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HomeMy WebLinkAbout11-08-2004 Meeting I ENGINEERING SERVICES AGENDA COMMITTEE ROOM - November 8, 2004 3:00 P. M. I. Report from Public Works Department regarding the request from Mr. Byrd Warlick regarding the acceptance of a Deed of Dedication for Nixon Drive. (Referred from October 25 Engineering Services) 2. Receive as information a report from Public Works & Engineering on a presentation by the residents of Thomas Lane identifying the need for speed control. (Referred from October 25 Engineering Services) 3. Receive as information a report from Public Works & Engineering implementing request to revise speed limit signs and install street lights along Hephzibah McBean Road between SR 56 and SR 25. (Referred from October 25 Engineering Services) 4. Report from Public Works Department regarding a cost estimate for repairs and the creation of tax districts for the streets in the Emerald Bay Subdivision. (Referred from October 11 Engineering Services) 5. Motion to approve the Wells Fargo Bank Minnesota (Plantation Acres Mobile Home Park) Easement Deed for the Jamestown II Sanitary Sewer Project. - :.. 6. Presentation by Mr. Ernie Blackbum of Metro Augusta Clean & Beautiful, Inc. -- 7. Receive information from the Utilities Department regarding sewer service to the proposed Rhodes Estates Development in Hephzibah. 8. Presentation by Mr. Jesse Clements regarding the garbage pickup problem on Birdwell Road. (Requested by Commissioner Smith) 9. Receive as information a report from Public Works & Engineering regarding installation of street lights on Spring Grove Road. 10. Authorize Public Works & Engineering to execute a consultant service agreement for professional services with Cranston, Robertson & Whitehurst in an amount not to exceed $55,000 to evaluate and prepare construction documents for Walton Way Ext. Storm Drain Improvements to address a failed 84" corrugated metal pipe upon identification of funds and receipt of an executed agreement. I ADDENDUM ENGINEERING SERVICES AGENDA November 8, 2004 3:00 P. M. DELETION FROM THE AGENDA: Item 6. (Requested by Mr. Blackburn) - :. - ..-. I I I ENGINEERING SERVICES COMMITTEE COMMITTEE ROOM - November 8, 2004 3:00 P. M. PRESENT: Hons. Cheek, Chairman; Mays, Co-Chairman; Smith, members; Steve Shepard, Attorney; Fred Russell, Interim Administrator; Teresa Smith, Public Works Director; Max Hicks, Utilities Dept. Director; Doug Cheek, Utilities Dept. Asst. Director; Dennis Stroud, Public Works Asst. Director; Derek Vanover, Trees & Landscape Director; George Patty, Planning Director; Nancy Morawski, Deputy Clerk of Commission. ABSENT: Hons. Bob Young, Mayor; Colclough, member. The Deputy Clerk: We have a request to delete Item 6. 6. Presentation by Mr. Ernie Blackburn of Metro Augusta Clean & Beautiful, Inc. Mr. Mays: So move. Mr. Smith: Second. Motion adopted unanimously. 8. Presentation by Mr. Jesse Clements regarding the garbage pickup problem on Birdwell Road. (Requested by Commissioner Smith) Mr. Clements: I live at 3024 Willis Foreman Road and my concern is that I have been paying for garbage service and have never gotten arty service. I live 135 feet from Willis Foreman Road on a private road that is a dirt road and would like to be exempted from having to pay for it. Mr. Chairman: It sounds like you meet at least two of the criteria for an exemption. Mr. Smith: The lane going to his house is very narrow and the trees are growing over it so I don't think a garbage truck could even go up there. I think we should give hirn the exemption and give him a rebate for what he has paid and I'll make a motion to that effect. Mr.. Mays: I second. Mr. Chairman: And we should also take him off of future collections for that area. Mr. Smith: I'll amend the motion to include that. 1 Mr. Johnson: He does have a cart and we have identified that there are two houses on the property and we should be charging for both units. Also down the same road there are three other units that need to be addressed. They are not being charged at this time. Motion adopted unanimously. II I I , 1. Report from Public Works Department regarding the request from Mr. Byrd Warlick regarding the acceptance of a Deed of Dedication for Nixon Drive. (Referred from October 25 Engineering Services) Ms. Smith: We have all the documentation needed to support the dedication and we are ready to move forward with it. Mr. Chairman: So the staff recommendation is to move forward with approval? Ms. Smith: Yes. Mr. Smith: So move. Mr. Mays: Second. Motion adopted unanimously. I 2. Receive as information a report from Public Works & Engineering on a presentation by the residents of Thomas Lane identifying the need for speed control. (Referred from October 25 Engineering Services) Ms. Smith: We told them that we have finalized a meeting on November 15th at 6:00 at the Brigham Center to provide them with some information on traffic calming options that could potentially be done. They wanted to hear about those and we will bring a follow up report back to the Commission after that meeting is held. Mr. Smith: I move we receive this as information. Mr. Mays: Second. Motion adopted unanimously. 3. Receive as informatiou a report from Public Works & Engineering implementing request to revise speed limit signs and install street lights along Hephzibah McBean Road between SR 56 and SR 25. (Referred from October 25 Engineering Services) Ms. Smith: I don't have the exact number of lights but I can get that information downstairs. I 2 I I I Mr. Mays: I make a motion to table until we get the information. Mr. Chairman: Second. Motion adopted unanimously. 5. Motion to approve the Wells Fargo Bank Minnesota (Plantation Acres Mobile Home Park) Easement Deed for the Jamestown II Sanitary Sewer Project. Mr. Mays: I move we approve. Mr. Smith: Second. Motion adopted unanimously. 7. Receive information from the Utilities Department regarding sewer service to the proposed Rhodes Estates Development in Hephzibah. Mr. Cheek: Rhodes Estates is in the city of Hephzibah and we are reporting back to you on some issues that we need to address concerning this development. The first issue is that this is in a different drainage basin and there will be a little more operation and maintenance required but we can work with it. Secondly, Spirit Creek is under a moratorium with EPD and that requires us to get approval from them before we add anything to that basin. The third issue is that this development is located outside of Augusta's water supply service area. Since Hephzibah wants to maintain this area in their water system, we will have to negotiate an agreement with them regarding the billing for the sewerage. There will also be a little more expense regarding the operation and maintenance ofthe lift station and we again need to negotiate with Hephzibah regarding that issue. We will also have to do some additional infrastructure evaluation and we feel that the developer should pay for the additional upgrades that would required to the existing system. We will have to come back to you on all these issues and we're asking that we be allowed to go through all ofthem to a point ofresolution before we come back. After a short discussion, Mr. Chairman: Do we have a motion to proceed with the four points recommended by staff to recommend this to the full Commission for, I guess, a vote of confidence to proceed? After a short discussion, Mr. Smith: I so move. Mr. Mays: Second. Motion adopted unanimously. 3 10. Authorize Public Works & Engineering to execute a consultant service agreement for professional services with Cranston, Robertson & Whitehurst in an amount not to exceed $55,000 to evaluate and prepare construction documents for Walton Way.Ext. Storm Drain Improvements to address a failed 84" corrugated metal pipe upon identification offunds and receipt of an executed agreement. I Ms. Smith: We are unsure of a solution to the problem at this point. The pipe is deteriorating and it has several utilities over it and a portion of a parking lot. It is rusting in portions of the bottom and some of the joints are also failing. We have looked at different options and are recommending that we turn it over to Cranston, Robertson & Whitehurst to look at and bring back a recommendation and prepare whatever construction drawings are needed to support the work. They may find a solution that we have not come up with. We will have an account to charge the work to by Tuesday. After further discussion of the matter, Mr. Smith: I make a motion that we approve the evaluation. Mr. Chairman: I'll second it. Motion adopted unanimously. (Discussion continues on Item 3) Mr. Mays: A motion to remove from off the table. I Mr. Smith: Second. 'Motion adopted unanimously. Ms. Smith: We had determined a cost of$5,750 to install street lights from Old Waynesboro Road to Tracy Lane and there would be about 30 lights installed. Some would be installed on existing poles. The cost to install three lights would be somewhere in the neighborhood of$2,000 to $3,000 and that would light the area of the curve. Mr. Smith: I don't think it's necessary to have 30 lights. I think we only need about three lights to illuminate the area of the curve near the church. Ms. Smith: And you know where you want the lights to be placed? Mr. Smith: Yes. Mr. Shepard: I think we could justify this on the basis of public safety for the three lights. I 4 I I I Mr. Smith: There are poles on each end of the curve and one in the middle. I would say it should be up to three lights. After further discussion, Ms. Smith: I would need a motion to install the three street lights in the locations identified by Mr. Smith and to fund that from General Fund. Mr. Smith: I'll so move. Mr. Mays: Second. Mr. Smith: What about the traffic sign portion? Ms. Smith: Regarding the traffic signs, the traffic counts and information we needed will be completed by the end of next week so when we finish the analysis, we'll be able to make whatever changes we need as quickly as possible. Mr. Smith: Let me state what I think needs to be done. When you turn off of Hwy. 56, the first sign you see is 50 m.p.h. One mile further it goes up to 55. One-tenth of a mile further it goes to 45. Three tenths from there it goes back up to 55. I'm recommending that when you turn off of Hwy. 56 the speed limit should be 45 and stay 45 until you get to the fire station and school which are side by side. It should drop to 35 and then after you pass the school go back up to 45 all the way to Peach Orchard Road. Mr. Chairman: Can we make that happen legally? Mr. Shepard: I think we can. Mr. Chairman: Can I have a motion to that effect? Mr. Mays: So move. Mr. Chairman: Second. Motions adopted unanimously. 4. Report from Public Works Department regarding a cost estimate for repairs and the creation of tax districts for the streets in the Emerald Bay Subdivision. (Referred from October 11 Engineering Services) Ms. Smith: These streets do not meet our standards. A detention pond has to be cleared of debris and vegetation, some tests need to be done on the dam, a six - foot fence would have to be installed, drainage easements would have to be issued and we are still waiting for additional information on some testing to be done. We would need $5,000 to $8,000 to support it. 5 Mr. Chairman: It sounds like everything in there is substandard. Could a special tax district be created to help with these problems? I Mr. Shepard: That's what I'm going to propose and I have an item to pass out regarding that. It is an ordinance for the creation of special tax districts for subdivision street conversion and it has been reviewed by Planning. Mr. Chairman: I guess we can receive this as information and get the remainder of the information from Teresa on this one. Mr. Mays expressed his concern that this ordinance not apply to areas that have been underserviced or neglected for a number of years. Mr. Patty: This provides for the conversion of formerly private subdivisions into tax districts and if there is a legally constituted homeowners' association, then we can deal with it. If75% of the people want to see a tax district created, then we start pursuing it. We figure the cost on making the total conversion and once we get the approval from them, we develop a conceptual plan and decide on the amount of the tax and cost. Once it's over with and everything is done, it dissolves and nothing can be added to it. Mr. Mays: I think if it is drawn strictly for the subdivision street conversion situation like you've got it, then I have no problem with it but I don't want to have it open for everything. I Mr. Patty: You could narrow section 2-5-2 then on the procedures to just relate to these conversion districts. Mr. Mays: Or previously adopted private subdivisions or roads. I think it needs to be limited to where it is now. Mr. Patty: Yes. Mr. Chairman: We need a motion to instruct staff to narrow the interpretation or the language in this to be specific to new private neighborhoods as Mr. Mays has stated and come back in two weeks with this and a continuation of Emerald Bay and the discussion on it. Mr. Mays: I so move. Mr. Smith: Second. Motion adopted unanimously. 9. Receive as information a report from Public Works & Engineering regarding installation of street lights on Spring Grove Road. I 6 I I I Ms. Smith: These lights should be installed by the end of the month. This was approved by the Commission as a street light district but we are moving forward with it to come from General Fund based on the recommendation of the attorney about safety Issues. Mr. Shepard: The fifth district commissioner was very interested in finding a legal way to address the problems of public safety and illegal dumping in this area. Ms. Smith: It would cost $2,000 for energy costs per year and $1,000 for installation. Mr. Mays: I think you are going to have a whole lot of public safety problems coming up in other areas if you do this one in this manner. Ms. Smith: We didn't talk to any property owners out there at all. Mr. Mays: I'd feel a lot better if the people who own that property along there would first tell us no about participation in the cost before we find another reason to do it. The people who own the commercial properties should be asked about it. Mr. Chairman: Other people, such as those in Green Meadows, are paying for similar lighting and I think we should be fair to everyone. Mr. Mays: I make a motion that it be sent back for staff to check with the property owners first regarding participation from the area of Deans Bridge Road to where the street ends before it gets into the subdivision. Mr. Chairman: I'll second that. Motion adopted unanimously. ADJOURNMENT: There being no further business, the meeting was adjourned. Nancy W. Morawski Deputy Clerk of Corrunission nwm 7