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Home My WebLink AboutMINUTES Public Safety, Utilities, and Public Works Committee 2016-03-10RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, March 10, 2016 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 10th day of March, 2016. Committee: Chair Norris, Mayor Pro Tem Koenig and Trustee Nelson Attending: Chair Norris and Trustee Nelson Also Attending: Town Administrator Lancaster, Assistant Town Administrator Machalek, Chief Kufeld, Directors Bergsten and Muhonen, and Deputy Town Clerk Deats Absent Mayor Pro Tem Koenig Chair Norris called the meeting to order at 8:00 a.m. PUBLIC COMMENT. None. PUBLIC SAFETY. PATROL CAR REPLACEMENT. Chief Kufeld stated that the replacement of two Dodge Chargers was inadvertently excluded from the vehicle replacement schedule for the Police Department for 2016. The vehicles are 2008 and 2009 models with high mileage. Chief Kufeld proposed that two new vehicles be purchased using fund balance currently in the Vehicle Replacement Fund. The Police Department will borrow $32,000 to place the order for the vehicles and in turn will repay the monies to the Vehicle Replacement Fund utilizing the Police Department existing budget. The vehicles would subsequently be included in the normal replacement and budget schedule. The Committee recommended approval of the purchase of two vehicles at a cost of $32,000 from the Vehicle Replacement Fund, unbudgeted, as a consent agenda item at the Town Board meeting scheduled for March 22, 2016. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Verbal Updates — o Chief Kufeld reported that the Police Department annual awards banquet was held on Friday, March 4, 2016, and was well attended. UTILITIES. LIGHT & POWER DERRICK TRUCK REPLACEMENT. Light & Power requests approval of the purchase of a 2016 Terex Derrick truck to replace a 2005 International L&P bucket truck. The truck falls within the specified replacement parameters. Staff contacted two companies that could meet the specialized needs of the department and is recommending the purchase of a 2016 Terex Derrick truck at a cost of $237,408. Supt. Lockhart noted that staff was allowed to test drive the City of Loveland's Terex derrick truck and found it to be a well-built vehicle and received positive feedback from City of Loveland staff. The Committee recommended approval of the purchase of a 2016 Terex Derrick truck at a cost of $237,048 from the Vehicle Replacement Fund, 635-7000-435-34-42 budgeted, as a consent agenda item at the Town Board meeting scheduled for March 22, 2106. The Committee requested that a photo of the vehicle be included in the Town Board packet materials. RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — March 10, 2016 — Page 2 REQUEST FOR ADDITIONAL L&P AND WATER PERSONNEL. Director Bergsten stated that over the past five years the Utilities Department has seen a growing backlog of work. He stated in order to address the situation, the department has improved its organizational structure and work processes, and created a more efficient environment. He said despite the improvements made, additional staff is required to address the existing volume of work. Director Bergsten is requesting six additional staff members: a crew chief, a line equipment specialist, and a ground worker for L&P; and two plant/distribution operators, and a part-time administrative assistant for Water. He stated that the money for these six positions is included in the 2016 budget so approval of the additions will not have budgetary impact this year. He noted that the personnel allocation tables would need to be revised to accurately reflect current job titles and numbers. The Committee concurred that in light of the volume of work and the increased scope of work related to new developments, additional personnel is needed. The Committee recommended approval of three positions for L&P and three positions for Water as a consent agenda item at the Town Board meeting scheduled for March 22, 2016. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Verbal Updates — o Supt. Lockhart showed the Committee an example of the informational signs being used to inform the community of when and where L&P crews are, or will be, working. PUBLIC WORKS. 2016 STREET MAINTENANCE: CRACK SEALING CONTRACT. A construction contract for the repair and filling of cracks throughout the Estes Park roadway system was put out to bid on the Rocky Mountain E-Purchasing System on February 16, 2016. Five bids were received and are summarized below: Company Name Company Location Bid Amount Superior Asphalt, LLC Magna, Utah $151,580 A-1 Chipseal Denver, Colorado $159,780 Goltz Asphalt Company Loveland, Colorado $178,500 Foothills Paving and Maintenance Wheat Ridge, Colorado $192,451 Straight Line Sawcutting Denver, Colorado $232,900 Engineer Stallworth stated that it is difficult to judge the amount of material that will be required for this project however, based on research, it is expected that the project will take approximately 80,000 pounds of material which is half the amount of material that was required in 2012. Staff recommended entering into a contract with Superior Asphalt, LLC in the amount of $151,580, and requested spending authority up to $200,000 to cover material overruns that may occur. He reported that Superior Asphalt, LLC routinely works in Colorado and that good reviews were received from previous clients. The Committee recommended approval of the contract with Superior Asphalt, LLC in the amount of $151,580, and a not to exceed cost of $200,000 from account #260-2000-420-25-20 budgeted, as a consent agenda item at the Town Board meeting scheduled for March 22, 2016. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Snow Removal Costs to Date for 2015-2016 — Supervisor Kearney presented a report on snow plow operations to date for the 2015-2016 winter season. Staff has been tracking costs for fuel, blades, vehicle wear and tear, maintenance, as well as employee hours and miles of road plowed since November 11, 2015. As of February 23, 2016, the total cost of snow plow operations is $93,899.85. Town Administrator Lancaster noted that the Town of Estes Park provides a very high level of snow removal service, with all in -Town streets being cleared. The RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — March 10, 2016 — Page 3 Committee requested that a news release summarizing the Town's snow plow operations be prepared and distributed at the end of the snow removal season. 2. Verbal Updates — o Scott Ponds — This project will be going out to bid on April 4, 2016. o Elm Road — This large drainage project around the former landfill site is 90% complete. The drainage pipe continues across Moraine Avenue to connect with a FEMA project on the south side of the road. o Brook Court — The final phase of this project will be put out to bid with construction proposed for May 2016. The three to four week project includes paving of sidewalks, curbs and gutters. o Dry Gulch Road — The construction contract for this project was approved by the Town Board at their March 8, 2016, meeting. The contractor is expected to begin work on March 28, 2016. Engineer Ash noted that this is an expensive project with easements contributing significantly to the cost. o Visitors Center Restrooms — The remodel and addition of restrooms at the Visitors Center is expected to be completed by the end of the week of March 14, 2016. A grand opening will be scheduled. o Barnes Dance — A letter has been sent to the Colorado Department of Transportation from the Town of Estes Park requesting that the Barnes Dance style pedestrian crossing be reinstated in downtown Estes Park. The Committee requested that a news release on this topic be prepared and distributed. o Parking Structure — Concerns that were cited in the Bureau of Reclamation environmental assessment are being addressed by staff. The project has been delayed by approximately eight months due to issues being discussed between the federal agencies involved. The Committee requested that a press release on the project, the reasons for the delays, and an updated time schedule be produced once all issues are resolved. o The Downtown Loop — The environmental assessment is expected to be completed in late April or early May. o Storm Water Master Plan — A $300,000 grant to hire a consultant to prepare a storm water master plan has been approved. Preparation of the plan will take approximately 18 months to complete and will identify storm water infrastructure projects. o Fish Creek — Right -of -Way negotiations are underway with property owners along Fish Creek. Construction work will go out to bid this summer to begin in late fall 2016, with an anticipated completion by summer 2017. o FLAP Funds — Central Federal Lands Highway Division has additional funding available for award in 2016. Deadline to identify an appropriate project and apply for funding is May 21, 2016. When asked by the Committee for examples of projects that may qualify for this type of funding, Director Muhonen cited a transportation hub, a parking structure, and trail construction as possibilities. There being no further business, Chair Norris adjourned the meeting at 8:59 a.m. Cynthi APPR( 2 2 2016 biz, 0 Deats, Deputy Town Clerk TOWN OF ESTES PARK BOARD OF TRUSTEES