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HomeMy WebLinkAboutMINUTES Public Safety, Utilities, and Public Works Committee 2013-11-14RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, November 14, 2013 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 November, 2013. Committee: Chair Blackhurst, Trustees Koenig and Phipps Attending: All Also Attending: Town Administrator Lancaster, Police Chief Kufeld, Directors Bergsten and Zurn, Manager Fraundorf, Civil Engineer Ash, and Recording Secretary Limmiatis Chair Blackhurst 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. Verbal Updates — o Commuting Employees — Fourteen employees are commuting to work from the Front Range. With Highway 36 now open, this adds approximately fifteen minutes to their drive and they are able to commute from home on a daily basis. This has increased morale in the department. o Halloween Events — Trustee Koenig thanked Chief Kufeld for a successful Halloween event. He stated this year's turnout was different with people showing up early in the evening; however, no problems were encountered during the event. UTILITIES. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Flood Update — Director Bergsten updated the committee on the flood related damage to the Town's utilities and the restoration efforts that have taken place thus far. The Water Department had fifteen sites that were impacted. There were five stream crossings along Fish Creek with major damage, but only three stream crossings need attention. The three crossing would be expensive to repair. After the flooding, approximately 400 customers were affected by the boil water order. As of the most recent update, five services are not connected. The Light and Power Department had ten sites that were impacted with approximately 1,500 customers affected. As of today, only 150 meters are not responding, and the crews are connecting more homes to power every day. The Utilities Department has completed one FEMA project worksheet for a total cost of approximately $97,000 and the Town's portion (12.5%) of the cost at $12,000. There is a mutual aid agreement in place with Larimer County to cover the Glen Haven area and County Road 43. All above ground assets damaged by the flood would be covered by CIRSA, the Town's insurance company, and all underground assets would be covered by FEMA. Director Bergsten stated staff continues to research the best long term solution for repairing and replacing power lines. He added there are benefits to the utilities being underground as wind and snow tend to be the most damaging to the Light and Power service area. 2. IT — Manager Fraundorf informed the committee that Kyle Szabo, summer intern, has been hired full time as an IT Support Specialist. Staff has begun the process RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — November 14, 2013 — Page 2 of updating and replacing the Town's 26 servers to reduce the number by approximately half. Staff has acquired a couple of high -end servers and would begin migrating files to bring the core infrastructure up to modern day standards. An RFP for outsourcing IT remote support was issued prior to the flood and in light of the flood the RFP process has been put on hold until 2014. New anti- virus software, ESET, has been installed remotely to all Town owned computers to protect the system. All Windows XP computers on the Town's system are being replaced prior to the new year because as of April 1st, Microsoft would discontinue providing security updates for the XP platform. An update was provided on the migration to Sungard OneSolution, which has been put on hold indefinitely due to a delay in the OneSolution production modules The Town would continue to pay for and install upgrades to the HTE/Naviline system. Several departments have outsourced software needs with the delay in OneSolution, such as payroll in Human Resources and permitting/code compliance in Community Development. Other factors for not continuing with the OneSolution modules are the ability to complete the core financials, work orders, general ledger and purchase orders with HTE/Naviline, Staff plans to migrate to the current version of HTE/Naviline and implement a more powerful data inquiry tool. The committee expressed concern over continuing to spend money with a company that has not been upfront with staff and urged staff to be more proactive in their approach to finding new technologies that can help solve current issues. Trustee Koenig inquired about the progress of getting the entire downtown Wi-Fi access. At this point, staffs efforts are not focused on this issue. Manager Fraundorf stated staff could encourage local vendors to complete this goal with a small investment from the Town. Trustee Koenig expressed the topic should be included on an upcoming Town Board Agenda, noting it could improve quality of life and public safety for residents and visitors. PUBLIC WORKS. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Update on Fish Creek Corridor Repairs — An update was given on the repairs to the Fish Creek Corridor. An Intergovernmental Agreement between the Town of Estes Park, Larimer County, Upper Thompson Sanitation District, and Larimer County Recreation and Parks District has been drafted to create one legal entity which can design, bid, and account for the various reimbursements related to the damage incurred during the flood at Fish Creek Road. This is a federal aid road which may receive reimbursement by the Federal Highways for repairs. At this point, FEMA and Federal Highways are still discussing how the repairs would be paid for and by what agency. Larimer County would be the lead agency on the project because the federal government has taken responsibility for County Road 43. The IGA once completely vetted would be forwarded directly to the Town Board for consideration. Federal Highways has authorized payment for emergency repairs to create a one lane road through the entire stretch of Fish Creek Road with an estimated opening just prior to Christmas. Approximately several thousand cubic yards of road material are being pulled from Lake Estes per day for the effort. Almost one hundred thousand cubic yards of material have been committed to the Estes Valley Recreation & Park District, Larimer County, Rocky Mountain National Park and Town needs. The cost of the material from the lake is approximately one third of the free market price. 2. Sales Tax Initiative Report —Director Zurn provided an update on the current conditions of the Town roads and drainage system infrastructure. Over the last twenty years, the maintenance for streets and drainages has been underfunded creating a rapidly declining infrastructure as a result. Many of these systems were improperly designed and constructed, have not received annual maintenance or adequate curb, gutter and roadside ditches. Reports have been completed in the past to outline the problem areas throughout Town. With the most recent rain event, the ramifications of deteriorated infrastructure become RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — November 14, 2013 — Page 3 evident. Staff has established $1 Million would be needed to repair/replace undersized culverts, $1.5 Million needed for damage outside Fish Creek Road, and $350,000 needed for bridges. Civil Engineer Ash gave a presentation which covered the current pavement index on Town roadways and demonstrated the dire need for improvements. At the current funding level, it has taken four years to address Dry Gulch Road. The cost to make repairs can escalate exponentially if not addressed in a timely manner. The committee suggested making the same presentation to various clubs throughout the community to help provide a basis of need for the upcoming sales tax initiative. 3. Verbal Updates and Committee Questions — Director Zurn updated the committee on the progress made on the Multi -Purpose Event Center. A Topping Off Ceremony would to take place the first week of December. There being no further business, Chair Blackhurst adjourned the meeting at 9:34 a.m. V304(1 Barbara Jo Liatis, Recording Secretary TOWN OF ESTES PARK BOARD OF TRUSTEES