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HomeMy WebLinkAboutPACKET Public Works, Utilities and Public Safety 2019-11-14 Thursday, November 14, 2013 Public Safety, Utilities 8:00 a.m. & Public Works Committee Town Hall Board Room 1. PUBLIC COMMENT 2. PUBLIC SAFETY a) RECOMMENDATIONS TO THE TOWN BOARD i. None. b) REPORTS i. Verbal Updates and Committee Questions. 3. UTILITIES a) RECOMMENDATIONS TO THE TOWN BOARD i. None. b) REPORTS i. Flood Impacts Dir. Bergsten ii. IT – Verbal Update. Supt. Fraundorf iii. Verbal Updates and Committee Questions. 4. PUBLIC WORKS a) RECOMMENDATIONS TO THE TOWN BOARD i. None. b) REPORTS i. Update on Fish Creek Corridor Repairs Dir. Zurn ii. Sales Tax Initiative Report Dir. Zurn iii. Verbal Updates and Committee Questions. 5. ADJOURN AGENDA Town of Estes Park, Larimer County, Colorado, August 8, 2013 Minutes of a Regular Meeting of the PUBLIC SAFETY/UTILITIES/PUBLIC WORKS COMMITTEE of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Town Hall in said Town of Estes Park on the 8th day of August, 2013. Committee: Chair Blackhurst, Trustees Koenig and Phipps Attending: Chair Blackhurst, Trustees Koenig and Phipps Also Attending: Town Administrator Lancaster, Chief Kufeld, Dir. Bergsten, Dir. Zurn, and Deputy Town Clerk Deats Absent: Assistant Town Administrator Richardson Chair Blackhurst called the meeting to order at 8:00 a.m. PUBLIC COMMENT. Mike Kearney, Town resident, expressed dissatisfaction with the construction project along Moraine Avenue. He stated that a project on a main artery such as Moraine Avenue should never have been undertaken during the summer season and said that when it was determined that the project could not be completed by Memorial Day, it should have been stopped. Chair Blackhurst said the Town Board was made aware of delays prior to the middle of June but, by that time, a contract had been let. He said now that the project is underway it needs to be finished and asked Town Administrator Lancaster to address the issues that have been encountered. Town Administrator Lancaster said that in hindsight the job should not have been started with design and contractor issues leading to delays, and stated that there was also some concern about the viability of the grant if the project went into another fiscal year for the state. Director Zurn expounded on the topic stating that this is a Town project along a state highway and, therefore, requires coordination with the state. He said issues were encountered related to the ownership of the retaining wall along Moraine Avenue and the design and engineering of the sidewalk to be constructed atop the retaining wall, which required redesign in order to satisfy the state. Once in the field it was determined that a redesign in regard to grades was also necessary, causing further delays. Director Zurn noted that the original design and engineering was not faulty, rather it had to be changed when additional information came to light. He noted that Mountain Construction, low bidder on the project, has been difficult to work with, however the Town is obligated to the contractor and the specified timeline for completion of the job. Director Zurn said stringent specifications for asphalt construction would preclude rescheduling the job until fall. He said the scope of the project changed slightly, because of the possibility of Public Safety/Utilities/Public Works Committee – August 8, 2013 – Page 2 building a one-way couplet in the future, and stated he anticipates that the Moraine Avenue job will be completed in the next two weeks. Town Administrator Lancaster said that staff has been communicating on a regular basis with businesses affected by the project and said that in the long run the improvement should result in better access to their establishments and better business in the future. The Committee also expressed concern about the disruptions that may occur if the Federal Land Access Program (FLAP) grant is awarded and a one-way couplet is built. Director Zurn said that interruptions to traffic flow would be minimal during construction of a one-way couplet and added financial compensation and relocation for affected businesses will be considered. The Committee questioned the Town’s bidding procedures. Town Administrator Lancaster stated that Town policy does not require that the lowest bidder be hired for a job. Director Zurn said the policy states that the lowest, responsible bidder be selected. PUBLIC SAFETY. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Estes Valley Victim Advocates – 6-Month Report – Executive Director Mary Mesropian said the program is celebrating its 25th anniversary this year and credited former police chief Dave Racine and Jo Pierce with being instrumental in the creation of the organization. She said 167 people have been served so far this year through the advocate, counseling, bilingual outreach, and safe house programs, and said she anticipates approximately 250 to 300 people will have been served by the end of the year. She said that the organization lost $7,000 in funding this year which will need to be made up through other sources. 2. Verbal Updates – o US Pro Challenge – Planning continues for the bike race on Saturday, August 24th with weekly meetings being held in preparation for the event. The Police Department will be hiring ten additional officers from Boulder County and the City of Boulder to work the event at $55/hour plus vehicle mileage. The officers will be on duty from approximately 8 a.m. till 5 or 6 p.m. on race day to help with crowd and traffic control and pedestrian safety. Chief Kufeld said by reallocating funds the additional expense of approximately $10,000 can be absorbed by the department. Chief Kufeld said he is expecting the event to go smoothly, despite the fact that large crowds and increased traffic are anticipated. He said an estimated 5,000 people are expected to gather to view the race at the switchbacks and added that shuttle routes and schedules are being adjusted to accommodate the crowds. Rocky Mountain National Park (RMNP) staff will be assisting with traffic control at the intersection of Marys Lake Road and Moraine Avenue. Public Safety/Utilities/Public Works Committee – August 8, 2013 – Page 3 o Staffing – Amanda Nagl and Noel Bryan have both resigned from their positions with the Police Department and will be taking positions in Fort Collins. Sergeant Corey Pass will be promoted to Support Services Commander and Melissa Westover, who has been receiving training from Ms. Nagl, will be promoted to a managerial-type position. The records position will be filled as soon as possible. In addition, a new police officer has been hired and is scheduled to start work on August 19th. o Hail Storm Damage – Two new police cars received significant hail damage while parked at the car dealership in Greeley during a recent storm. Staff is working with the dealership to rectify the situation; staff’s preference would be to order new vehicles to replace those damaged during the hail storm. UTILITIES. ENTERPRISE FUND LARGE MAINTENANCE EXPENSE POLICY. Director Bergsten presented a proposed policy that would allow for the accrual of funds to be used to cover expenses related to large maintenance projects for Light & Power and Water. For example, replacement of the filter media at Glacier Water Treatment Plant at a cost of approximately $150,000 is performed every 15 years with the next replacement scheduled for 2017. In addition, membrane replacement at Marys Lake Water Treatment Plant will occur every 12 years at an estimated cost of $900,000. The first replacement is planned for 2022. The policy would allow for the financial burden of large maintenance costs such as these to be spread out over a period of years. The Committee commended staff for being proactive and planning ahead for these costs, however, Chair Blackhurst voiced concern about the appearance of an unfunded liability which could affect bonding rates. Director Bergsten stated that Finance Officer McFarland has been in contact with the Town’s auditors about this topic and will have additional information when the item comes forward to the Town Board. Town Administrator Lancaster said that the Town should also be planning for expenses related to care and maintenance of Town-owned buildings by getting allocation and replacement plans in place. He cited the vehicle replacement fund as a good example of such a program. The Committee recommends approval of the Accrual of Major Maintenance Costs Policy as an action item at the August 27, 2013, Town Board meeting. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Utilization of Water Bleeders – Director Bergsten said water bleeders are used by the Water department as a maintenance tool for freeze protection and quality control, as well as an effective method of deferring capital projects such water main replacement. He said that Carriage Hills has the highest density of bleeders on the system and stated that the cost of freeze protection bleeders in Public Safety/Utilities/Public Works Committee – August 8, 2013 – Page 4 this area including sewer discharge fees, is $2,071 per year. He estimated the capital cost to replace the water mains in this area at $2,713,000. Chair Blackhurst took issue with the example provided and said the Town has adopted a Water Conservation Plan and should be determining what needs to be accomplished in order to avoid putting 12% of the Town’s treated water on the ground through bleeder systems. Director Bergsten said the distribution system, water plants, and bleeders will all be investigated and considered as a master plan is developed. 2. Light & Power Capital Projects – Crews have completed the dirt work and pulled all the wire for the Fall River/Big Thompson project. Clean up is underway and re-seeding will take place next spring. Removal of the overhead lines is ongoing and expected to be completed by the end of the year. The Allenspark project entailed the replacement of approximately 60 poles, which has been completed, and replacement of 12,000 feet of overhead line down Big Owl Road. Tree trimming is completed and the project is ahead of schedule. Director Bergsten commended L&P crews for taking on these projects in-house at a cost savings to the Town. 3. IT – A Request for Proposal (RFP) has been published for a firm to provide IT support to the Town, which would consist primarily of a remote help desk to provide resolution to issues that arise. Superintendent Fraundorf estimates that nearly half of the requests for support could be resolved remotely. He expects to receive three to four proposals in response to the RFP. Also, an advertisement is currently running for a full-time IT staff person. PUBLIC WORKS. REPLACEMENT OF STREETS VEHICLE #G-95. Streets Vehicle #G-95, a 1996 International 4800 single axle dump truck, has been in service for 17 years. The 2013 budget contains $135,000 for the replacement of this vehicle. The Town utilized the State of Colorado competitive bid process with the low bid being submitted by Transwest Trucks. Staff is recommending the purchase of a 2013 Freightliner M2106 single axle dump truck from Transwest Trucks in Commerce City, Colorado, at a cost of $130,871, including trade-in. The Committee recommends approval of the purchase of a 2013 Freightliner M2106 single axle dump truck at a cost of $130,871 from the vehicle replacement fund #635-7000-435-34-42 budgeted, as a consent agenda item on the August 27, 2013, Town Board meeting agenda. There being no further business, Chair Blackhurst adjourned the meeting at 9:24 a.m. Public Safety/Utilities/Public Works Committee – August 8, 2013 – Page 5 Cynthia Deats, Deputy Town Clerk UTILITIES DEPARTMENT Report To: Public Safety, Utilities & Public Works (PUP) Committee Town Administrator Lancaster From: Utilities Director Bergsten Date: November 14, 2013 RE: Flood Update Objective: To provide an update on Utilities’ flood-related damage restoration efforts. Present Situation: Water Department: Fifteen sites were damaged in our service area. Five stream crossings were damaged in the Fish Creek corridor. Location Description Description of Damage Fish Creek Road & Brodie Avenue Damaged Water Line Fish Creek Road & Country Club Drive Damaged Water Line Fish Creek Road between Van Horn Engineering and Stone Bridge Development Damaged Water Line Fish Creek Road at Stone Bridge Development Damaged Water Line Fish Creek Road between Stone Bridge Development & Creek Side Court Damaged Water Line Fish Creek Road & Brook Court Exposed Water Line Fish Hatchery Road and Ziola Court Exposed Water Line 1580 Fall River Road at Pine Haven Cottages Exposed Water Line MacGregor Water Tank Exposed Water Line Little Valley Road Exposed Water Line Tunnel Road (South of YMCA Entrance) Exposed Water Line Fall River Drive (south across bridge from pump house) Water Main Line Cover Washed Away Bear Paw Subdivision, HWY 66 Exposed Water Line Fall River Estates Pump House Building Flooded / Cleanup 1520 Fall River Road, Castle Mountain Lodge Exposed Hydrant Lateral 1 Approximately 400 water customers were impacted by the boil water order which is about 8% of our customers. There are six water services that have not been restored due to service line or building damage. Light and Power Department: Ten sites were damaged in the service area. Fish Creek Underground conduit exposed and damaged County Road 43 Multiple poles down or missing base support material Fox Creek Multiple poles down or missing base support material North Fork Multiple poles down or missing base support material Highway 34 Ten poles down or missing base support material Windcliff Underground conduit exposed and damaged Kerr Road Underground conduit exposed and damaged McGraw Ranch Underground conduit exposed and damaged Hwy 7 (mud slide) Three poles down or missing base support material Fall River Minor damage to one transformer and multiple Approximately 1500 electric customers have been impacted by the outages, approximately 15% of our customers. As of today there are about 150 meters not responding. Most of these are waiting for an inspection to be completed. Thirty accounts have been terminated at the customer’s request. Utilities completed one FEMA worksheet for temporary work mostly completed up through 10-15-2013. FEMA classifies work as either temporary or permanent repairs. A description of the work, including costs, is written up on “project work sheets”. The following chart summarizes the information in the worksheet we submitted to FEMA: Item Eligible (overtime only)Total Our share (12.5%) Labor 1,051 hours $53,891 $6,736 Equipment 1,137 hours $31,345 $3,918 Materials Various $12,108 $1,514 GRAND TOTAL $97,344 $12,168 All FEMA eligible costs are covered at 75%. The State of Colorado committed to covering another 12.5% leaving the Town’s costs at 12.5%. There are three funding sources depending on the circumstances: Insurance Overhead and ground mounted assets Active water plants, fire hydrants and overhead power lines FEMA Underground assets Water mains, underground power lines, emergency access work County Special circumstances e.g. County Road 43 emergency access work 2 PUBLIC WORKS Report To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Scott Zurn, PE, Public Works Director Date: November 14, 2013 RE: Update on Fish Creek Corridor Repairs Objective: To provide an update on the Fish Creek flood-related damage restoration efforts. Present Situation: Four entities, consisting of the Town of Estes Park, Larimer County, Upper Thompson Sanitation District and Estes Valley Recreation District, have agreed to create one legal entity through an Intergovernmental Agreement (IGA). This IGA-created authority would become the entity to design and contract restoration efforts of the Fish Creek corridor and would subsequently be reimbursed by entities such as FEMA, Federal Highway Administration and other available grants and loan opportunities as restoration activities are accomplished. The IGA is being drafted and reviewed by each entity and will be presented to the various IGA boards for consideration and approval. Once approval is reached, Larimer County will be the lead agency overseeing restoration efforts. A technical committee will be created with a staff representative from each member of the IGA and will give direction to Larimer County on issues related to restoration design and construction. Permanent repairs will require complex study and assessment, including complex environmental and mitigation designs and approvals. Members of the IGA have anticipated that because of these complexities and federal and state regulations attached to FEMA and Federal Highway Administration reimbursements, permanent repairs are not likely to begin until the fall of 2014. Because of this long effort, the Federal Highways Administration and CDOT have agreed to reimburse an emergency repair consisting of at least a one-lane road through the entire length of the Fish Creek corridor. Repairs begin this week and are lead by Larimer County and their contractor, Connell Resources, Inc. Work will continue until completion of the one lane, roughly estimated to be finished before Christmas. PUBLIC WORKS Report To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Scott Zurn, PE, Public Works Director Date: November 14, 2013 RE: Sales Tax Initiative Report Roadway and Drainage Status of Infrastructure: Roadway corridors are an essential piece of public infrastructure. This community asset replacement value exceeds $100,000,000. As a comparison, this is approximately the value of a car for each and every man, woman and child that live in Estes Park. For the past 20 years, the Town has allocated an average of $180,000/year for maintenance of these assets. This equates to $25/person/year that went toward infrastructure maintenance. Again as a comparison, $25 dollars/ year went into maintaining that car for the last 20 years. Of course, this is not an “apples to apples” comparison, however it demonstrates that the last twenty years of maintenance for streets and draineges was underfunded and today we see a declining infrastructure as a result. Various conditions and situations exist within the Town regarding infrastructure - everything from improperly designed and constructed infrastructure to aged and failing infrastructure. Many of these situations show up in failure when they are under stress of increased traffic and growth or are simply old and cannot handle the rain events that Mother Nature gifts our roads and drainages. For example, in July 2012, a single- event rainstorm damaged $100,000 worth of roadway infrastructure. Roadway damage experienced with this type of storm is the result of not having applied annual maintenance procedures or adequate concrete curb and gutter and roadside ditches. Cost-effective treatment applications for asphalt, like crack-seal or slurry-seal and asphalt overlays, would have directed runoff effectively down the roadway and prevented erosion (shown at right). Based on assessments, staff brought recommendations forward to the Public Works Committee as early as 2007 for funds to be made available to replace old and deteriorated culverts along Fish Creek with box culverts. The following items have also been identified through assessment and recommended as maintenance needs: In 2008, a drainage study encompassing about 60% of the Town’s drainage area was conducted by RG Associates. The study assessed the current drainage infrastructure and recommended improvements that amounted to nearly $10,000,000. DRAINAGE IMPROVEMENTS Prospect Mountain area - $8,314,966 Elm Road - $1,529,893 BRIDGE MAINTENANCE Town is responsible for maintenance and upkeep on12 public bridges. These bridges are inspected annually by an outside agency to evaluate the current condition. Inspections were most recently completed on 7/17/2013. Recommended maintenance costs break down in the following manner for the Town of Estes Park Public Bridges: Fall River Ct. - $34,900 Spruce Dr. - $33,100 Fish Hatchery Rd. #2 - $12,180 Fish Hatchery Rd. #1 - $31,375 David Dr. - $38,450 Homestead Ln. - $29,750 Fall River Ln. - $31,100 Old Ranger Rd. - $32,710 Crags Dr. - $4,900 Ivy St. - $33,925 Rockwell Dr. - $26,375 East Riverside Dr. - $39,630 Recommended Bridge Maintenance Total - $348,395 While none of these recommendations are immediate safety concerns, they are standard and maintenance issues. Addressing these recommendations would prolong the life of the bridges and put them in the best possible position to weather storms. Of course, these assessments were needs identified prior to the flood, and the Town is faced with funding repairs of failed drainage infrastructure in addition to previously assessed needs. CARRIAGE HILLS DAM FAILURE The flood created significant damage to the Carriage Hills Dams. In the inspection report, the State Dam Inspector identified maintenance items and repair requirements to bring the dams up to current standards. Construction repair costs have not been finalized, but are estimated it to be $300,000. It is still undetermined how much FEMA will reimburse, as they only replace what was lost. Public Works has completed its worksheets to FEMA for roadway/drainage repairs as a result of the flood. These repairs are spread throughout Town and repairs range upwards of $1,500,000, excluding Fish Creek corridor losses. Town funding of damages related to drainage failures are $350,000, excluding Fish Creek corridor losses. Our infrastructure of roads and drainages are integrated systems and poor drainages reduce roadway life. Experiences in the last two years have shown that inadequate drainage also destroys roadways. It is important to identify that poor drainage systems contribute to accelerated deterioration of Town roadways. These roadways, as has been discussed for many years, are quickly deteriorating into a system average of poor condition by 2016 at current funding levels. See attached condition map for projected Town asset conditions. As an example, the current funding rate for road maintenance will require four years of savings to repair one mile of Dry Gulch Road in 2016 - this means no other maintenance. Other areas, such as First Street through Fourth Street, are examples of infrastructure slipping into unsafe conditions. PAVEMENT CONDITION INDEX Included with this report is a copy of the Pavement Conditions Index presentation delivered to the Town Board in June 2012. The roadway condition in 2012 was in the fair-poor condition and falling. Recent flooding events throughout the Town have only escalated the deterioration rate of the system. Scott A. Zurn, PE, CFM, Public Works DirectorKevin Ash, PE, Public Works Civil Engineer