HomeMy WebLinkAbout02-23-2004 Meeting
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ENGINEERINGSERV1CES
AGENDA
COMMITTEE ROOM - February 23,2004
3:00 P. M.
1. Mr. Willie Newton to appear before the Committee regarding a flooding problem
on his property at 2541 Shearton Drive.
i. Ms. Amy Rourk to appear before the Conunittee regarding a drainage problem on
her property. (Requested by Commissioner Hankerson)
3. Ratification of contract with Heery, Inc. for program management services.
(Requested by the Administrator)
4. Motion to authorize condemnation of a portion of Tax Map 213, Parcel 2.05,
which is owned by Michael W. Spicer, Sr. and Ramona Spicer for an easement in
connection with the GWTP #320" Water Main, more particularly described as
2,359.48 square feet, more or less, of permanent easement and 2,342.68 square
feet, more or less, of temporary conStruction easement.
5.
Motion to authorize condemnation ofa portion of Tax Map 51, Parcels III and
112, which is owned by the Estate of Mattie Bell Harper Long, for an easement
on the Butler Creek Collector Project, more particularly described as 101.18
square feet, more or less, of permanent maintenance and utility easement and
301.12 square feet, more or less, oftemporary construction easement on Parcel
111 and 1,012.03 square feet, more or Jess, of permanent maintenance and utility
easement and 999.59 square feet, more or less, of temporary construction
easement on Parcel 112.
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6. Motion to authorize condemnation ofa portion of Tax Map 150, Parcel 33, which
is owned by Adrian J. Landry, for an easement on the Jamestown Sanitary Sewer
Project, Phases II & ill, more particularly described as 625 square feet, more or
less, of permanent easement.
7. Motion to authorize condemnation ofa portion of Tax Map ISO, Parcel 36, which
is owned by D & D Properties (Ervin Crawford and Rosa Crawford - Bond for
Title), for an easement in connection with the Jamestown Sanitary Sewer Project,
Phases II & ill, more particularly described as 728 square feet, more or less, of
permanent utility and maintenance easement.
8. Approve Utilities Department participation in American Water Works
Association Qual Serve Program at a cost of$60,500.
9.
Authorize Republic Parking Systems to purchase new entry control gates, ticket
spitters, fee computers and access control software for the Radisson Parking
Facility in the amount of $68,697 to be funded through a fund balance adjustment
to the Urban Services District. Funds will be replenished through the Net
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10.
Motion to approve execution of Southern Natural Gas Governmental
Encroachment Agreement No. 04-0024 South Main Lines @ MP 476.02, Georgia
R/W 2M5A #249 and 2M5A-L3 #249.
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Operating Surplus generated by Republic Parking's ongoing operation of the
Radisson Parking Facility.
11. Discussion of sewer tie ins and development, sewer pockets and potential
development opportunities. (Requested by Commissioner Cheek)
12. Discuss emergency repair of collapsed culvert on Ashley Drive in Valley Forge
Subdivision. (Requested by Commissioner Cheek)
13. Discuss adding realignment and channelization of drainage ditch through Mt.
Vernon, Burchgrant, Salem and Caddenwood Subdivisions. (Requested by
Commissioner Cheek)
14. Authorize Public Works & Engineering Department to accept a Section 319(h)
FY03 Nonpoint Source Implementation Grant for the Augusta area in the amount
of$238,280 and provide matching funds in the amount of$158,854. (See
background information under Item 15 on Finance)
15.
Authorize Public Works & Engineering Department to accept a second
Brownfields Assessment Grant from US Environmental Protection Agency in the
amount of $200,000.00. (See background information under Item 16 on Finance)
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16. Receive as information that the Public Works and Engineering Department's
Solid Waste Division is preparing to generate a resolution for a bond that will
fund the construction of a new cell, scale house, customer drop off center, and
administration building.
17. Receive as information that the solid waste division is preparing to adjust the rates
associated with disposal of goods at the Landfill.
18. Receive as information that the solid waste division plans to increase the fees for
the solid waste collections contract.
19. Receive as information a report from Public Works and Engineering on the status
ofrepairs to Dan Bowles Road to address problems with the railroad crossing and
road surface near the former Goldberg property.
20. Receive as information a report from Public Works and Engineering regarding the
cost of piping a storm drain ditch at 424 Kemp Drive.
21.
Approve the extension of the solid waste collections contract with Waste
Management, Inc. in the amount of$758,707 for year 3 (June 3, 2004 thru June 3,
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2005) for the collection of solid waste, yard waste, recycling and bulky waste in
sections 11 & 12.
22.
Approve the extension of the solid waste collections contract with Inland Service
Corporation in the amount of $1,170,600 for year 3 (June 3, 2004 thru June 3,
2005) for the collection of solid waste, yard waste, recycling and bulky waste in
sections 16, 17 and 18.
23. Approve the extension of the solid waste collections contract with Augusta
Disposal and Recycling, Inc. in the amount of $636,938 for year 3 (June 3, 2004
thru June 3, 2005) for the collection of solid waste, yard waste, recycling and
bulky waste in sections 13, 14 and 15.
24. Award contract in the amount of$155,560 to Stevenson & Palmer Engineering,
Inc. to design a sanitary sewer force main in the Columbia Nitrogen Drive area.
25. Approve and accept the Deed of Dedication and Maintenance Agreement for the
water and sanitary sewer mains with applicable easements for Skinner's Mill
Place Subdivision.
26.
Approve a proposal from the PRAD Group, Inc. in the amount of$71,71O to
provide professional services for the design of a water and wastewater system
improvement project.
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27.
Discuss policy recommendation on settling damage claims resulting from sewer
issues. (Requested by the Deputy Administrator)
28. Report from Public Works Department regarding the funding for the Morgan
Road Project. (Referred from February 1] Engineering Services)
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ENGINEERING SERVICES
COMMITTEE
COMMITTEE ROOM - February 23, 2004
3:00 P. M.
PRESENT: Hons. Cheek, Chairman; Mays, Co-Chairman; Colclough, member;
Steve Shepard, Attorney; George Kolb, Administrator; Rick Acree, Facilities
Management Director; David Persaud, Finance Director; Teresa Smith, Public Works
Director; Errick Thompson and Dennis Stroud, Public Works Dept.; Drew GOillS,
Utilities Department; Lena Bonner, Clerk of Commission.
ABSENT: Hons. Bob Young, Mayor; Smith, member.
Also Present: HOllS. Beard, Boyles and Williams, Commissioners.
Mr. Colclough: I'd like to ask that you pull Item 28 and defer it to the second
meeting in March.
[28. Report from Public Works Department regarding the funding for the
Morgan Road Project. (Referred from February 11 Engineering Services))
Mr. Cheek: I'd also like to do that to Item 13 as well.
[13. Discuss adding realignment and channelization of drainage ditch through
Mt. Vernon, Burchgrant, Salem and Caddenwood Subdivisions. (Requested
by Commissioner Cheek))
CONSENT AGENDA ITEMS:
4. Motion to authorize condemnation of a portion of Tax Map 213, Parcel 2.05,
which is owned by Michael W. Spicer, Sr. and Ramona Spicer for an
easement in connection with the GWTP #3 20" Water Main, more
. particularly described as 2,359.48 square feet, more or less, of permanent
easement and 2,342.68 square feet, more or less, of temporary construction
easement.
5. Motion to authorize condemnation of a portion of Tax Map 51, Parcels 111
and 112, which is owned by the Estate of Mattie Bell Harper Long, for an
easement on the Butler Creek Collector Project, more particularly described
as 101.18 square feet, more or less, of permanent maintenance and utility
easement and 301.12 square feet, more or less, of temporary construction
easement on Parcel 111 and 1,012.03 square feet, more or less, of permanent
maintenance and utility easement and 999.59 square feet, more or less, of
temporary construction easement on Parcel 112.
6.
Motion to authorize condemnation of a portion of Tax Map 150, Parcel 33,
which is owned by Adrian J. Landry, for an easement on the Jamestown
Sanitary Sewer Project, Phases II & III, more particularly described as 625
square feet, more or less, of permanent easement.
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7.
Motion to authorize condemnation of a portion of Tax Map 150, Parcel 36,
which is owned by D & D Properties (Ervin Crawford and Rosa Crawford -
Bond for Title), for an easement in coimection with the Jamestown Sanitary
Sewer Project, Phases II & III, more particularly described as 728 square
feet, more or less, of permanent utility and maintenance easement.
8. Approve Utilities Department participation in American Water Works
Association Qual Serve Program at a cost of $60,500.
10. Motion to approve execution of Southern Natural Gas Governmental
Encroachment Agreement No. 04-0024 South Main Lines @ MP 476.02,
Georgia R/W 2M5A #249 and 2M5A-L3 #249.
14. Authorize Public Works & Engineering Department to accept a Section
319(h) FY03 Nonpoint Source Implementation Grant for the Augusta area in
the amount of $238,280 and provide matching funds in the amount of
$158,854. (See background information under Item 15 on Finance)
15.
Authorize Public Works & Engineering Department to accept a second
Brownfields Assessment Grant from US Environmental Protection Agency in
the amount of $200,000.00. (See background information under Item 16 on
Finance)
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19. Receive as information a report from Public Works and Engineering on the
status of repairs to Dan Bowles Road to address problems with the railroad
crossing and road surface near the former Goldberg property. (Removed
from consent agenda and discussed separately)
24. Award contract in the amount of $155,560 to Stevenson & Palmer
Engineering, Inc. to design a sanitary sewer force main in the Columbia
Nitrogen Drive area.
25. Approve and accept the Deed of Dedication and Maintenance Agreement for
, the water and sanitary sewer mains with applicable easements for Skinner's
Mill Place Subdivision.
26. Approve a proposal from the PRAD Group, Inc. in the amount of $71,710 to
provide professional services for the design of a water and wastewater system
improvement project.
27.
Discuss policy recommendation on settling damage claims resulting from
sewer issues. (Requested by the Deputy Administrator)
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Mr. Colclough: I so move we approve the consent agenda and deferrals as
requested.
Mr. Mays: Second.
Motion adopted unanimously.
The Clerk: Commissioner Hankerson asked that Item 2 be placed on the agenda.
He had to leave and I don't think Ms. Rourk is here.
Mr. Chairman: We will hold that one and if she is not here, we will defer it to the
next meeting.
[2. Ms. Amy Rourk to appear before the Committee regarding a drainage
problem on her property. (Requested by Commissioner Hankerson)]
3. Ratification of contract with Heery, Inc. for program management services.
(Requested by the Administrator)
Mr. Chairman: I think in all faimess this needs to be distributed to all
commissioners between now and Tuesday and then be brought back to the next
committee meeting for consideration. .
Mr. Mays: I think that the amendments should be attached when it is sent out.
Mr. Chairman: I believe that we should ask the body for a review of the
document and then a submission of amendments or questiollS in advance of our next
committee meeting to allow staff to prepare those answers. Two items of interest would
be local participation both professional and labor in any work that is let and small and
disadvantaged business participation.
Mr. Mays: I so move that that be done.
Mr. Colclough: I'll second.
Motion adopted unanimously.
1. Mr. Willie Newton to appear before the Committee regarding a flooding
problem on his property at 2541 Shearton Drive.
Mr. Shepard: I have represented Mr. Newton in the past and I don't know ifhe
considers that a conflict of interest but I wanted to state that for the record.
Mr. Russell: Mr. Newton contacted me about this a few weeks ago. He lives at
the bottom of the hill with a major pipe running underneath the road in front of his
driveway. It has been a chronic problem over the years. We reviewed initial reports
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where there was some flooding damage from an alleged sewer backup approximately two
years ago where we paid Mr. Newton approximately $3,500 that damaged his garage at
that point in time. Since then there was additional damage to some things in his garage.
We put an additional drain in his driveway and cleaned the draillS. Unfortunately he is at
the bottom of a hill that collects lots of water. The resolution of this from an engineering
standpoint has yet to be determined at this point in time. We have discussed payment for
damages to his daughter's property in the garage and I was going to talk with Mr.
Shepard about it. Based on the reviews we've had from Risk Management, they are not
substantiating the claim at this point in time.
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Mr. Stroud: We assessed the situation in August and found most of the weir traps
free of debris. We cleared any debris that was in front of the others. Since then we've
gone back out there last Friday and the traps were again free of debris.
Mr. Chairman: We have a recommendation from the attorney to go into legal
next week.
After further discussion, Mr. Colclough: I move that we defer this to legal next
week.
Mr. Mays: Second.
Motion adopted unanimously.
9.
Authorize Republic Parking Systems to purchase new entry control gates,
ticket spitters, fee computers and access control software for the Radisson
Parking Facility in the amount of $68,697 to be funded through a fund
balance adjustment to the Urban Services District. Funds will be replenished
through the Net Operating Surplus generated by Republic Parking's ongoing
operation of the Radisson Parking Facility.
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Mr. Kolb: The gates and ticket spitters are the original ones that were in place
there and they need to be replaced. They are about ten years old and there is new
equipment available that incorporates new technology for improved operation. We can
acquire this through Republic Parking and they will install it.
Mr. Mays: I wish that this had been mentioned at the time that the contract was
approved so we could have known this was going to happen.
After further discussion, Mr. Mays: I think they should have gotten more than
one quotation for this equipment.
Mr. Kolb: We can ask them to give us additional quotes or the quotes that they
received at the time they did this if they received more than one.
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Mr. Mays: I make a motion that the Administrator and Purchasing come up under
the emergency request procedure to get at least three quotes on it and we run them
through our system to see what the numbers are, compare them with what we're being
asked to pay for in the quote system that's here and that we take the equipment that will
best suit and deal with installing that and get the numbers on it.
Mr. Colclough: Second.
Motion adopted unanimously.
11. Discussion of sewer tie ins and development, sewer pockets and potential
development opportunities. (Requested by Commissioner Cheek)
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Mr. Chairman: I'm asking the Commission to receive 11 as information. This
may need to resolve this in a work session or cost benefit study. There are eight acres of
property on Rosier Road currently zoned agricultural with one raggedy farmhouse worth
$62,000 on it. A developer was going to buy it and develop it as well as paying for the
sewer along the length of the property but there was about 500 feet of undevelopable land
that he did not want to pay the cost of having that sewer run to have it tied in to. Current
policy states that we don't have cost sharings and that we would have had to pass on to
the person who will never develop the property because it's shaped like a thin pie wedge.
We have an additional piece of property on Rushing Road that is accessed by a private
drive that is about a total of forty feet which is less than the total width required for
easement through to put a roadway in there by the code. The sewer is already there. We
have some areas that could be infilled with surrounding existing infrastructure that might
allow us to increase our tax base with a minimum initial investment from Utilities and
Public Works or some other funding source and recoup it back through some surcharge or
other mechanism. I would like to see us look into this and would like your opinion about
it and get some recommendations from our staff.
Mr. Kolb: I think we should have staff get together and take a look at the issues
that you're raising and then come back to the Commission in work session possibly with
some types of policy recommendations.
Mr. Chairman: When could you report back?
Mr. Kolb: I was thinking in about sixty days which would be the second meeting
in April.
Mr. Colclough: I move we receive it as information and get a report back at the
second meeting in April.
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Mr. Mays: Second. As a friendly amendment to the motion I would like for us to
let a developer know that we are working on this and will try to have some information
and an answer back in about sixty days.
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Mr. Colclough: I'll accept that amendment.
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Motion adopted unanimously.
12. Discuss emergency repair of collapsed culvert on Ashley Drive in Valley
Forge Subdivision. (Requested by Commissioner Cheek)
Mr. Chairman: This is an emergency situation as you can see from the pictures I
have.
Mr. Stroud: This is one of those corrugated metal pipes that we've experienced
all summer. It has totally collapsed and we have to do a utility cut in the road so the cost
will probably go higher.
Mr. Chairman: How much are we talking about roughly?
Mr. Stroud: Roughly about $250,000.
Mr. Chairman: Can we have a motion authorizing that and capping it at that
amount?
Mr. Colclough: So move.
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Mr. Mays: Second. What would be the cost if we had a crew available to do the
work in-house?
Mr. Stroud: We did not do an in-house number.
Mr. Mays: Can we amend the motion to authorize doing it but let them come
back by Tuesday with a number if you had a crew to do it in-house?
Mr. Stroud: Just an estimate on repairing it?
Mr. Mays: If you had the people to do it with.
Mr. Stroud: I can do that but I want everyone to understand that if we did it with
county forces, we're averaging about three to four cave-ins per day and if! put them out
there for two weeks to repair this one, that puts us further in the red. The cave-ins we
have are not all to this degree but they still happen.
Mr. Chairman: Can we amend the motion that this be addressed as an emergency
to be moved forward and get a cost estimate as soon as possible?
Mr. Colclough: I'll accept that amendment.
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Motion adopted unanimously.
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16.
Receive as information that the Public Works and Engineering Department's
Solid Waste Division is preparing to generate a resolution for a bond that
will fund the construction of a new cell, scale house, customer drop off
center, and administration building.
. Mr. Kolb: We presented this information to you during budget time and we'd like
to give you more information about this. We would like to schedule a workshop about
16, 17 and 18 to give you more information and then bring it back through the normal
course of operation.
Mr. Williams: Wasn't something brought up before about the scale house?
Ms. Smith: We brought information to you when the scale house got hit by a
truck and knocked off its foundation. The building could not be repaired.
Mr. Shepard: Wasn't there an at fault party responsible?
Ms. Smith: Yes.
Mr. Chairman: We need to find out some information. on that.
Mr. Shepard: I know what to do about that.
Mr. Chairman: That information can come back at the next meeting, correct?
Mr. Shepard: Yes, sir. There should be a payment from a private insurance
company.
After further discussion, Mr. Colclough: I move that we receive this as
information.
Mr. Mays: Second.
Motion adopted unanimously.
17. Receive as information that the solid waste division is preparing to adjust the
rates associated with disposal of goods at the Landfill.
Mr. Colclough: I move that we receive this as information. .
Mr. Mays: Second.
Mr. Kolb: We are required to have a public hearing to let people know we are
doing this and there is a time limit involved.
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Mr. Chairman: What's our time limit?
Ms. Smith: We have to do 30 days notice to the public.
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Motion adopted unanimously.
18. Receive as information that the solid waste division plans to increase the fees
for the solid waste collections contract.
Mr. Colclough: I move that we receive this as information.
Mr. Mays: Second.
Motion adopted unanimously.
19. Receive as information a report from Public Works and Engineering on the
status of repairs to Dan Bowles Road to address problems with the railroad
crossing and road surface near the former Goldberg property.
Mr. Mays: I move we reconsider Item 19 from the consent agenda.
Mr. Colclough: Second.
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Motion adopted unanimously.
Ms. Smith: We have resurfaced over 500 feet of Dan Bowles starting with the
area at the railroad track and going just beyond Goldberg's former property. We have
spent about $9,000 on those repairs and we have some storm drain problems still there
and anticipate that it will take about another $3,000 to get that taken care of.
Mr. Colclough: I move we receive this as information.
Mr. Mays: Second.
Motion adopted unanimously.
20. Receive as information a report from Public Works and Engineering
regarding the cost of piping a storm drain ditch at 424 Kemp Drive.
Ms. Smith: The cost to install a 24" pipe the length of the ditch will be
approximately $60,000 and take about three weeks for in house forces to complete.
It has not been determined if we have any easements on this property or if any permits
are required and no funds are currently identified for this project.
Mr. Boyles: Is there nothing we can do?
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Mr. Kolb: I understood that the problem was a septic tank system.
Mr. Chairman: Has the septic tank been filled in?
Ms. Smith: When I was out there, they said they didn't have the odor problem
right now. They're fairly confident they will have the odor problem when spring and
swnmer roll around again, but everything along the side of their property is piped. I'm
not sure if we have'an easement over it on the property behind theirs or not. We can
clean the ditch out if that's what needs to be done. If the problem was caused by the
septic system, which is part of what Utilities has indicated by once you connect to the
sewer line the problem should go away, then the odor problem should go away
particularly if we're able to improve the drainage on the ditch.
Mr. Boyles: If we could just reshape the ditch, then that would be something.
Ms. Smith: We'll follow up to determine if we have an easement over that ditch
and if we have any problems with that, I'll get with Steve on it.
Mr. Chairman: Can you get a cost on the recontour of the ditch?
Ms. Smith: The ditch is small so we may not be able to get our standard
equipment in there.
Mr. Chairman: So we may also need to get approval to get the easement to
remove the trees around it so the equipment won't get torn up.
Mr. Goins: We'll verify that the septic tank has been filled in.
Mr. Chairman: So we need the easement, reshape the ditch and remove the
underbrush.
Mr. Mays: Can we also check that it has been filled properly with sand?
Mr. Chairman: Yes.
Mr. Goins: I'll send that to Public Works.
Mr. Mays: I so move.
Mr. Colclough: Second.
Motion adopted unanimously.
21.
Approve the extension of the solid waste collections contract with Waste
Management, Inc. in the amount of $758,707 for year 3 (June 3, 2004 thru
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June 3,2005) for the collection of solid waste, yard waste, recycling and
bulky waste in sections 11 & 12.
22.
Approve the extension of the solid waste collections contract with Inland
Service Corporation in the amount of $1,170,600 for year 3 (June 3, 2004
thru June 3, 2005) for the collection of solid waste, yard waste, recycling and
bulky waste in sections 16, 17 and 18.
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23. Approve the extension of the solid waste collections contract with Augusta
Disposal and Recycling, Inc. in the amount of $636,938 for year 3 (June 3,
2004 thrn June 3, 2005) for the collection of solid waste, yard waste, recycling
and bulky waste in sections 13, 14 and 15.
Mr. Chairman: These are continuations of the existing contracts in place and we
will improve the next contracts with possible extensions of service.
Mr. Kolb: We should probably have a workshop on lessons learned before we go
out for bids on the next round of contracts.
Mr. Shepard: There will be increases in the service costs for these contracts
because they were negotiated into the initial documents. The written notice of intention
to extend the contract has to be given by the city to the contractor a minimum of 90 days
before the expiration of the contract. The contract expires June 3; therefore, timely action
has to be by this body March 2.
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Mr. Chairman: We need to have some information about what the costs will be
per household. Can we give an approximate figure of the increase?
Mr. Kolb: I think it will be somewhere below $250 but I can't give you an exact
arnount.
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Mr. Chairman: We're requesting an estimate on per household increases in the
affected areas.
Mr. Colclough: I move that we approve for all three haulers.
Mr. Chairman: I'll second it.
Motion fails with Mr. Mays abstaining.
,27. Discuss policy recommendation on settling damage claims resulting from
sewer issues. (Requested by the Deputy Administrator)
Mr. Russell: You asked me to bring back a rough draft of a policy on settling
claims for sewer backups. I've done that but I'd like to bring back the final policy at the
next meeting. We have established a procedure based on our current procedure and the
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major question is the availability of staffto be able to negotiate above and beyond the
initial $10,000 that they can do. If you give the Finance Director and the attorney the
ability to negotiate above that initial settlement up to $10,000, I think you would begin to
eliminate a lot of the conversation that we have. Mr. Persaud suggested that the
Administrator and the attomey have some discretion above and beyond that, but I think
that's a decision you need to make. It basically recommends that you allow the Finance
Director in consultation with the attomey to negotiate up to $10,000 above what would
be the initial settlement for an individual without coming back to you. I wanted to make
sure that is the direction you want me to go in.
Mr. Colclough: I move that we receive this as information.
Mr. Mays: Second.
Mr. Russell: I'll bring the final draft back at the next committee meeting.
Motion adopted unanimously.
ADJOURNMENT: There being no further business, the meeting was adjourned.
Lena J. Bonner
Clerk of Commission
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