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HomeMy WebLinkAboutMINUTES Public Safety, Utilities, and Public Works Committee 2016-05-12RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, May 12, 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 12th day of May 2016. Committee: Chair Koenig, Trustees Martchink and Nelson Attending: Trustees Martchink and Nelson Also Attending: Chief Kufeld, Directors Bergsten and Muhonen, Supervisor Berg, Manager Ash, Engineer Stallworth, and Clerk Williamson Absent: Chair Koenig, Town Administrator Lancaster Trustee Nelson called the meeting to order at 8:00 a.m. PUBLIC COMMENT None. PUBLIC SAFETY Reports 1. Municipal Court Annual Report: Judge Brown requested the report be delayed to the June meeting. 2. Introduce Howell Wright, Reserve Officer: Chief Kufeld introduced Howell Wright the newest member of the Police department. He would serve the department as a Reserve Officer. He has been trained in the Police Academy and has been a Deputy with the Larimer County Sheriff's Office. He would work with Special Events and riding with officers to assist department. 3. Verbal Updates and Committee Questions: Chief Kufeld stated the department may complete their hiring process = and fill the last vacancy in the Patrol division. The candidate would complete the Police Academy in May and the final stages of the background check. UTILITIES InVision GIS Contract. The 2016 Utilities budget includes $255,000 for GIS services and $220,000 for engineering services. Utilities forecasts 2016 spending with InVision GIS to be $330,000. No change in budget is required. Project specific purchase orders are created on the first of the month to cover the estimated work performed during the month. Monthly invoices do not exceed the department's spending authority of $100,000 per the purchasing policy, however, purchases exceeding $100,000 require Town Board approval. Staff request the Committee recommend approval of the expenditure of $330,000 with InVision GIS. After further discussions, the Committee recommended approval of the expenditure not to exceed $330,000 with InVision GIS on the Consent Agenda at the May 24, 2016 Town Board meeting. Request .5 FTE for Project Management Support. The grant funded Utilities Flood Recovery Project Manager is under contract until the end of December 2016. The terms of the grant restrict the employee's activities to flood recovery work only. As the department's grant work nears completion and the project RECORD OF PROCEEDINGS Public Safety, Utilities & Public Works Committee — May 12, 2016 — Page 2 work for the utilities continues to increase, the department would request decreasing the grant funding to 50%. This would allow the position to work on project management support for other department projects. DOLA has agreed to reduce the grant funding by 50%. The position would be funded 50% by the Utilities department for the remainder of 2016 to provide professional project management support. The Committee recommended the addition of a .5 FTE position as a Utilities Project Manager on the Consent Agenda at the May 24, 2016 Town Board meeting. Reports 1. Verbal Updates and Committee Questions: • The proposed electric rate increase would be presented at the upcoming Town Board Study Session meeting on May 24, 2016. • The Smart meter pilot project would be completed soon. The department would complete the rollout of the project along Hwy 34 prior to the upcoming road closure later this year. • Water Projects: Replace a line on the north end of Fish Creek to create a loop in the area. Dry Gulch project includes the replacement of a section of abandoned galvanized line. Complete the replacement of a line along Axminister Lane prior to the completion of an overlay. Water department staff continues to work closely with Public Works to complete projects prior to road improvements. • Manager Fraundorf provided an update on the Broadband project, stating once the DOLA grant has been signed by the state an RFP would be issued for the engineering design for the fiber/broadband system. PUBLIC WORKS Reports 1. Parks Division Brochures: Supervisor Berg presented educational brochures produced by the Parks Advisory Board to provide the public with information on the types of plants and trees used by the Town. The America In Bloom organization recommended the brochures during their last visit. 2. Dry Gulch Road: Manager Ash provided an overview of the current construction conditions and stated the placement of the retaining walls has started. Favorable weather has kept the project on schedule for a July 31, 2016 completion date. Public Works continues to evaluate temporary access options, including the rental of temporary traffic lights. Trustee Martchink suggested an increase in Police presence if the temporary access road was to be reopened. Chief Kufeld commented on the difficultly in providing increased patrols in the area due to limited staffing. 3. 2016 STIP Updates: The chipseal contract would be released for bid. The chip seal contract bid would be released today and come forward for the Board's consideration at the May 24, 2016 meeting. The overlay contract approved by the Board at their May 10th meeting would allow for additional roadways to be improved throughout town. The overlays would be coordinated with the Water department to ensure projects are completed prior to improving the roadways. Crack sealing has been ongoing for the past couple of weeks and should be complete in the next week. 4. Verbal Updates and Committee Questions • Director Muhonen requested the Committee consider items under $100,000 be submitted to the Town Board and not the Committee first. The Committee was in agreement with the suggestion; however, the full Board would need to provide direction on what items should be reviewed at the Committee level. The Committee recommended the issue be addressed at an upcoming Town RECORD OF PROCEEDINGS Public Safety, Utilities & Public Works Committee — May 12, 2016 — Page 3 Board Study Session. • The Public Works department has produced a monthly newsletter to provide the Board and the community updates on current and upcoming projects. • The department received four bids, with two falling within budget, for the Scott Pond dam rehabilitation project. The contract would come forward to the Board at the May 24th meeting. The contractor identified would utilize local businesses to complete the project. • The spray patcher continues to be utilized to repair the roadways. A GIS system plots the work and makes the repairs available for review on the Town's website. There being no further business, Trustee Nelson adjourned the meeting at 9:00 a.m. Qckie Williamson, Town Clerk APPRO f D 1-,..,,,tAy2 i1 2016 TOWN OF ESTES PARK BOARD OF TRUSTEES