HomeMy WebLinkAboutMINUTES Public Safety, Utilities, and Public Works Committee 2015-01-08RECORD OF PROCEEDINGS
Town of Estes Park, Larimer County, Colorado, January 8, 2015
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 January, 2015.
Committee:
Attending:
Also Attending:
Chair Norris, Mayor Pro Tem Koenig and Trustee Nelson
Chair Norris, Mayor Pro Tem Koenig and Trustee Nelson
Chief Kufeld, Directors Bergsten and Muhonen, Engineer
Ash, Manager McEachern, and Deputy Town Clerk Deats
Absent: Town Administrator Lancaster
Chair Norris called the meeting to order at 8:00 a.m.
PUBLIC COMMENT.
None.
PUBLIC SAFETY.
INTERGOVERNMENTAL AGREEMENTS FOR DISPATCHING SERVICES FOR THE
ESTES VALLEY FIRE DISTRICT, ROCKY MOUNTAIN NATIONAL PARK AND
ESTES PARK AMBULANCE SERVICE.
Chief Kufeld reported that prior to 2010, external entities such as the Fire District, the
ambulance service, and Rocky Mountain National Park were not billed for dispatching
services provided by the Town of Estes Park Communications Center. In 2010 the
Police Department began billing its external customers based on their call load.
Intergovernmental Agreements (IGA) for Dispatching Services have been prepared to
update and formalize these arrangements with the Estes Valley Fire Protection District
(EVFPD), the Estes Park Ambulance Service, and Rocky Mountain National Park
(RMNP). Each IGA has been reviewed and approved by the respective entities, and
has also been reviewed by Town Attorney White. The agreements are for a three year
period. The Committee recommended approval of the IGAs with the EVFPD,
RMNP, and the Estes Park Ambulance Service as an item on the consent agenda
at the January 13, 2015, Town Board meeting.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
1. Verbal Updates —
o The encryption of the 800 megahertz' radios which went into effect in October
2014 has been working well and no complaints have been received by the
Police Department. The encryption has eliminated members of the public
following police officers to calls or arriving at locations prior to the officer's
arrival, resulting in a higher level of safety for both the officers and members
of the community.
o Chief Kufeld reported that no additional complaints have been received
related to hunting near Dry Gulch Road. He noted that staff had followed -up
on the topic with the Division of Wildlife (DOW) and Larimer County. The
area is outside of the Town's jurisdiction, however, the Police Department will
be proactive regarding education but will not overstep the DOW's authority
related to hunting rules and regulations.
UTILITIES.
CONSULTANT AGREEMENTS FOR GIS SERVICE.
Supt. Lockhart said that the use of GIS technology over the past three years has helped
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Public Safety/Utilities/Public Works Committee — January 8, 2015 — Page 2
the Light & Power Division to identify and pinpoint the locations of outages resulting in
much faster response and repair timelines. It has also enabled staff to update the Light
& Power service areas when unmapped locations are discovered. A Request for
Proposals (RFP) for GIS services was issued in November 2014, with 14 responses
received. The proposals were ranked based on qualifications with the top three firms
being:
InVision GIS, LLC
Burns & McDonnell
Merrick & Company
$40 to $100/hr
$131to $225/hr
$96.89 to $159.21/hr
The Town has a good working relationship with InVision GIS, LLC and staff is
recommending the selection of InVision GIS, LLC to provide GIS services at the rates
specified above. The 2015 budget includes funds for GIS services in the following
accounts: 502-6301-540-22-24, 503-6300-540-22-24, and 625-2500-425-22-24. The
Committee recommended approval of an agreement with InVision GIS, LLC, as
described above as an item on the consent agenda at the January 13, 2015, Town
Board meeting.
PARK ENTRANCE MUTUAL PIPELINE AND WATER COMPANY PROJECT.
The Park Entrance Mutual Pipeline and Water Company (PEMPWCo) is requesting
consideration of merging their private water system with the Town's water distribution
system. Director Bergsten disclosed that William Pinkham is the registered agent for
PEMPWCo and, therefore, Mayor Pro Tem Koenig would be signing any official
documents related to the proposed project. This project would replace the aging water
distribution system currently serving approximately 19 homes in the Park Entrance
Estates Block One subdivision. If approved by the Town Board this joint venture would
likely be a two to three year project and require that the Town apply for a grant to set up
a preliminary engineering report which is required to have access to federal monies. A
Special Improvement District (SID) would be established making loan monies through
the EPA's Clean Water State Revolving Fund available. Repayment of the loan would
be the obligation of the property owners within the SID. The project supports the
Town's mission to provide high quality, reliable services to the community while being
good stewards of public resources. Staff is open to this arrangement provided the
existing Town water customers do not subsidize the arrangement or take on the liability
of PEMPWCo's aged distribution system. Director Bergsten noted that if the proposed
project is approved and completed, the Town would take ownership of the distribution
system. Director Bergsten indicated that there are several other private water
distribution systems in the Estes valley including, but not limited to, the Fish Creek
Water Association and the Prospect Mountain Water Company that may be interested
in similar arrangements in the future. Chair Norris requested a complete list of these
private water systems be provided to the Town Board. The Committee recommended
the full Town Board have an opportunity to discuss this topic as an action item at
the January 13, 2015, Town Board meeting.
CONSULTANT AGREEMENT FOR LIGHT & POWER COST OF SERVICE.
Director Bergsten said that the Town of Estes Park conducts rate studies every three
years. A Request for Proposal (RFP) for a consultant to perform a rate study for Light &
Power was issued in November 2014. Two proposals were received with staff selecting
HDR Engineering as the successful candidate based on their proposal and
understanding of the existing rate structures. HDR has previously conducted rate
studies for the Town. Staff proposes moving forward with a contract with HDR
Engineering in the amount of $39,000, for a Cost of Service (Rate Study) and Financial
Plan. The Committee recommended approval of an agreement with HDR
Engineering for a Cost of Service and Financial Plan at a cost of $39,000, from
account #502-6501-560-22-89, as an item on the consent agenda at the January
13, 2015, Town Board meeting.
REPORTS.
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Public Safety/Utilities/Public Works Committee — January 8, 2015 — Page 3
Reports provided for informational purposes and made a part of the proceedings.
1. Water Master Plan — Staff is reviewing the consultant's first draft of the Water
Master Plan. The report points out that the Town has plenty of water, however,
the usability of the water is dependent upon how the water is managed. It
indicates that system reliability could be improved to eliminate the risks that
would occur if a watershed was compromised. The report includes projections
related to population growth, demand capacity and how to manage when one of
the treatment plants is inoperable. Future projects are necessary in order to be
able to guarantee an adequate, clean and reliable water supply. If projects are
not undertaken in the future, mandatory restrictions and conservation may need
to be implemented. Director Bergsten said providing redundancy within the
system is the best approach.
2. Verbal Updates —
o Flood Repair and Reconstruction — Grant monies have been received to
fund replacement of utilities to pre -flood standards: 75% from FEMA,
12.5% from the State of Colorado, and 12.5% from the Department of
Housing and Urban Development (HUD). Since the Town is making
upgrades to the pre -flood system, these improvements will be made at the
Town's expense.
o IT Update — Upgrades have been made to the internet service utilized by
the Police Department staff in the squad cars. Firewalls have been
replaced with modern, robust components increasing security, and a web
content filtering system has been installed.
PUBLIC WORKS.
PARKS DIVISION REORGANIZATION.
Manager McEachern outlined a plan to reorganize the Parks Division in light of changes
related to the retirement and resignation of staff members. The proposed changes
would create a half-time position Maintenance Worker III (Horticulturist) and a full- time
Maintenance Worker II (Horticulturist). In addition the current Maintenance Worker III
(Arborist) position would be changed to a Maintenance Worker II (Arborist). An analysis
of the changes results in a potential savings to the 2015 budget of $2872. The
reorganization retains the Town's investment in professional and technical training,
continues the Town's momentum in the America in Bloom program, and offers career
advancement opportunities to employees. The Committee recommends the Parks
Division Reorganization be included as an action item on the January 13, 2015,
Town Board agenda.
DESIGN CONSULTANT AGREEMENT FOR DRY GULCH ROAD.
Dry Gulch Road consistently receives the lowest ratings on the pavement index scale.
A project to repair/replace the road has been delayed in the past due to a lack of
funding. Engineer Ash said that the 1% increase to sales tax is now providing a
revenue stream to fund needed improvements. Public Works staff moved forward with
a Request for Proposal (RFP) for design services for the improvement project and
seven proposals were received. Subsequent to staff review, the Farnsworth Group was
chosen as the most qualified firm based on: client references and previous experience,
adequacy of proposal to meet project scope, qualification of staff, availability of staff and
schedule, and fee and hours. Staff is looking for a firm to perform detailed evaluations
to determine the best options for the project. Cornerstone Engineering and Surveying
was rated third during the staff review, however, based on selection criteria, their need
to add consultants to their team, and a higher fee, they were not selected. A project
design budget not to exceed $200,000, will be funded from the newly created Street
Improvement Fund. This figure includes a 16% contingency. The Committee
recommends the Design Consultant Agreement for Dry Gulch Road be included
as an action item on the January 13, 2015, Town Board agenda.
Public Comment:
Mike Todd, Cornerstone Engineering and Surveying, said that his firm has been in
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Public Safety/Utilities/Public Works Committee — January 8, 2015 — Page 4
business for the past 14 years here in Estes Park and members of Cornerstone staff
have been working in Estes Park for 30 years. He noted that he and his staff live in the
community and support the local economy and school district by shopping at local
stores and sending their children to Estes Park schools. He noted that numerous recent
Town projects have gone to out-of-town companies and inquired what can be done to
keep these projects local. He said he is not disputing the selection of Farnsworth Group
for the Dry Gulch Road project, as Cornerstone does not have the same depth of
resources. The Committee noted that the Town has a policy to give preference to local
firms. Director Muhonen noted that this preference was considered during the selection
process and said that staff will speak with Cornerstone regarding their proposal review
and evaluation.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
1. Verbal Updates —
o Osmun Construction was hired to perform flood repair work on 22 sites
throughout Estes Park. Due to winter weather conditions and frozen
ground, these projects are on winter shut down and will resume in the
spring.
o Fish Creek flood repair work is broken into two parts with the utility work to
be done first. The second phase is the roadway and trail. Preliminary
designs have been submitted to FEMA for review with comments due
back on January 16, 2015.
o A consultant working for Central Federal Lands will be surveying the
downtown area related to the Downtown Estes Loop. The two -man crew
will be gathering topographical information to begin preliminary design
work on the alternatives.
o During a recent meeting related to the proposed transit hub parking
structure, staff learned that the Federal Transit Administration (FTA) is not
in favor of the one-year delay that would be required to move the project
from the north side of the Big Thompson River to the south side.
Therefore, the proposal to relocate the structure will not be moving
forward. The FTA wants to see the project moving forward and the money
allocated to the project being spent. Director Muhonen said a categorical
exclusion for the south site is not possible, because the Town does not
own the property. Therefore, staff will move forward with plans for the
parking structure on the north side of the river, have discussions with
CDOT related to a traffic signal, and consider the south side of the river as
a possible location for future parking expansion.
o Applications for an Equipment Operator I position to operate the pothole
patcher are being reviewed at this time.
o A job description is being developed for a Pavement Project Manager.
o Public Works and Community Development staff will enter into
discussions related to spring run-off monitoring activities, sandbag
inventory, etc. Run-off typically peaks in June. A report will be prepared
and brought before the full Board at a Town Board meeting this spring.
There being no further business, Chair Norris adjourned the meeting at 9:32 a.m.
F
Cynthia Deats, Deputy Town Clerk
TOWN OF ESTES PARK
BOARD OF TRUSTEES