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Minutes for the Public Works Committee meeting on December 12, 2005.
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Public Works Committee Minutes
Monday, December 12, 2005
3:30 p.m.
Members present: Darrel Dover, Alec Farmer, Cecil Province and John Street. Councilmen Jimmy Ashley and Chris Moore were unable to attend.
MINUTES
Councilman Province moved, seconded by Councilman Farmer to approve the minutes for the November 1, 2005, regular meeting; the Tuesday, November 8, 2005, special meeting; and the Tuesday, November 15, 2005, special meeting. All voted aye. Copies were available to all in attendance.
ORDINANCES AND RESOLUTIONS
PENDING: Ordinance to repeal ordinance #3315 regarding the procurement of services in accordance with the revised state statute: Mr. Brian Wadley explained Ordinance 3315 references a code section that has been repealed in its entirety. He questioned rather than amending an ordinance that references a repealed Arkansas code, if they could repeal the ordinance and state the City’s intention to follow state law as with the bonding requirement. It was suggested for Mr. Wadley to consult with City Attorney Phillip Crego what should be done. The item is not needed to be on the next Council agenda.
PENDING: Stormwater ordinance: Mr. Wadley indicated the ordinance was just a draft for review by the committee members at this time, no action was needed.
Resolution to rename a portion of “Nestle Road” back to “Rogers Chapel Road”: There was no opposition to the renaming. Councilman Dover motioned, seconded by Councilman Province, to place the resolution on the agenda for the City Council’s meeting on December 19, 2005. All voted aye.
GENERAL PROPERTY/BUILDINGS/PARKING
PENDING: Consulting engineer’s report on the structural integrity of the Justice Complex: The committee was informed the engineer’s report suggested adding extra poles to support the weight of the roof. Mr. Wadley added they are expecting a proposal soon. The construction will need to be added to the budget for 2006, but should be under $100,000. It was asked whether the construction will interfere with the offices in the building. It was explained that part of the construction will be to take out the back wall of the municipal court, but Mr. Wadley added they’re looking into hiring nighttime workers so the jack hammering and some other work can be done at night so as to not interfere with the offices and court in the Justice Complex.
PENDING: Request for permission to apply for historical status with the Federal Historical Preservation Registry on the Forum building: Questions were raised regarding how historical status will affect the City making repairs made to the Forum or selling the building. It was decided to hold the request until more information can be given to the committee.
PLANNING
PENDING: City Planner vacancy: Mr. Wadley informed the committee they have some interviews scheduled for the next couple of weeks.
PENDING: Traffic study: Chairman Street explained the committee will hold discussion over the traffic study until the January meeting. He added that any questions the committee members had will need to be addressed in January because the committee needs to approve the study and pass it on to the MPO and set up a public hearing.
Councilman Farmer added the committee should also review the list of streets and capital improvements in the next 30 days and get something in by the first of the year, so a public hearing could be held in February or so.
PENDING: RFQ for remainder of the Jonesboro traffic study: Mr. Claude Martin asked the committee if the RFQ for the traffic study and the RFQ for the study of the Highway 63 interchanges could be put together in one bid. It was asked what Mr. Martin and Mr. Teddy Hooton suggested. Mr. Martin noted the City might get a better deal if one company handles both projects. Councilman Farmer motioned, seconded by Councilman Dover, to place the RFQ for the remainder of the traffic study and the RFQ for the Highway 63 interchanges study on one bid. All voted aye.
STREETS AND SIDEWALKS
PENDING: Bids for LED signal bulbs: Mr. Hooton explained the Highway Department recommended using Temple, but Temple was not the lowest bidder for the bulbs. He added that City Water and Light will pay $200,000 to purchase new bulbs. The City will only have to pay for the remainder of the cost, which with Temple is $4,701.50. Mr. Hooton further explained some of the lights are on Highway Department right of way. But, he has been unable to get anything in writing from the Highway Department, but he does have a copy of their specs. He added City Water and Light gave them a year to purchase the bulbs, but they could possibly get an extension to purchase the bulbs after the first of the year. It was decided to hold on taking the resolution to full Council until he can get more documentation. Mr. Hooton said he’d try to get something together soon so it could be taken before the Council on the December 19, 2005, meeting.
Bids for plate truck: Mr. Hooton informed the committee that Barloworld’s second bid was the lowest he received and included several safety options he would like in the new truck. He added the money for the truck is in the 2005 budget. Councilman Farmer motioned, seconded by Councilman Dover, to place the resolution to purchase the plate truck from Barloworld on the agenda for the City Council meeting on December 19, 2005. All voted aye.
Budget items to carry over from the 2005 budget to 2006: Mr. Hooton explained he did not want to do the work on the loop around Craighead Forest Park because of the work being done at the Park. But, it’ll be after the first of the year before the work can be done. He also was unable to purchase a mower because he needed to modify the specs on it. He wants to encumber the cost in the 2005 budget. It was suggested he speak with Mr. Larry Flowers.
PENDING: Plan to close unused alleys: A plan has not been made at this time.
PENDING: Downtown crosswalks: Mr. Jeremy Bevill informed the committee bids will open on December 28th.
PENDING: Standard operating procedure: Mr. Hooton explained the committee approved half of them, but he has not gotten the ordinances worked out with Mr. Crego yet.
PENDING: Lawson Road project: Chairman Street informed the committee he spoke with Mr. Ken Yarbrough. Mr. Yarbrough says he has a contract with the City to put in 5 lanes on Lawson Road. If the City only puts in 3 lanes, Mr. Yarbrough says that breaks his contract and he wants to be paid for the rights of way. It was questioned whether it would be better for the City to build just three lanes, leave off the curbs and gutters and pay Mr. Yarbrough for the rights of way. It was asked for someone to put figures together. Mr. Martin stated what he wanted to do was to make the road four lanes and stripe the extra lane to be a bike path. It was also asked for someone to verify with Mr. Crego that the City is not obligated to make five lanes.
PENDING: Sidewalk compliance with ADA: Mr. Bevill stated a company had been chosen for the ramp project. He added the City is in currently complying with the sidewalks.
DRAINAGE
PENDING: 732 Valley Drive: Mr. Wadley informed the committee the Mayor does not have a counter offer from 732 yet, so things are on hold.
PENDING: Rossland Hills: Chairman Street explained the residents have retained Mr. Bob Gibson as their attorney and obtained a temporary restraining order.
PENDING: EPA/ADEQ Phase II pipe inventory: Mr. Vic Young of Fisher & Arnold presented to the committee the GIS system available to the City. He showed aerial photos of residential areas and was able to bring up addresses. He also showed drainage items in the areas. It was questioned how long it would take for Fisher and Arnold and Associated Engineering to get done with the pipe inventory. Mr. Mike Cameron stated they could get done in the time frame the City needed them to. Councilman Farmer motioned, seconded by Councilman Dover, to select Fisher and Arnold and Associated Engineering for the pipe inventory. All voted aye. Councilman Farmer motioned, seconded by Councilman Dover, to establish a negotiation committee to negotiate contracts with Fisher and Arnold that would consist of Councilman Farmer, Mayor Formon and the Public Works director. All voted aye.
Consulting hydraulic/hydrological engineer: Presentations were heard from 4 companies.
• AMEC Earth & Environmental: Mr. Steve Noe from AMEC presented their proposal to the committee. He informed the committee that Mr. Dennis Lawlor, out of their Topeka, Kansas, office would be the project manager. He added they have been involved in storm water management since 1986. They have developed 92 or 93 storm water programs from the ground up for cities and counties across the country and did the Phase I permits for Memphis, Tennessee. He discussed different reasons why the City’s maps would change over time, as well as their ranking process. He emphasized providing accurate digital flood hazard maps to take ownership of the situation and maintenance of the maps in the future. They noted they have done 31 or 32 Phase II cities. Mr. Noe also discussed a city that had a lot of rural area in it that had negotiated it with the regulators so that unless the city received complaints, they did not have to comply with Phase II standards. He added that the city was in another state.
• Ellers Oakley Chester & Rike, Inc.: Mr. Brad Davis from EOCR presented their proposal to the committee. The company is out of Memphis, Tennessee. Their company has done several drainage design projects around the city of Memphis, Tennessee, as well as projects in Mississippi and Arkansas. They use a computer program called XP Storm. They reviewed the different categories of staff the company has totaling 66 employees, with 22 registered individuals. They demonstrated for the committee examples of projects they had done using the XP Storm program. He added some cities have chosen to buy that software to use. Mr. Davis stated they have not done very much work directly related to Phase II, but they are familiar with the process. He added they have not done any work specifically for Phase I compliance either, other than putting maps together.
• Crafton, Tull and Associates, Inc: Mr. Kurtis Jones presented their proposal to the committee. He would be the project manager. Their office is located in Russellville, Arkansas. They use the current version of Autocad and Eagle Point and have done projects throughout Arkansas as well as some in Missouri and Oklahoma. He explained they would inventory of existing drainage structures and discussed the process they used with their project in Rogers, AR, to inventory the city’s drainage system. He then discussed the hydrologic modeling that would show the drainage problems and the hydraulic modeling that would analyze the bridges and culverts or any other structure the City is interested in looking at. They would rate each structure, how efficient it was and how much it would cost to replace the structure, as well as preparing schedules for replacing each structure. Mr. Jones added they have inspectors on staff as well as surveyors. He stated they are familiar with storm water prevention plans. The manual they provided Rogers, AR, with was modified and is being used by several communities in Arkansas.
• BA Engineering: Mr. Bernie Auld presented his proposal to the committee. He explained he will be the main point of contact for the project. He informed the committee his company has taken part in several projects in Jonesboro, including the Mall at Turtle Creek, and the pilot phase of the master storm water drainage study. He reviewed some of the projects he has taken part in for the City, including the Whiteman’s Creek project. He added their company’s main office is in Nashville, but they do have staff in Jonesboro. They just have not listed with the board yet, but anticipate doing so in 2006. Mr. Auld discussed the process he will use, which will include consultation with outside authorities, such as FEMA and the Corps of Engineers, then develop a phased approach to solve the problem. If that approach is acceptable, they will complete the study. If not, they will identify other opportunities and start the process over again. Mr. Auld added the water quality issue needs to be issued in detail and discussed finding innovations to cut down the costs to the City. He further noted that their company has an alliance with other companies throughout the country that specialize in all aspects of engineering.
Councilman Dover motioned, seconded by Councilman Farmer, to recommend to full Council to contract with BA Engineering to do the water survey. All voted aye. It was added that BA Engineering is familiar with Jonesboro and they were involved in the pilot study, as well as other projects with the City. Councilman Dover motioned, seconded by Councilman Farmer, to establish a negotiation committee consisting of Mayor Formon, the Public Works director and Councilman Farmer to negotiate contracts with BA Engineering. All voted aye.
CTP contract: Mr. Martin explained the committee approved Mayor Formon negotiating a contract, but it was not approved before the City Council. He further explained the contracts were signed and work has begun. It was also added that the contracts were not given to the feds for approval before starting work. The City will be unable to use grant money to pay for the work. The work will cost the City approximately $195,000 and the money will have to be worked into the 2006 budget since it’s not in there now. It was questioned whether they should start the contract work over or start the whole process over, which might cost the City 45-60 days of work. Councilman Dover motioned, seconded by Councilman Farmer, to place take the CTP contracts on the agenda for City Council approval on the agenda for December 19, 2005. All voted aye.
Enlarge detention pond on ASU property for Marshall Estates: Mr. Wadley explained additional engineering work needs to be done to enlarge the pond and Mayor Formon is asking the City to look into paying for it. He added the enlargement will relieve flooding at Marshall Estates and the surrounding area. The work will cost the City $5,000. It was questioned whether the City is paying the whole bill or if ASU is paying for part of it. Mr. Martin explained the detention pond was designed several years ago, but did not incorporate Marshall Estates. Councilman Farmer motioned, seconded by Councilman Dover, to place the item on the agenda to enlarge the detention pond on ASU property for Marshall Estates, capped at $5,000. All voted aye.
PENDING: Drainage study: Mr. Wadley explained they are expecting the final draft of the drainage study any day. It was added that no changes have been made since they asked for more feasible alternatives to the recommendations in the study in July.
SANITATION
Proposal for landfill gas collection and control system design and permitting for the City of Jonesboro Class I and Class IV landfills: Mr. Royce Leonard explained he received a contract from FTN for $62,300, which does not include materials or labor. It was questioned what the cost of the landfill closure will now cost. It was explained the closure is now estimated at approximately $1.7 million. The closure may start in October, depending on how soon the air permit can be received, but it was unsure whether the landfill will close in 2006. Councilman Dover motioned, seconded by Councilman Farmer, to place on the Council agenda for the December 19, 2005, the contract with FTN for $62,300 for the engineering design. All voted aye.
Extension of general permit until May 20,2006, for City of Jonesboro Type Y Compost facility: Mr. Leonard informed the committee that the City’s general permit for the compost facility had expired December 7, 2005, but has been extended until May, 2006. This will give the City enough time to decide what to do with the facility. The facility is on leased property and they are not interested in leasing the land anymore.
2005 budget line item transfer: Councilman Farmer motioned, seconded by Councilman Dover, to allow Mr. Leonard to proceed with the 2005 budget line item transfers.
Recommendation of commercial rate increase: Mr. Leonard stated that at the Finance budget meeting he recommended an 8% increase, but after looking over the other increased expenses, such as fuel prices, he now would like a 20% increase. He explained the 20% increase will still put the City lower than private haulers. Councilman Dover motioned, seconded by Councilman Farmer, to recommend the rate increase proposed by Sanitation for commercial rates to full Council. All voted aye. Mr. Leonard added the increase will not be effective until February 1 and he will not need the item on the agenda until the beginning of 2006.
Transition of landfill waste to CCSWDA: Mr. Leonard informed the committee that the City will stop accepting Class 4 material on December 31 at noon, but the county won’t accept it at the transfer station until January 3rd because of the holidays. The City will still accept yard waste.
ADJOURNMENT
With no further business, Councilman Dover moved, seconded by Councilman Farmer to adjourn. All voted aye.