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HomeMy WebLinkAboutMINUTES Public Works Committee 1999-04-15BRADFORO PUBLISHING CO. RECORD OF PROCEEDINGS /Public Works Committee April 15, 1999 Committee: Chairman Baudek, Trustees Barker and Jeffrey Attending: All Also Attending: Assistant Town Administrator Repola, Public Works Director Linnane, Manager Sievers, Clerk O'Connor Absent: None Chairman Baudek called the meeting to order at 3:30 p.m. HIGHWAY 7/COUNTRY CLUB DRIVE — CITIZEN REQUEST FOR BUS STOP SIGN — UPDATE (Moudry). A request for additional signage on Hwy. 7 near the Avalon/Country Club Dr./Hwy. 7 intersection was discussed at the March Public Works Committee meeting. Staff was directed to visit the site during periods when the bus stopped on school days. Staff visited the site twice and the Police Dept. performed a vehicle speed check and traffic count at the location for over a one -week period. In a memorandum dated April 12th, Deputy Chief Filsinger reported that Police Officers performed traffic counts on Hwy. 7 at Country Club Dr. during pick-up/drop-off periods. So as to maintain the integrity of the data, vehicles driving under 35 mph were not included in the traffic counts. Traffic counts determined that 99.8% of the vehicles (926) were well within the posted speed limit. Public Works Dept. staff witnessed that there are a number of vehicles traveling along Hwy. 7 during the school bus pick-up and drop-off periods, and concur with the Police Dept. that all of the traffic abided by the traffic laws on those occasions. The sight visibility along Hwy. 7 is adequate, as it is greater than 500' in both the north and south directions. In accordance with the Manual on Uniform Traffic Control Devices (MUTCD), a "School Bus Stop Ahead" sign is not warranted as the site visibility distance is greater than 500'. Staff did witness that most of the school children (aged 8-12) walked northbound on the east side of Avalon to reach the bus stop area. There were no school children or other pedestrians were observed walking along Country Club Drive. Staff also noticed that there was a relatively high amount of construction traffic traveling north and south along Avalon. The conflicting situation between school children and traffic along Avalon was, and is, a concem. Along Avalon, there is a crest of a hill followed by a substantial dip or valley prior to the Hwy. 7/Avalon bus stop area. The sight distance for vehicles/pedestrians is less than 500 feet and a "School Bus Stop Ahead" sign is warranted. Also, a wider dirt shoulder and travel lane stripe delineation would aid in the safety of the school children on their way to and from the bus stop. The addition of large rocks along the perimeter of the bus stop area would eliminate any vehicular traffic crossing the bus stop "island." To further enhance the safety of school children at the bus stop, a "No Motorized Traffic" sign could be relocated to the area adjacent to the point of the island and the bike path. Director Linnane reviewed a sketch of the area that further clarified the following staff recommendations that should enhance the safety of school children and motorists: BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee — April 15, 1999 - Page 2 1. Add a "School Bus Stop Ahead" sign on Avalon. 2. Add a stripe delineation along the east edge of Avalon. 3. Widen the east shoulder of Avalon as much as possible. 4. Place a rock perimeter along the school bus stop area. 5. Relocate a "No Motorized Traffic" sign to the point of the school bus stop area. 6. Additional school bus stop warning signs are not warranted on Hwy. 7. Trustee Jeffrey commented on fluorescent signs she had observed in Denver, and staff confirmed that CDOT was contacted. This new fluorescent sign is allowed for: school bus stop ahead, pedestrian and bike crossing, and the like. The standard yellow color or florescent color is acceptable; however, all signs must be the same color. Staff has requested CDOT to replace their signs with the new color when it is appropriate. Trustee Barker questioned the ownership of the peninsula, and Director Linnane responded that the area is owned by the State, with the far east section owned by the Town. Mail boxes must be relocated to accommodate improvements, and the Public Works Dept. will also tend to this portion of the project. Linda Moudry commented that she is immensely appreciative of staffs proposal. Ms. Moudry was advised that all of the work may not be completed prior to the school summer vacation; however, a major portion of the work should be completed by June. The approximate cost is $500.00, and following discussion, the Committee recommends approval of the six items recommended above. BOOTH RESUBDIVSIION — PROPERTY OWNER REQUEST FOR UTILITY EASEMENT VACATION REQUEST. The owner of the above property (Maria H.Y. and Johnson W.K Lin) is requesting that a power line easement and utility easement be vacated. The Light and Power and Water Depts. have verified that the associated utilities within these easements have been abandoned and those easements are no longer needed. During the development plan process of this lot in 1993, the Public Works Dept. required the developer to vacate these easements and dedicate new easements for the new electric and water lines. The Public Works Dept. followed up and made this comment on the building permit routing slip. Unfortunately, the construction of the multifamily dwelling units was completed without the developer fulfilling these conditions. The developer is now attempting to sell the units as condominiums and a potential contract is being delayed until the easements are vacated. Staff is suggesting approval of the vacations with the stipulation that the developer: (1) dedicate new easements prior to the vacations, and (2) pays for all attorney fees. Van Horn Engineering has prepared and submitted legal descriptions for vacation. Trustee Baudek questioned how the building permit was issued without this condition being met, and staff advised that the Town has not historically delayed developments. Discussion followed on initiating failsafe methods to prevent reoccurrence, and with additional staff in the Building Dept. this type of incident can hopefully be avoided. The Committee recommends approval of the vacation request contingent upon both stipulations identified above. EAST RIVERSIDE DRIVE — PROPERTY OWNER VACATION REQUEST. Julia Spencer, the owner of 264 E. Riverside Dr. has a buyer for her property (south of Ivy St.), and building encroaches approximately 4.2' into the right-of-way. Due to the encroachment, the title company will not issue title insurance. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee — April 15, 1999 — Page 3 The owner has requested the Town vacate the property. Rather than vacate the right-of- way, Town Attorney White has recommended that a temporary easement be dedicated. The buyer and owner have agreed to the following: 1. Not to allow any dwelling of that unit until the encroachment is removed. 2. To remodel the building and remove the encroachment within one year from June, 1999. 3. The easement would be recorded as a one-year easement. At the end of one year, the easement would no longer exist. 4. To pay for all attorney fees associated with the easement process. Lonnie SheldonNan Horn Engineering confirmed that the new buyer intends to quickly remodel, that the property will be re -surveyed, and that the vacation request should be renamed an encroachment easement, not a road encroachment. As the easement will help expedite the removal of the encroachment and help alleviate an unsafe condition, staff supports the request. The Committee recommends approval of a temporary easement along with the four items identified above. FISH HATCHERY RENTAL HOUSE #2 ROOF REPLACEMENT — REQUEST APPROVAL TO PROCEED. In a memorandum dated April 15, 1999, Manager Sievers reported that the Fish Hatchery property was acquired in 1983. There are four buildings used for storage, and three residences. The homes are used for Town employee housing. The roof on House #3 is in need of replacement as it has been patched several times. Local bids were solicited: Apex Roofing $5,600 Hall's Roofing 7,985 The budget estimate was $9,000, and staff is suggesting accepting the low bid, with an additional $1,400 to be held in contingency should any unforeseen difficulties arise, for a total expenditure of $7,000. The Committee recommends accepting the low bid in the amount of $5,600 submitted by Apex Roofing, plus a contingency of $1,400 for a total expenditure of up to $7,000 for this roof replacement. A 30-year life expected on the roof. AERIAL MAPPING PROJECT SCOPE OF SERVICES — REQUEST TO AWARD BID. A basemap is a map onto which all other layers are overlaid, the foundation for a GIS. It consists of: roads, utility poles, building footprints, water features, contours, light and power features, and all man made features. The Town's existing basemap, which was prepared in 1979 by Kucera, is on mylars. It has been an extremely useful tool for 20 years. It was determined that the existing basemap needs to be replaced with a digital basemap that could be loaded onto the Town network and used by all employees simply by accessing the network rather than by looking for a hard copy. The Town budgeted in 1999 and 2000 to replace the existing mylar basemaps with new digital basemaps. By replacing the 1979 basemap, the Town will accomplish several objectives: A Maps in digital form. Advantages include: o Maps can be reproduced many times via the plotter. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee — April 15, 1999 — Page 4 o Different types of maps can be assembled into one composite map easier e.g., water Tine maps can be overlaid onto the new basemap of roads. o Maps are accessible to employees via the network so collaboration among employees on projects is more efficient. a Improved customer service. o Maps will encompass the entire Estes Valley. ➢ Maps in layers. Advantages include: o Roads, water lines, building footprints, each one a layer that forms the new basemap onto which other maps can be overlaid. o Layers can be toggled on or off to show only the data needed. > Databases attached to map features. Advantages include: o The ability to query a map and see the results. e.g. search for total acreage in a particular subdivision, search for Planning Commission comments, search for the age of a section of water line. Staff budged $80,000.00 in 1999, and $45,000.00 in 2000, for a total budget estimate of $125,000.00. The Water and Light & Power Departments each budgeted 38%, and the General Fund budgeted 24%. RFPs were sent to seven consultants for the aerial mapping in the boundary of the Comprehensive Plan, and the following responded: 1999 2000 Total Kucera* $40,700 $40,700 $ 81,400 Aero-Metric $73,510 $54,785 $131,295 *Kucera will deduct $1,000.00 if all work is completed in 1999. They would reduce manpower so that re -start in 2000 can be eliminated. These prices do not include any contour base mapping. The contour base map portion will be performed in the year 2000 and the proposed Year 2000 budget can accommodate this phase. The bids did not include any contour mapping. The preliminary estimate for contour maps is $55,000. At budget time, staff will request the contour portion as a year 2000 budget item. The Public Works Dept. is recommending Kucera be awarded the bid for the Aerial Mapping Project as they are very familiar with the Town's needs and objectives. GIS Specialist Shawn Kraft clarified accuracy issues, how the 188 sections will be placed on the computer network for access throughout the organization, and manipulation capabilities.. Staff also recommends completing the entire project in 1999 at a savings of $1,000.00. This will allow staff to keep the mapping current, starting the first of the year rather than waiting one or two years. The $400.00 over -budget may be financed by the Light & Power and Water Depts. The Committee recommends completing the entire project in 1999 for the low bid in the amount of $81,400.00 minus the $1,000 deduction, for a total expenditure of $80,400.00 as submitted by Kucera. Public Works Director Linnane expressed his appreciation to Shawn for a job well done. B RADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee — April 15, 1999 — Page 5 EQUIPMENT PURCHASES — APPROVAL. Riding Mower. The Parks Dept. is currently using two Walker Co. mowers for mowing the parks areas. One mower (G-96) is a 1988 Walker Co. mower with over 600 hrs., and was scheduled for replacement due to its age and dependability needed during summer mowing. This equipment qualifies for replacement in accordance with the Town's Vehicle Replacement Policy. The Walker Co. mower is preferred because of its maneuverability and easy operation. Bids were requested from two different Riding Mower Dealers: Mac Equipment, Inc. $9,299.08 - 1,750.00 w/trade-in of G-96 Total Cost $7,549.08 Bath Power Equip. $9,238.75 - 1,000.00 w/trade-in of G-96 Total Cost $8,238.75 The 1999 Parks Department budget includes $10,000.00 for mower replacement, and staff is requesting approval to purchase the Walker Co. mower from Mac Equipment. Skid Steer Tractor. The Parks Dept. is presently using a small snow plow tractor to plow the parks and trail areas. The budget includes a larger multi -use tractor with plow to plow these areas, with a larger bucket, backhoe, nursery jaws (for lifting tree balls and plant pallets), and the ability to run a grinder to level sidewalks and asphalt. Bids were requested from two Skid Steer Dealers: Skid Steer Nursery Snow Plow Backhoe Total Cost Jaws Blade Colorado Machinery $21,032.00 $4,125.00 $1,642.00 $9,470.00 $36,269.00 Faris Machinery 24,095.00 4,050.00 1,505.00 6,295.00 35,945.00* *Note: The Faris Machinery bid does not meet specifications. Colorado Machinery includes update to a new machine annually for $500.00. The 1999 Parks Dept. budget includes $35,000.00 for a multi -use tractor, and staff is requesting approval to purchase a new Bobcat Skid Steer with attachments from Colorado Machinery. Funding the $1,269.00 over budget from the excess funds ($2,451.00) not used in the Walker Mower purchase. Fleet Supt. Mahany identified how the Faris bid did not meet specifications, and commented on the Colorado Machinery annual replacement policy, whereby the Bobcat would be annually replaced if it has less than 300 hrs.; the Town would only conduct service work. Concrete/Asphalt Planer/Grinder. The Street Dept. currently has to rent a tractor and planer/grinder to level sidewalks (concrete) and asphalt when needed. A planer/grinder will help maintain level sidewalk seams and asphalt seams (from overlays and patches), and this item is included in the 1999 budget. The planer/grinder would be run by the Parks Dept. bobcat skid steer tractor. Two bids were requested for a planer and water kit (dust control): BRADFORO PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee — April 15, 1999 — Page 6 Planer/Grinder Water Kit Total Cost Colorado Machinery $10,980.00 $1,105.00 $12,085.00 Faris Machinery 8,755.00 880.00 9,635.00* *Faris Machinery bid does not meet specifications due to the blade width. The 1999 Street Dept. budget includes $12,000.00 for a sidewalk concrete/asphalt grinder, and staff is requesting approval to purchase the equipment from Colorado Machinery. Finishing discussed. The Committee recommends approval of the following equipment purchases: riding mower for $7,549.08 from Mac Equipment; Skid Steer Tractor for $36,269.00 from Colorado Machinery, with the budget deficient being funded from the budget excess from the riding mower; and the concrete/asphalt planer/grinder for $12,085.00 from Colorado Machinery, with the budget deficiency being funded from the budget excess from the riding mower. Public Works Director Linnane commended Supt. Mahany for his work on the equipment purchases. 1999 WATER LINE REPLACEMENT PROJECT — REQUEST AUTHORIZATION TO BID. At the February Public Works Committee Meeting, the Committee approved the Design and Construction Management Scope of Services for the 1999 Water Line Project, and Staff is now requesting approval to bid the project. The 1999 Budget is $500,000. The Committee recommends staff be authorized to bid the project. REPORTS. Director Linnane reported on an Open House scheduled at 5:45 p.m. prior to the Town Board Meeting April 27th to review the Upper Front Range Regional Transportation Plan. County Commissioner Disney and Debbie Zermuehlen from Felsburg Holt & Ullevig will formally present the Plan's preliminary priorities to the Town Board at 7:00 p.m. There being no further business, Chairman Baudek adjourned the meeting at 4:33 p.m. Vickie O'Connor, CMC/AAE, Town Clerk APPROVED APR 2 7 1999 TOWN OF ESTES PARK BOARD OF TRUSTEES