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Minutes from the Public Works Committee meeting on September 5, 2006.
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Public Works Committee Minutes
Tuesday, September 5, 2006
4:30 p.m.
Members present: Jimmy Ashley, Darrel Dover, Alec Farmer, Chris Moore, Cecil Province and John Street. Others: Mayor Formon, City Clerk Jackson, Staff and Press.
DRAINAGE PRESENTATIONS:
Mr. Robert Hendrix with Haywoood, Kenward, and Bare Associates provided a presentation for alternate #3, the Oak, Haltom and Kitchen project. He explained they looked at the area of Kitchen Street east to Patrick Street extended to determine the property available for detention and the effect it would have on the drainage basin. The 10 year, 25 year and 100 year storm results were provided showing a 32% (127 CFS) in flow reduction for the 25 year storm, and 26% (143 CFS) for the 100 year storm. The estimated cost for construction, engineering, right of way, utilities and land purchase was $1,090,330.00. Councilman Dover questioned the cost of the earth work which was estimated between $140,000 to $350,000. Mr. Hendrix explained it was for dirt removal of approximately 14,000 to 15,000 cubic yards. Councilman Moore questioned the cost of the land acquisition which was estimated between $227,500.00 and $285,000.00. Mr. Hendrix explained the “asking price” for the four lots located on the east side of Haltom were $175,000, but could be negotiated down which is reflected in the lowest cost estimate. Mr. Mike Cameron stated in the past land acquisition had not been included in the construction cost, and regardless the land at the box culvert would have to be acquired. He further explained they were working in three other areas within the same basin, and prior to deciding on that particular detention pond, consideration should be given to its impact. Discussion was held regarding use of the excess dirt. One option mentioned was the landfill site which could lower the cost of the project. Mr. Hendrix explained the proposal would still require replacing the pipe under Kitchen and Haltom. Councilman Farmer moved, seconded by Councilman Moore to have staff work with the private engineers to develop a recommendation, and come back to the committee with a contract and resolution by September 19, 2006. Councilman Farmer moved, seconded by Councilman Moore to recommend to the full city council a resolution to purchase the property located at 1008 Kitchen Street after amending it to read, “not to exceed $50,000.” All voted aye. PENDING
Sewer Easement - Don Parker / Three Sisters LLC: Mr. Hooton explained they were trying to provide sewer to an area located in Glenn Place Subdivision and in doing so it creates a problem with maintaining the ditch. He offered two alternatives, one to fill in the ditch in order to run a pipe over the flow line of the ditch and the other option was the use of a pump station. Councilman Moore voiced opposition to the first alternative and Mr. Hooton agreed. Mr. Cameron question if the City had an easement. Mr. Hooton explained there was a recorded easement but it did not include the width of the ditch. Mr. Cameron explained a design should have been submitted with the subdivision plans. He explained the size of an easement is determined by the design of the ditch. Mr. Hendrix stated the City had requested they place the easement five feet from the bank, but they would not be disturbing the existing ditch. Questions were raised about the property being located in the floodway, but not shown. Mr. Hendrix stated a LOMR had been filed with FEMA in January 1996 by the Corp of Engineers. Mr. Martin stated he was not sure if a CLOMR had been done. Mr. Cameron stated the effective maps do not include this particular LOMR done by the Corp of Engineers. Mr. Hendrix stated they were working off of the 1991 FEMA maps and LOMRs. Councilman Farmer questioned who prepares the map as result of an approved LOMR. Mr. Hooton stated the engineer who prepares the LOMR also prepares the map, submits it to the Flood Plain Manager for his signature, and then sends it to FEMA. Mr. Hendrix explained they were obligated to present the proposal on behalf of their client to see if the City would share part of the cost, however it will be the owner’s responsibility to pay to revise the ditch. No action was taken by the committee. PENDING
Farm Creek & Pines Apt. Drainage Projects: Councilman Farmer moved, seconded by Councilman Dover to recommend under new business the resolutions to approve contracts with Miller Newell for the Pines Apartments and Farm Creek Drainage Projects. All voted aye.
Wilkins Ave Drainage Project: Discussion was held regarding the scope of work, its cost, and the decrease in flows. It was explained that other things were being done in the basin that will affect the flows and currently the Indian Mall is serving as a dam which slows the flows down. Mr. Cameron explained they were waiting on numbers from NRS. Councilman Farmer explained it could be costly to fix a problem that was created by the Indian Mall, which possibly would be corrected based on future development of Indian Mall. It was explained Carter Burgess’ original recommendations were based on flows that go to Turtle Creek, a scope of work that may not be necessary. Councilman Farmer moved, seconded by Councilman Moore to recommend under new business a resolution to approve a contract for the preliminary engineering work for the Wilkins Ave. project with NRS, not to exceed $10,800.00. All voted aye.
Sewer Improvements at Daybreak Street: Ms. Gayle Vickers had indicated to Chairman Street, and Mayor Formon this matter was time sensitive so due to time constraints, Councilman Dover moved, seconded by Councilman Moore to recommend to the full council a resolution to accept the bid and approve the contract for sewer improvement projects at Daybreak - Magnolia under the CDBG program from R. & R. Construction. All voted aye.
Lost Creek: Mr. Teddy Hooton recommended accepting the easements, which would allow him to maintain the ditch. Councilman Ashley moved, seconded by Councilman Farmer to recommend to the full city council and place on the agenda a resolution accepting three easements from City Water and Light pertaining to the Lost Creek Project. All voted aye. PENDING
GENERAL PROPERTY/BUILDINGS/PARKING - BRIAN WADLEY AND KEITH SANDERS
Lawson Road Bypass - Status on survey and contract - Harry Hardwick: Mr. Hardwick explained he had met with Ken Yarbrough and met with City Attorney Crego, who had drafted the deed based on their agreement. Mr. Hooton stated they were waiting on right-of-way information to make sure they would not have to redesign it. PENDING
Land Use Plan: Mr. Otis Spriggs stated he was waiting on confirmations from potential members of the proposed Land Use Advisory Committee. PENDING
Zoning Ordinance: Mr. Otis Spriggs reported on the 12th the MAPC will adopt the commercial and residential sections with other sections to follow. PENDING
Senate Bill 1006: Chairman Street reported he had provided a copy of Bill 1006 which was adopted last year to City Planner, Otis Spriggs whereby school districts are to be notified of all planning, development, or redevelopment activity. It was explained that the City Planner would need to send plans and agendas by certified mail to each of the Board of Directors of the various school districts. Mr. Spriggs also reported he was working on a plan on how the City will accept streets and subdivisions. PENDING
STREETS/SIDEWALKS
Standard Operating Procedures: No Report. PENDING
Sidewalks - Frierson St. and ADA : Mr. Martin reported they would be taking bids next week on a new ADA project. He stated they were on schedule with ADA sidewalks, and they were working on the Frierson sidewalk. Discussion was held regarding the time frame for the Frierson sidewalk, and that a yearly bid still has a time frame. The Frierson sidewalk was to be completed before school started. Councilman Farmer questioned the work being done on James Street, asking if they were planning to build the sidewalk to Rosemond. Mr. Martin confirmed saying that was his understanding. Mr. Martin stated he would check on the Frierson sidewalk which was past due on completion. PENDING
Right of Way - S. side of Forest Home Road - Clifford Tony: Mr. Hooton stated he had received the paper work, but has not had time to do anything with it. PENDING
Change Order on Fox Meadow Project: Councilman Dover moved, seconded by Councilman Ashley authorizing a change order on the Fox Meadow Lane Project. All voted aye. Mr. Martin explained the design engineer had missed a few things.
DRAINAGE
Drainage Easement on Casey Springs Road - Mitchell & Ruth Lawson: Councilman Farmer moved, seconded by Councilman Dover to proceed with obtaining a drainage easement across property belonging to Mitchell and Ruth Lawson located on Casey Springs Road. It was explained they would need a resolution to be placed on the next city council agenda. All voted aye.
Storm water Ordinance - BMP Manual: Mr. Martin explained the original BMP Manual provided by Fisher and Arnold was revised. He further stated they had planned to have required BMP’s but ADEQ suggested they use the manual as a reference for contractors to go by in order for them to use the BMP’s they want to use. Councilman Farmer explained the ordinance was adopted a month ago, and then a moratorium delaying its enforcement was adopted. He stated the ordinance inadvertently adopted two manuals that had not been reviewed by the Storm-water Compliance Advisory Committee. One was the Storm water Manual as provided by Carter Burgess that contained some BMP and other requirements that do not apply. He explained for these reasons he expected the moratorium to be extended. Mr. Tony Thomas, Mayor’ project coordinator stated they have not decided how to move forward with the Storm-water Manual. The second manual is the BMP Manual to be done by Fisher and Arnold and is being debated as to what work had been contracted for. The third manual is the Flood Plain Management Plan which has not been contract out. Mr. Martin questioned how the moratorium will affect the in lieu of contributions. Mr. Martin was told that Carter Burgess needed to look at the “in lieu of contributions.”, but on the two pending cases Mr. Martin was asked to bring a recommendation to the committee for their review. PENDING
SANITAITON
Class IV Landfill Closure & Gas Mitigation Plan: Mr. Mark Koch and Paul Crawford with FTN reported on proposed construction costs serving as the Construction Manager for the construction of the landfill gas collection and control system and the Class 4 final cover system. The total estimate provided was $2,612,600. When asked why the cost was so much higher than the original estimate of $400,000 the reasons given were the increase in fuel, the increase in the cost of the synthetic liner (flexible membrane), and increase in dirt work (hauling the dirt to the site). Councilman Farmer requested a breakdown of the estimated costs, however none was provided to committee members. The cost increased because more dirt is required to cover the area, than several years ago when it was not as steep. FTN stated there was a deadline of December 31, 2006 however an indefinite extension is provided when dealing with methane gas. It was determined a special called meeting would be held between September 13th to the 19th for the purpose of reviewing the proposal. Committee members requested a break down of the cost. PENDING
ADJOURNMENT
With no further business, Councilman Ashley motioned, seconded by Councilman Dover, to adjourn. All voted aye.