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HomeMy WebLinkAboutMINUTES Public Safety, Utilities, and Public Works Committee 2012-01-12RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, January 12, 2012 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 12`h day of January, 2012. Committee: Attending: Also Attending: Chair Blackhurst, Trustees Ericson and Koenig All Interim Town Administrator Richardson, Dir. Bergsten, Dir. Zurn, Chief Kufeld and Recording Secretary Bailey Absent: None Chair Blackhurst called the meeting to order at 8:00 a.m. PUBLIC COMMENT. None PUBLIC SAFETY ESTES VALLEY VICTIM ADVOCATES 2012 CONTRACT. The Estes Valley Victim Advocates (EVVA) provide services and counseling to crime victims and serve as a valuable resource to the Police Department. Each year, the Town of Estes Park provides funds to EVVA to help with operational costs. Chief Kufeld stated that the 2012 contract between the Town of Estes Park and EVVA is the same as the contract approved in 2011 except for $420 that will not need to be supplemented for this budget year and the contract will now provide $7,500 to the organization, paid in equal quarterly payments. Chair Blackhurst recommended leaving the $420 in the contract and rounding it up to $500 for an even $8,000. Johanna Darden questioned whether EVVA requested that additional funding and as they had not, why they would be given extra money. Chair Blackhurst pointed out that the money was budgeted and they are a great asset to the community. Interim Town Administrator (ITA) Richardson noted that as a former chair of EWA, the organization is entirely grant funded and is certainly in need of additional funding. The Committee recommended approval of the contract with EVVA for $8,000 from account #101-2100-421-22-98, budgeted, to the Town Board consent agenda. MISCELLANEOUS. Chair Blackhurst asked how the Citizens Police Academy was going and Chief Kufeld advised it was going well. Chair Blackhurst also asked about the Sergeant search and Chief Kufeld updated the Committee on the progress of the internal search. UTILITIES. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. SunGuard Software Project Upgrade. Dir. Bergsten & Manager Pallissard reported that the upgrading of the Town's financial software has been delayed due to IBM hardware and software issues. The implementation of phase one consisting of the Community Development module, is moving forward and the training process has been rescheduled. The second phase, the Finance module that includes Human Resources and general ledger, is on schedule to be completed in 2012. 2. Utilities Assessment. Dir. Bergsten reported that twelve of the thirteen items RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — January 12, 2012 — Page 2 identified by RJM Consulting as areas for potential improvement in the 2011 assessment have had action taken on them and are being worked in order of priority. The thirteenth item has yet to be evaluated for action. Trustee Ericson thanked Staff for actively working on or having completed most of the items on the list. MISCELLANEOUS. Trustee Koenig questioned the blacklist email situation for the estes.org and Mgr. Pallissard advised on why the situation exists. PUBLIC WORKS. WIEST PARKING LOT RESTROOM RETAINING WALL REPAIR. Staff has determined that the retaining wall located on Town Property north of the Wiest restroom has become unstable and is leaning onto adjacent private commercial property. Van Horn Engineering has proposed to design a replacement for this wall for a not -to -exceed cost of $4,500. The preliminary estimate for the project construction is $65,000. Trustee Koenig questioned if drainage and runoff issues will be addressed in this construction and Dir. Zurn advised that those issues will be addressed in the project and that existing landscaping will most likely not stay in the design. Chair Blackhurst questioned whether it would appropriate to use monies from the Community Reinvestment Fund (CRF) and Trustee Ericson disagreed with using the CRF at this time as further planning needs to be done with what to do with those funds. ITA Richardson recommended coming up with a plan later in the funding process. Staff recommends construction be completed prior to the summer season. After discussion the Committee recommended approval of initiating design work related to the repair/replacement of the Wiest Parking Lot restroom retaining wall with Van Horn Engineering at a not -to -exceed cost of $4,500, from account #101-3100-431-35-51 unbudgeted, to the Town Board consent agenda. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Bond Park Phase V Design Consultant Selection. The Bond Park Stakeholder Group came to a consensus that the scope of Phase V improvements should focus on completing the hardscape along Elkhorn Avenue. Bids have been received for Phase V improvements and will be reviewed by the Bond Park Stakeholder Group and a recommendation for award will be made to the Town Board on January 24, 2012 following a further meeting with one of the bidders, Chroma Design, on January 16, 2012. Trustee Ericson requested a list of the members of the Bond Park Stakeholder Group and confirmed with Dir. Zurn that references will be checked for any consultant group chosen. Johanna Darden questioned some points on the previous plan and Chair Blackhurst advised much of that is up to discussion in the new design and the consulting firm chosen will call for public input as part of the scope of service of the design contract. 2. 2012 Street Improvement Protect (STIP) List. Staff has evaluated the best use of funds budgeted in 2012 for street improvements. The 2012 budget allocates $890,065 for street and concrete rehab related improvement. An additional $291,522 is available for re -appropriation from the 2011 street improvement budget. Staff recommends that the total available budget for 2012 of $1,181,587 be allocated to the following projects: a. Virginia, Park, MacGregor Ave Reconstruction/Overlay b. Town -wide crack seal of all streets c. Steamer Dr/Black Canyon Dr Overlay d. Wiest Parking Lot Retaining Wall Dir. Zurn noted that this is with the understanding that there is not a predictable funding source of $1,000,000 for the STIP budget. ITA Richardson advised that this issue will be coming to a study session in February. 3. 2012 Project Schedule Prioritization. Staff is seeking input and direction on timing of various projects slated for 2012, especially in the core business district. All the RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — January 12, 2012 — Page 3 projects will be disruptive, but Staff has particular concern over several projects in the core area of Bond Park and the surrounding business district that will potentially have different contractors. Input is being sought as to possible scheduling that will minimize conflict and potential weather -related financial risks due to a heavy springtime construction schedule. Ron Duell from the Estes Park Sanitation District spoke regarding their project on Virginia Drive and blasting related to that project to assuage concerns expressed by Johanna Darden regarding said blasting and the effect on the surrounding area. ITA Richardson recommended a study session to discuss specific scheduling matters. There being no further business, Chair Blackhurst adjourned the meeting at 9:22 a.m. &l6 Rebecca Bailey, Recording Sec APPROVED JAN 2 4 2012 TOWN OF ESTES PARK BOARD OF TRUSTEES