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Home My WebLink AboutMINUTES Public Safety, Utilities, and Public Works Committee 2011-01-13RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, January 13, 2011 Minutes of a Regular Meeting of the PUBLIC SAFETY/UTILITIES/PUBLIC WORKS COMMITTEE of the Town of Estes Pork' [arirner County' Colorado. Meeting held in the Town Hall in said Town of Estes Park on the 131h day of January, 2011. Committee-. Chair B|ookhunt.Trustees Ericson and Koenig Attending: Chair 0aokhuot.Trustees Ericson and Koenig Also Attending: Town Administrator Ha|bumt, Deputy Town Administrator Riohundoon, ChiefKufa|d. Dir. Zum. and Deputy Town Clerk Dents Absent: None Chair Blaokhuntcalled the meeting toorder et8:0Oa.m. PUBLIC COMMENT. None PUBLIC SAFETY. ESTEBVALLEY VICTIM ADVOCATES 2011CONTRACT. The Estes Valley Victim Advocates (E\yvY\) provide aenviuoo and counseling to crime victims and serve as vu|uub|a resource hzthe Police Department. Each year. the Town of Estes Pork provides funds to E\8/Aho help with operational costs. ChiofKufe|d stated that tho2011 contract between the Town ofEstes Park and E\yvY\iathe same ao the contract approved in 2010 and will provide $7.82Otothe organization, paid in equal quarterly payments. The Committee recommends approval of the contract with EVVAfor $7.B20 from account #1U1'31O0'421'22'9D,budgeted. MISCELLANEOUS. In light of the recent shooting tragedy in Tucson, Ahzona, Chief Kufeld stated that the police department has policies in place to provide extra security to visiting dignitaries. REPORTS. Reports provided for informational purposes and made a part of the proceedings, 1. 3 r, Quarter Fire District Statistics — Chief Dorman provided an overview of activity for 3 rd quarter 2010 including number of calls, types of calls, and incident locations (in or out of town limits). He stated that the number of rescue and emergency services calls has gone up and may continue to rise as the population within the district ages. He reviewed the number of training hours completed by the volunteers and said the district implemented a length of service award program as incentive to attract and keep volunteer firefighters, and hopes to increase the number of volunteers from 35 to 40. FINANCIAL SOFTWARE UPGRADE. In Morch2O1U. o committee was formed to consider alternatives tothe existing Town financial software, the HTEN/YJ|L|NE8eheo& The current software was purchased in 1092hnm Sungard Public Sector and has served the Town for more than 18years; however, compatibility problems due to hardware and software advances over the years naau|t in duplication of data entry and lost opportunities in electronic customer services. To remain on the current system, the five-year cost to the Town for annual maintenance fees and hardware replacement totals &33Q.1O8. RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — January 13, 2011 — Page 2 The committee found two vendors, one being Sungard, that were capable of transitioning the Town's existing information. The cost to upgrade to Sungard's OneSolution® is $292,367 and includes maintaining the existing system, hardware for the new system, and migration/conversion services. It was the consensus of the committee to upgrade the existing software with the OneSolution® product at a cost of $34,400 for software from account #625-2500-425-26-33 and hardware at a cost of $53,667.12 from account #502-7001-580-33-33, for a total expenditure of $88,067.12, budgeted. The software did not go out to bid as it is not a new product; rather an upgrade to the existing product and a natural progression to bring the Town's software up-to-date and provide greater capabilities. The upgraded software and hardware platform will allow the Town to take advantage of additional software modules as they become available. The new software will eventually be utilized by the Finance Department, Community Development, Fleet, and Utilities and create increased efficiency for staff. The Committee discussed the capabilities and compatibility of the system and questioned how long the software has been in use and whether the bugs have been worked out. Staff noted that the program is a mature software package utilizing standard rather than customized modules, and said that the Community Development and Finance Departments would be the first and second departments to use the system. Utilities Engineer Bergsten estimated the entire conversion to the new system would not be completed until 2013 and added that training for staff is provided. The Committee recommends that the Financial Software Upgrade be included as an action item on the January 25, 2011, Town Board Agenda. They requested that staff explain the process utilized and include information and costs received from the second company as part of the presentation to the Board. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Light and Power Update — Line Supt. Steichen reported that the power outage experienced on New Year's Eve affected customers serviced by the four circuits of the Mary's Lake Substation. The outage was caused by a combination of events including circuit load imbalances, and increased electric loads due to the holiday and extreme weather conditions. Light and Power staff worked with Platte River Power Authority (PRPA) to adjust the relay bandwidth setting to accommodate the increased load and to re -energize the Mary's Lake Substation. Power was restored to most customers within two and one-half hours while some customers experienced a five hour outage. In response to a question about the status of the Mary's Lake Water Treatment Plant posed by Chairman Blackhurst, Town Administrator Halburnt said that the Town continues to work with GE Xenon to address remaining issues related to the construction of the plant. She believes they are close to completion with one remaining change to be made by GE Xenon. PUBLIC WORKS. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Transportation Hub Funding — Dir. Zurn reported that the Town submitted a design, completed by David Evans Associates (DEA) in the spring of 2009, with an application for Colorado Mitigation and Air Quality (CMAQ) grant funding. In 2010, the Town was awarded two separate CMAQ grants for the transportation hub totaling $913,000. The grants required a local match and, in September 2010, the Town Board authorized $250,000 from the Community Reinvestment Fund to meet this requirement and fund the transportation hub project. With funding in place, it RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — January 13, 2011 — Page 3 was necessary to redesign the project to include utility relocations and drainage facilities that were originally designed as part of the Multi -Purpose Events Center (MPEC) plans, increasing the construction estimate to approximately $1.437 million and necessitating consideration of eliminating features such as trees, bus shelters and lighting. Staff subsequently applied for an additional $245,750 in 2011 grant funding from the FASTER Local Transit Program through the Colorado Department of Transportation (CDOT). This funding does not require additional matching funds and, if awarded to the Town, will allow the trees, bus shelters and lighting to be included as alternates. Dir. Zurn said a proposed completion date for the project is June 9, 2011. With the retirement of Project Manager Sievers and with a number of projects in the works, Dir. Zurn and Town Administrator Halburnt have discussed manpower issues and said that Murray McBride, working as a seasonal engineer, may assist with overseeing Public Works projects as necessary. There being no further business, Chair Blackhurst adjourned the meeting at 9:05 a.m. CynDeats, Deputy Town Clerk TOWN OF ESTES PARK BOARD OF TRUSTEES