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HomeMy WebLinkAboutPACKET Public Works, Utilities and Public Safety 2016-05-12 Thursday, May 12, 2016 Public Safety, Utilities 8:00 a.m. & Public Works Committee Town Board Room * Revised: 05/09/12 1. PUBLIC COMMENT 2. PUBLIC SAFETY a) RECOMMENDATIONS TO THE TOWN BOARD i. None. b) REPORTS i. Municipal Court Annual Report. Judge Brown ii. Introduce Howell Wright, Reserve Officer. Chief Kufeld iii. Verbal Updates and Committee Questions. 3. UTILITIES a) RECOMMENDATIONS TO THE TOWN BOARD i. Invision GIS Contract. Director Bergsten ii. Request .5 FTE for Project Management Support. Director Bergsten b) REPORTS i. Verbal Updates and Committee Questions. 4. PUBLIC WORKS a) RECOMMENDATIONS TO THE TOWN BOARD i. Carriage Hills (Scott Ponds) Dam Rehabilitation. Manager Ash Construction Contract. b) REPORTS – (All Verbal Reports) i. Verbal Updates and Committee Questions. - Parks Division Brochures Supervisor Berg - Dry Gulch Road Manager Ash - 2016 STIP Update Engineer Stallworth 5. ADJOURN AGENDA * Memo Utilities Department To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Utilities Director Bergsten Line Superintendent Lockhart Water Superintendent Boles Date: May 12, 2016 RE: InVision GIS Contract Objective: Communicate transparently and ensure compliance with our purchasing policy by requesting Town Board approval of expenditures over $100,000 with InVision GIS. Present Situation: In 2014 a competitive RFP process was used to outsource Geographical Information Systems (GIS) services. InVisionGIS was selected as the lowest cost responsible bidder. The agreement is for on-call services over a five year period. Hourly rates were negotiated including a rate for professional engineering services. A “not to exceed” clause was not applicable for this agreement. The 2016 Utilities budget includes $255,000 for GIS services and $220,000 for engineering services. Utilities forecasts 2016 spending with InVision GIS to be $330,000. No change in budget is required. Project specific purchase orders are created on the first of the month to cover the estimated work performed during the month. Monthly invoices do not exceed the Departments spending authority. Operating with an approved agreement, approved budget and within the Department’s approved spending authority is one way to look at this. Purchases exceeding $100,000 require Town Board approval is another way to look at this. In the spirit of open and transparent communication we are requesting Town Board’s approval these expenditures with InVision GIS. Proposal: We propose that Town Board approves Utility expenditures with InVision GIS, not to exceed $330,000. Advantages: Development of GIS mapping is yielding many benefits: • Reduced costs of utility engineering design • Faster turn-a-round on development reviews • Better project cost estimates • Centralized location for distribution system inventory • Improved communications with our customers The image below is an example of water line size and material stored in GIS. Disadvantages: • None. The expenditures are budgeted. Action Recommended: Staff recommends approval of these expenditures. Budget: No change to the approved 2016 budget is required. Level of Public Interest Low. Funding for this work is included in the approved 2016 Utilities budget. Recommended Motion: I recommend approval to the Town Board of the expenditures not to exceed $330,000 with InVision GIS, to be included on the Consent Agenda at the May 24, 2016 Town Board meeting. Memo Utilities Department To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Utilities Director Bergsten Line Superintendent Lockhart Water Superintendent Boles Date: May 12, 2016 RE: Request .5 FTE for Project Management Support Objective: To obtain approval to split the cost of the existing Utilities Flood Recovery Project Manager position 50/50 between Utilities and the existing flood recovery grant from DOLA. Present Situation: The grant funded Utilities Flood Recovery Project Manager (Linda Swoboda) is under contract until the end of December 2016. The terms of the grant restricts her activities to flood recovery work only. Having professional project management support for flood recovery has proven to be critical in managing the projects, communication, coordination and more specifically, timely reporting, reimbursements and responding to auditors. It is evident that developing a culture of project management is the path the department needs to take. Funding 50% of this position through Utilities is budgeted. The position will remain under contract with a modification to indicate the 50/50 split. Town Board must approve this change to add staff. Proposal: Utilities proposes to split the funding of our Flood Recovery Project Manager between the DOLA grant and the Utilities fund for the remainder of 2016. This will allow the position to work on both flood recovery projects and Utility projects. Advantages: Capital projects account for more than half of Light and Power’s workload. Establishing project management tools and techniques as part of our culture will result in: • Improved efficiency in delivering projects • Improved customer communication, i.e. establishing expectations and reducing miscommunications • Collaboration with other utility services • Better project scheduling • Better project cost estimates, i.e. fewer and smaller change orders • Securing an opportunity to hire a highly-qualified person who has the capability of developing a culture of project management. Disadvantages: • None Action Recommended: Staff recommends approval of this position to be included on the next Town Board Consent Agenda. Budget: No change to approved 2016 budget required. Level of Public Interest Low. Funding for this position was included in the public hearings for the 2016 budget. Recommended Motion: I recommend to Town Board to approve the 0.5 FTE position of a Utilities Project Manager, to be included on the Consent Agenda at the May 24, 2016 Town Board meeting.  Annual  24-36” tall  Full Sun  Large showy flowers bloom mid- summer until hard frost Dianthus barbatus interspecific ‘Amazon Neon Purple’  Annual  18-24” tall  Full Sun  Large flower um- bels add dramatic color and form to the garden mid- summer until frost Snapdragon ‘Rocket Bronze’  Annual  24-36” tall  Full sun  Sturdy stems withstand sum- mer wind. Adds a beautiful verti- cal element and unique color to the garden.  Annual  6-8” tall  Full Sun  Floriferous ball shaped plant is tough and blooms all summer. Nice aroma tends to deter critters from eating it. Lobularia ‘Lavender Stream’, Alyssum Gazania ‘Kiss Golden Flame’  Annual  8-10” tall  Full sun  Daisy flowers open with sun. Reliable and hardy annual for our area. Use as a bor- der plant or mix into per- ennial beds for added color. Gaillardia aristata ‘Arizona Sun’, Blanket Flower  Perennial  10-12” tall  Full Sun  Hardy and reliable plant for our area; blooms all summer until frost. Salvia nemorosa ‘May Night’, Meadow Sage  Perennial  12-24” tall  Full/Part Sun  Violet spires bloom late spring- early summer (usually mid- May through June in Estes)  Long lived perennial Verbena Bonariensis ‘Buenos Aires”  Annual  32-36” tall  Full Sun  Electric lavender flowers add interest to back of border, animals tend to stay away due to course foliage. Rudbeckia hirta ‘Indian Summer’ Commonly Used Annual and Perennial Flowers on Public Property Keri has worked for the Parks Division as a Maintenance III Worker for 11 years. She is responsible for the Town’s floral program and runs the crew that plants and maintains the Town’s gardens. The Parks Division is here to help and provide you with information. Please feel free to contact Keri if you have questions regarding the flowers. Echinacea purpurea ‘Magnus’, Coneflower Dianthus deltoids ‘First Love’ Achillea x Moonshine, Moonshine Yarrow  Perennial  18-24” tall  Full Sun  Hardy low maintenance/low water plant with yellow blooms in summer Geranium x ‘Johnson’s Blue’, Cranesbill  Perennial  16-20” tall  Sun to part- Sun  Mounding plant is a great filler for the garden  Vivid periwinkle blue cup-shaped flowers bloom spring to late summer  Perennial  30-36” tall  Full Sun  Striking center cone and strong dark stems makes a statement in the garden. Purple flowers bloom late summer until frost.  Perennial  15-20” tall  Sun to part-Sun  Flower color changes from deep rose to pink to white  Fragrant flowers  Blooms all summer Ponderosa Ponderosas are drought and heat tolerant. They typi- cally grow between 5,000-9,000 feet which makes them perfect for the Estes Valley. Their needles are in bundles of 3 accompanied by orange-brown bark. Ponderosas can live to be 300+ years old. They are threatened by the Mountain Pine Beetle & Needle Miners. Spruce There are two types of Spruce: Engleman and Blue or Colorado. These trees grow on moist slopes near rivers and streams. They grow between 6,000- 11,000 feet and can reach heights of 100 feet! Their needles are sharp and pointed. They have a conical crown ac- companied by gray or brown bark. These trees are threatened by Spruce and IPS Beetle and Needle Scale. Bristlecone trees are naturally resil- ient to harsh weather and bad soils and are the oldest known tree species. They grow in high ele- vations of 6,000- 11,000 feet and can reach 40 feet tall. Their bark is whitish gray which turns red- dish brown and is accompanied by waxy needles that are in bunches of 5. Bristlecone are threatened by the White Pine Blister Rust. Bristlecone Douglas Fir Their needles are spread mostly in 2 rows with long and flat- tened round tips. They can be found on mountain slopes and rocky soils. Typically, their bark is a reddish brown and very thick. They also have narrow pointed crowns. They are also a very popular Christmas tree. Aspens, a deciduous tree, are native to cold regions with cool summers which typically grow in clonal colonies. Their bark is white, smooth and soft. Their leaves are green and turn golden yellow in the fall. They can grow upwards of 70 feet tall. Beavers and elk love to eat their bark and branches. Aspen require lots of water. Aspen Cottonwoods, deciduous trees, are exception- ally tolerant of flooding, erosion, and flood deposits around the trunk. Their leaves are triangular and diamond–shaped green, turn- ing yellow in the fall. They need lots of water and can grow up to 80 feet tall. They are naturally great bank stabilizers. Their bark is a gray-brown color and they produce cotton marses. Cottonwoods Maple There are many types of species of Maple: Rocky Mountain (native; only 10-20 feet tall) Autumn Blaze, and Tatarian (Non-optimetal); both are deciduous. These trees grow about 30 feet tall in Estes. Their leaves, which are 3- lobed, are colorful in the fall, turning red, or- ange and yellow. Ash Ash trees can grow up to 80 feet tall. They are deciduous with green leaves that grow opposite of one another. Their bark is gray and they are threatened by Emerald Ash Bores. We no longer plant this species of tree in Estes due to Emerald Ash Borer being found nearby Boulder County. Mike works with the Parks Division as a Parks Maintenance employee. His job entails maintaining all trees and shrubs within the Town parks and streetscapes. Mike has 10 years of tree experience. The Parks Division is here to provide you with any help regarding trees or shrubs. Common Tree Diseases Dwarf Mistletoe  Affects all pine  Arial shoots on branches  Takes water and minerals away from the tree  Causes swelling and cankers Roots Rot & Decay  Spores distributed through wind  Spreads to trees which cause fungus to develop  Causes decay through rotting White pine Blister Rust  Asian fungus that affects 5 needle pines Cankers  Disease of the bark  Various types of cankers Broom Rust  Affects Engleman Blue Spruce  May cause cankers, deformation, growth loss and top kill Insects That Infect Trees  Emerald Ash Borer—Ash trees  Mountain Pine Beetle—Ponderosa, Lodgepole, Limber, Bristlecone, occa- sionally Engleman and Blue Spruce  IPS Beetle—All pines  Spruce Beetle—Engleman and Blue Spruce  Pine Needle Scale—All pines (mostly spruce)  Aphids—Aspen and Cottonwoods  Needle Miner— Most conifers Alder The alder tree grows around 30 feet tall with double saw- toothed green leaves. It’s bark is a reddish-gray color and scaly. The alder is found along banks of streams, swamps, and mountain canyons. It is a great bank stabilizer for ero- sion and flooding. It is a shrub with spread- ing slender branches that can be pruned into a small tree with several trunks and round crown. Chokecherry The chokecherry usually stands around 20 feet tall with finely-toothed leaves that have a deep maroon color when the tree is mature. The bark is brown or gray with a possible red tint. This tree is found in moist soils along streams. It is an ornamental. It can be either a bush or a tree and has very fragrant flowers.