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HomeMy WebLinkAboutMINUTES Public Works Committee 1995-06-22BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee June 22, 1995 Committee: Chairman Gillette, Trustees Doylen and Miller Attending: All Also Attending: Town Administrator Klaphake, Public Works Director Linnane, Town Attorney White, Manger Sievers, Clerk O'Connor Absent: None Chairman Gillette called the meeting to order at 8:00 A.M. E.V.R.P.D. GOLF COURSE MANAGEMENT AGREEMENT - APPROVAL. Estes Valley Recreation and Park District (EVRPD) Director Gengler reported that the Board is seeking an amendment to the existing Operating Agreement for the Estes Park Golf Course. The District desires to renew the Operating Agreement for an initial five-year period, with an option to renew for an additional five-year period, including automatic one-year renewals following the end of either five-year period. The request is based upon the District's financial long-range planning, added security for lease -purchase agreements, and the security of a long-term agreement with the Town. Attorney White confirmed that there are no benefits to the Town to amend the Agreement as requested. The Committee recommends the Golf Course Management Agreement be returned to the Committee for further discussion, directing staff to supply copies of the original Agreement to Committee members for their review. PARK ENTRANCE ESTATES SPECIAL IMPROVEMENT DISTRICT - FORMATION. In a letter dated June 13, 1995, Town Attorney White reported on a meeting held with Park Entrance Estates property owners on May 31 for the purpose of outlining the procedural steps for the formation of the Special Improvement District for special improvement district bonds, and an election on November 7, 1995. A time schedule is as follows: At their meeting July 11, the Town Board would adopt a preliminary order adopting preliminary plans and specifications for the project. The order would include the cost of improvements, together with a map of the District and a schedule indicating the approximate amounts to be assessed upon the lots within the District. At their meeting August 8, the Town Board would adopt an Ordinance authorizing the improvements to be made. The Board would also direct staff to begin the process of placing the bond issue on the November 7, 1995 election ballot. At their meeting September 12, 1995, the Board would authorize the form of the ballot question for the bond issue, adopt any necessary resolutions or ordinances to place the question on the ballot, and determine exactly who would be eligible to vote. (If private placement of the bonds is successful, only those electors within the District would vote. If the bonds are placed in the public market, a Town -wide election would result.) Staff is recommending the Board adopt a resolution indicating that only registered electors who are owners of property within or residents of the proposed District would be eligible to vote on said question. In addition, the original petition did not contemplate water system BRADFORD PUBLISHING GO. RECORD OF PROCEEDINGS Public Works Committee - June 22, 1995 - Page 2 improvements in Block 1. If the homeowners desire to have the water system improvements in Block 1 included as part of the improvements, a petition signed by 50% of the properties to be assessed for the water system improvements must be filed with the Town on or before July 7, 1995. Attorney White advised that the schedule must be followed if the Town is to meet election guidelines. Public Works Director Linnane reviewed the project and explained that cost estimates have been calculated on the "high end" to ensure sufficient funds are collected; otherwise, should the bids exceed bond funding, the entire election process must again be initiated. The property owners should assume they will incur high - end costs. Concerning roadways, it is difficult for an existing subdivision to comply with Town standards, and staff has determined that said standards could be relaxed to: 20' roadways, 131/2% slopes, and 70' radius curves. Various maps of Park Entrance Estates were displayed which detail staff's plans for the roadways, which include culverts, competent drainage, and asphalt. These improvements will necessitate any utilities in existing roadways to be relocated. Cost estimates for improvements were based upon similar projects, and they are estimated using a 10-year loan with 6-3/4% interest. Attorney White confirmed that the 10-year period is standard. In addition, it must be established that the improvements will increase the value of the property. For comparison purposes, staff prepared the cost estimates providing low and high ranges; however, listed below is staff's summary: Roadway Cost Range, Blocks 1 and 2 (low to high cost ranges) $225,000 - $360,000 $7,500/lot - $10,600/lot $1,050/yr. to $1,500/yr. Block 2 Water Cost Range (low to high cost ranges) $65,000 - $90,000 $6,000/lot - $8,200/lot $900/yr. - $1,150/yr. Block 1 Water (low to high cost ranges I. $180,000 - $275,000 $9,500/lot - $14,500/lot $1,350/yr. - $2,000/yr. The above costs per lot were based upon on less lots than actual. To be safe, the costs per lot will remain the same and the total costs will increase. Also, the above cost ranges do not include tap fees of $4,000±/lot. Director Linnane reported that consultants were furnished the design prepared by property owner Ralph Hopper for water improvements for Block 2. If a property has an existing water tap, they will not be required to purchase another. Staff explained that costs are higher to provide water in Block 1 due to the distance to existing water connection points. Administrator Klaphake commented that a contingency must be included; assessments are based upon "actual costs"; and the low- BRADFORO PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - June 22, 1995 - Page 3 range costs may be unrealistic. Regarding Block 1 water improvements, Park Entrance representatives noted that unofficially, it does not appear that these specific improvements will be included in the project. Attorney White clarified that in order to vote on this ballot question, a person must be a Colorado registered elector. Then, the person must own real property within the District at which the person resides, or a renter, if registered to vote, of property within the District. Concluding all discussion, the Committee recommends (1) staff proceed with preparation of a packet for the July 11 Town Board meeting, and (2) Town Administrator Klaphake be authorized to contact financial institutions to explore the market. LAKE ESTES HIKE/BIKE TRAIL PROJECT - REOUEST APPROVAL OF CHANGE ORDER. Change Order 002 is a decrease of $4,208.00 as the centerline striping and bollards were eliminated, and the asphalt patching was less than anticipated. Total deductions to date are $9,200.00. The Committee recommends approval of Change Order #002. Due to a scheduling conflict, Chairman Gillette expressed his apology in being absent at the Lake Estes Hike/Bike Trail Ribbon Cutting Ceremony held June 16. The Chairman applauded the efforts of the Town, particularly Bill Linnane, and reviewed the chronology of the Trail beginning in 1993 when Gregg Filsinger, Jr. appeared before the Public Works Committee requesting bicycle paths. A Hike/Bike Master Plan was developed and in November, 1993, the EVRPD, Larimer County, and the Town entered into an Intergovernmental Agreement. The Town submitted an ISTEA Grant and received funding. In January, 1994, GoCo funds were made available and Town was successful in this application. The Town was successful in their grant applications in part, due to the efforts of Trustee Doylen, Director Bill Linnane, Sr. Planner Joseph, and Secretary Kilgore. RMC worked on the design/scope of services and coordination was achieved with the BOR and DOW. The Town was responsible for 79% of the funding for this project, with EVRPD and Larimer County each contributing $50,000. A Hike/Bike Task Force, consisting of Larry Wexler, Gregg Filsinger, Jr., Bill Linnane, and Dan Speedlin, and the Advisory committee consisting of Larry Wexler, Les Foiles, Joan Childers, Amy Plummer, Jerry Donner, Randy Repola, Gregg Filsinger, Jr., Bob Joseph and Bill Linnane were also commended for their participation. RMC Representative Kerry Prochaska reported that his firm works with other municipalities, and, due to the immense process of applying for ISTEA funding, other municipalities have elected not to pursue application, financing projects in-house. WATER DEPARTMENT WATER LINE PROJECT - REOUEST APPROVAL OF CHANGE ORDER Kerry Prochaska/RMC presented a change order for the Old Church Shops portion of this Project. The change order is necessitated due to: (1) a leak of existing (albeit unknown) unknown utilities ($1,000); and (2) installation of a new fire hydrant ($3,500), for a total of $4,500. Director Linnane advised that the original contract amount was $234,961; and the total change order total is now $15,600. The actual project budget is $250,000. Staff confirmed that, due to cancellation of the $30,000 Highway 7 Project, adequate funds are available to fund this project to completion. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - June 22, 1995 - Page 4 The largest single portion of the Project is asphalt, and changes have occurred due to differing thickness levels. CDOT requires that new asphalt match existing levels and, RMC has determined that these levels vary between 2" - 6". Asphalt tonnage has doubled to approximately 17,000 tons. A discrepancy was found with this figure, and Director Linnane directed RMC to verify the asphalt depth and compare same with the tonnage tickets. The Committee recommends approval of the change order, with RMC and staff to verify asphalt tonnage and so advise the Committee. LOT 8, STANLEY HISTORIC DISTRICT UTILITY EASEMENT - OWNER REQUEST EASEMENT GRANT. The owner of Lot 9 is requesting an easement from the Town to cross Lot 8 to tap into an existing manhole. Lot 8 is an open space lot. Discussion followed concerning standard easement fees and Administrator Klaphake confirmed that the previous property owner deeded this lot to the Town at free of charge, and when the Town accepted the parcel, it was anticipated utility hookups would be requested. the Committee recommends approval of the request for an Easement Grant on Lot 8, contingent upon staff designating the easement on -site, with little or no disturbance to occur on Lot 8. FUEL TANK REHABILITATION AND SITE STUDY - REQUEST APPROVAL OF SCOPE OF SERVICES. RMC submitted a scope of services and cost of engineering services for the Town's fleet fueling system. The existing system is comprised of four tanks that are 19-21 years old, a pressure -type distribution system, dispensers and PIN control system. In general, every facet of the existing system must be modified by 1998 to comply with the EPA regulations. The purpose of the study is to determine the most feasible and economical alternative to comply with said regulations. Six alternatives were presented for a total cost of $7,280. A detailed cost estimate for each alternative will be prepared for the budget process. Staff confirmed that the Department currently stocks three types of fuel and when replacement is completed, only diesel and unleaded will be supplied. Study completion is anticipated by August 14, 1995. The Committee recommends approval of the Scope of Services, not to exceed $7,280 submitted by RMC. MAIL BOX CLUSTER UNITS - REQUEST APPROVAL TO EXPEND BUDGETED FUNDS. The 1995 budget contains $23,000 for the construction and installation of NBU's. This is Phase III of this project, and it should provide neighborhood mail delivery to those citizens that reside along the Highway 34 corridor from Lone Pine Acres to the Fail River Valley. Manager Sievers reviewed potential unit locations (17) and reported that neighborhood meetings were scheduled June 22. The Committee adhered to existing policy whereby there is one cluster box unit/subdivision, with a maximum of 48 units per location. There is no individual cost for this Program, and the units are being located on Town property, right- of-way or open space. The final phase (1996) will include the downtown area, south of Wonderview Ave. and W. Elkhorn Ave. Director Linnane confirmed that new developments are apprised of the cluster box installation program and such are included in their plans. Staff requested authorization to immediately proceed with bidding and construction following public meetings scheduled June 22 with Town Board approval scheduled June 27th. The entire budget will be used to provide service to approximately 700 households or as many as possible without exceeding the budget. The Committee reiterated BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - June 22, 1995 - Page 5 that the Cluster Box Mail Delivery Program was mandatory for the entire Town; however, residents are being heard on where units are being located. The Committee recommends staff be authorized to expend the budgeted funds as further defined above. REPORTS. The Committee reviewed the Customer Service Response and Water Reports for May, which indicate that due to heavy rainfall, water sales are down 11%. The Committee complimented the extra efforts of the Water Dept. during the high flow of seasonal run-off. The Department was successful in preventing any water quality problems. Director Linnane praised all entities offering assistance during the substantial run-off this season: Fire and Police Dept., all Public Works employees, and Robert Burkhardt/Eagle Rock School. Eagle Rock School provided 20 students who filled 1,200 sandbags in two hours. Mr. Burkhardt offered this very timely assistance. Village Pizza, Subway and McDonald's were also commended for donating food to work crews. Staff believes the high-water threat has ceased; however, the Dept. will closely monitor thunderstorms of extended periods of time. Staff reviewed the Highway 7, Highway 34, and Elkhorn Avenue Overlay Projects which will are scheduled for Summer, 1996. Highway 34 east to Loveland is currently be overlayed. As stated in prior Committee meetings, residents are urged to meet with the Public Works Dept. to review upcoming CDOT construction on Highways 7 and 34. There being no further business, Chairman Gillette adjourned the meeting at 9:44 A.M. fie/ Vickie O'Connor, CMC/AAE, Town Clerk