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Minutes from the Public Works Committee meeting May 2, 2006.
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Public Works Committee Minutes
Tuesday, May 2, 2006
4:30 p.m.
Members present: Jimmy Ashley, Darrel Dover, Alec Farmer, Chris Moore, Cecil Province and John Street.
MINUTES
Discussion was held regarding the motion in the minutes for the last meeting relating to the Valley Drive properties. Councilman Moore stated his motion was intended to make a policy for future use, not just for the Valley Drive properties. Councilman Farmer motioned, seconded by Councilman Moore to approve the minutes from the April 4, 2006, regular meeting as written. All voted aye. Minutes were made to those in attendance.
ORDINANCES AND RESOLUTIONS
Ordinance to waive formal bidding and authorize the purchase of fuel for the Public Works department: Chairman Street stated the ordinance has already been approved by the Finance committee. It was questioned why the ordinance is just for Public Works department. Mr. Hooton stated their department is the one who actually purchases the fuel.
Ordinance to contract with Van Horn Associates for the downtown sidewalk improvements, Phase II project, and to appropriate additional funding: Chairman Street noted the item is on the agenda.
Resolution to accept the annual bids for paving markings/striping for city streets: Chairman Street noted the resolution is item number 6 on the Council agenda.
GENERAL PROPERTY/BUILDINGS/PARKING
Justice Complex: Mr. Brian Wadley stated the workers are doing more strapping on the beams upstairs because of additional cracking. It was questioned whether the cracking was new or whether the beams are continuing to crack. Mayor Formon stated he wasn’t sure. It was questioned when the long range planning committee would have a recommendation. Mayor Formon explained they put out RFQ’s for spatial needs for a new building and should have something for the committee in 60 days. They decided to have an outside source determine the needs. PENDING
Improved property acquisition policy: Mr. Harry Hardwick stated City Attorney Phillip Crego does not have a draft of the policy yet. The policy will be modeled after the guidelines from the state’s Highway Department. It was also suggested for Mr. Crego’s policy to include what the 10% above appraisal will cover, such as moving costs and closing costs. Discussion was held regarding the policy and what the 10% would cover. It was also suggested for the property owners receive two to three appraisals on their home. It was explained the committee can’t do anything else until Mr. Crego has finished the proposal and the Council has approved it. PENDING
Discussion was held regarding reducing the number of special meetings being held. But, Chairman Street stated if Mr. Crego has a policy finished before the next Council meeting, the committee should meet to consider the policy so the situation with Valley Drive could proceed. It was suggested to meet after the Public Services meeting before the next Council meeting.
PLANNING
Updating land use plan: Mr. Otis Spriggs stated he is still working on the plan, but he has finished the base map. He also explained Mayor Formon and Mr. Wadley are forming an advisory committee to assist. PENDING
Assistant City Planner position: Mr. Spriggs stated he is confident with the recent applicants for the position. He added he recently hired a secretary with a paralegal background for the Planning Department. PENDING
C-5 zoning classification: Mr. Spriggs explained he has completed the recommendation, but MAPC asked him to also look at the R-1 to R-6 classifications as well. He stated he should have something soon. PENDING
STREETS/SIDEWALKS
Traffic study, north: Mr. Teddy Hooton stated he hasn’t set up interviews just yet. PENDING
Downtown crosswalk replacements: Mr. Hooton stated the crosswalks are complete, with the exception of the striping. It was questioned when the parking spots will be re-striped. Mr. Hooton stated they were having difficulties figuring out the best time to stripe those areas due to the loft apartments. But, they decided to go ahead and block areas off or tow vehicles to stripe the parking spots.
Downtown parking: Chairman Street noted Mr. Adam Smith has been hired part-time to enforce downtown parking. Mr. Smith has been issuing warnings, but will start writing tickets in about a week Mayor Formon added they’re going to bring a proposal to the Public Safety committee to update some of the parking fines and other policies.
Standard operating procedures: Mr. Hooton stated he has some ordinance to modify, but still needs to meet with Mr. Crego. PENDING
James and Frierson streets sidewalks: Mr. Claude Martin stated they have not asked for bids yet, but they are ready to since the school year is almost done. He added they will be adding a Stop sign on Frierson at the College Street intersection. Mr. Martin stated they would try to put out the bids next week. It was questioned how long the project will take. Mr. Hooton said the sidewalks should be done in 30-45 days. It was suggested for bids to say the project will be completed by the last week in July or August 1. PENDING
Unfinished subdivisions, paving of Alex, Briar, Matt: Mr. Hooton stated the project would need to be re-advertised. Discussion was held regarding whether the streets met the criteria set by resolution. Councilman Farmer motioned, seconded by Councilman Moore, to begin the bidding process for paving Alex, Briar and Matt based on the criteria the City Council approved. All voted aye. PENDING
Donation of plastic pipe to Craighead County for Flemon Road drainage project: Mr. Hooton explained they would like to donate a pipe to the county for the Flemon Road project. The pipe can no longer be used in the City’s rights of way and easements, but can be used in the county. Councilman Dover motioned, seconded by Councilman Moore, to authorize the City to donate the plastic pipe to the county for the Flemon Road drainage project. All voted aye.
Resurface of Craighead Forest Park loop: Chairman Street noted the project is complete.
Lawson Road project: Chairman Street explained Mr. Ken Yarborough indicated former Mayor Brodell promised him the road would have curbs and gutters like Windover, as opposed to the open curbs and gutters as proposed by the committee at the last meeting. Mr. Yarborough is planning to withdraw and wants to be paid for the right of way if the project does not have curbs and gutters. Mr. Hardwick stated that according to Mr. Crego, the City does not own the property. Councilman Farmer suggested re-executing the contract with a new start date and the new plans attached. Councilman Moore motioned, seconded by Councilman Farmer, to submit the contract as written with a set of plans attached and a new start to be set by the City Engineer and Mayor Formon. All voted aye. PENDING
Second phase of Lawson Road project: Mr. Martin stated the Highway Department will come up with the design, but will take into account whatever the City recommends. Councilman Moore stated former Mayor Brodell intended for that area to serve as a corridor to the other side of town. He added there is a considerable amount of traffic in that area. It was suggested second phase of Lawson needed to be 5 lanes. Mr. Martin explained the cost for preliminary engineering is $35,000, but the money would go towards the 20% matching cost the City will have to meet. Councilman Farmer motioned, seconded by Councilman Dover, to recommend the ordinance and place it on the agenda for the May 16th City Council meeting. All voted aye. PENDING
Sidewalk compliance with ADA: It was explained the sidewalks are still being worked on and are on schedule. Mr. Martin added there is about $100,000 that has not been obligated yet. PENDING
Excavator bids: Discussion was held regarding the bids and the excavators that were demonstrated. Mr. Hooton recommended the CAT machine, even though it is not the lowest bid. He stated the CAT machine performed better. Chairman Street stated the CAT machine seemed more stable as well. Councilman Farmer motioned, seconded by Councilman Moore, to accept the staff recommendation to purchase the JA Riggs CAT machine, noting it’s not the low bid but is the selected bid due to better performance, further reach, reliability and buy back. All voted aye.
Bridge projects: It was questioned what the status of the bridge projects is. Mr. Hooton stated the Willet Road bridge project has been completed, except for finishing the ditches. The county has started on the Wood Springs Road Bridge. Mr. Hooton stated the project will go slower than Willet Road since the county will have to hand build the forms because of the sidewalk on the south side of the road. Then, they will work on the Matthews Bridge. PENDING
DRAINAGE
Storm water ordinance: Mr. Martin explained the BMP manual is going to the Storm water committee for review and possible revisions. It was suggested they ask for an extension, since the manual and Phase II items are supposed to be adopted by June 1. Councilman Farmer motioned, seconded by Councilman Moore, to request a 90-day extension for the BMP manual deadline from ADEQ for the purpose of public comments and additional study. All voted aye. PENDING
Proposed detention pond west of Farm Creek: Mr. Martin explained they have a design for the pond and have also looked at the property available where the pond can go. He added the property is odd shaped, so the City should consider buying the whole area for sale. Mr. Martin further explained the pond would be 5 acres, but the area for sale is about 12 acres. If the City purchases the whole area, then the dirt dug up because of the detention pond could be place on another part of the property to smooth it out. It was suggested for Mr. Martin to get an appraisal for the whole area. Mr. Martin also stated the surrounding homes have a sewage lagoon, even though City sewer is available to them. It was asked for Mr. Martin to have Mr. Matt Meyers evaluate the area to see if it meets state standards. Councilman Moore motioned, seconded by Councilman Ashley, for Mr. Martin to get an appraisal for the entire Gary Roberts property for potential use as a detention pond. All voted aye. PENDING
Mr. Martin questioned whether the other pond near Farm Creek that will be north of the Farm Creek subdivision should be moved north in case the proposed road is built. It was suggested for Mr. Martin to move the road. Mr. Martin stated it could be moved a couple hundred feet north. He added that pond would be about 3 acres. He further stated they’ll go ahead and get a survey done. PENDING
Detention pond for Owens, Valley Drive and Nettleton: Mr. Martin presented a contract for the two up-street ponds at Nettleton. Mr. Martin explained the contract is for two detention ponds on Nettleton and one on Owens. He added the City is not obligated to take part in the construction phase. Councilman Moore motioned, seconded by Councilman Farmer, to approve the contract and place it on the City Council agenda for the May 16th meeting. All voted aye, with Councilman Dover abstaining. PENDING
Drainage study public meeting: There will be a public meeting on May 11, 2006, from 4 p.m. to 7 p.m. at the Huntington Building regarding the drainage study. Mr. Martin stated they have already begun advertising the meeting.
Rossland Hills: It was asked what the status was of the lawsuit. Mr. Hooton explained Attorney Ralph Ohm has filed two orders, but there is no other update. PENDING
SANITATION
Progress report from FTN: Mr. Royce Leonard stated the work is going well and is on schedule. He added FTN is making progress on the landfill gas project. PENDING
OTHER
Drainage on Cherry Street: Mr. Sutton explained he has been having a drainage problem on his property. Mr. Martin stated Carter and Burgess had previously recommended a permanent easement to install a pipe on Mr. Sutton’s property. Mr. Sutton stated he is not willing to give the City a permanent easement, but is willing to sell an easement. Discussion was held regarding the drainage problem. It was suggested Mr. Sutton’s drainage problem is being caused by the nearby apartments, so he should talk with owners of the apartments. Mr. Sutton expressed concern about the length of time it would take to install the pipe on his property. It was explained the project would probably take a week to a week and a half to complete. It was recommended for Mr. Sutton to obtain legal counsel and talk with the apartment owners.
Flemon Road drainage: Mr. Carlos Wood stated he looked at the drainage issue and it would take a double 48-inch pipe to go underneath 226. Mr. Hooton stated the county is not guaranteeing anything. But, he said if the City is going to adopt a policy for controlling drainage. Then with the undeveloped area, a double 42-inch pipe can handle the existing conditions. He stated the Highway Department will not build any structure larger than the capacity of the downstream structures. So, if the City and county don’t cooperate to get the double 42-inch pipes downstream, then the Highway Department won’t do any work. He also stated the ditches downstream will need to be looked at and approved to make sure they can handle everything. It was explained the City does not have any rights of way for Flemon Road. Mr. Wood added they can put in detention ponds, which would keep the problem from getting worse if the area is developed. But, the current conditions will not be improved. He added someone does need to do something to correct the current drainage problem on Flemon Road.
ADJOURNMENT
With no further business, Councilman Moore motioned, seconded by Councilman Farmer, to adjourn. All voted aye.