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02-02-89 Public Works Comm MinutesA PUBLIC Attendance: Chairman Hopkins, Councilman Schindler, and Councilwoman Hafferman. Others Present: Mayor Kennedy, DPW Hammer, Surveyor Zavodny, Street Supt. Brady, City Accountant Robertson, and Acting Water Supt. Van Dyke. • C. Hopkins opened the meeting stating there is not a consensus on direction from the Council regarding street reconstruction and maintenance. There seems to be direction toward conducting maintenance this year with some reconstruction within the Tax Increment District. The debate still surrounds contracting or in-house construction. Mayor Kennedy questioned if there is justification in overlaying or chip sealing streets. Street Supt. Brady responded if the City overlays vs necessary reconstruction there is a life expectancy of approximately five years vs twenty years. DPW Hammer reported the most expensive portion of reconstruction is asphalt. To overlay any street requireing reconstruction is a waste of money, time, and effort. If the City is to spend the taxpayers' money effectively and efficiently the direction should move toward the proper way to preserve streets. C. Hopkins stated a statement was made by one particular Councilman at the Council Workshop which referred to Public Works reconstructing streets uniformly throughout town. The appropriate way to design streets is in arterial, collector, and neighborhood categories. DPW Hammer stated this Councilman has not been in the Public Works Office in four years and questioned the basis for the comment. Each street is designed in different degrees for different categories based upon various factors. C. Hopkins stated the Council hears from this Councilman that Meridian Road was looked at, determined the base was not good, and decision came from the Public Works Director to chance an overlay. DPW Hammer referred response to Surveyor Zavodny or Street Supt. Brady. Surveyor Zavodny stated before the job began a series of test- holes were dug, which revealed a substantial amount of gravel underneath the road. The north end of Buttreys showed a little thin which required digging deeper. Some water lines and storm drain pipes were installed for future use at Weissmans and Coast to Coast. This revealed gravel depth up to eight feet. C. Hopkins clarified that instead of digging the gravel out and placing new pit run, there was enough gravel to utilize for rebuilding the street. DPW Hammer responded yes, and added that extra gravel was saved and utilized in other areas. Compaction tests are on file for the Meridian Road project for verification purposes. A lot of money was saved. Surveyor Zavodny stated he is tired of suspicion resulting in questioning. It is not healthy and requires resolution. He feels he is working hard and doing his job well. DPW Hammer then commended his staff as being the best public works staffs with which he has been involved. The undermining of the entire staff causes animosity between the Mayor, Council, and other Department Heads. Brief discussion then took place regarding bid documents and contracts. C. Hopkins stated, and the Committee agreed, that discussion of bidding contracts is to be an agenda item for the Public Works Committee with a possible solution of the Public Works Committee reviewing specifications and referring to City Attorney Nefer. SOUTHWEST KALISPELL C. Hopkins stated the question of recommendation for advertising •the bids for the Southwest project was referred from the Sewer and Water Committee to be reviewed by the Public Works Committee and report back for recommendation to the City Council. February,2, 1989 PUBLIC WORKS COMMITTEE MINUTES Page 2 C. Schindler questioned if determination of funding has been made. DPW Hammer responded the streets will be primarily funded by water and sewer funds with the balance from street funds. Street funding has been budgeted in Gas Tax. Funds needed from water and sewer are in direct proportion to the amount of square yards each will use for installation. Therefore, $61,555 is needed from water funds and $83,678 from sewer funds. City Accountant Robertson presented documentation of the water and sewer funds as they are presently. Cash is available in both to fund street construction for SW Kalispell providing capital items such as vehicles and the water warehouse are not purchased or constructed. There will be a three month cushion in the water fund and a two month cushion in the sewer fund. She recommends a rate increase at this time. C. Schindler expressed his concern for possible misrepresentation of funding and the adverse affect it may have in regard to raising rates of taxpayers. C. Hafferman stated she feels justified in voting against this project. DPW Hammer stated EPA will reimburse $75,000 for sanitary sewer patch back. Budget priorities have to be set for water and sewer. C. Hopkins questioned if DPW Hammer believes the City should go out for bids. DPW Hammer responded yes. There is an alternate bid on street reconstruction which provides an option for the City Council to determine if utilizing City forces would be more beneficial to the City of Kalispell. Due to complexity he recommends the streets be contracted. C. Hopkins questioned if the Committee is ready to make a motion to recommend the City go out for bids on the project. C. Hafferman responded no. The Committee then agreed to refer the recommendation back to the Sewer and Water Committee. • CITY ENGINEER C. Schindler stated the City would save a considerable amount of money in hiring a City Engineer. Engineering costs are high and have accumulated to nearly one million dollars. DPW Hammer stated the City has not hired a City Engineer due to several reasons. Surveyor Zavodny stated the minutes of the Government Study Review Commission reflect the reasoning. In the past he has supported this but believes certain large projects necessitate an independent engineer from the private sector. DPW Hammer stated it costs the City approximately $4,000/block if engineered by a private engineer. He noted Surveyor Zavodny has designed as much as 40 blocks in one year. If this was contracted it would have cost approximately $160,000. C. Schindler requested the staff research what engineers have been paid for various projects and report back to Committee. DPW Hammer stated in addition he will prepare a one page report explaining the operations of street reconstruction which will define the portions being contracted. C. Schindler suggested DPW Hammer present his report direct to a Council Workshop. C. Schindler requested the Public Works Committee investigate hiring a City Engineer. EASEMENTS - KALISPELL CENTER MALL C. Hopkins reported the City has received signature on easements for sewer and water crossings into the mall. Surveyor Zavodny added easements have been signed for sewer, water, road, traffic signal and signing, and . have been recorded at the County Clerk and Recorder's Office. February 2, 1989 PUBLIC WORKS COMMITTEE MINUTES Page 3 C. Hopkins stated past concerns for the pedestrian crossing at 1st Ave. W. and Center St. DPW Hammer stated this is one of the most dangerous intersections he has seen. When Public Works reviewed the site plan DPW wanted to require interior sidewalks and a five foot sidewalk next to the curb. This was met with opposition and there is now a major discrepency regarding sidewalks. Public Works made a request for installation of sidewalks. Now, five years later the same concerns are still evident. He has heard some Councilmembers have stated the site plan was not reviewed thoroughly and guarantees that it was. C. Hopkins questioned if there are any solutions to propose for improvements. DPW Hammer stated improvements would have to voluntary. At this time the best option is for the City to eliminate the crosswalk and sign the intersection appropriately to instruct pedestrians to utilize the crosswalk at Main Street and Center Street. The Police Chief and Assistant Police Chief also have concerns regarding safety. In addition, the City may be liable for this crosswalk. The Committee agreed to postpone this item, place it on a future agenda, and invite the City Attorney and Police Chief to be present for discussion and possible solution. reconst t The Committee agreed to review the Public Works suezestions SNOW PLOWING PRIORITIES C. Hopkins questioned if there are priorities for plowing streets and avenues around schools. Street Supt. Brady responded those particular streets are plowed before 7:00 A.M. With some of the residential streets being used for parking by students, the Street Dept. plows these areas on their designated days. This applies to the high school. All other schools are high priority for sanding and • are plowed on residential street and avenue days. C. Schindler stated he has received complaints regarding plowing avenues on street days. Street Supt. Brady stated he calls the media to provide information regarding which areas of town are to be plowed. DPW Hammer stated the City ordinance dictates where the Street Dept. will be but does not address priorities as they arise. The ordinance does not address emergency, school, and major arterial routes resulting in media and residential confusion. The ordinance does not serve the Street Dept. efficiently. He suggested residents be notified of the priority routes. C. Hopkins suggested the City implement a City hotline which would provide a recorded message informing residents of plowing operations, leaf pick up, etc. This suggestion was well received by the persons present. Surveyor Zavodny suggested the telephone number be advertised on water bills. C. Schindler suggested the Committee authorize DPW Hammer to work with City Attorney Neier to draft a workable snow plow ordinance. DPW Hammer stated not having an ordinance would be more workable than the one at present. C. Schindler made the motion for the Committee to recommend to City Council to abolish the present snow plow ordinance and advise in the interim the Public Works Director's recommendation is operations will work best without an ordinance. In addition advise of a new ordinance to be drafted, and propose a hotline information number. C. Hafferma seconded. With all in favor the motion carried. • SNOW REMOVAL C. Hopkins stated it has been mentioned the City needs to dedicate a snow dumping site. Negotiations and plans for Lawrence Park have not addressed this site as being the single best area for the City to dump snow. Monday February 6, 1989 is the deadline for negotiations to be mostly resolved. February 2, 1989 PUBLIC WORKS COMMITTEE MINUTES Page 4 Street Supt. Brady stated the City Shop site has been filled in the past which has required having the alternate available. There is convenience in utilizing Lawrence Park for storing snow hauled from the east north and west north sections of Kalispell. 16 DPW Hammer stated the only other alternative is utlizing City owned property at Willow Glen. It will be extremely costly and time consuming. Surveyor Zavodny stated the area in Lawrence Park is underutilized and in its present condition is serving the taxpayers well. In addition, the snow is not in the eye of the public. If this portion of land is utilized for other purposes, the City will have to obtain an alternate site for snow storage. Before the City chooses another site determinations have to be made regarding the affects on adjacent properties. The City is liable if destruction occurs to another's property. The Public Works staff has not been able to locate another site as beneficial to City taxpayers. C. Hafferman suggested an adequate area be provided in Lawrence Park. Surveyor Zavodny stated the site has to be an approximate four city block area and easily accessible. Street Supt. Brady added this site provides gravel to utilize as pit run. DPW Hammer advised the City of Kalispell may loose $2,500 per year of Gas Tax revenue if this road is no longer used as a public road. DPW Hammer stated a possible problem may arise for Parks Department utilization of the landfill for dumping branches. He has been advised the charge will be $30.00 per load. C. Hopkins requested the Committee to support by consensus or recomm authorize Street Supt. Brady or Surveyor Zavodny to meet with the ne committee in order to voice concern and incorporate a site within th Lawrence Park to report to City Council Monday February 6, 1989. The Committee agreed. NAMING OF "STREET" C. Hopkins reported Ashley Square Partnership has asked the City to change the name of "Street" to "Corporate Drive". This requires Council action. He stated the City at one time did not want to name streets anything other than streets and avenues. He questioned if this could be named "Corporate Avenue" instead of "Corporate Drive". DPW Hameer responded yes. The Committee so moved and seconded. Adjourned: 10:40 A.M. ss