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Home My WebLink AboutMINUTES Public Safety, Utilities, and Public Works Committee 2016-01-14RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, January 14, 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 Board Room of Town Hall in said Town of Estes Park on the 14th day of January, 2016. Committee: Chair Norris, Mayor Pro Tem Koenig and Trustee Nelson Attending: Chair Norris, Mayor Pro Tem Koenig and Trustee Nelson Also Attending: Town Administrator Lancaster, Chief Kufeld, Commander Pass, Directors Bergsten and Muhonen, Managers Swoboda, Ash and Landkamer, and Recording Secretary Limmiatis Absent: None Chair Norris called the meeting to order at 8:00 a.m. PUBLIC COMMENT. None. PUBLIC SAFETY. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. End of Year Statistics — Commander Pass noted the total Computer Aided Dispatch (CAD) incidents for 2015 increased 10% over 2014. The number of Motor Vehicle Accidents increased by 12%. Hit and Runs have also increased dramatically and the Police Department would continue to investigate the cause. In 2015, investigations, which deal mostly with felony crimes, saw a 20% increase. The clearance rate of cases in Estes Park continues to remain above the national average at 75%. 911 calls for all entities have increased by 8%. All increases are consistent with a growing population and higher visitation. Restorative Justice continues to offer Community Group Conferencing, the Girls Circle, Student Support and Accountability Circles, Restorative Community Mediation and Community Circles. The Community Circle, which aims to assist parolees reintegrate into the community, did not have any participants in 2015 mostly due to the housing challenges experienced in Town. 18 new Restorative Justice Volunteers were trained in 2015, bringing the total to 44. Several goals have been set for Restorative Justice in 2016 including developing a Boys Council, expanding the Girls Circle to the elementary school, developing Conflict Management courses and presentations for private and public use, and in-house mediation training for volunteers. 2. Verbal Updates and Committee Questions — Chief Kufeld introduced two new police officers, Harmony Mason and Nicholas Stenerson, and stated the department would continue to review applications in an attempt to fill the open Police Officer and Communications Center Manager positions prior to summer. UTILITIES. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Verbal Updates and Committee Questions — Director Bergsten stated the past few months have been very busy for the Utilities Department and outlined the activities the department has been working on including: completing capital construction projects in-house; working on voluntary water system transfers with the Park Entrance Mutual Pipeline Water Company, the Hondius Water Group, and the Prospect Mountain Water Company; flood recovery construction; document management; the AMI / Smart Meter program; installation of a new RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — January 14, 2016 — Page 2 valve insertion; GPS Base Station; addition of a new web facing server and local artist, Jonathan Light, has offered his services to refurbish the Buell Porter holiday displays. Manager Swoboda updated the Committee on the progress of the Fish Creek Utilities, Windcliff and Glen Haven Flood Recovery Projects. Utilities construction work on Fish Creek was completed in October 2015. The Windcliff and miscellaneous water sites project was completed in July 2015 by the Light and Power Division, which lead to the costs coming in below the estimated value. Glen Haven was subdivided into three separate projects — Fox Creek, North Fork and County Road 43. Fox Creek was an entire over -head line rebuild and work was completed in October 2015 by the Light and Power Division. The project schedule ran long due to blasting needed for placement of the last poles. North Fork was also completed by the Light and Power Division in April 2015. County Road 43 was delayed while alternatives were investigated to run line through the National Forest where the temporary line exists. While waiting for approval from the National Forest Service of an amended application, Line Superintendent Joe Lockhart was able to negotiate the coordination of adding an additional conduit in an underground line being installed by Platte River Power Authority for fiber purposes. The conduit would soon be complete and the Light and Power Division would install the power line in 2016. PUBLIC WORKS. DRY GULCH ROAD REHABILITATION PROJECT CHANGE ORDER. Manager Ash described the unexpected hurdles encountered with the change of location to the walkway on Dry Gulch Road. The proposed extension of the trail under US Highway 34 to connect with the Lake Estes trail would cross Bureau of Reclamation (BOR) land and require a Special Use Permit. The fee for Farnsworth to meet with the BOR and prepare the Special Use Permit is $3,084.00. Upon investigating the recorded plat for Lone Pine Acres Subdivision, a 10' strip of land was identified as private ground along the north side of US Highway 34 right of way. The proposed road alignment would cross this location. Concerns were raised that additional encumbrances may be associated with this parcel. The additional research fee is $3,376.00. The two tasks add a $6,460.00 to the design budget and represent 9.4% of the estimated construction cost, which is within industry standards. The design plans are complete. Bidding documents have been modified and the project is ready to go to bid for a second time pending clear property encumbrances. The Committee recommended approval of Change Order 3 to the professional services contract for design of the Dry Gulch Roadway Improvement Project to the Farnsworth Group for a project cost not to exceed $6,460.00 be included on the Consent Agenda at the January 26, 2016 Town Board meeting. 2013 FLOOD GROUND ENGINEERING CHANGE ORDER: MATERIAL TESTING. Manager Ash stated approval of three change orders is necessary to compensate Ground Engineering for additional Materials Testing services required to meet the prolonged flood repair work by Osmun, Inc. at over 20 roadway sites damaged by the 2013 flood. On October 7, 2014, the Town entered into a professional services agreement with Ground Engineering for FHWA and FEMA site work. On November 11, 2015, Public Works received a change order request from Ground Engineering specific to the over runs directly related to the pace of the project. Technicians have been scheduled two to six times more than the original scope of the project due to contractor cancellations and provided performance related retesting. Incomplete work remains at four sites and Ground Engineering submitted an estimate to complete the remaining materials testing needed. Change Order 1 would compensate Ground Engineering in the amount of $19,566.00 for additional materials testing services completed through October 2015 as related to FEMA work sites. Change Order 2 would compensate Ground Engineering in the amount of $3,253.00 for additional materials testing services associated with the FHWA work site at Community Drive. Change Order 3 in the amount up to $5,000.00 would fund materials testing services through the procurement of a new contractor and completion of the remaining flood repair work. These costs RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — January 14, 2016 — Page 3 could be deducted from the funds owed Osmun, Inc. per provisions of the contract. Additional financial recourse is available through the bonding company if needed since some risk exists that the Town may not be reimbursed for this change order work from FEMA, FHWA and CDBG-DR. The Committee recommended approval of Change Order 1 in the amount of $19,566.00, Change Order 2 in the amount of $4,000.00, and provide Public Works staff budget authorization to spend up to $5,000.00 if necessary for Change Order 3 work to be included on the Consent Agenda at the January 26, 2016 Town Board meeting. REQUESTING CDTOT TO REINSTATE BARNES DANCE AT RIVERSIDE/ELKHORN AND ELKHORN/MORAINE. Director Muhonen requested the Committee consider passing a Resolution in support of reinstating the Barnes Dance at the Elkhorn Avenue intersections with Riverside Drive and Moraine Avenue and issuing a public notice stating the Town accepts responsibility for potential increased traffic delays. Although the traffic study performed by CDOT in 2015 concluded the Barnes Dance would increase delays, the Public Works and Police Departments, the Transportation Advisory Board and Estes Park citizens prefer the safety benefits provided by the Barnes Dance signal timing. Director Muhonen listed several advantages of the Barnes Dance including: prioritized pedestrian flow and safety, removed conflict between turning cars and pedestrians in the crosswalk, increased intersection capacity for turning vehicles, improved separation between pedestrians and vehicles, reduced pedestrian street crossing time and associated traffic exposure, and improved guest experience. Disadvantages of increased vehicular delays, backups and driver frustration were discussed. Police Chief Kufeld stated there has been a noticeable difference in the number of complaints received since the Barnes Dance was removed in 2010 and he believes the Barnes Dance is effective with Estes Park's unique traffic situation. Public comment was heard from Town residents Holly Moore and Paul Fishman, who were both in support of reinstating the Barnes Dance. The Committee recommended a Resolution requesting CDOT to reinstate the Barnes Dance at Riverside/Elkhorn and Elkhorn/Moraine be included as an Action Item at the January 26, 2016 Town Board meeting. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Update on Estes Park Sanitation District Fee Waiver for Visitor Center Restroom — Manager Landkamer provided an update on items that were mistakenly left out of the budget for the Visitor Center restroom remodel. The Estes Park Sanitation District was unable to waive permit fees of $11,938.00, but offered to spread the costs out quarterly for up to five years. Additionally, Town of Estes Park Water Tap fees of $16,616.00 cannot be waived. Landkamer provided alternatives to recoup the unforeseen costs by limiting the scope of the Conference Center interior repairs contract to save $9,700.00 which could be redirected to the Visitor Center Restroom budget and defer $18,655.40 of approved capital budget money for Town Hall windows. The Committee directed Landkamer to rearrange the allocated funds and proceed with the Visitor Center restroom remodel as designed. 2. Verbal Updates and Committee Questions — Manager Ash provided an update on Scott Ponds and stated funding has been secured through the State with a better timeframe for construction. A new schedule and set of plans have been submitted which reflect the original design of one large pond with a small pool. Staff would continue to work with Cornerstone to identify the project schedule and keep the Town Board and public informed of the progress. Director Muhonen provided updates on the draft Environmental Assessment by the Bureau of Reclamation for the parking structure at the Visitor Center, the draft Environmental Assessment to be released in April 2016 on the LOOP project, and the Town's participation in the Rocky Mountain E-Purchasing System. RECORD oFPROCEEDINGS Public Safety/Utilities/Public Works Committee — January 14, 2016 — Page 4 There being no further business, Chair Norris adjourned the meeting at 9:42 a.m. � ti's',Peco'Irding Secretary Barbara Jo Limtii'a �PD�OV��l m..^��°�`, JAN 28 2016 TOWN OF ESTES PARK BOARD OF TRUSTEES