety and devising safety plans for the future. They also educate victims on the judicial process, explain victim rights, inform about victim's compensation as well as provide support with the criminal justice process. COUNSELING. The Counselor counsels victims of domestic violence, sexual assault and other crimes and trauma. After the initial crisis where advocates are called, the victim is able to take advantage of the supportive services through individual counseling and support groups. This short-term (3-6 months) crisis counseling is designed to assist victims return to pre -crisis state (in the case of sexual assault or other violent crimes) or to empower them to make changes towards violence -free living (in the case of domestic violence.) Children also receive counseling using specific "play therapy". BILINGUAL OUTREACH. The Bilingual Outreach Coordinator provides outreach to the Latino population. The Latino population in Estes Park has grown dramatically in the last few years and Estes Valley Victim Advocates has hired a part-time employee to meet the needs of this population. This position provides education, advocacy and counseling in the form of outreach to the Latino community. The coordinator is available to assist the Safehouse Manager when there is need for Spanish language skills. SAFEHOUSING. The Safehouse Manager and two safehouse evening advocates are responsible for ensuring the safety of domestic violence victims in the safehouse. These staff members assist residents with safety planning, accessing medical, legal and housing programs and making appropriate referrals. Food and basic needs are provided to residents and the Safehouse Manager is responsible for acquiring, stocking and tracking of food pantry, personal items and household items, for overseeing the day to day upkeep of Safehouse and maintaining the physical integrity and safety of the Safehouse. OBJECTIVES: 1 Constant Contact : Emails : Details Page 1 of 2 My Account I Pricing I Community I Apps & Services I Help I Log Out Email Social Campaigns SaveLocal EvcntSpot We/rspurv`yConstant Contact, Alan! 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The contact may be Active, Removed, Moved to Do Not Mail List, or Unconfirmed https://ui.constantcontact.com/rnavmap/evaluate.rnav/pidG 1 FXo82hYpQH6jBk2inD224?a... 8/13/2013 Law enforcement, Estes Park Medical Center or other referral sources page victim advocates and advocates then provide services at the most appropriate safe location. After the services are provided to the victim, the victim advocate submits a written report. If an arrest has been made, a report is sent to the District Attorney's Office to use in considering bond conditions. A Court Advocate will attend court with the victim if requested. If safehousing is requested, a danger assessment and client intake report are conducted. There are three areas of advocate assessment: Safety, Options and Stability. These questions are on every advocate case sheet and advocates must answer these questions on every call: Is victim(s) physically safe? (Not in immediate danger.) Victim knows options and rights and knows what to do next? Is the situation stabilized? This includes emotional stability as well as their ability to take care of their own and their children's immediate needs. All victims are offered individual counseling and support groups. Assessments are completed by program participants in the form of victim assessment needs questionnaires. The results of the survey are very positive and support the course that our program is following. We collaborate with Fort Collins Crossroads Safehouse and Loveland Alternatives to Violence to keep our measurement tools appropriate and current. Safehouse residents are also asked to complete an assessment needs questionnaire and an exit form before they leave. COMMUNITY LIAISON AND NETWORKING ACTIVITIES: We have Memorandums of Understanding, Contracts or Coordination Agreements with Crossroads Safehouse, Alternatives to Violence, Larimer County Sheriff's Department, Estes Park Medical Center, Rocky Mountain National Park as well as the Estes Park Police Department. Crossroads Safehouse, Alternatives to Violence and Estes Valley Victim Advocates meet monthly as part of the Larimer County Domestic Abuse Intervention Project and as needed to coordinate services. Estes Valley Victim Advocates also monthly attends the Estes Valley Community Services Coalition meeting whose mission is "To collaborate to identify and meet health and human services needs." Estes Valley Victim Advocates is also a member of the Estes Park Child Protection Team to ensure children are protected in our community. An Estes Valley Victim Advocates' counselor and a staff person from Estes Valley Restorative Justice Partnership present an "Impact of Crime" class to all Restorative Justice attendees. 2 FREQUENTLY ASKED QUESTIONS How long has Estes Valley Victim Advocates existed? For over 23 years, Estes Valley Victim Advocates has been supporting the community of Estes Park and the surrounding Estes Valley. In 1988, the Victim Assistance Program of the Estes Park Police Department was created as a volunteer component to the police department. Volunteer advocates were recruited, interviewed and trained and a group of eight advocates began working. The Victim Assistance program operated under the direction of the Estes Park Police Department, headed by a program director until 1997 when the program became incorporated. The Victim Assistance program became Estes Valley Victim Advocates, Inc. In February 2007, Estes Valley Victim Advocates began offering safehousing for victims of domestic violence. Over $500,000 was raised through a capital campaign to purchase the safehouse building. What geography does Estes Valley Victim Advocates serve? Estes Valley Victim Advocates serves the entire Estes Valley including Glen Haven, Allenspark, Drake and all areas in between including The Retreat and Storm Mountain. We also serve the Larimer County portion of Rocky Mountain National Park. Who uses Estes Valley Victim Advocates? All victims of crime and trauma are welcome to use our advocate services and counseling program. This includes victims of domestic violence, sexual assault, other crimes as well as suicide, sudden death and accidents of all kinds. The target population for safehousing is female victims of domestic violence and their children. How are advocates notified that there is a crime or trauma victim needing an advocate? Our local Dispatch alerts a victim advocate on call to respond to police officer at scene, police department or hospital. How do victims of domestic violence come into My Sister's Place? Sometimes a victim plans to leave and makes arrangements ahead of time. Other times clients escape violence in the middle of the night. Many times they are referred to My Sister's Place by a police officer. Our clients come day and night, weekdays and weekends, with bags of belongings or only the clothes on their backs. What do the residents do while staying at My Sister's Place? Leaving an abusive relationship is a process rather than an event. During their stay, residents and their children begin rebuilding their lives. For many residents, it's the first time in a long time they've been able to sleep through the night. Individual counseling and support groups nurture emotional healing, self-esteem and self-sufficiency. Advocates provide assistance with employment, finances, education, day care and other resources. How long do residents stay? Residents are allowed to stay at My Sister's Place for up to 6 weeks. 3 FINANCIAL REPORT: Operating Grants/Contracts • Town of Estes Park - $8,000 per year for crisis advocacy services • Town of Estes Park - $5,000 safehousing Program • Larimer County Victim Assistance Law Enforcement Grant - $40,000 • Domestic Abuse Program (Federal & State) - $49,253 • Victims of Crime Act (Federal) - $21,295 • United Way of Larimer County - $7,000 • Estes Park Community Thrift Shop - $9,000 • Estes Park Medical Center - $4,000 • Church organizations, Community, Clubs and Family & Community Foundations Fundraisers • 1 per year —Thrift Store Fashion Show in October • Annual gift request mailing • 3 quarterly newsletters 4 Estes Valley Victim Advocates, Inc. Incident Report Overview January -June 2013 Incident First Contact Continuing Contacts Hotline Calls Total Contacts Domestic Abuse 57 28 23 108 Sexual Assault 5 4 3 12 Death/Suicide 2 0 0 2 Assault 3 0 1 4 Stalking 2 0 2 4 Counseling 29 72 3 104 Group Counseling 6 48 0 54 Other -Crime 7 0 3 10 Other"' Non -Crime 56 6 4 66 Totals 167 158 39 364 Estes Valley Victim Advocates, Inc. 5 Safehouse Resident Summary January - June 2013 Month Women and Children Total Bed Nights Counseling and Advocacy Total Contacts January 2 Woman 57 88 Advocacy 24 Counseling 8 Group Counseling 120 February 2 Women (cont.) 34 48 Advocacy 15 Counseling 3 Group Counseling 66 March 1 Women (cont.) 31 58 Advocacy 2 Counseling 4 Group Counseling 64 April 1 Women (cont.) 14 25 Advocacy 3 Counseling 0 Group Counseling 28 May 2 Woman 1 Child 54 35 Advocacy 8 Counseling 2 Group Counseling 45 June 2 Women (cont.) 2 Woman 1 Child (cont.) 99 51 Advocacy 4 Counseling 4 Group Counseling 59 Totals 7 Woman 1 Child 289 305 Advocacy 56 Counseling 21 Group Counseling 382 6 Memo To: Town Administrator Lancaster 110 N or ESTES PARK '111101111)))11111,1,111,1iviiiiviiiiiiI)11111111111111111111',„„11,111, 1111111,1,1)11111111111111111111111111111111111 nun. 1111q1 101 ii,iiii,i111111 11111111111111111111 11111 1111111111iiiili iii„„i„.111 1111 1 1111111111111111111111111111 Public Safety, Utilities & Public Works (PUP) Committee From: Utilities Director Bergsten Finance Officer McFarland Water Superintendent Boles Date: August 8, 2013 RE: Enterprise Fund Large Maintenance Expense Policy Objective: To obtain approval of the proposed Accrual of Major Maintenance Costs Policy (attached) whereby a percentage of the estimated major maintenance costs will be set aside annually to accrue for upcoming large maintenance expenditures for enterprise fund accounts. Present Situation: Historically, the largest operations and maintenance (O&M) cost incurred by the Utilities Department was the replacement of the filter media at Glacier Water Treatment Plant ($150,000). This maintenance must be performed every fifteen (15) years and the next replacement is planned for 2017. For Marys Lake Water Treatment Plant, which uses membrane treatment technology, the membrane replacement costs every twelve (12) years are estimated to be $900,000. The first replacement is planned for 2022. It has not been the practice to set aside any funds for anticipated major maintenance expenditures prior to the year in which the major maintenance activity occurs. This requires a spike in rates in order to meet our bond covenant requirements. Finance Officer McFarland has worked with the Town's auditor and Platte River Power Authority (PRPA) to craft an implementation of Governmental Accounting Standards Board (GASB) Statement 62. This standard allows for the accrual of funds for future operations and maintenance costs. Proposal: This situation would be improved by putting this policy in place. Instituting this policy would spread out the financial burden placed on rate payers for major maintenance expenses. Advantages: • This is a good financial practice to plan for large expenses by saving funds every year leading up to the actual large maintenance activity. • Doing so addresses two important items: utility rate stabilization and compliance with our bond rate covenant. • This practice would drastically ease the burden of trying to cover the full amount of the large expenditures in the affected budget years on top of the normal planned expenses for the year. Disadvantages: We consider this practice to be an exercise in good financial stewardship and, therefore, do not believe there are any disadvantages. Action Recommended: • Town Board approval of this policy is required. • We would like this policy to become effective for 2013. Budget: Account Number: Account Name: Amount Recommended: 503-6200-530.26-40 PURIFICATION EQUIPMENT $117,000 per year Level of Public Interest Low: The public is always concerned that we are planning for the future in a prudent manner and using our money wisely; however, much of our public does not follow GASB statements and rules. Recommended Motion: I recommend approval of the adoption of the attached Accrual of Major Maintenance Costs Policy to the Town Board, to be included as an Action Item at the August 27, 2013, Town Board meeting. Effective Period: Review Schedule: Effective Date: References: Until superseded Bi-Annually September 1, 2013 Governmental Accounting Standards Board Statement No. 62 (GASB) UTILITIES DEPARTMENT ACCRUAL OF MAJOR MAINTENANCE COSTS POLICY 900.1 Ep 900.1.1 Purpose The purpose of this policy is to stabilize rates and improve the financial practices of the Utilities through accrual of funds for enterprise fund major maintenance costs in excess of $150,000. 900.1.2 Policy This policy applies to all major maintenance enterprise fund costs at utility facilities wholly owned by the Town of Estes Park which have estimated costs in excess of $150,000 (referred to as a "major maintenance cost"). Funds for enterprise fund major maintenance costs shall be accrued on an annual basis as described in the Procedures section of this policy. 900.1.3 Procedures 900.1.3.1 900.1.3.2 Accounting Treatment In order to match the appropriate expenses with the revenues received, the accrual method of expensing major maintenance costs will be implemented. Governmental Accounting Standards Board (GASB) Statement No. 62 — Codification of Accounting and Financial Reporting Guidance recognizes and provides for accrual or deferral of expenses or revenues and states that regulators sometimes include costs in allowable costs in a period other than the period in which the costs would be charged to expense by an unregulated enterprise. This accounting treatment has been approved by the Town's auditors. Accrual Method To assure accrual funds/expenses are not overstated prior to the period of the major maintenance activity, ninety percent (90%) of the total estimated major maintenance costs will be accrued proportionately on an annual basis as follows: Revisions: Initially Created 9/1/13; Effective Period: Review Schedule: Effective Date: References: Until superseded Bi-Annually September 1, 2013 Governmental Accounting Standards Board Statement No. 62 (GASB) UTILITIES DEPARTMENT ACCRUAL OF MAJOR MAINTENANCE COSTS POLICY 900.1 EP a. A separate major maintenance expense account is charged at the beginning of each year during the accrual period for the particular major maintenance activity. The accrual period will begin with the first year after the last major maintenance activity and continue through the year of the next major maintenance activity. The amount charged to the major maintenance account each year will be based on the projected major maintenance costs divided by the number of years in the accrual period. b. Actual maintenance charges will be coded to the normal accounts set up for the maintenance work. In the year when the major maintenance takes place, the major maintenance accrual will be transferred to those accounts being used to pay for the actual major maintenance charges. c. Any difference between the actual costs incurred for the major maintenance activity and the accrued liability will be charged or credited to expense at the time that the major maintenance costs occur. The accrual estimate for future years will be adjusted, if necessary, to reflect increases or decreases in major maintenance costs. d. Major maintenance costs shall be defined as reasonably estimated overtime wages, materials, contracted labor and supplies related to major maintenance activities. Regular labor costs will be paid in any period regardless of the activity and, therefore, are not included in the accrual calculation. Revisions: Initially Created 9/1/13; Report To: Town Administrator Lancaster ( AX/N (A- ll'll'il'il;'11'''I'111111111'11'111'1'111111\1\111'111111111 111111111111 ,1„,,, Hill111111111111111111111'''' Public Safety, Utilities & Public Works Committee From: Reuben Bergsten, Utilities Director Jeff Boles, Water Superintendent Date: August 8, 2013 RE: Utilization of Water Bleeders "'1'1uw 11111111t11111111111111111111111111111111111111111#111111111111111111otio Water Department Methods for Freeze Protection and Quality Assurance The use of flushing or "bleeders" is a common maintenance tool that has been used by the Water Department for many years. It can be utilized to protect lines from freezing and to maintain the water quality within the distribution system. Water Quality Water quality deteriorates as it ages within the distribution system which increases the potential of exceeding regulated maximum contaminant levels (MCL's). The use of water quality "bleeders" reduces the concentration levels of regulated contaminates thereby improving water quality. We have nine bleeders on our system which ensure water quality. (See Attachment 1 for additional information and a geographical example.) Differing Capital Replacements Constraints on funding, time and our citizen's capacity to endure construction requires the Water Department to prioritize capital projects. While a number of needs exist, some can be deferred. Repairs and costly service restoration due to frozen water mains are avoided by implementing water bleeders in the winter. Use of these bleeders also eliminates the urgency associated with replacing water mains in shallow trenches or having very little to no consumption in the winter. We utilize 36 bleeders to avoid frozen water mains from January to April. Fourteen additional sites can be used in extreme cold winters. For example, during the winter of 1984-1985 when the frost level was extremely deep and multiple main lines froze, most of the Carriage Hills Subdivision was frozen and they (Crystal Water Company) resorted to placing and utilizing above -ground lines to distribute water to the customers. An image of Carriage Hills is shown in Attachment 2. This area has the highest density of bleeders on our system. The potential elimination of eleven bleeders would require the replacement of over 22,000 feet of older cast iron water mains. For this Carriage Hills example: a. The total annual cost of freeze protection bleeders including sewer discharge fees is $2,071. b. The capital cost to replace these water mains would be approximately: $2,713,000. c. For bleeders alone, the payback period would be over 1,300 years. 2 Attachment 1 Water Quality Bleeders Capital planning necessitates installation of water mains large enough to meet demands for 40 to 80 years from the time of installation. Additionally, the distribution system must be sized for firefighting. These aspects increase the retention time of drinking water, known as water age. Water age will also increase due to non-use (seasonal residents). Long water main extensions called "dead ends" can also have minimal usage, increasing the water age. There are nine areas requiring additional flow to avoid water age quality problems. There are various root causes that contribute to quality problems. The image below displays an area far from the treatment plant. The drinking water is transported through a large portion of Galvanized Steel Pipe (GST) which accelerates water quality deterioration by increasing the water's chlorine demand. 720 References: "Effects of Water Age on Distribution System Water Quality", EPA, August 15, 2002: Table 4 Summary of water quality problems associated with water age Chemical issues Biological issues Physical issues *Disinfection by-product Formation *Disinfection by-product Fliodegradatimi Temperature increases Disinfectant decay *Nitrification *Corrosion control effectiveness *Microbial regrowth / recovety / shielding Taste and odor Taste and odor Sediment Deposition C'olor * Denotes miler quality problem uqilt direct potential public health impact. As water ages, there is a greater potential for disinfection by-product (DBP) formation. ' 41 X Freeze Protection Bleeders Attachment 2 4,4 P 1 ' 4 00449 0 4 // ( 40 44 t4 4, . / 61 e: 6?) ''),AiL cot r ,R15' 6 '6.6.1-6„,4,„.., 4 1 fl ....,.. 0 k ,I ", '7/ / i/ if,- .,-/ 4- o , / 6 ' , /4 4" EX 00 / 40.410,0. 11/4 5 Example of freeze protection bleeders in Carriage Hills Subdivision: 22,612 feet of water main — replacement cost: $2,713,440 (at $120/foot) 11 bleeders — treatment costs: $1,1169 (at $0.77/1,000 gallons for 1,518,000 gallons) Memo To: PUP Committee Town Administrator Lancaster TOWN or ESTES ARK 11111000100•1110001010000''' Mill 111111 1111,111111111111111111111111111111111111111111111111 11111111111111101110111:000 . 11111111111"' 0111 100001i 11111.11111111 o111000 0000001001 100 iiiiiille0110111111111110111 111...11111111.11)1111111.1,!mpuliN0,,111 "111111111114)))))111111111111111101111111.01(1))1(g())),))(1)1(plijini,I.11:1)111111111101111iipippi111111111111111111111010101010 1"1"1111"1111111111111111111111111111 From: Kevin McEachern, Public Works Operations Manager Date: August 8, 2013 RE: Replacement of Streets Vehicle #G-95 Objective: To replace the Street Division's G-95 1996 International 4800 single axle dump truck with a 2013 Freightliner M2106 single axle dump truck. The replacement truck will be used for Public Works operations. Present Situation: The Street Division has budgeted for 2013 for the replacement of G-95, a 1996 International 4800 single axle dump truck. This has been in service for 17 years. Proposal: To utilize the 2013 budget amount from the vehicle replacement fund to replace G-95. This will be accomplished by purchasing the 2013 Freightliner M2106 single axle dump truck from TRANSWEST TRUCKS for the amount of $86,651.00 (chassis), with trade plus the costs for the dump bed and auxiliary snow plowing/sanding equipment, $44,220.00 for a total of $130,871.00. The Town of Estes Park is utilizing the State of Colorado competitive bid process. The lowest bid was Transwest Trucks #311000482. Advantages: • New Vehicle • New Technology • Easier, more efficient operation • Less maintenance costs Disadvantages: • None Action Recommended: I recommend the purchase of the 2013 Freightliner M2106 single axle dump truck to replace G-95 the 4800 International single axle dump truck for $130,871.00. Budget: $135,000.00 / 635-7000-435-34-42 / Vehicle Replacement Fund Level of Public Interest New vehicle and equipment replacement. Recommended Motion: I recommend to the Town Board the purchase of the 2013 Freightliner M2106 single axle dump truck from TRANSWEST TRUCKS, Commerce City, CO for the cost of $130,871.00 to be included on the Consent Agenda at the August 13,2013 Town Board meeting. �8/8/13 Tom of Estes Park Mail -PUP Agenda item #3-a-i (Large Mtc) PUP Agenda item #3-a.~(Large Mtc) Steve McFarland <srnnfar .nrg> Wed, Aug 7.2O13ed3:O2PM To: Reuben Bergaten<rbergaten@oetea.oqJ>. Frank Lancaster <flanoaoter@eotea.org>. EhoB|aokhunat <eho@nhCb|ankhurot.00m> Reuben/Frank/Eric - I will be out of Town tomorrow and will be unable to attend the PUP committee meeting. | did want bJlet everyone know that I spoke to Justin Petrone (lead auditor) of CliftonLarsonAllen (CLA) today on several matters, one nfwhich was the PUP agenda item listed above. CLAagain confirmed their acceptance ofwhat Agenda Item 3-a-i is trying to accomplish - to spread large capital costs over the life of the capital item. GA8B 82 a||uvva this for Enterprise FundS, but not other funds such as the General. It is specific for rate -setting entities. The mechanics ljournal entries, etc) of this process have been discussed with PRPA (who has implemented this concept) oawell aaCLA. An"oxpend\tune"will borecognized annually, with oliability compounding until such time aothe asset needs tobepurchased. Un not SUne this email sheds any new light on the above, but since | will not be at the PUP meeting tomorrow, | wanted to make a few comments of explanation, clarification and support for this concept. Steve McFarland ' Finance Officer Town of Estes Park. Colorado 970'577-3560 Reuben Berget$m<.wrQ> Wed, Aug 7.2O13sd3:37PM To: Steve McFarland <smcfarIand@estes.org> Thanks Steve [Quoted text hidden] Regards, Reuben Bergsten, Utilities Director Ph: 970-577 3583 Is//the truth? b//fair mo//concerned? Will /, build goodwill and better friendships? Will //b^beneficial mo//concerned? hftps:lli-nai|.goog|e.conVmillLWOI?ui=2&ik---5698e9529a&�Aew--pt&q=froWlo3Asmcfar|and%40estes.org&qs=true&search=query&th=�