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HomeMy Public PortalAbout20121018 pwp minutes MINUTES JEFFERSON CITY PUBLIC WORKS AND PLANNING COMMITTEE Boone/Bancroft Room John G. Christy Municipal Building 320 East McCarty Street October 18, 2012 Committee Members Present: Attendance Ralph Bray 6 of 7 *Bill Luebbert 7 of 7 Shawn Schulte 5 of 7 Bob Weber, Vice Chairman 6 of 7 *arrived late Committee Members Absent: Bob Scrivner, Chairman 6 of 7 Staff Present: Roger Schwartze, PE, Director of Public Works Eric Seaman, PE, Wastewater Division Director David Bange, PE, Engineering Division Director Britt Smith, PE, Operations Division Director Matt Morasch, PE, City Engineer Janice McMillan, Planning & Protective Services Division Director Don Fontana, Stormwater Engineer Eric Barron, Senior Planner Alan Morrison, MPO Planner III JJ Gates, Parks, Recreation & Forestry Drew Hilpert, City Counselor Brenda Wunderlich, Administrative Assistant Vice Chairman Weber called the meeting to order at 7:30 a.m. A quorum was present at this time. The following guests were present: Mo McCullough, Jefferson City Area Board of Realtors; Darryl Winegar, Midwest Block and Brick; Angie McGennis, Heritage Apts/MG LLC; Chris Bratten, Megan’s Group LLC; Mitch Kliethermes, 2429 Scenic Drive; and Madeleine Leroux, News Tribune. 1) Introductions Those present introduced themselves. 2) Approval of the September 25, 2012 Committee meeting minutes Councilman Schulte moved and Councilman Bray seconded to approve the September 25, 2012 minutes, motion carried. Councilman Luebbert was absent for this vote. *Councilman Luebbert arrived at this time (7:39 a.m.). 3) Citizen opportunity to address Council/Staff on Stormwater and Other Public Works Issues Mitch Kliethermes, 2429 Scenic, spoke regarding a storm water problem at his residence. Minutes/Jefferson City Public Works and Planning Committee October 18, 2012 2 There was discussion among Committee members, staff and Mr. Kliethermes regarding the collapsed storm water pipe, retaining wall and driveway located over pipe, and whether the City or homeowner is responsible for the repair. Staff explained the City is only responsible for the portion of the pipe in the right-of-way but has offered to fix the problem if Mr. Kliethermes purchases the material and gives the City a permanent easement. Committee members agreed to support staff decision 4) New Business 1) Request to Reconsider Denial of Permissive Use for Signage for Heritage Apartments (Angie McGennis, Requestor) (Britt Smith) Mr. Smith explained this issue was discussed at the July and August Committee meetings. The requestor did not attend those meetings and requested the Committee reconsider their request. There was discussion among Committee members, staff, Ms. McGennis and Mr. Bratten regarding the property having adequate space for signage, the visibility of the sign, and setting precedence by allowing the sign on right-of-way. Councilman Bray moved to reverse the denial of the permissive use of right-of-way for signage. The motion died for a lack of a second. 2) Request for Sidewalks on Southridge Drive (Gary Bemboom, Requestor) (Janice McMillan) Ms. McMillan referred to the letter from Mr. Bemboom included in the packet. There was discussion among Committee members and staff regarding the sidewalk master plan, and projects already being designed such as Boonville Road. Ms. McMillan stated she will notify Mr. Bemboom that the sidewalk priorities are constantly changing and his request will remain on file. 3) Design Contract Change Order for Hayselton Pump Station (Eric Seaman) Mr. Seaman explained the change order will fund the evaluation of the pump station and forcemain alternative locations and alignments. Councilman Luebbert moved and Councilman Schulte seconded to refer the change order to the City Council with recommendation to approve, motion carried. 4) Design Contract Change Order for Cole Junction Pump Station (Eric Seaman) Mr. Seaman explained the change order will fund the construction engineering services and provide study and design services to eliminate wet weather overflows in Basin 12. Councilman Bray moved and Councilman Luebbert seconded to refer the change order to the City Council with recommendation to approve, motion carried. 5) Autumn Lane/Dix Road Change Order (Matt Morasch) Minutes/Jefferson City Public Works and Planning Committee October 18, 2012 3 Mr. Morasch explained the change order is for additional subgrade stabilization, rock excavation, cub/gutter and rolled stone for the project. There was discussion among Committee members and staff regarding change order approvals and the City Administrator having the authority to approve $25,000 purchase and this request only being a $12,694.40 change order. Committee members requested Mr. Hilpert to review a change in policy and bring it to the next Committee meeting. Councilman Luebbert moved and Councilman Schulte seconded to refer the change order to the City Council with recommendation to approve, motion carried. 6) Animal Shelter Consultant Contract Change Order and Supplemental Appropriation from Donation Account (Matt Morasch) Mr. Morasch explained the change order includes services associated with the HVAC system, canopy addition and various additions to multiple elements in the building. Councilman Schulte moved and Councilman Bray seconded to refer the change order to the City Council with recommendation to approve, motion carried. 7) Cemetery Maintenance Contract Bids (Janice McMillan) Ms. McMillan explained bids were received from five vendors and the evaluations recommend Lamberson’s Lawn Care. Lamberson’s was not the lowest bid, but with the past experience, amount of equipment available and number of personnel exceeded the low bidder, Casteel Landscaping and Construction. Councilman Schulte moved and Council Bray seconded to accept the bid from Lamberson’s with the stipulation the additional funds needed for the contract do not come from the fund balance, motion carried. 8) Posting Construction Wet Weather Overflows (Eric Seaman) Mr. Seaman explained the Storm Water Quality Committee suggested the following recommendations for posting: 1. For outfall upstream of Belair School confer with the school. Post at the outfall and every 100 feet downstream facing the school property. 2. Along residential areas, at the outfall and every other lot 3. In uninhabited areas post at outfall and every location there is public accessibility to the stream. 4. Post signs, maps and an explanation of constructed wet weather overflows on the website. 5. Post a smaller sign at each outfall below the warning sign that describes the monetary effort and success in removing overflows in the past and an estimated time to remove the outfall in question. 6. Inspect signs once they are installed routinely and after flood events. Remove the signs once the constructed overflows are eliminated. Committee members requested staff give a presentation on the signage to the City Council for informational purposes. 9) Proposed Infrastructure Project Priorities for General Revenue Fund (Matt Morasch) Minutes/Jefferson City Public Works and Planning Committee October 18, 2012 4 Mr. Morasch explained the Edgewood and Stadium Intersection was in need of improvements which will be done with additional striping and optimizing the signal timing. The second project would be a storm water and sidewalk project in the Eastern Air, Southern Air, and Western Air area. Councilman Weber moved and Councilman Schulte seconded to have staff move forward with the survey and design of the projects as proposed, motion carried. 10) Report on Past Uses of CDBG Funds (Janice McMillan) Ms. McMillan distributed the CDBG Program Update. She explained the City Council will be requested to approve a resolution at the Council meeting on November 5. 11) Proposed Bicycle Loop Plan (David Bange) Mr. Bange explained staff is recommending the Committee endorse the installation of signage and associated pavement marking for what is known as the JC Bike Loop. There was discussion among Committee members and staff regarding cost, speed limits, liability, including distance on the signage. Ms. McMillan stated this would go to the Environmental Quality Commission to add to the sidewalk plan. 12) Waiver of Sidewalk Construction on East McCarty Street Project (Midwest Block & Brick and Access Storage, Requestor) (Matt Morasch) Mr. Morasch explained there were two sites affected by the East McCarty Street Project that had deferrals for sidewalk construction from the Planning and Zoning Commission. They are both requesting a waiver of their commitment for payment of sidewalk construction due to the other businesses and residences located within the project being exempt from paying for the sidewalks. There was discussion among Committee members, staff and Mr. Winegar regarding the deferral, revocation process, Councilman Weber moved and Councilman Schulte seconded to have the City proceed with the sidewalk construction at no cost to Midwest Block & Brick. Councilman Luebbert moved and Councilman Weber seconded amend the motion to include the Access Storage property. The amendment to the motion was approved. The motion, as amended was approved. 4) Other Topics 1. Planning & Protective Services Monthly Reports (Janice McMillan) Ms. McMillan referred the Committee to the building permit and food service inspections reports included in the packet. The next Committee meeting will be November 29 following the Council Brown Bagel meeting. 5) Adjourn Councilman Schulte moved and Councilman Bray seconded to adjourn the meeting at this time (9:45 a.m.), motion carried.