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Home My WebLink AboutMINUTES Public Safety, Utilities, and Public Works Committee 2012-12-13RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, December 13, 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 13' day of December, 2012. Committee: Chair Blackhurst, Trustees Koenig and Phipps Attending: Chair Blackhurst, Trustees Koenig and Phipps Also Attending: Town Administrator Lancaster, Assistant Town Administrator Richardson, Chief Kufeld, Dir. Zurn, Supt. Fraundorf, and Deputy Town Clerk Deats Absent: Dir. Bergsten 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. School Resource Officer Statistics Follow -Up — Statistics related to incidents occurring on the Park School District campus for January through June of 2012 were presented to the Committee. Incidents were broken down between the elementary, middle, and high schools; categorized; and compared with data from previous years. The data did not include situations that were handled by the School Resource Officer, or events that were handled intemally by the School District. UTILITIES. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Sungard Update — Consultant Don Widrig continues to identify and document the business processes utilized by Town staff to streamline procedures and improve customer service. Staff has been communicating with the Sungard Company regarding software that the Town currently has on its servers and software that is in development. Reports are provided to the leadership team on a regular basis and meetings with the steering team are held when necessary. 2. Credit Cards — Staff is researching methods of accepting credit cards for services, permits, and licenses provided at Town Hall. The Statewide Internet Portal Authority (SIPA) has a program called PayPort that allows govemmental entities to accept credit cards through SIPA, which acts as a third party. Transactions are completed on-line and customers are charged an additional 2.25% of the transaction amount plus $.75. The SIPA PayPort program does not require the Town to enter into a contract in order to utilize this service. The Committee requested staff investigate PayPort's security system to ensure protection for the consumer. 3. Update — Fern Lake Fire — L&P crews responded to a call at approximately 3:30 a.m. on Saturday, December 15' to shut off power to Caley Cottages in Moraine Park, and a crew remained on standby at the Moraine Park Museum. As the fire intensified all L&P crews were called to relocate equipment and take trucks to their homes to give them the ability to respond instantly if necessary. Staff sectionalized and isolated lines in the fire area in order to maintain power to the Town water plant and a Rocky Mountain National Park water treatment plant in Moraine Park. Crews RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — December 13, 2012 — Page 2 were on standby at the L&P shop overnight in case the fire intensified during the high wind event forecasted for Sunday night. Water crews were sent to monitor the Glacier Creek water treatment plant and prepare it to be shut down if it became necessary. At the same time, personnel at the Marys Lake Water Treatment Plant were ready to switch facilities if Glacier Creek was shut down. Water crews were on standby overnight to monitor winds and communicate with fire crews, the police department, and incident command. 4. Filming — Bill McNamara will be filming the Committee and Town Board meetings held in the Board room. 5. Streaming Video — The number of viewers increased dramatically during the Fern Lake fire. Staff expects general usage to increase as knowledge of this website feature becomes more widespread. PUBLIC WORKS. LEAGUE OF WOMEN VOTERS REQUEST FOR REGYLING GRANT MATCH. The League of Women Voters (LWV) and the Community Recycling Committee (CRC) applied for, and were awarded, a Colorado Department of Public Health and Environment (CDPHE) grant for recycling bins for downtown Estes Park. $18,350 was awarded with $14,900 earmarked for the purchase of 24 recycling bins. The groups are proposing that the bins be purchased from 2K Waste Industries in Loveland, Colorado. The LWV and CRC are requesting that the bins be accepted into the Town's existing waste collection system and that the Town cover the expense of installing the new bins at an approximate cost of $200 per bin. The terms of the grant require that the bins be acquired and installed no later than June 30, 2013. Options for the Town range from declining the grant, to accepting the grant and upgrading the bin design to better meet the needs of the community. Staff reviewed the 2K Industries bin design and preferred that an alternative bear -proof, dual trash/recycling bin be considered. This would increase the cost to $37,000; requiring the Town to invest approximately $23,000 in addition to the $14,900 in grant monies. Dir. Zurn was unable to provide the Committee with information related to additional pickup schedules and the increased costs of servicing the additional bins. The Committee concurred with the importance of bear - proof bins and recycling, and voiced concern over finding $23,000 to put towards the project. They requested information related to the costs associated with adding the bins to the Town's current inventory and recommended the topic be heard by the full Board as an action item at the January 8, 2013, Town Board meeting. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Stall Barn & MPEC Bid Process Update — The project(s) went out to bid on December 12, 2012. The bid package has three bid line items: 1. the stall barn; 2. the MPEC; and 3. the stall barn and the MPEC projects together. Due to the upcoming holidays, the bid opening has been re -scheduled for January 15, 2013. The date to submit questions in writing has been changed to January 3, 2013, with responses provided by January 9, 2013. Estimated numbers of days to complete the projects are: stall barn — 175 days; MPEC — 200 days; or both buildings constructed simultaneously at 240 days. By the second Town Board meeting in January bid information, as well as the MPEC pro forma, will be available to the Trustees. In addition, a study session is scheduled for Wednesday, January 9, 2013, to hear and discuss financing options. Dir. Zurn reported that the earthwork and the extension of the sanitary sewer line are underway with an estimated completion date of January 15, 2013. MISCELLANEOUS. • Dir. Zurn stated that when possible, project supervision and oversight is provided by Town staff but, when necessary, firms such as the Farnsworth Group are contracted to provide this service, such as on the improvements to Bond Park. The cost of supervision is not included in the contract amount, however, it is RECORD orPROCEEDINGS Public 8afety/Uti|itios/PublicWorks Committee — December 13`2012—Page 3 included in the overall project budget. ° ChairBlaokhunt requested that budget reports be provided by Finance Officer McFarland during his quarterly financial updates, or reported on when exceptions exists, rather than to be included on the agenda for the monthly PUP Committee meeting. There being no further business, Chair Blackhurst adjourned the meeting at 9:45 a.m. Cynthia Deals, Deputy Town Clerk 8��\�D r`....uv�`^ JAN -8 2013 TOWN OF ESTES PARK BOARD OF TRUSTEES