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Home My WebLink AboutMINUTES Public Works Committee 2008-03-13RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, March 13, 2008 Minutes of a Regular meeting of the PUBLIC WORKS COMMITTEE of the Town of Estes Park, Larimer County, Colorado. Meeting held at Town Hall in said Town of Estes Park on the 13t' day of March, 2008. Committee: Chairman Levine, Trustees Blackhurst and Homeier Attending: Chairman Levine, and Trustee Blackhurst Alto Attending: Town Administrator Halburnt, Deputy Town Administrator Richardson, Public Works Director Zurn, Supt. Mahany, Project Manager Sievers, Deputy Town Clerk Deats Absent: Trustee Homeier Chairman Levine called the meeting to order at 8:00 a.m. PUBLIC COMMENT. None PURCHASE OF AIR CURTAIN FOR TREE AND SLASH BURNER — REQUEST APPROVAL. At the February Public Works Committee meeting, staff presented information regarding the bark beetle infestation in the Estes Valley, options for mitigation, and the subsequent disposal of infested material. Currently, slash generated through the Light and Power Department's tree trimming program and the Town's Christmas tree recycling program is ground up and hauled to the dump, the cost of which is becoming prohibitive. Staff has researched the purchase of an Air Curtain Burner that meets EPA regulations and is the approved bid winner by the Federal Government GSA program. Staff proposes the burner be located on Elm Road and utilized by various Town Departments and residents of the Estes Valley. Staff estimates that the burner would pay for itself within the first two to three years of operation. Cost of the burner is as follows, and would be shared between the Public Works Department and Light and Power: Air Burners, LLC, Palm City, Florida S-217 Air Curtain Burners (includes freight) $82,807 Budget: $ 12,000—101-5200-452-24-01 /p.155 Parks $ 5,000—101-5200-452-25-01 /p.156 Parks $ 65,807 — 502-7001-580-35-57 /p.323 Light & Power Cost: $ 82,807 Dir. Zurn discussed the operation of the burner stating that it is essentially a large box with a lid of air that burns, and re -burns, trees and slash down to ash. He stated that it operates efficiently with low emissions and little noise, and added that estimated maintenance costs for the burner are minimal, that current staff can be utilized to operate the equipment, and that the ash could possibly be used in the Town's sand/salt mix. The Committee directed staff to procure the required permit to operate the burner as soon as possible, stating the permit should be in -hand prior to ordering the burner, and to schedule a demonstration of the operation of Rocky Mountain National Park's air curtain burner to gather information regarding smell and smoke emissions. The Committee recommends this item as an action item for a future Town Board meeting with the date dependent on the ability to schedule a demonstration and tour around Rocky Mountain National Park's next scheduled operation of their air curtain burner. RECORD OF PROCEEDINGS Public Works Committee — March 13, 2008 — Page 2 MOUNTAIN PINE BEETLE MANAGEMENT ORDINANCE — REQUEST APPROVAL. The Mountain Pine Beetle is beginning its proliferation in the Estes Valley and the immediate adjacent forests. The Town is in a position to decide to actively manage this infestation through education, identification and enforcement. Estimates are that nearly 100% of Lodge pole pines, and up to 60% of Ponderosa pines will be lost to this infestation without active mitigation. Staff is recommending the adoption of an ordinance that would require the removal and elimination of infested trees on privately -owned properties, and would allow Town employees to access private properties to carry out these identification and mitigation processes. State of Colorado and Larimer County regulations addressing the management of the Mountain Pine Beetle are enforceable within the Town limits, but the resources of these agencies are currently stressed. With the adoption of this ordinance, enforcement would be through the municipal court and, if necessary, a referral to the Larimer County Forestry office. Through instruction provided by U.S. Forest Service area foresters, training in identifying beetle -infested trees is being provided to three Town employees and three members of the Tree Board. This training will provide the opportunity for Estes Valley residents to contact the Public Works Department to receive information about the beetle infestation and the identification of diseased trees. The Committee discussed: dollar amount of fines to be levied; amendment of the municipal court fine structure; the process to be followed for remuneration to the Town for mitigation; possibly budget in the future for enforcement; create Town ordinance or amend Larimer County ordinance to allow Town of Estes Park access to properties; get HOAs and landowners involved in identification process; and definition of infestation is key point missing in proposed ordinance. The Committee requests that staff provide a specific definition of what constitutes an infestation, and address methods to be used as notification to property owners related to infested trees and access to private properties. The Committee also requests that the public be notified of a public hearing regarding the mountain pine beetle ordinance to be held at an upcoming Town Board meeting, scheduled after the new Board is seated on April 8, 2008. GRAND ESTATES DRIVE RIGHT-OF-WAY DEDICATION — REQUEST APPROVAL. On September 17, 2007, the Estes Valley Planning Commission approved a development plan for 13 residential units on a 1.88 acre parcel zoned "A" Accommodations, located immediately behind the Travel Lodge. This right-of-way specifically relates to Lot 13 of the Schroeder Subdivision, located on the east side of Grand Estates Drive. The Public Works Director requested a condition of approval be to dedicate appropriate "half' right-of- way. The right-of-way requirements for Grand Estates Drive call for 22.5 feet from the centerline of the road, for a total width of 45-feet. Grand Estates currently has a right-of- way width of 30-feet (15-feet from centerline.) Therefore, an additional 7.5 feet is required, and to complete dedication by the property owner/developer, the Town Board must formally accept the right-of-way. The Committee recommends approval of the Grand Estates Drive right-of-way as outlined. STREETS DEPARTMENT TRUCK WITH SNOWPLOW & SANDER REPLACEMENT — REQUEST APPROVAL. The 2008 Vehicle Replacement Fund budget includes $75,000 for the replacement of the Street Department's 1998 Chevrolet 1-ton truck w/snowplow & sander. This truck is 10 years old with 36,485 miles, and has been incurring higher than average maintenance costs. It is within the Type 5 replacement parameters of five -six years or 50,000-60,000 miles. Bids were solicited with the following results: Burt Arapahoe Ford, Centennial, Colorado Gas Diesel RECORD OF PROCEEDINGS Public Works Committee — March 13, 2008 — Page 3 2008 Ford F550 4x4 w/plow & sander Trade Bid Price Phil Long Ford, Colorado Springs, Colorado 2008 Ford F550 4x4 w/plow & sander Trade Bid Price Spradley Barr Ford, Fort Collins, Colorado 2008 Ford F550 4x4 w/plow & sander Trade Bid Price Transwest GMC, Commerce City, Colorado 2008 Freightliner Sterling Bullet 4x4 w/plow & sander Trade Bid Price $79,760.87 $ 6,800.00 $72,960.87 $85,264.33 $ 6,800.00 $78,464.33 Gas Diesel $80,293.00 $86,636.00 $ 6,600.00 $ 66800.00 $73,693.00 $80,036.00 Gas Diesel $82,525.54 $88,139.62 $ 4,500.00 $ 4,500.00 $78,025.54 $83,639.62 Gas Diesel $88,707.00 $ 7,200.00 $81,457.00 Staff recommends purchasing a new 2008 Ford F550 4x4 with a gasoline engine, snowplow, and sander, from Burt Arapahoe Ford in Centennial, Colorado at a cost of $72,960.87. purchase as outlined at a cost of $72,960.87, from account 635-7000-435 34-42 budgeted. Trustee Homeier joined the meeting at approximately 9:00 a.m. CASH IN LIEU OF ACTUAL CONSTRUCTION POLICY — REQUEST APPROVAL. The current development code requires that publicly -owned improvements, such as roads and drainages, adjacent to or within a proposed development, be improved or replaced as a requirement of approval. When new development occurs within areas that have already been improved, a patchwork of public improvements can result. For example construction of code -required improvements may lead to new curb and sidewalk for only a few hundred feet, and varying roadway widths and thicknesses. Staff requests the implementation of policy wherein each individual circumstance would be evaluated to determine if the Town would benefit more from the construction of the code -required improvements, or by the acceptance of cash in lieu of these improvements. The funds would be utilized in the future as areas are reconstructed and/or improved allowing for entire projects to be engineered at one time assuring proper location and function. Discussion followed and is summarized: where in the development application/approval process would determination be made for cash payment instead of improvements; funds would be held in an interest bearing account; new, separate account would be established for funds; funds would be earmarked for improvements in area where the development is taking place; developer would do estimate of costs to be agreed upon by the Public Works Director; the Public Works Committee would provide arbitration if necessary; and more equitable way to distribute costs across all properties that enjoy the use of improvements. The Committee requests that staff return to next month's Public Works Committee meeting with an administrative policy, that includes a mediation and arbitration mechanism, for review. REPORTS. 1. Street Improvement Plan Report — Project Mgr. Sievers presented the Committee with a schedule of proposed street improvements for 2008-2009. He stated he is in contact with Xcel, Qwest, and the sanitation districts regarding their upcoming RECORD OF PROCEEDINGS Public Works Committee — March 13, 2008 — Page 4 projects when developing this schedule. The Committee requested that they be provided with the conditions of the pavement in streets, parking lots, and culverts at least twice a year to ensure that repairs and upgrades to infrastructure are being budgeted for in the future. There being no further business, Chairman Levine adjourned the meeting at 9:17 a.m. APPROVED MAR 2 5 2008 Cynt a Deats, Deputy Town Clerk BOARD OF T TRUSTEES