The URL can be used to link to this page

Home My WebLink AboutMINUTES Public Safety, Utilities, and Public Works Committee 2012-10-11RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, October 11, 2012 Minutes of a Regular Meeting of the PUBLICSAFETY/UTILITIES/PUBLIC WORKS COMMIT -TEE of the Town of Estes Park' Lahnner County' Colorado. Meeting held inthe Town Hall in said Town of Estes Park on the 11mday ofOctober, 2012. Committee: Chair BlaokhumtTrustees Koenig and Phipps Attending: Chair Blaokhurst.Trustees Koenig and Phipps Also Attending: Town Administrator Lancaster, Assistant Town Administrator FUuhan]oon, Chief KufoN, Dir. 8ergsten, Finance Officer McFarland, Dir. Zumand Deputy Town Clerk Oeats Absent: None Chair Blaokhurstcalled the meeting 0uorder at8:OUa.m. PUBLIC COMMENT. Art Blume, Town nexidenk, voiced concerns about heavy traffic and the lack ofspeed control along Moraine Avenue west of Town. He said this is a year-round safety issue compounded by pedentrinnn, bicycle ridom, wildlife onusnings, tour buuen, delivery truokn, and traffic to the transfer station. He said he spoke to the Committee about this issue in the past but the problems have not been addressed. He requested that sidewalks and an electronic speed control device be considered for the area. Chief Kufeld said the Police Department will study the traffic along this stretch ofroad and position the traffic trailer on Moraine to attempt to slow down traffic. Chair B|aokhurstpoupoued looking at easements in the area m|ak*d to constructing sidewalks in the future. PUBLIC SAFETY. No items. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Verbal Updates — ° Halloween Road Closure — ChiefKufo|d noted that the Halloween Road Closure will include a buffer around the construction projects on MacGregor Avenue and in Bond Park. ° pD Lobby Remodel — Staff will continue to provide a high level of customer service during construction to minimize its effect on residents and visitors. ENTERPRISE FUND LARGE MAINTENANCE EXPENSE POLICY. Dir. Bengston presented a draft policy to address planning for expenses related to major maintenance projects at enterprise fund utility facilities. The policy would use an aoonuu| method to allocate monies for large maintenance projects such as the replacement of membranes and filters at the water treatment plants. The draft policy is based on accruing 9096 of the estimated cost of the maintenance over the aooma| period. The accrual period begins the year after o major maintenance project and runs through the year ofthe next major maintenance activity. Chair B|uokhuntnoted that the program is similar to the Town'a vehicle replacement fund, but on u larger scale. He said that the vehicle replacement fund accrues at 12596 of the estimated replacement cost and proposed changing the policy to accrue a higher percentage of the oohmetod costs so that the fund does not come up short at the time of the maintenance project. RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — October 11, 2012 — Page 2 Finance Officer McFarland added that the accrued funds must be based on a reasonable and logical estimation of the costs and said the funds become restricted for the specified use, however, if too much money is accrued it can be released, in the same manner as the current vehicle replacement fund. Chair Blackhurst suggested that the policy be written to include all major maintenance projects within the Town, not just those associated with the enterprise fund utilities. Town Administrator Lancaster said that hidden costs related to things such as roof replacements, and boiler and HVAC maintenance should be considered, and concurred that the policy should be written to incorporate a Town -wide capital reserve for large maintenance expenses. After discussion, the Committee recommended that the 2013 enterprise fund budgets include monies for expenses related to large maintenance projects and that staff work on drafting a policy that will address the accrual of funds to cover large maintenance expenses Town -wide to bring forward to the Town Board by the middle of 2013. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Conditional Waiver of Monthly Base/Minimum Charge Policy — Per policy, utility customers who lost their homes in the Woodland Heights fire are being charged minimum monthly fees. Staff has received complaints related to the minimum charges and requests from victims of the fire for waivers of these fees. Dir. Bergsten said that current policy does not allow for a waiver of monthly base or minimum charges for utility customers under any circumstances. Paying the minimum charges keeps the account active, grandfathers the use of overhead electric service, ensures no reconnection expenses are incurred, and in the case of water service, ensures that the customer retains their tap. The Committee discussed making an exception to the policy for a specified period of time for customers who lost their homes in the fire, and asked administration to proceed on this matter. In addition, conversation ensued related to whether a water tap can be revoked for non-payment of the minimum charges, or whether the tap, once purchased, is owned and runs with the property. The Committee requested this topic be brought before the full Town Board for discussion in the future. 2. Accountable Water — Loss of water in the distribution system is accounted for monthly and categorized into metered losses, estimated losses, and unaccounted losses which total approximately $100,000 worth of water per year. Metered losses of approximately $40,000 include "bleeders" that are utilized to maintain water quality in pipes and also to prevent water lines from freezing. Another $60,000 worth of water is unmetered and lost through leaks in the system. Dir. Bergsten noted that a pipe replacement program is currently in development. 3. Light & Power Capital Project Update — Supt. Steichen reported that three capital projects that were budgeted for in 2012 have been completed satisfactorily. A roof replacement at the service center was completed on time and on budget; Glen Haven Circuit Upgrades were completed in-house by L&P staff on budget; and the Allenspark Circuit Upgrades were done by Selcon Utility and completed ahead of schedule and on budget. PUBLIC WORKS. No items. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Stanley Fairgrounds Sanitary Sewer Civil Site Work Update — Bidding documents for the Multi -Purpose Event Center (MPEC) and the 100-stall barn are being prepared. In conjunction with these projects, staff is proceeding with bidding the civil and site work for the property so that work can be completed before frost conditions delay the required underground work. The site work includes a sanitary sewer line running east 1400 feet from the site of the proposed MPEC and stall barn on the west side of the fairgrounds to an existing manhole. 2. Bond Park Phases I and III and Phase V Construction Update. RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — October 11, 2012 — Page 3 • Cornerstone Construction has started repairs on MacGregor Avenue. The existing base and subgrade material will be removed from the roadway and geogrid material will be added before all the materials are re -compacted and the pavers are reinstalled. The repairs are scheduled to be completed by November 21, 2012. • Taylor Kohrs, the contractor for Phase V improvements to Bond Park has started work and will have underground infrastructure in place by November 21, 2012. There being no further business, Chair Blackhurst adjourned the meeting at 9:20 a.m. Cynthia Deats, Deputy Town Clerk APPROVED OCT 2 3 2012 TOWN OF ESTES PARK BOARD OF TRUSTEES