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Home My WebLink AboutMINUTES Public Safety, Utilities, and Public Works Committee 2012-08-09RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, August 9, 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 9th day of August 2012. Committee: Chair Blackhurst, Trustees Koenig and Phipps Attending: All Also Attending: Town Administrator Lancaster, Assistant Town Administrator Richardson, Chief Kufeld, Directors Bergsten and Zurn, Superintendent Fraundorf, Finance Officer McFarland and Clerk Williamson Absent: None Chair Blackhurst called the meeting to order at 8:00 a.m. PUBLIC COMMENT None. PUBLIC SAFTEY Police Lobby Remodel — Request Approval. The project has been reviewed by both the PUP Committee and the full Town Board at a recent study session. The lobby improvements would enhance the safety of both the staff and the public. The project was budgeted at $40,000 for 2012, and after project scoping and full analysis of the project, it was estimated at $140,000 for full build -out. The project would be funded by realized savings in personnel costs from the Police department of $70,000 due to four vacancies during the first half of the year, $40,000 budgeted and an additional $30,000 from the General Fund. The funding would be moved to the Community Reinvestment Fund in an effort to fund all large capital projects from the fund. After further discussion, the Committee recommends approval of the Police Lobby Remodel project and funding as outlined above as a consent item at the August 28, 2012 Town Board meeting. REPORTS Estes Valley Victim Advocate 6 Month Report. Director Mary Mesropian reviewed the report and emphasized the efforts of the volunteers supporting the victims of the Woodland Heights fire during and after the event. The Advocates have helped a number of individuals during the first half of the year with issues related to domestic abuse, sexual abuse, death, assault, stalking, counseling, group counseling, and other crimes. Police Golf Tournament. Chief Kufeld stated the tournament was held on August 3, 2012 with over 116 participants from 20 different agencies. $2,500 was raised during the charity event with funds to be donated to local charities. UTILITIES REPORTS Water Distribution Leaks and Prioritization. The Water department has spent significant effort and financial resources on the reconstruction of the Marys Lake Water Treatment plant, and the replacement of lower priority water mains during recent street replacement projects. The last significant water RECORD OF PROCEEDINGS Public Safety, Utilities & Public Works Committee — August 9, 2012 — Page 2 main line pipe replacement was completed in 2006. Staff has maintained a formal pipe replacement project list that prioritizes replacement based on frequency of leaks (highest customer impact due to street closures, loss of water service and short term water quality issues), size of the leak, pipe size, pipe material, water quality, water pressure and cost. The purpose of replacing the water mains at the end of their useful life is to reduce overall operating costs, increase service reliability and improve water quality. Failures in the system are from corrosion failures, brittle cast iron failures due to cold water temperatures, and the rocky sub terrain in the area. The use of ductile iron mortar -lined pipe has improved performance and integrity of the system. Staff has begun to address the water main line distribution system by updating the electronic GIS maps to improve staff's ability to track metrics associated with failing water mains. The committee discussed the need to address the priorities of both the water line and street replacement/repair projects to ascertain the most pressing needs of both infrastructures. This would prevent newly paved roads from being cut into for water leaks in the future. The items need to be brought forward as a package to the Board for consideration rather than separate projects. Director Bergsten stated a pert chart has been produced which can integrate both street improvements and waste water improvements. Administrator Lancaster suggested a water line replacement program similar to STIP be reviewed by the Board. Fiber Optic Lease Update. Superintendent Fraundorf stated the 5 year contract with Level 3/ICG signed in 2005 utilized the long haul from Estes to Loveland. The contract outlined the Town would receive 15-17% after the company reached $15,000 in sales. To date, Leve13/ICG has one customer, Airbits, and the Town has not received any funds except for sales tax. Level3/ICG was not aware of the contract. Contractual changes with Level 3/ICG may have an impact on Airbits customers. Therefore staff and Attorney White are developing a new contract with financial considerations. It has also been determined Level 3/1CG has been using PRPA's fiber ring with no formal contract. Staff has been in discussion with RMDAS, a company the Town is under current contract to provide fiber to the fairgrounds, to provide an alternative path for the Town to connect to the Internet when service is lost. This would create a redundant system for the Town. The YMCA currently uses Century Link which ends in November. Discussions continue with the YMCA on the possibility of leasing Town fiber in the future. Assistive Hearing Audio System. A new hearing assistive system was installed 6 weeks ago. A portable system has also been installed in the upstairs meeting rooms, which has enhanced the audibility of meetings. The entire system was purchased for approximately $3,000. Trustee Koenig requested a similar system be purchased for the meeting room at the Museum. Public Internet. A computer has been placed in the atrium of Town Hall with Baja providing free wireless access to both Town Hall and the Visitor Center. Staff continues to work on placing public wireless in the upstairs meeting rooms. PUBLIC WORKS John Deere Tractor Replacement — Request Approval. The 2012 Vehicle Replacement Fund includes $50,000 for the replacement of the 1994 Special Events tractor G-84A. The tractor is 12 years old with 2347 hours; it is within the replacement parameters of time and operation costs (Replacement Type 12 / 10 years or 6,000 hrs & monitor costs). Quotes were received from three vendors and are as follows: 215t Century Equipment Fort Morgan, CO 80701 John Deere 5115 M MFWD Utility Tractor - $63,588.10 Trade in - $8,000.00 Total cost with trade - $55,588.10 RECORD OF PROCEEDINGS Public Safety, Utilities & Public Works Committee — August 9, 2012 — Page 3 Longs Peak Equipment Longmont CO 80504 Colorado Equipment Fort Collins CO 80524 John Deere 5115 M MFWD Utility Tractor - $56,474.69 Trade in - $5,500.00 Total cost with trade - $50,974.69 John Deere 5115 M MFWD Utility Tractor - $58,125.00 Trade in - $7,500.00 Total cost with trade - $50,625.00 Staff recommends purchasing a new John Deere 5115M MFWD Utility Tractor from Colorado Equipment from the Vehicle Replacement Fund # 635-7000-435-34-42. The Committee recommends approval to purchase a replacement John Deere tractor from Colorado Equipment as stated above as a consent item at the August 28, 2012 Town Board meeting. 2012 Street Maintenance Program. Public Works continues to focus on road improvements with a Town -wide crack seal program. On July 13th a Request for Bid was advertised in the Fort Collins Coloradoan, the Estes Park Trail Gazette and the Town's website. The project would consist of applying 80,000 lbs of hot asphalt crack sealant on the 57 miles of existing roadways within the Town. The following four bids were received: A-1 Chipseal Co. Coatings, Inc. Sealco Bonneville Asphalt Denver, CO Arvada, CO Windsor, CO Provo, UT $ 99,200 $116,800 $200,925 $224,000 A-1 Chipseal has provided asphalt services for the Town in the past with favorable results and their municipal references provided positive feedback with regard to their work. Most recently they completed an asphalt sealant to the Park Lane parking on the Virginia Drive project. The bid is inclusive of all equipment, traffic control, labor, mobilization and 80,000 lbs sealant material. Once approved work would begin on September 3rd, with a completion date set for November 21st. Staff recommends A-1 Chipseal with a 10% contingency from the annual Street Improvement Program. The Committee questioned if the project could be completed on all 57 miles, and if the contingency was enough to cover unexpected issues with the project. Staff stated it is estimated 80,000 lbs of material would be needed to complete the project; however, it is difficult to estimate the depth of some crack that may need additional material. A weekly report would be provided by the company in order for staff to prioritize roadways to be completed. After further discussion the Committee recommends approval to contract with A-1 Chipseal to complete a Town -wide crack seal project for $99,200 from #101-3100-431-35-51 with a 20% contingency as a consent item at the August 28, 2012 Town Board meeting in an effort to complete all 57 miles. The Committee requested staff include a report in the Town Board packet outlining the project and the contingency. REPORT Street Damage/Repair Due to July 7th Weekend Storm. Staff reviewed the roadway damage caused by the July 7t" weekend storm. The erosive force of the runoff led to potholing and raveling of the asphalt in a number of areas. Staff prioritized the immediate repair of Raven Avenue, Aspen Avenue, Driftwood Avenue, Columbine Avenue, Birch Avenue, Elm Road and Community Drive. To expedite the repairs, the Town was able to complete a change order on the existing contract with Coulson excavating for the Virginia Rehabilitation project. Repairs were completed on July 27th for a cost of $100,000. The storm demonstrated to staff the need for proper drainage to address water flow. There being no further business, Chair Blackhurst adjourned the meeting at 9:30 a.m. �akie Williamson, Town Clerk