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Home My Public Portal AboutTBM 2015-05-06 FRASER BOARD OF TRUSTEES MINUTES DATE: Wednesday, May 6, 2015 MEETING: Board of Trustees Regular Meeting PLACE: Fraser Town Hall Board Room PRESENT Board: Mayor Peggy Smith; Mayor Pro-Tern Philip Vandernail; Trustees; Eileen Waldow, Katie Soles, Cody Clayton Taylor, Andy Miller and Jane Mather Staff: Town Manager Jeff Durbin; Town Clerk, Lu Berger; Public Works Director Allen Nordin; Town Planner, Catherine Trotter; Town Attorney McGowan; Police Chief, Glen Trainor, Town Manager Asst. Bektur Sakiev Others: See attached list 1. Workshop: Sustainability Plan (Solid Waste Management) Mayor Smith called the meeting to order at 7:13 p.m. 2. Regular Meeting: Roll Call 3. Approval of Agenda: Trustee Miller moved, and Trustee Soles seconded the motion to approve the Agenda as amended moving Consent Agenda items 4b-f to discussion items. Motion carried: 7-0. 4. Consent Agenda: a) Minutes —April 15, 2015 Trustee Waldow moved, and Trustee Taylor seconded the motion to approve the consent agenda. Motion carried: 7-0. 5. Open Forum: a) Pursuing Excellence Award Presentation Kaitlyn Minch presented an award to the Town of Fraser and Adam Cwiklin, Fraser Water Superintendent for participating in the Pursuing Excellence Program. 6. Public Hearings: 7. Discussion and Possible Action Regarding: Page 2of4 a) Dumpster Enclosures A presentation developed by Grand Park was included in the packet as a means to have the Board recognize that perhaps we have an issue communitywide that needs to be addressed. Staff provided background information on Fraser's regulations regarding dumpster enclosures and links to the Fraser Municipal Code regarding the same. The Board asked staff to prepare a proposal to utilize the Business Enhancement Grant program to help businesses with dumpster enclosure improvements to improve the image of our business corridor. b) Town Board Conflict of Interest Discussion A discussion on members of the Town Board working as a contractor in the town of Fraser. TA McGowan did not feel this would be a conflict of interest. TA McGowan outlined the C.R.S. and Town Board Policy and Protocols regarding conflict of interests for Trustees. TA McGowan asked to be excused from the meeting. c) Resolution 2015-05-05 Entering into a Contract - Town Engineer TM Durbin outlined the RFP process soliciting interest in contracting with the Town for engineering services. The Trustees directed TM Durbin to retain Jim Swanson as Town Engineer and incorporate Bowman Consulting Group as supplemental engineer. Trustee Miller moved, and Trustee Taylor seconded the motion to approve Resolution 2015-05-05 Entering into a Contract with JRS Engineering Consultant, LLC. - Town Engineer. Motion carried: 6-1. d) Website Audio Recordings TM Durbin briefed the Board that we will now be posting audio recordings on the website per Town Board request. Staff will look into the cost of adding additional storage to the website so that we can also include past agendas and packets. e) Resolution 2015-03-02 Directing the Town Manager to Change Signature Card Trustee Soles moved, and Trustee Miller seconded the motion to approve Resolution 2015-03-02 Directing the Town Manager to Change Signature Card. Motion carried: 7- 0. f) Resolution 2015-05-01 Sewer Cleaning and Video Inspection Contract The Town moved to a three year annual sewer collection system cleaning and inspection program in 2014. The collection system has been separated into three areas in order to facilitate the new inspection rotation. This year's work will be the second of three rotations of inspections and which requires an outside contractor to perform the specialty work for jetter cleaning and CCTV video documentation of the condition of the Page 3 of 4 sanitary sewer system infrastructure. The cost for this budgeted expense will be approximately $75,000. Staff recommends approving the resolution authorizing the Town Manager to enter into a Public Services Contract for sanitary sewer collection line cleaning and video documentation services. Trustee Miller moved, and Trustee Taylor seconded the motion to approve Resolution 2015-05-01 Sewer Cleaning and Video Inspection Contract. Motion carried: 7-0. g) Resolution 2015-05-02 Approving a Contract for Sanitary Sewer Rehab The Town of Fraser applied for and received grant money from the Colorado Department of Local Affairs (DOLA) in the amount of$112,032 from federal mineral lease proceeds to assist with the upgrade of sewer collection infrastructure and to reduce inflow & infiltration within Fraser's sewer collection systems. The Town went through the public bid process and has determined that Conroy Excavating, Inc. as the low bidder for the project. Staff recommends approval of the resolution that will authorize the Town Manager to execute the necessary agreement to move the project forward in accordance with the conditions of the grant agreement. The Town's cash contribution of $150,000 along with DOLA's funds brings the project total to $262,032. The work is scheduled to be begin in mid-September. Staff recommends approval of the resolution authorizing the Town Manager to enter into separate agreements with the Colorado Department of Local Affairs and Conroy Excavating Inc. for the "2015— North System Sanitary Sewer Main Replacement and Rehabilitation Project". Trustee Miller moved, and Trustee Vandernail seconded the motion to approve Resolution 2015-05-02 Approving a Contract for Sanitary Sewer Rehab at the budgeted amount and have the PW Director find other projects within the budget so as to maximize the amount of our grant award. Motion carried: 7-0. h) Resolution 2015-05-03 Approving an Agreement for Construction of a Pedestrian Bridge The Town of Fraser received a GOCO grant in the amount of$136,000.00 for the construction of a pedestrian bridge over the Fraser River. The Town went through the public bid process and has determined that Colorado West Contracting, Inc. and Big R Bridge were the low bidders for the project and procurement of the prefabricated steel bridge structure. Staff recommends approval of the resolution that will authorize the Town Manager to execute the necessary contracts to move the project forward in accordance with the grant agreement. Staff recommends approval of the resolution authorizing the Town Manager to enter into separate agreements with Colorado West Contracting, Inc. for the construction of the project and Big R Bridge for the purchase of the prefabricated steel bridge structure. Page 4 of 4 Trustee Soles moved, and Trustee Waldow seconded the motion to approve Resolution 2015-05-03 Approving an Agreement for Construction of a Pedestrian Bridge. Motion carried: 7-0. i) Resolution 2015-05-04 SCADA Upgrades Provide for the upgrade and replacement of mission critical telemetry control systems for the Town's North and South water systems treatment and production facilities. Replacement of this equipment in advance of failures will allow staff to continue to provide a reliable and safe supply of drinking water to its customers and consumers. Staff recommends replacement of the SCADA/telemetry controls, specifically the Programmable Logic Controllers and the Panel Views within the water system as outlined above. Trustee Miller moved, and Trustee Vandernail seconded the motion to approve Resolution 2015-05-04 SCADA Upgrades. Motion carried: 7-0. 8. Other Business: Members of the Board that attended the Winter Park Council meeting on May 5th, summarized the recent developments related to transit and the Sitzmark property. Staff will add transit to the May 20th agenda for further discussion. Trustee Vandernail moved, and Trustee Soles seconded the motion to adjourn. Motion carried: 7-0. Meeting adjourned at 9:15 p.m. ",1,‘N OF FicelsX kC csA Lu Berger, own lerk SEAL COLORADO III a COLORADO TOWN BOARD REGULAR MEETING REGISTRATION SHEET May 6, 2015 The Public Forum is an opportunity for the public to present their concerns and recommendations regarding Town Government issues to the Town Board. Those wishing to address the Town Board will be allowed a five-minute presentation.A maximum of six(6) people will be allowed to address the Town Board at each Public Forum. If a topic that you wish to discuss has been scheduled for a formal Town Board Meeting,we would ask that you reserve your remarks for that specific date and time.Topics that are in litigation with the Town will not be heard during this forum. All presenters are urged to: (1) state the concern; and (2) list possible solutions. Please keep the following guidelines in mind: • Remarks that discriminate against anyone or adversely reflect upon the race, color,ancestry, religious creed, national origin, political affiliation, disability, sex, or marital status of any person are out of order and may end the speaker's privilege to address the Board. • Defamatory or abusive remarks or profanity are out of order and will not be tolerated. Anyone attending Town Board meetings must sign in to ensure accurate records and minutes. Sign your name, address, and topic of discussion on the sign in sheet. Thank you for your cooperation. NAME PHYSICAL ADDRESS Email address ONLY if you wish to receive the Board Agenda when posted PLEASE PRINT LEGIBLY -;'71ifi)V/20 , / 3"-C.T.)--11-cf,-rvZ— S v e 12—,so WPI 3D i C'goers - 140f Solf ur 604s,� 1 � A/ /6--�'A /s•bin Ch"1 5arn-cie9C,13 Fla5 NAME PHYSICAL ADDRESS Email address ONLY if you wish to receive the Board Agenda when posted PLEASE PRINT LEGIBLY , ee-( • --e F.7( (3 '<Ver.-