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Minutes for the special called Public Works Committee meeting on July 21, 2006.
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Public Works Committee Minutes
Special called meeting
Friday, July 21, 2006
12:00 p.m.
Members present: Darrel Dover, Alec Farmer, Chris Moore, Cecil Province and John Street. Councilman Ashley was unable to attend.
DRAINAGE PROJECTS
Resolution to contract with Mike Cameron: Mayor Formon explained the contract is for Mr. Cameron to help with the hot spot drainage projects. Mr. Cameron stated he agreed to the contract. Councilman Farmer motioned, seconded by Councilman Dover, to recommend to the full Council the contract with Mr. Mike Cameron for high priority special drainage projects. All voted aye.
Resolution adopting the cost-benefit economic analysis: Councilman Farmer motioned, seconded by Councilman Moore, to recommend to full Council the resolution adopting the drainage cost-benefit economic analysis. All voted aye.
Previous drainage projects: Mr. Claude Martin discussed the drainage projects that have been completed within the last 18 months. Mayor Formon added some of the projects were on the list of 17 recommended projects from the drainage study, while others were added on. The projects discussed were: Spring Valley Drive, Bennett Subdivision, Canyonview Subdivision, Melton Circle, Valley Ridge Trail, 1719 W. Matthews Ave., Clearview Subdivision, Ivy Green Subdivision, Marshall Estates, Aggie Road at Shoe Factory, Watkins Groove/Fox Meadow, Wilkins Ave., Shasta Drive, Grissom at Craighead Forest Road, North Patrick Street, Layman Crest, Quail Ridge, Thomas Green Road and Heath Lane north of CW Post Road.
Proposed drainage projects: Mr. Martin then discussed the top 10 future drainage projects. It was questioned how the list was made. Mr. Martin stated they are ten of the worst areas that need to be fixed. The projects are:
1. Valley & Owens - The properties have already been acquired. They’re just waiting on the contract with NRS to be approved so they can design the detention ponds. Councilman Moore questioned whether the property owners agreed with the settlement. Mayor Formon stated they did agree with it and the City has already acquired the property.
2. Nettleton & Kitchen - An appraisal has already come in for one piece of property, but an appraisal might be needed on two other pieces of property. They need a contract to start the design of the pond so they can tell how much property will need to be acquired. Mr. Martin stated detention would need to be done, as well as possibly re-working some of the channels. Mayor Formon explained with the Nettleton project the City is a contributing factor that led to the flooding, so he’s not sure if the cost benefit analysis needs to be evaluated on the Nettleton project. Mr. Crego questioned if an additional opinion had been received. Mr. Teddy Hooton explained the second opinion was obtained from NRS.
3. Pines Apartments - Mr. Martin explained Mr. Harry Hardwick is currently working to appraise the properties. They have a design for the pond.
4. Farm Creek - Mr. Martin explained two ponds are needed. He added they have a plat and will try to get an appraisal off that.
5. Fire Station #2 - Mr. Martin explained the best solution would be to put a detention pond in a vacant lot by Save A Lot. Mr. Hooton added the detention pond could serve as a downtown skate park as well. Councilman Hargis questioned whether that would alleviate the flooding problem in front of Gregg Funeral Home on Flint that goes down to the radio station on Matthews. Councilman Province explained he’s heard there’s of a drainage problem in that area, but does not believe the water made it into the properties. Mayor Formon also questioned what they decided to do about Hummelsteins. Mr. Hooton stated the City does not have easements there. Mr. Martin stated the ditch gets steel in it and caves in. He further stated they spend a lot of time cleaning it out.
6. Oak, Haltom & Kitchen - Mr. Martin explained this area is the home of Mr. Tony Keller who spoke with the Council at the last Council meeting. He stated they think they can build a large enough culvert to get the water to a pond and possibly do away with the ditch in Mr. Keller’s yard. Mayor Formon discussed how the ditch is built in Mr. Keller’s yard. He added Mr. Keller’s house is the low point in the area. Councilman Moore stated this project should move up the ladder because it’s something that was caused by the City as opposed to a naturally occurring problem.
7. Centre Grove Subdivision & Highland Drive - Councilman Moore questioned whether the problems are due to a combination of what the City did and what private owners did. Mr. Martin stated he wasn’t sure because it was like that before he started working for the City. Councilman Province stated the flooding largely occurs in areas where houses should never have been built. He added there used to be woods there when, in the spring, you couldn’t play there because of the flooding. Mr. Hooton added they need to come up with building requirements that force people to build homes above street level so homes aren’t built in holes. Councilman Moore questioned why those requirements haven’t been put together. Mr. Hooton stated he hasn’t had time to put it together. Mr. Crego questioned whether the concrete and grates were put in by the City on an easement or whether it was done by the owners. Mr. Jeremy Bevill stated he thought it was done by the property owners and the City does not have an easement on it. Mr. Crego stated someone needs to look into the situation and Engineering needs to come up with a recommendation. Councilwoman Furr noted behind Ms. Washington’s home is a ditch that goes over her head, so she doesn’t think the property owners built the ditch.
8. 1700 Block of West Warner Ave. - Mr. Martin explained there is vacant property upstream where a detention pond could be made. Mayor Formon stated there also is a slab where a house had a burned that could be used. He noted it was in the 1000 block of Freeman.
9. Monroe, Chestnut & Huntington -Mr. Hooton stated a more detailed study needs to be done on the area to determine what all needs to be done. Councilman Farmer asked if they could identify the project as going all the way down to Washington because that’s where the problem starts.
10. Flemon Road & Hwy 226 - Mr. Martin explained the state has cut the pavement. Mr. Hooton added the state is in the process of replacing the culvert.
Contracting out the drainage projects: Mr. Martin suggested hiring consultants to get the projects started all at the same time. Mr. Martin added the some of the projects possibly could solve other smaller drainage problems. Mr. Cameron suggested giving Mayor Formon the authority to match the projects up with pre-approved consultants starting Monday so the projects could get started as soon as possible. It was also suggested the Mayor negotiate the contracts, but stipulate they’re not to exceed a certain amount. Mr. Cameron recommended contracting with Mr. Aubrey Scott for 30 days to help because of his previous experience with the City. He stated he would like to have the consultants come in Monday and ask them to bring a plan and price back in 30 days so the projects could get started soon after. Councilman Moore questioned whether there are enough engineers on the list to take care of all the projects. Mr. Cameron stated he thinks there is enough considering some of the projects have already started, such as Farm Creek and Pines Apartments. Councilman Moore questioned whether 30 days is long enough for the companies to come up with a plan. Mr. Cameron stated some of the companies may not make it in the 30 days, but that’s all the time they have since the rainy season will start before long. He also suggested allowing the Mayor to sign the contracts with the companies next week so by the end of next week the projects could be worked on. Mr. Crego recommended holding another Council meeting to approve the drainage project contracts with the consultants. Councilman Farmer moved, seconded by Councilman Moore, to accept the list of proposed projects and recommend them to full Council. All voted aye, with the exception of Councilman Dover who abstained. Mr. Crego questioned where the money will be coming from. He added the Drainage Account will go quickly with all the engineering work that is being done, so the committee will need to think about where the money will be coming from.
Contract with Mr. Aubrey Scott: Councilman Farmer moved, seconded by Councilman Moore, to recommend to the full Council contracting with Mr. Aubrey Scott. All voted aye.
Contract with NRS Engineering for the Nettleton and Valley Drive projects: Mr. Cameron explained the Valley and Nettleton projects will be done on a 25-year basis. Mr. Hooton further explained the 25-year basis is where the breaking point is for both projects on the cost benefit economic analysis. Councilman Moore moved, seconded by Councilman Farmer, to enter into an agreement with NRS Engineering for construction of the Valley Drive and Nettleton Ave. detention ponds based on the cost benefit economic analysis. All voted aye, with the exception of Councilman Dover who abstained.
Contract with BA Engineering: Mr. Cameron explained when the maps come there will be questions about them. He added there are eight basins that are being studied by the Corps. He suggested enabling the Mayor to employ Mr. Bernie Auld of BA Engineering to exam the maps as Mr. Martin and his staff sees the maps come out. Then, if Mr. Auld doesn’t agree with Carter Burgess, then they call on the Corps to settle the disagreement. Mr. Cameron added the Corps can provide insight into matters between Carter Burgess and Mr. Auld because of their extensive background. Councilman Moore motioned, seconded by Councilman Dover, to recommend to full Council to hire an independent review contractor to review the Carter Burgess study. All voted aye. Mr. Crego noted the contract did not state the Corps would be called if Mr. Auld and Carter Burgess disagreed. He questioned if the Corps regularly settles such disputes. Mr. Cameron explained it’s not a typical situation for the Corps. He added he doesn’t think they will ever need to go to the Corps, rather it will mostly be settled in meetings. He stated there might be one basin where there will be a dispute, but the Corps has ample information on that one basin that they would be willing to share to help settle the dispute. Mr. Cameron stated there are eight basins, but doesn’t recommend BA to look into all of them. He stated the Mayor needs clarification as to what basins or when to call on the reviewer. Mr. Martin stated he would like Mr. Auld to look into all of the basins. Mr. Cameron estimated BA will need to look into five of the eight basins. Mr. Cameron added at the rate described in the contract, if BA reviewed five basins that would total $175,000 maximum. Mr. Cameron stated that when and if Mr. Martin tells Mayor Formon that the maps are changing a lot then the Mayor will need the authority to call on Mr. Auld to review the basin in question. Councilman Moore motioned, seconded by Councilman Dover, to amend the approved contract with BA Engineering to state Mr. Auld will review the basins at the discretion of the Mayor. All voted aye.
Contracting out work to clean ditches: Discussion was held regarding the City hiring contractors to clean out some of the City’s ditches similar to what was done in 2002 and 2003. Mayor Formon stated he doesn’t think he has the money to take care of all the ditch work within the City, so it would be better to subcontract the work out. Councilman McCall added someone needs to make sure the work is getting done like it’s supposed to. Mr. Hooton stated they do not have easements on all the ditches, so they can’t take care of all of them. Mr. Charles Haring discussed what happened with his ditch when the City cleaned it out. He added on South Bridger Road there will be a flooding problem if there’s not good drainage in the ditch on the east side. Councilman McCall questioned where they could put a detention pond that could help the problem in that area. Councilman Farmer stated the City staff needs to make recommendations for some areas because not all areas are studied. Mr. Hooton explained the drainage area has to be over one square mile before it’s considered large enough to become a FEMA studied area. He added they’ll have to look at the Murray Creek basin for a possible area that is larger than one square mile. Mr. Cameron stated the Public Works Department does not have the time or staff to go in and technically review CLOMRs and LOMRs. Councilman Moore moved, seconded by Councilman Dover, to request Public Works to submit a contract to clean out ditches. All voted aye. It was explained the contract should include who would clean out what ditches and what the hourly wage will be.
Detention on Franklin & Wilkins: Mr. Cameron stated something also needed to be done concerning the Indian Mall and Kmart area around Wilkins and Franklin. He suggested advertising for RFQ’s for detention north of Wilkins and east of Franklin. Mayor Formon stated that the kids are still walking along the ditch side and will not use the other side of the street where there is a sidewalk. Mr. Cameron added the detention was also recommended by the Carter Burgess study. Councilman Dover motioned, seconded by Councilman Moore, to solicit RFQ’s from engineering firms for detention design east of Franklin and north of Wilkins. All voted aye.
Councilman Farmer explained during the 90-day appeal process for the Carter Burgess study the City will have the opportunity to file LOMRs in case any properties are affected by the drainage projects. It was questioned whether it would be better if the City just hired an engineer off the pre-approved list instead of taking RFQ’s. Councilman Moore motioned, seconded by Councilman Dover, to amend his motion to select the engineer from the approved list for the detention on Wilkins and Franklin. All voted aye.
ADJOURNMENT
With no further business, Councilman Moore motioned, seconded by Councilman Dover, to adjourn. All voted aye.