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Minutes from the Public Works Committee meeting on August 1, 2006.
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Public Works Committee Minutes
Tuesday, August 1, 2006
4:30 p.m.
Members present: Jimmy Ashley, Darrel Dover, Alec Farmer, Chris Moore, Cecil Province and John Street.
MINUTES
Councilman Farmer motioned, seconded by Councilman Ashley, to approve the minutes from the July 13th and July 21st, 2006, special meetings as written. All voted aye. Minutes were made to those in attendance.
ORDINANCES & RESOLUTIONS
Resolution to accept the bid from Tri-State Truck Center, Inc. for three tandem axle dump trucks: Mr. Teddy Hooton explained he used 4% interest to calculate the cost because he was not able to obtain an accurate interest rate. The out of pocket expense for the trucks would be $9,363. He added at this time it’s cheaper for the City to continue to participate in the buy back program as opposed to purchasing the trucks outright. Chairman Street added that with the buy back program the trucks don’t have any maintenance costs, which lowers the cost even more. Councilman Dover questioned what the difference is between this year’s buy back program and the buy back program from last year. Mr. Hooton explained there are so many more participants in the buy back program there is now a surplus of used vehicles. Mr. Hooton added that if the cost keeps increasing it might be cheaper for the City to buy the trucks in the future. Councilman Moore motioned, seconded by Councilman Dover, to recommend to full Council to enter into an agreement to acquire three cab and chassis from Tri-State Trucking, Inc. All voted aye.
GENERAL PROPERTY/BUILDINGS/PARKING
Lawson Road project: Mr. Harry Hardwick explained he talked with Fisher and Arnold and they’re hoping to finish laying out the project by Monday morning. Mr. Claude Martin added that it should only take them a day to get it finished. Mr. Hardwick also stated once that’s done he’ll get the legal description to City Attorney Phillip Crego to write the contract so it can be presented to Mr. Ken Yarbrough. PENDING
PLANNING
Updating land use plan: Mr. Otis Spriggs explained he has been working with the Nominating and Rules Committee to nominate people to the Land Use Board. He added they have a working list of members and he is hoping to get back with the Nominating and Rules Committee soon to finish it. Councilman Farmer questioned if Mr. Spriggs had contacted Councilman McCall to set up a Nominating and Rules Committee meeting. Mr. Spriggs stated he met with Councilman McCall and Councilman McCall had five other recommendations but he had not received them yet. He further explained he has added three other individuals that are ready and willing to participate. PENDING
Zoning ordinance update: Mr. Spriggs stated the MAPC has completed their review of the residential and commercial districts. He added they will be adopting a recommendation for the City Council at their next meeting on August 8th and then it will be forwarded to the Council for review and adoption. PENDING
STREETS/SIDEWALKS
Standard operating procedures: Mr. Hooton stated he has not had time to work on the procedures yet. PENDING
Sidewalks: Mr. Martin explained they are progressing with the projects. He added they are also working on putting together new projects. Councilman Moore questioned the status of the sidewalks on Frierson Street. Mr. Martin stated they have been working on the James Street sidewalks and will be working on Frierson soon. Councilman Hargis questioned whether there would be a sidewalk placed on Madison by College next to the high school. He explained someone who lives in that area questioned whether there would be a sidewalk there. Mr. Martin stated he wasn’t sure so he’ll have to look into it. PENDING
Right of way along south side of Forest Home Road: Chairman Street explained there was some question whether the City has a deeded easement to the property. Mr. Clifford Tony discussed the history of the area and stated the description in the deed does refer to property by Forest Home Road. Mr. Martin stated he just had a question about the deed referencing the south property of Mr. David Martin’s property. He added from what he can tell the description does not go to Forest Home Road, but a survey would need to be done to tell for sure. Councilman Farmer questioned whose responsibility it is to determine whether the City has right of way. Mr. Hooton explained the City has not taken on that responsibility in the past. Mr. Tony explained his contractor refuses to clean out where the right of way is located, so he contacted the City and the City said they don’t have right of way there. He added he has already given the City the entire fifty foot dedication to Forest Home Road. Councilman Farmer suggested giving a warranty deed to the City for the property that Mr. Tony says has already been given to the City. Mr. Tony stated he was unsure of what the implications would be to dedicate it again. Mr. Hooton stated if they have the property surveyed then they’d know what the property the deed refers to. It was asked for Mr. Crego to look at the deed and for Mr. Hooton and Mr. Martin to work with Mr. Tony to decide what needs to be done.
Auction of leased trucks: Mr. Hooton informed the committee the City made $85 per dump truck and $70 for the tractor. He added they sold three dump trucks.
DRAINAGE
BMP Manual: Mr. Martin explained they’re still working on the manual and will discuss it later. PENDING
Proposed detention pond west of Farm Creek: Mr. Martin stated they’re waiting on Carter Burgess to determine if they will be able to do the work. PENDING
Pending drainage projects: Councilman Moore motioned, seconded by Councilman Dover, to recommend to full Council to hire SSR Ellers for the Centre Grove project, Miller Newell for the Washington Ave. project and ETC for the Flemon Road project. All voted aye. Councilman Moore explained SSR Ellers would be working on the Centre Grove project with alternative 73; Miller Newell would be working on the Fire Station #2 project with the piping alternative that did not include detention unless he can make some small detention; and ETC Engineering would be working on the Flemon Road project with alternative 1, but if the County decides to participate then the City will go with alternate 2. Councilman Moore added in two weeks SSR and Fisher & Arnold will come back with proposals for the Monroe, Chestnut & Burke Streets project and the West Warner project respectively. He then questioned what the status is of the Farm Creek project. Mr. Martin stated they hope to get a yes or no by the end of the week from Fisher & Arnold. Councilman Moore added he hopes Fisher & Arnold will be back in two weeks with a proposal if they say yes. Mr. Martin also explained that FTN needed more time as well for their proposal on the Wilkins project. Councilman Moore stated they can have two weeks to bring their proposal. Mr. Terry Bare stated they will be ready to bring a proposal back in two weeks for the Oak, Haltom and Kitchen project. It was announced the Public Works Committee will hold a work session at 2 p.m. on Tuesday, August 15, at the Huntington Building to consider the proposals. Councilman Moore asked for the full Council to be notified of the meeting so the other Council members can attend if they want. Mr. Mike Cameron questioned whether Mayor Formon can go ahead with the contracts for SSR, Miller Newell and ETC so the work can get started. Mr. Crego explained the contracts have to be approved by the full Council before they can be executed. Mr. Hooton stated the companies have a proposal, but there is no contract. Discussion was held regarding whether the proposals that the engineers submitted are enough to go ahead with the work. Mr. Crego suggested that due to the amount of money being spent on the engineering it would be better if the contracts were brought to full Council and approved before executed. He further explained the way the process works is the Council approves the contract and then the Mayor and Clerk sign off on it. Councilman Moore suggested the Mayor’s Office start working on the contracts as soon as possible and schedule a special Council meeting before the next regular meeting so the Council can approve the contracts and the work can begin. PENDING
Mr. Bob Wood discussed a past flooding problem at Highland and Stadium. He also discussed the flooding in that area in 2002. He predicted that Turtle Creek Mall could flood if there is another big rain and noted that Chili’s is eighteen to twenty-four inches below Stadium Blvd. He added something has to be done about Turtle Creek because it’s not draining. He also discussed cleaning out the ditches in the City. Chairman Street explained to him that the City has already taken steps to proceed with cleaning out the ditches. Mr. Bernie Auld explained the Turtle Creek detention pond has not been finished, but they are working on it. Mr. Hooton discussed the ditches that they are going to advertise to be cleaned out.
Councilman Farmer questioned the status of the Woodsprings Road Bridge. Mr. Hooton explained the project is on hold because the bolts for the guardrail are on backorder. Councilman Farmer stated a Street Department employee told him in a meeting the other day that the reason the bolts aren’t in is because the Council didn’t appropriate money for the bolts. He questioned where the employee got that information. Mr. Hooton stated he hadn’t heard that before, but there is money for the bolts.
After Mayor Formon arrived, Councilman Moore informed the Mayor the committee accepted proposals for three projects. He added they’re hoping the Mayor’s Office will get the contracts done and schedule a special meeting to approve the contracts possibly Friday during lunch. Councilman Farmer asked for clarification that City staff did agree with the engineering proposals the committee accepted. Mr. Martin stated they did agree with them.
Mr. Wood suggested the City should have a crew that does nothing but clean out ditches year round. It was explained to Mr. Wood that the City does have staff whose only job is to clean out ditches throughout the year.
SANITATION
Update on landfill gas mitigation plan: Mr. Hooton explained they’re waiting on the air permit to proceed with the project.
ADJOURNMENT
With no further business, Councilman Ashley motioned, seconded by Councilman Dover, to adjourn. All voted aye.