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HomeMy WebLinkAboutMINUTES Public Works Committee 1995-01-26BRAOFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee January 26, 1995 Committee: Chairman Gillette, Trustees Doylen and Miller Attending: All Also Attending: Town Administrator Klaphake, Public Works Director Linnane, Clerk O'Connor Absent: None Chairman Gillette called the meeting to order at 8:02 A.M. ESTES VALLEY RECREATION DISTRICT (EVRPD) GOLF COURSE MANAGEMENT AGREEMENT -RENEWAL. Pursuant to the 18-hole golf course remodeling project in 1990 where the Town formed the Building Authority and issued bonds (COPs), the EVRPD and Town executed a 5-yr. Management Agreement for said golf course. Notice of renewal was due June 1, 1994 and District Chairman Repola advised that due to an oversight by the EVRPD, notice of renewal was not issued until November 29, 1994. The District is seeking an additional 5-yr. renewal period. Paragraph 15 of the Agreement states that "This Agreement shall automatically renew for additional one-year periods following either the end of the first five-year term, or the second five-year term, whichever is applicable, unless this Agreement is terminated by either party..." Chairman Repola stated that this property is extremely important; payments from the golf course improvement fund are making the bond payments; and the 5-yr. term assists in the District's planning and projects. In addition, the District is reviewing a multi -year commitment for new golf carts and they would like a 5-yr. renewal due to financing of these carts. Based upon Paragraph 15, the Committee believes the Agreement has automatically been renewed for one year to January 15, 1996, and no further action is necessary at this time. Chairman Gillette confirmed that the Agreement is binding and serves both agencies well, the Town is pleased with the District's management, and that this discussion is not to be perceived as the Town intends to seize operations of the golf course. When the District submits their renewal notice (prior to June 1, 1996), items of discussion will include a 5-yr. renewal option, and the financing for the new golf carts. Staff reported that a written memorandum addressing the automatic renewal language contained in Paragraph 15 will be obtained from the Town Attorney. STREET CUT STANDARDS - REOUEST AUTHORIZATION TO UPDATE. Public Works Director Linnane advised that staff has confirmed that the Town's street cut standards are very lenient as compared to CDOT and County standards which is affecting the integrity of the roadways (i.e. settlement and cracks). The street cuts require increasing amounts of maintenance and results in less than smooth surfaces. Director Linnane reviewed Manager Sievers' memorandum identifying an 18-item list of potential revisions, and of particular note were: 1. CDOT requires a 50' overlay on either side of the trench, the full width of the street. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - January 26, 1995 - Page 2 2. All wheel or saw cuts in asphalt be straight lines. 3. To eliminate settlement, require the contractor to perform soil compaction tests during backfill for all trench work. 4. Encourage/mandate use of a flowable backfill. 5. Contractor to be held solely responsible for meeting all requirements. A range of permit fees for several counties was also reviewed, and staff confirmed that the current permit fee does not cover the cost of inspection. Director Linnane confirmed that utility agencies are contacted well in advance of street overlaying in an attempt to coordinate all street work prior to asphalting; however, this procedure does not eliminate street cuts. Manager Sievers noted that the standards were revised approximately five years ago and all excavating contractors were advised in writing - this procedure will again be followed. The Committee recommends staff prepare and submit a draft street cut permit to the Committee which will include a revised rate structure, and advise excavation contractors of the meeting where they may offer their comments. U. S. POSTAL SERVICE - DOWNTOWN MAIL DELIVERY. During a recent Community Breakfast meeting, Vivian Moyers inquired why home mail delivery is unavailable for the downtown area. Staff reported that when the Postal Service and the Town negotiated the cluster box project, the Post Office denied door to door service. Individual rural boxes were offered at centralized locations and the Town rejected this option and decided on the centralized cluster boxes. Postmaster Glowacki reported that during past discussions, the Post Office submitted two proposals for downtown delivery, and that this service would negatively impact all mail box rentals: the smallest box rent is $8.00/yr. and it would be increased to $20.00/yr.; the largest box rent is $55.00/yr. and it would be increased to $144.00/yr. The increase is put in place as mail delivery would be available to everyone and the mail boxes become a premium service. In addition, businesses would be required to install mail slots or designate places for mail delivery/pickup, the sidewalks (particularly the north side of Elkhorn Ave.) must be free of snow, and designated parking spaces along Elkhorn Ave. must be provided from approximately 11:30 A.M. - 3:00 P.M. Monday through Saturday. The requirements listed above are also based upon Postal Service criteria of delivery within a 1/4-mile radius of the Post Office. Elaine Nelson, Delivery Program Officer/U. S. Postal Service stated that businesses can have door to door delivery or centralized delivery --centralized delivery is encouraged as it is' more economical; centralized delivery would also cause the box rents to be increased. Director Linnane reported cluster box installations are being scheduled in five phases, and that two phases encompassing the south end have been completed. The Third Phase location includes the Lone Pine Area; Phase 4 is along Fall River; and Phase 5 is down Riverside/Moraine. These phase locations are preliminary and may change. A total of $23,000 has been allocated for each phase. Ms. Moyers commented that mail delivery was available to all residential and business customers at her former residence. In BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - January 26, 1995 - Page 3 Estes Park, the Post Office gave her the option of installing a private rural box --a service for which she must pay. Discussion followed, with Chairman Gillette noting that the Postal Service and Town must work together for the needs and desires of all citizens. The Committee recommends the Postal Service submit a revised proposal, in writing, for downtown mail delivery, taking into consideration the Town concerns which include, but are not limited to, door to door delivery for businesses without negatively impacting rental fees for the boxes. The Committee thanked Postal Service representatives for their report. PARK ENTRANCE ESTATES - DISCUSSION ON SPECIAL IMPROVEMENT DISTRICT AND REQUEST FOR APPROVAL OF SCOPE OF SERVICES FOR ROADWAY AND WATER LINE DESIGN. Park Entrance Estates was annexed in 1994. The Annexation Agreement specified that the Town would assist in the formation of a Special Improvement District (S.I.D.) for roadway improvement (asphalt, drainage facilities, etc.) for Blocks 1 and 2, and water main improvements for Block 2. Formation of the S.I.D. requires voter approval, and assuming the District if formed, an election would be held in November, 1995. Staff advised that the affected homeowners were aware of the cost estimates prior to annexation. The Committee reviewed the scope of services which includes preliminary engineering, final design and construction management engineering and time schedule. Cost estimates for four scenarios are being included in the RFP to determine the best alternative: roadway and water main for Blocks 1 and 2; roadway only for Blocks 1 and 2; roadway for Blocks 1 and 2 and water main for Block 2; and water main installation for Blocks 1 and 2 after roadway construction. Bid results are as follows: Van Horn Engineering $25,570 Estes Park Surveyors 33,200 Rocky Mountain Consultants 50,260 The specifications were vague with respect to the construction management which has been clarified with all three engineering firms --all are satisfied with the bidding process. Therefore, approximately $7,200 (250 hours) will be added to Van Horn's bid (low bidder) for a total bid of $32,770. (Identical hours were added to Estes Park Surveyors' bid, and Van Horn remained the low bidder.) Discussion followed, with the Committee recommending the adjusted low bid not -to -exceed $32,770 submitted by Van Horn Engineering be accepted. VEHICLE PURCHASE - REQUEST APPROVAL. The 1995 Budget includes $80,000 for a new snowplow and dump truck. Staff requested authorization to proceed utilizing the State Bid/Sole Source Bid process where Rocky Mountain International (cab and chassis) Trucks and MacDonald Equipment (plow/dump truck components) would provide the vehicle for $81,423.00. A $600 rebate is being offered by MacDonald Equipment to display the truck at the Estes Park Snow and Ice Conference, reducing the cost to $80,823. The truck is over -budget by $823, however, certain line - item accounts could be adjusted to cover the deficit. The life expectancy of the new truck is approximately 10 years. The Committee recommends staff be authorized to purchase the vehicle as defined above for $80,823, suggesting staff attempt to raise the $600 display price. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - January 26, 1995 - Page 4 1995 WATER LINE PROJECTS - REOUEST APPROVAL OF SCOPE OF SERVICES. The Committee reviewed Rocky Mountain Consultants (RMC) scope of services which includes preliminary and final design for portions of West and East Elkhorn and Big Horn Drive. Staff negotiated the price down to $23,594 which is below the budget estimate of $37,500. If project construction cannot be completed prior to Memorial Day, it will be delayed until after Labor Day. Affected property owners have not yet been notified of the project. The Committee recommends acceptance of the not -to -exceed price of $23,594 for the Scope of Services submitted by RMC. GLACIER CREEK STORAGE TANK - REQUEST APPROVAL OF SCOPE OF SERVICES. RMC submitted a scope of services for engineering services related to the Glacier Creek 1-million gallon treated water storage tank in the amount of $45,640. Staff has been negotiating with the YMCA to place the tank on their property and their condition of approval is that the project be completed prior to Memorial Day or after Labor Day. Director Linnane confirmed that this project is included in the 1995 Budget, therefore the Committee recommends acceptance of the not -to -exceed price of $45,640 submitted by RMC. LAKE ESTES HIKE/BIKE TRAIL - REOUEST APPROVAL OF CHANGE ORDER. Staff requested approval of a $960.00 change order for two additional culverts along the north shore of Lake Estes necessitated due to drainage concerns. The Committee recommends approval of the change order as presented. Any future change orders will be collected and jointly submitted for approval. REPORTS. CDOT Highways 7 and 34 Projects. CDOT initially scheduled these projects for the Spring/Summer of 1996. Right-of-way negotiation for Hwy. 34 is minimal; however, Hwy. 7 requires significate right- of-way acquisition. The projects will now be separated and Hwy. 34 will be completed in 1996 and Hwy. 7 in 1997. CDOT held a citizen input meeting concerning these projects and a newsletter will be published for all affected property owners, including the Town Board. A meeting specifically for hotel owners along Highway 34 is also scheduled. CDOT Highways 34/36 Bridge and Intersection Project. Replacement of the Hwys. 34/36 bridge and intersection widening are now #3 on CDOT's Front Range Priority List. This project is not included in the current 5-yr. Program; however, CDOT confirmed that it will be included in the next 5-yr. Program. This project may be joined to the underpass project for the pedestrian walkway. CDOT Elkhorn Avenue Overlay Project. This overlay project encompasses Elkhorn Ave. from the Hwy. 34/36 Intersection west to West Park Center. CDOT has verbally agreed to include "milling" which will prevent the roadway from having a drastic crown. Town staff will notify all business owners along Elkhorn Ave. of this 1996 project in order that they may save approximately $2-6,000 in asphalt costs for the replacement of their water and sewer service lines. Staff is aware of the Town's sensitivity to the tourist season, and will advise CDOT that the project cannot take place in mid -summer. CDOT Highway 7 Realignment. Mr. and Mrs. Robert Mann requested clarification on the Hwy. 7 realignment project relative to their residence on Pinewood Dr. in Carriage Hills. CDOT initially requested right-of-way from the Mann's; however, they have since relocated the new highway east approximately 20' and the right-of- BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - January 26, 1995 - Page 5 way is no longer required. The open space will be utilized and this use does not violate the Annexation Agreement. A new 8'-wide asphalt separated bikepath will be constructed. Due to funding, the project may conclude at Scott Ave. or Peak View. The Committee received an overview of the entire project, beginning at the Holiday Inn. Each business will be limited to one access point; the curb, gutter and sidewalk will be constructed on both sides of the highway up Graves Ave. - the sidewalk is discontinued at this point and an 8' detached bikepath will begin and continue to Carriage Drive. At Graves Ave., the five lanes will be reduced to 3 which includes a turning lane. The proposed loss of trees at Pine Knoll Apartments, Morgan St., Lexington Lane and Community Drive has been minimized; however, some trees in the landscaping island at the Conference Center may be lost or transplanted. The Park Supply, Timberline Restaurant and other areas will receive improved access, curb and gutter and safety will be greatly improved. A 2'± retaining wall will be constructed in the highway right-of-way at the Barleen Theater site, thus they will not loose any parking spaces. The access will also be improved at the Diamond Shamrock/bowling alley entrance. Parking in front of Village Square will be transformed from diagonal to parallel. The drawings are available in the Public Works Department, and staff urged all affected property owners to review them. The above information was determined by CDOT--staff's role is only that of reporting. The Committee commended Director Linnane for his work on this project. CDOT Highway 34 Realignment. This project begins at the east side of the Stanley Village driveway, east to Lakefront Street, approximately 5,000'. A 6' bikepath (staff is requesting consideration to 8'), is being planned along the south side, and curb and gutter is proposed along the stables frontage and along the south side of the highway from the Catholic Church to Lakefront St. The recent sidewalk installed at the Chamber of Commerce on the south side will be connected to a new bikepath. The Committee reviewed the monthly Customer Service Response and Water Reports. Staff was unable to verify whether the Augmentation Plan was filed by the Town Attorney, and will confirm this action as soon as possible. The community responded to the request to eliminate refuse from Christmas Trees for the tree chipping program, and 880 trees were processed. Due to the community's cooperation, this project will continue. The Chairman noted that a citizen suggested the community use live trees for Christmas and then plant them in lieu of chipping. There being no further business, staff requested an executive session to discuss property acquisition negotiations. Receiving consensus to enter Executive Session, Chairman Gillette adjourned the meeting at 10:51 A.M. APPROVE t FEB 1 4 1995 TOO OF ESTES PAM 6? RD OF Tb: iS Vickie O'Connor, CMC, Town Clerk