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HomeMy WebLinkAboutMINUTES Public Safety, Utilities, and Public Works Committee 2013-08-08RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, August 8, 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 Town Hall in said Town of Estes Park on the 8' day of August, 2013. Committee: Chair Blackhurst, Trustees Koenig and Phipps Attending: Chair Blackhurst, Trustees Koenig and Phipps Also Attending: Town Administrator Lancaster, Chief Kufeld, Dir. Bergsten, Dir. Zurn, and Deputy Town Clerk Deats Absent: Assistant Town Administrator Richardson Chair Blackhurst called the meeting to order at 8:00 a.m. PUBLIC COMMENT. Mike Kearney, Town resident, expressed dissatisfaction with the construction project along Moraine Avenue. He stated that a project on a main artery such as Moraine Avenue should never have been undertaken during the summer season and said that when it was determined that the project could not be completed by Memorial Day, it should have been stopped. Chair Blackhurst said the Town Board was made aware of delays prior to the middle of June but, by that time, a contract had been let. He said now that the project is underway it needs to be finished and asked Town Administrator Lancaster to address the issues that have been encountered. Town Administrator Lancaster said that in hindsight the job should not have been started with design and contractor issues leading to delays, and stated that there was also some concern about the viability of the grant if the project went into another fiscal year for the state. Director Zurn expounded on the topic stating that this is a Town project along a state highway and, therefore, requires coordination with the state. He said issues were encountered related to the ownership of the retaining wall along Moraine Avenue and the design and engineering of the sidewalk to be constructed atop the retaining wall, which required redesign in order to satisfy the state. Once in the field it was determined that a redesign in regard to grades was also necessary, causing further delays. Director Zurn noted that the original design and engineering was not faulty, rather it had to be changed when additional information came to light. He noted that Mountain Construction, low bidder on the project, has been difficult to work with, however the Town is obligated to the contractor and the specified timeline for completion of the job. Director Zurn said stringent specifications for asphalt construction would preclude rescheduling the job until fall. He said the scope of the project changed slightly, because of the possibility of building a one-way couplet in the future, and stated he anticipates that the Moraine Avenue job will be completed in the next two weeks. Town Administrator Lancaster said that staff has been communicating on a regular basis with businesses affected by the project and said that in the long run the improvement should result in better access to their establishments and better business in the future. The Committee also expressed concern about the disruptions that may occur if the Federal Land Access Program (FLAP) grant is awarded and a one-way couplet is built. Director Zurn said that interruptions to traffic flow would be minimal during construction of a one-way couplet and added financial compensation and relocation for affected businesses will be considered. The Committee questioned the Town's bidding procedures. Town Administrator Lancaster stated that Town policy does not require that the lowest bidder be hired for a job. Director Zurn said the policy states that the lowest, responsible bidder be selected. RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — August 8, 2013 — Page 2 PUBLIC SAFETY. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Estes Valley Victim Advocates — 6-Month Report — Executive Director Mary Mesropian said the program is celebrating its 25th anniversary this year and credited former police chief Dave Racine and Jo Pierce with being instrumental in the creation of the organization. She said 167 people have been served so far this year through the advocate, counseling, bilingual outreach, and safe house programs, and said she anticipates approximately 250 to 300 people will have been served by the end of the year. She said that the organization lost $7,000 in funding this year which will need to be made up through other sources. 2. Verbal Updates — o US Pro Challenge — Planning continues for the bike race on Saturday, August 24th with weekly meetings being held in preparation for the event. The Police Department will be hiring ten additional officers from Boulder County and the City of Boulder to work the event at $55/hour plus vehicle mileage. The officers will be on duty from approximately 8 a.m. till 5 or 6 p.m. on race day to help with crowd and traffic control and pedestrian safety. Chief Kufeld said by reallocating funds the additional expense of approximately $10,000 can be absorbed by the department. Chief Kufeld said he is expecting the event to go smoothly, despite the fact that large crowds and increased traffic are anticipated. He said an estimated 5,000 people are expected to gather to view the race at the switchbacks and added that shuttle routes and schedules are being adjusted to accommodate the crowds. Rocky Mountain National Park (RMNP) staff will be assisting with traffic control at the intersection of Marys Lake Road and Moraine Avenue. o Staffing — Amanda Nagl and Noel Bryan have both resigned from their positions with the Police Department and will be taking positions in Fort Collins. Sergeant Corey Pass will be promoted to Support Services Commander and Melissa Westover, who has been receiving training from Ms. Nagl, will be promoted to a managerial -type position. The records position will be filled as soon as possible. In addition, a new police officer has been hired and is scheduled to start work on August 19th o Hail Storm Damage — Two new police cars received significant hail damage while parked at the car dealership in Greeley during a recent storm. Staff is working with the dealership to rectify the situation; staffs preference would be to order new vehicles to replace those damaged during the hail storm. UTILITIES. ENTERPRISE FUND LARGE MAINTENANCE EXPENSE POLICY. Director Bergsten presented a proposed policy that would allow for the accrual of funds to be used to cover expenses related to large maintenance projects for Light & Power and Water. For example, replacement of the filter media at Glacier Water Treatment Plant at a cost of approximately $150,000 is performed every 15 years with the next replacement scheduled for 2017. In addition, membrane replacement at Marys Lake Water Treatment Plant will occur every 12 years at an estimated cost of $900,000. The first replacement is planned for 2022. The policy would allow for the financial burden of large maintenance costs such as these to be spread out over a period of years. The Committee commended staff for being proactive and planning ahead for these costs, however, Chair Blackhurst voiced concern about the appearance of an unfunded liability which could affect bonding rates. Director Bergsten stated that Finance Officer McFarland has been in contact with the Town's auditors about this topic and will have additional information when the item comes forward to the Town Board. Town Administrator Lancaster said that the Town should also be planning for expenses related to care and maintenance of Town -owned buildings by getting allocation and replacement plans in place. He cited the vehicle replacement fund as a good example RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — August 8, 2013 — Page 3 of such a program. The Committee recommends approval of the Accrual of Major Maintenance Costs Policy as an action item at the August 27, 2013, Town Board meeting. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Utilization of Water Bleeders — Director Bergsten said water bleeders are used by the Water department as a maintenance tool for freeze protection and quality control, as well as an effective method of deferring capital projects such water main replacement. He said that Carriage Hills has the highest density of bleeders on the system and stated that the cost of freeze protection bleeders in this area including sewer discharge fees, is $2,071 per year. He estimated the capital cost to replace the water mains in this area at $2,713,000. Chair Blackhurst took issue with the example provided and said the Town has adopted a Water Conservation Plan and should be determining what needs to be accomplished in order to avoid putting 12% of the Town's treated water on the ground through bleeder systems. Director Bergsten said the distribution system, water plants, and bleeders will all be investigated and considered as a master plan is developed. 2. Light & Power Capital Projects — Crews have completed the dirt work and pulled all the wire for the Fall River/Big Thompson project. Clean up is underway and re -seeding will take place next spring. Removal of the overhead lines is ongoing and expected to be completed by the end of the year. The Allenspark project entailed the replacement of approximately 60 poles, which has been completed, and replacement of 12,000 feet of overhead line down Big Owl Road. Tree trimming is completed and the project is ahead of schedule. Director Bergsten commended L&P crews for taking on these projects in-house at a cost savings to the Town. 3. IT — A Request for Proposal (RFP) has been published for a firm to provide IT support to the Town, which would consist primarily of a remote help desk to provide resolution to issues that arise. Superintendent Fraundorf estimates that nearly half of the requests for support could be resolved remotely. He expects to receive three to four proposals in response to the RFP. Also, an advertisement is currently running for a full-time IT staff person. PUBLIC WORKS. REPLACEMENT OF STREETS VEHICLE #G-95. Streets Vehicle #G-95, a 1996 International 4800 single axle dump truck, has been in service for 17 years. The 2013 budget contains $135,000 for the replacement of this vehicle. The Town utilized the State of Colorado competitive bid process with the low bid being submitted by Transwest Trucks. Staff is recommending the purchase of a 2013 Freightliner M2106 single axle dump truck from Transwest Trucks in Commerce City, Colorado, at a cost of $130,871, including trade-in. The Committee recommends approval of the purchase of a 2013 Freightliner M2106 single axle dump truck at a cost of $130,871 from the vehicle replacement fund #635-7000-435-34-42 budgeted, as a consent agenda item on the August 27, 2013, Town Board meeting agenda. There being no further business, Chair Blackhurst adjourned the meeting at 9:24 a.m. APPROVED Cynthia;'9eats, Deputy Town Clerk AUG 2 7 2013 TOWN OF ESTES PARK BOARD OF TRUSTEES