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HomeMy WebLinkAboutMINUTES Public Safety, Utilities, and Public Works Committee 2016-09-08RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, September 8, 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 8th day of September 2016. Committee: Chair Koenig, Trustees Martchink and Nelson Attending: Trustees Martchink and Nelson Also Attending: Assistant Town Administrator Machalek, Captain Rose, Director Bergsten, Manager Ash, Manager Fraundorf and Recording Secretary Beers Absent: Chair Koenig, Town Administrator Lancaster and Director Muhonen Trustee Nelson called the meeting to order at 8:00 a.m. PUBLIC COMMENT None. PUBLIC SAFETY None. Reports 1. Verbal Updates and Committee Questions: Captain Rose noted that although the Town does not typically have reports of stolen vehicles, the department did recover two stolen vehicles in the last week from Boulder. The Board approved body camera system currently in place was instrumental in recovering the two stolen vehicles. 2. The Police department responded to of a very intoxicated injured male coming out of a local business. The individual came back to the police department the next day to thank the officers for their humane treatment, respect and assistance to get his injuries taken care of. 3. Captain Rose stated bear activity has increased and there have been both commercial and residential violations of the wildlife ordinance. Compliance has been reached. Trustee Nelson questioned whether the bear proof containers are causing any increase in home break-ins by bears. Captain Rose responded that there has been 1 report this year of a bear entering a garage, however bears are moving to outer limits of the Town due to the compliance with the bear proof containers. He attended the Bear Task Force meeting with the Sheriff and Colorado Parks and Wildlife, to discuss what can be done as the bears leave the Town and move into the and how extra checks on violations have been working for the Town. UTILITIES REVISED INVISION GIS EXPENDITURE LIMIT. Utilities proposed the Board approve revised expenditure limit for InVision GIS to expedite the planned field asset inventory and installation/configuration of fiber optic asset management software. Utilities has made progress with the broadband work and the increase in expenditures would allow the department to meet the DOLA grant requirement for project completion by August 31, 2017. InVision GIS would sub contract the work in locating assets in the field and charge the Town a 10% mark up to cover administration fees. The department requested an increase in the expenditure limit not to exceed $465,000, an increase of $135,000. Trustee Nelson requested an explanation on above line and below line RECORD OF PROCEEDINGS Public Safety, Utilities & Public Works Committee — September 8, 2016 — Page 2 difference. Director Bergsten stated that the overhead lines are easy to see and can be done very quickly whereas the underground asset locating is harder to find and the department cannot afford to put everything underground which is why the department is putting an extra team on underground assets. Director Bergsten requested comments or questions from other Board members to prepare a presentation and address issues in detail. The Committee recommended approval of the revised InVision GIS expenditure limit for 2016 not to exceed $465,000 and approval of the necessary budget revisions, to the Town Board, to be included on the Consent Agenda at the September 27, 2016 Town Board meeting. Reports 1. Verbal Updates and Committee Questions: • The broadband project received 5 responses to the engineering design RFP. The department would bring a contract forward for the Board's consideration to the September 27th meeting. Director Bergsten elaborated that over the past 6 years' dark fiber revenues received for leases from the Platte River Power Authority have been placed in the IT budget since the division was completing the work. The revenues started significantly increasing, leading Finance to recommend moving the funds into the Light and Power department as a sub -fund or new division. Director Bergsten stated the department would request the Board recognize the revenues and expenditures would come out of the Light and Power budget as a sub -fund or division. Manager Fraundorf added there is approximately $320,000 in the IT fund from the dark fiber lease. • The Park Entrance Mutual Pipeline would be financed through the USDA, making the Town eligible for a 45% grant on construction projects. The department has been looking into projects for pipe replacement and has developed plans for pipe replacement in the downtown area and Bureau of Reclamation district. The Charles Heights area paid for engineering work to be done which can now be expedited with these funds; however, there may be additional engineering expenses the department incurs for the design of the preliminary engineering report. The reports would allocate and secure funds for the construction project. The item would be discussed during the 2016 budget revision to include additional engineering funds to get the preliminary engineering reports completed. • The Mary's Lake Water Treatment Plant utilizes a newer membrane technology, which experienced performance issues related to the membranes and issues during startup. Water Supervisor Eshelman has been working with the membrane manufacturer, General Electric, to get a discounted price to replace the membranes. Although it is in this year's budget to replace a small portion of the membranes, at the discounted price, the department would bring a recommendation to the Committee in October to replace all of the membranes. PUBLIC WORKS STORMWATER MASTER PLAN CONSULTANT CONTRACT APPROVAL. The Public Works department seeks approval for two professional service contracts to develop a stormwater master plan and feasibility study that would guide the Town in its management of stormwater planning, funding and infrastructure projects. The 2013 flood demonstrated the Town's infrastructure as being inadequate in several locations in the Estes Valley. The department continues to develop a system to manage stormwater in an effective way to manage a big storm. The master plan would evaluate frequency storms of two year, ten year and 100 year storms, and will include minor and major storms. The document would outline capital infrastructure projects both large and small. Town Engineers would have a document in place to tie future drainage projects. Manager Ash stated the department has approximately $30,000 in the engineering budget for the feasibility study. With the Hydrology study nearing completion, the department can move into the master plan and feasibility study phase allowing RECORD OF PROCEEDINGS Public Safety, Utilities & Public Works Committee — September 8, 2016 — Page 3 consolidation and consistency in data. Having a stormwater master plan in place would increase the Town's chance of getting funding for projects. The master plan would identify regional drainage issues, the increase in staff workload and budget to complete projects. The Committee recommended authorizing a professional services contract for the Estes Valley Stormwater Master Plan to Anderson Consulting Engineers, for a project cost not to exceed $300,000, and authorizing a professional services contract for the Estes Valley Stormwater Master Plan — Feasibility Study, to Anderson Consulting Engineers, for a project cost not to exceed $30,000, to the Town Board, to be included as an Action Item on the Agenda at the September 13, 2016 Town Board meeting. INTERGOVERNMENTAL AGREEMENT (IGA) WITH CDOT FOR INSTALLATION OF A DYNAMIC MESSAGE SIGN ON US36. Request to obtain a $30,835 payment of Federal Highway Administration Congestion Mitigation and Air Quality (CMAQ) improvement program funds through the approval of the CDOT Intergovernmental Agreement (IGA) for the construction of a permanent electronic dynamic message sign (DMS) on US36, east of the intersection with 4th Street. CDOT requires approval from the Town through the adoption of a Resolution. The project is intended to increase the notification for parking at the Fairgrounds and promote the use of the shuttle system to alleviate downtown congestion and improve air quality. Directing cars and oversized vehicles to park at the Transit Hub would reduce the demand on limited downtown and National Park parking spaces, reduce circulation of motorists, and increase ridership by approximately 34%. The Town Board appropriated $55,850, consisting of $30,835 CMAQ grant funds and $25,015 local funds from the Community Reinvestment Fund (CRF) in the 2016 budget. Trustee Nelson questioned signage, stripping and monitoring the type of traffic generated with the signage and how the department will assess effectiveness. Manager Ash stated the shuttles have specific routes that can be monitored for ridership and may revise striping in that lot to direct RV parking. Manager Ash would inquire about the type of messages displayed on the sign relating to generalization on parking rather than advertising events which is prohibited. The Committee recommended the Resolution 18-16, to the Town Board, to be included as an Action Item at the September 13, 2016 Town Board meeting. Reports 1. Estes Valley Recreation and Parks District request for Bike Pump Track at Stanley Park: The District has a lease agreement with the Town for the use of Stanley Park which requires the lessee obtain written permission from the Town prior to constructing any structures on the premises. Manger Ash described the project as a new recreational activity at Stanley Park by the District. Town staff has prepared a letter approving the use. 2. Verbal Updates and Committee Questions: • Manager Ash reported the Carriage Hills dam repair continues to progress and is on schedule. The contractors have breached the existing pond and would install the new outlet and culverts underneath the dam for emergency situations where water will need to be let out. The spillway nears completion and backfill needs to go in. Trustee Nelson stated that public comment to the Trustees has been positive and complimentary to staff. • Dry Gulch paving has been completed and the road opened to through traffic with stripping to be completed. Public Works has received all the approvals to complete the sanitary sewer to the east and the extension of the concrete trail under the bridge with projections for end of the month infrastructure to be complete. There being no further business, Trustee Nelson adjourned the meeting at 8:49 a.m. unntoria Beers, Reco rding Secretary