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HomeMy WebLinkAbout2006-01-10 - Minutes (2)Mayor Dan Coody City Attomey Kit Williams City Clerk Sondra Smith City Council Water & Sewer Meeting Minutes January 10, 2006 Page 1 of 8 Member Aldermen aye evi le AR KA N SA 5 City of Fayetteville Arkansas City Council Water & Sewer Committee Meeting Minutes January 10, 2006 Ward 1 Position 1 - Robert Reynolds Ward 2 Position 1 - Kyle B. Cook Ward 3 Position 2 — Robert Ferrell Ward 4 Position 2 - Lioneld Jordan A meeting of the Fayetteville City Council Water & Sewer Committee was held on January 10, 2006 at 5:30 p.m. in Room 326 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. MEMBERS PRESENT: Alderman Kyle Cook, Chair; Alderman Lioneld Jordan; Alderman Robert Ferrell; and Alderman Robert Reynolds. Staff Present: David Jurgens, Stephen Davis, Gary Dumas, Ron Petrie Chairman Kyle Cook called the meeting to order. 1. Approval of the Minutes of November 29 Water/Sewer Committee Meeting. Alderman Jordan moved that the minutes to the November 29, 2005 meeting be approved as distributed. Alderman Reynolds seconded the motion and it carried unanimously. 2. WSIP Update. a. Subproject WL -5 - Force Mains from Hamestring Lift Station to West Side WWTP David Jurgens updated the Committee on this project. The contract was awarded to Garney Construction on Tuesday, January 4 for $4.5 million. A pre -construction conference is scheduled with the Arkansas Dept. of Natural Resources on February 1. Work will begin sometime during the second week of February. b. Subproject WL -1 and 3 - Gravity Lines from Old Wire Road to Gregg Avenue, and Gravity Lines from Porter Road to Hamestring Lift Station. David Jurgens said this project involves roughly 31,000 ft. of pipe. There was a pre- bid meeting today (January 10, 2006) on this job and seven contractors attended. Bids will open on January 24, 2006. Only one easement is scheduled to be forwarded for condemnation on this sub -project. Staff has negotiated with the owners of this property (Paradise Valley Golf Course), making counter offer approximately three weeks ago. The property owners have not responded regarding this counter offer at this time. Mr. 113 West Mountain 72701 (479) 521-7700 (479) 575-8257 (Fax) accessfayetteville.org City Council Water & Sewer Meeting Minutes January 10, 2006 Page 2 of 8 Jurgens will contact the property owners again this week to discuss the issue. Some of the owners of the property were out of town and as of last week could not be reached. c. Subproject WL -4 - Gravity Lines and Force Main from Gregg Avenue Lift Station to Hamestring Lift Station. David Jurgens stated that this project has been advertised and bids will open on January 31, 2006. This is the largest line job on the west side project with approximately 25,000 ft. of 48 -inch diameter sewer line. The pre-bid meeting on this project is scheduled for next week. The remaining easements scheduled to be forwarded for condemnation are on this subproject. Staff will be working with the City Attorney's office to move forward with this. Mr. Jurgens said that the line that goes from North Street up to Gregg Avenue Lift Station (designated as Subproject WL -2) should be advertised within a week after resolution of the easement issue with the owners of Chestnut Apartments. Alderman Cook asked if there is any concern about the pipe going by the building at Chestnut Apartments on this project. Mr. Jurgens said the pipe would actually bend away from the building. He does have concerns about it, but it can be done. There is a little more risk to the structure and to the pipe. In discussing the design, staff has talked about putting the trail over the pipe and building a retaining wall on both the uphill side of the building and on the downhill side. The downhill retaining wall will protect the pipe from the creek. The uphill wall will protect the soil on the uphill side. It will serve to keep the flood plain manageable and prevent the hill from coming down. The trail construction will be more complicated, but if we can get the trail easement and not have the trail going through the parking lot, it can be done. Alderman Cook asked if there is any concern that the creek could erode the bank and at some point create future problems. Mr. Jurgens said the top of the pipe is about two feet below the bottom of the creek. When the trail is built, the retaining wall will be constructed to actually hold the creek back from the ditch line of the pipe to protect the pipe. d. Project Staffing. Mr. Jurgens handed out a draft budget identifying anticipated staffing needs for WSIP management. The plan includes three staff members for one year (project manager, inspector, secretary), and two trucks (one for the project manager and one for the inspector). This has not been staffed but Mr. Jurgens said that this project is more than one person can do. There are too many sub projects and too much money under contract to be managed by one person without risk to the City. The cost of these three staff members and vehicles will be paid for out of the project. Program management for this phase of project has always been budgeted as $1.5 million. The cost for this proposal is less than half of that or approximately $227,000 for the first year (which includes the capital cost of the trucks). We are looking to have these employees 113 West Mountain 72701 (479) 521-7700 (479) 575-8257 (Fax) accessfayetteville.org City Council Water & Sewer Meeting Minutes January 10, 2006 Page 3 of 8 identified as contract employees with the contract coming to an end twelve months after substantial completion of the west plant. The logic to that schedule is that the west plant is not the end of the project. Eastside line work will still be going on as well as the punch list for the west plant. This gives us a firm end date while still leaving time to sort through all the loose ends of both east and west side projects. The City has a position management control system in place that will also ensure that these positions come to an end at a specified calendar date. It is important that we keep these employees for the duration of the project. Therefore we are looking at offering a deferred compensation at the end of the contract, which will be paid as a lump sum when the contract is completed. This is a hook to keep them for the duration of the job. Staff will take this to Cross Gunter (our HR attorneys) to help draft a contract. We may have to pay outside the usual starting salary for an engineer for this project but we want to ensure that we get a qualified, experienced person for the job. Alderman Ferrell asked for clarification on how much is estimated for the three employees for a year and if the project manager will be a licensed engineer. David Jurgens explained that the $170,000 per year in the budget includes the deferred bonus. The budget calls for $70,000 for the project manager but that may be a little low. The actual salary will depend on the qualifications. The project manager will be a licensed engineer. The inspector will not be required to be a licensed engineer. Alderman Ferrell asked if the contract employees being hired would still get their lump sum bonus if they become employees of the City at the end of the project. Stephen Davis said that, because they have a contract, they would receive the bonus. However, they would not be credited for the time worked during the contract. They would start off as a new employee with the City, with zero benefits and accruals and beginning the probationary period again. Alderman Cook said that as much as he hates spending money on this project, we can't cut corners in certain areas. He has always been concerned about who is going to be the eyes for the City of Fayetteville. He agrees that Mr. Jurgens cannot do it all by himself. This proposal would be less than what would have been paid to Burns and McDonnell. Stephen Davis said that at this time staff is asking for a recommendation that the three new positions be approved, to be paid out of project funds. They are also asking for approval to move forward on the contract form, which will be submitted to the Council for approval when completed. In response to a question from Alderman Reynolds, David Jurgens said that he could put all three of these positions to work right now and keep them busy. Brasfield and Gorrie will have equipment on ground the first week of February. The wetlands mitigation and stormwater prevention meeting is scheduled for January 24. Their project manager will be on site at that time. Alderman Ferrell asked if the project manager would be indemnified. 113 West Mountain 72701 (479) 521-7700 (479) 575-8257 (Fax) accessfayetteville.org City Council Water & Sewer Meeting Minutes January 10, 2006 Page 4 of 8 Stephen Davis said it would be the same as a regular City employee. Alderman Ferrell moved that the three employees be approved and that staff move forward on the contract form. Alderman Reynolds seconded the motion and it passed unanimously. e. Backup Power Generator Alternatives. David Jurgens said that, as mentioned in the last Committee meeting, the generator at the Noland Plant has actually reduced our monthly costs for electricity by $16,000 per month in 2006. He will bring the package for the Power Secure proposal for the West Side WWTP and the Hamstring Lift Station to the Committee at the next meeting. Alderman Ferrell asked if the $16,000 per month savings is after the fuel for the generator is paid. David Jurgens said that is the case. We have to have the generator for backup power, and it can operate from either diesel or natural gas, depending on which is most cost effective at the time. f. Easement Status Update. This item has been covered in previous discussion (Item 1.c.) during this meeting. 2. West Side (Hamestrinq Basin) Interim Sewer Collection System Evaluation. David Jurgens said that this report had been distributed with the minutes last week. At the current rate of growth for the last several years, even looking at the peak rate we have experienced, it doesn't look as if we will have to execute any alternatives to the current wastewater collection system. However we do have plans in place in case this situation changes. We will continue to track, on a quarterly basis, how many new account connections are brought on line. If we do need to execute an alternative plan, we are prepared to do so. Alderman Jordan said it was very useful for him to have the information in this report. He has some concerns, however with the number of units being planned for such subdivisions as Mountain Ranch, Park West and Springwoods, estimated at this point to be over 4000 units. He asked if these are all approved this year, if it is possible to ask the developers how they plan to phase them in. Tim Conklin said that in going by his discussions with the developers over the past six months, he doesn't think it is possible. He has asked them for this information before and they don't like to share the information because of the competition issues. Alderman Jordan said that the west area is a hot bed of growth and he feels it is very important to keep on top of this issue and plan it correctly. 113 West Mountain 72701 (479) 521-7700 (479) 575-8257 (Fax) accessfayetteville.org City Council Water & Sewer Meeting Minutes January 10, 2006 Page 5 of 8 Ron Petrie said that he feels it would be possible to ask developers of new developments how many lots they will have on line before March of 2008. It might be more difficult to go back and ask those that have already been approved. Alderman Jordan agreed that that would help. Alderman Ferrell asked for clarification about the intent of the $1000 impact fee that has been mentioned. David Jurgens said it will be a security for extraordinary action for this basin only (in the event alternative sewer collection must be instituted). If that extraordinary action is not required, the money will be given back to the developer. It is an interim solution before the West Plant comes on line. There is a trigger for when that impact fee would be instituted. Alderman Reynolds asked what is being done about the problem with water pressure in Ward 1 toward Stonebridge. He asked if there would be enough impact fee collected on Stonebridge to cover the City if they split the cost of a water tower with Goshen to help with the problem. David Jurgens said he has met with several developers on the east side of town and is meeting with McGoodwin, Williams and Yates on January 11, 2006 to talk about this problem. The County has a requirement that any development in the County must be able to provide fire protection flows of 1,500 gallons per minute at the point. There are several developments that are having a challenge doing that. A couple of developers are evaluating installing tanks as part of the development in order to provide enough storage of water to meet that fire demand. We are addressing the issue as each development comes in. McGoodwin, Williams and Yates are the ones currently running the water model and they are modeling each of the developments as they come in. The newest City staff engineer has modeling experience and he was hired with the intention of bringing that model in house. Staff has also been considering how the developments can work together to solve the problem. Some solutions would include looping lines going to the east side of town and/or putting in tanks on one development site that will help the other developments. In response to a question from Alderman Reynolds, Mr. Jurgens said that any costs that are a direct result of a development would be paid for by the developer. As with other cost shares, if a development requires a 100,000 -gallon tank and the City feels it is the best long-term interests of the City to put in a 150,000 -gallon tank, then we would consider a cost share for that additional capacity. Alderman Reynolds asked if the City had been discussing the possibility of a water tank with Goshen. David Jurgens said the question of a tank in the system that services Goshen was brought up five years ago when the Hissom Ranch was first being proposed as a development. There was a memo sent to their engineer through the City Engineer's office stating that they would be required to put in a tank in order to provide fire protection in that development. Mr. Jurgens said he has had several meetings with the 113 West Mountain 72701 (479) 521-7700 (479) 575-8257 (Fax) accessfayetteville.org City Council Water & Sewer Meeting Minutes January 10, 2006 Page 6 of 8 Goshen City Council over the years and has discussed what it would take for them to have fire protection in the City of Goshen. The tank concept is certainly not new. Stephen Davis said the initial conversations about fire protection within the city limits of Goshen occurred when the City took over its portion of the White River Water System in 1996. David Jurgens said at that time we told Goshen that the City of Fayetteville would not be providing fire protection in Goshen and if we were to provide fire protection, it would not be a City of Fayetteville burden. We provide that protection to Farmington and Greenland by contract at their expense. He expects to see a letter from Goshen within the next few weeks to kick off any negotiations for the water tank and the cities will go from there. Alderman Jordan moved that the Committee approve the $1000 security per unit for developments within the Hamestring Basin. Alderman Reynolds seconded the motion and it passed unanimously. Alderman Ferrell asked if staff could see any other circumstances when a similar fee might need to be levied to provide sewer service in any other area in the next three or four years. David Jurgens said he would not expect anything similar to the Hamestring Basin issue on the east side of town. The Hamestring Basin was already at capacity with several very large developments coming in. The southeast side doesn't have the same issue. There might be something coming up in the northeast corner of the City in the future. 4. Sanitary Sewer Rehabilitation Project Update. a. Basin 1-5, 18 & 19 Sewer Rehabilitation Construction. David Jurgens updated the Committee on this item. We are opening bids on January 19 for the sanitary sewer rehabilitation. The project is roughly 50% funded by grant funds. We had an excellent contractor turnout and we are hoping to get a very competitive price on this item. b. Farmington Area. David Jurgens said that manhole rehabilitation is complete in this area. We didn't get the last videos until December. RJN has looked at the videos and that design should be completed within the next 4 to 6 weeks. c. Insituform Term Contract Renewal. David Jurgens said he has been communicating with Insituform almost daily for the last week. The contract isn't ready to come forward for approval yet but we should have the final details of the next term contract by the next Water & Sewer Committee meeting. It is an excellent deal with an excellent price. For the first time in five years Insituform is looking at having to raise the price and that is allowed by contract. The contract allows for a 5% increase per year and they have not done that for the last three 113 West Mountain 72701 (479) 521-7700 (479) 575-8257 (Fax) accessfayetteville.org City Council Water & Sewer Meeting Minutes January 10, 2006 Page 7 of 8 years. However, they are looking at doing it this year. Insituform is a product that allows sewer main replacement via lining with very little excavation. 5. Beaver Water District Negotiations. David Jurgens said there is not a big change in Beaver Water negotiations. We have met with them and they have provided a list of issues and requests. We are developing a counter list, which will be sent back to them within the next week. We will continue negotiations with them regarding watershed protection for the White River watershed. 6. Elkins Contract Update. David Jurgens said the meter has been installed and is functioning. It has been calibrated and is in use. The agreement has been signed by both parties. 7. Farmington Contract Update. David Jurgens told the Committee he has been working with RJN, reviewing the flows. We have a flow distribution from the City of Farmington all the way down as discussed in the last meeting. We have gone through as-builts for those jobs and identified when the projects were constructed. Most are 30 years old or older and will be fully depreciated by EPA standards of depreciation of pipes. Stephen Davis distributed a copy of a letter he sent out to Farmington's Mayor Harris for his meeting. It is an update to get everyone back on the same page after the holidays. We expect to have another negotiation session with Farmington within a week or ten days after all the flow information is available. Alderman Ferrell asked if Farmington might consider a facility of their own in the long range or if it was expected that they would stay with Fayetteville. Stephen Davis said it was his expectation is that if we don't take over the Farmington system, they will continue their contract with Fayetteville through 2009 and then on a year-to-year basis until they build their own system. In response to a question from Alderman Reynolds, Steve Davis said that there have been some conversations about the concept of an annexation boundary with Farmington. We have not formalized anything. We have talked in terms of each city agreeing not to annex beyond an established line. Stephen Davis explained to the Committee that the City of Fayetteville has a vested interested in joining together, in some fashion, with the cities of Farmington and Greenland because as both these cities expand, they are served by sewer treated by Fayetteville, but water provided by the Washington Water Authority. This creates many billing issues. We need to be able to have a consistent voice between all the cities so as annexation occurs, we have an expectation of owning that water line at some point in time. 113 West Mountain 72701 (479) 521-7700 (479) 575-8257 (Fax) accessfayetteville.org City Council Water & Sewer Meeting Minutes January 10, 2006 Page 8 of 8 Alderman Jordan asked, in the study just done, if any of Farmington's growth was considered as being hooked onto the Hamestring Lift Station. Stephen Davis said that Farmington is limited to one connection off Highway 62. Until they bend back around and grow into the Hamestring Basin, they are not part of that lift station growth. David Jurgens explained that the study addresses number of units only and it doesn't matter where those units come from. Alderman Jordan stated his concern that if the moratorium on sewer connections is lifted in Farmington and they start building in the area in question, we must be careful that we don't take away units from Fayetteville to accommodate Farmington's growth. Gary Dumas said that there has been an historic resistance on Fayetteville's part to allow Farmington to get into the Owl Creek lift station, which would then be connected to Hamestring. Stephen Davis explained that Farmington is limited, by contract, to one connection. The contract would have to be amended to allow for more than one connection. In the current contract, there is no flow limit but in the new contract there is a flow limit established. 8. Scheduling the Next Water/Sewer Committee Meeting. Because of the bid openings between now and February, staff asked that the next Water & Sewer Committee meeting be scheduled for February 2. This will allow them to bring the bids to the Committee for approval to allow the contracts to go forward to the Council. The meeting was scheduled for Thursday, February 2, 2006 at 5:30 p.m. in Room 326 of City Hall. 113 West Mountain 72701 (479) 521-7700 (479) 575-8257 (Fax) accessfayetteville.org