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HomeMy WebLinkAbout2017-08-08 Meeting Minutes Engineering Services Committee Meeting Commission Chamber - 8/8/2017 ATTENDANCE: Present: Hons. Fennoy, Chairman; Hasan, Vice Chairman; Smith and Frantom, members. Absent: Hon. Hardie Davis, Jr., Mayor. ENGINEERING SERVICES 1. Receive as information on-call emergency construction repairs provided by Georgia-Carolina Paving Company on Central Ave and Meigs Street intersection for a total of $115,689.42 funded through the Grading and Drainage (Stormwater) SPLOST VII for the AED. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 4-0. Commisioner Sean Frantom Commissioner Ben Hasan Passes 2. Approve the emergency storm clean-up for the storm that occurred on April 3, 2017. Clean up consists of tree cutting and debris removal for actual cost of $173,345.81, to be funded through the general fund contingency as requested by AED. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Ben Hasan Commisioner Sean Frantom Passes 3. Motion to approve the minutes of the Engineering Services Committee held on July 25, 2017. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Ben Hasan Commisioner Sean Frantom Passes 4. Motion to determine that the Alley between Heard Avenue and Russell Street as shown on the attached plat has ceased to be used by the public to the extent that no substantial public purpose is served by it or that its removal from the county road system is otherwise in the best public interest, pursuant to O.C.G.A. §32-7- 2, with the abandoned property to be quit-claimed to the appropriate party(ies), as provided by law and an easement to be retained over the entire abandoned portion for existing or future utilities as directed by Augusta Engineering Department and Augusta Utilities Department. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Ben Hasan Commisioner Sean Frantom Passes 5. Approve and authorize supplemental reimbursement to Georgia Transmission Corp (GTC) in amount of $32,589.63 for cost to relocate their transmission facilities for improving Windsor Spring Road Phase IV (Willis Foreman Road to Tobacco Road) improvements project. Also approve modifying the Utility Relocation Agreement between GTC and the City from $1,086,587.50 to $1,119,177.13 as requested by AED. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Ben Hasan Commisioner Sean Frantom Passes 6. Consider a request from Mr. Wright McLeod for permission to draft an Item www.augustaga.gov amendment to Section 24 of the Comprehensive Zoning Ordinance adding "Construction and Demolition Landfill" to the list of permitted uses in HI zones. Action: Disapproved Motions Motion Type Motion Text Made By Seconded By Motion Result Deny Motion to deny. Mr. Fennoy and Mr. Smith vote No. Motion Ties 2-2. Commissioner Ben Hasan Commisioner Sean Frantom Ties Engineering Services Committee Meeting 8/8/2017 1:15 PM Attendance 8/8/17 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Engineering Services Committee Meeting 8/8/2017 1:15 PM Emergency Construction Services – Central Ave. & Meigs Street Intersections Department:Engineering Presenter:Abie L. Ladson, Director Caption:Receive as information on-call emergency construction repairs provided by Georgia-Carolina Paving Company on Central Ave and Meigs Street intersection for a total of $115,689.42 funded through the Grading and Drainage (Stormwater) SPLOST VII for the AED. Background:A sinkhole developed at Central Ave and Meigs Street intersection and after an AED and AUD investigation, it was discovered that the Sanitary Sewer and Storm Drain Pipe collapsed and caused the street to fail. Therefore, this incident warrants an emergency repair to minimize exposure of Augusta to associated liability. Upon completion of the investigation, AED and AUD found they did not have sufficient in-house resources to complete the required task. In order to correct and complete this task in a timely and safe manner, The Engineering Department hired Georgia – Carolina Paving Company to complete the repairs. Analysis:This work was done under an emergency condition that warranted a timely response by AED to minimize public exposure to hazards, and Augusta’s exposure to potential liability. AED did not have sufficient in-house resources to complete all the required tasks in a timely manner and had to request assistance from outside local sources. Financial Impact:Funds are available in the amount of $115,689.42 in the Grading and Drainage (Stormwater) SPLOST VII. Alternatives:1) Receive as information, on-call emergency construction repairs provided by Georgia-Carolina Paving Company on Central Ave and Meigs Street intersection for a total of $115,689.42 funded through the Grading and Drainage (Stormwater) SPLOST VII for the AED. 2) Do not approve and seek alternate funding source. Recommendation:Approve alternative one Funds are Available in the Following Accounts: 329-041110-5414710/216829903-5414710 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Engineering Services Committee Meeting 8/8/2017 1:15 PM Emergency Storm Clean-up – April 3, 2017 – Tree Cutting & Debris Removal Department:Engineering Presenter:Abie L. Ladson, Director Caption:Approve the emergency storm clean-up for the storm that occurred on April 3, 2017. Clean up consists of tree cutting and debris removal for actual cost of $173,345.81, to be funded through the general fund contingency as requested by AED. Background:On April 3, 2017, a severe storm struck the city and resulted in downed trees in roadways, as well as, private property in several areas. While crews worked through the evening, night and into the next day to clear roads for vehicular traffic, the presence of large debris in or near the right of way presented a safety hazard that needed to be addressed in a timely manner. AED did not have sufficient in-house resources to handle this safety hazard and requested assistance from five On-Call firms to facilitate the removal of downed trees and debris in the county. Analysis:There were five On-Call companies utilized in the Emergency Storm Clean-up. They were Georgia-Carolina Paving, Larry L. McCord Design Build, Augusta Lawn & Turf, Inc., Horizon Construction & Associates, Inc., and Big Dog Stump, Tree Inc., Work was done under an emergency situation that warranted immediate response by AED to minimize public exposure to fallen tree and road hazards, and also minimize the City of Augusta’s exposure to potential liability. Financial Impact:The cost to cover the Emergency Storm Clean-up on April 3, 2017 is $173,345.81 to be funded through the General Fund contingency. Alternatives:1) Approve the emergency storm clean-up, for the storm that occurred on April 3, 2017. Clean up consist of tree cutting and debris removal, for actual cost of $173,345.81, to be funded through the general fund contingency as requested by AED. 2) Do not approve and identify alternative ways to meet this financial obligation. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: General Fund Contingency REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Engineering Services Committee Meeting Commission Chamber - 7125/2017 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Hasan, vice chairman; Smith and Frantom, members. ENGINEERING SERVICES 1. Approve Purchase of Two Reservoir Mixers for the N. Max Hicks Water Treatment Plant Under Bid Item 14-194. Item Action: Approved Motions Motion Type Approve Motion Text Motion to approve. Motion Passes 3-0. Made By seconded By Motion Result Commisioner Sean Commissioner Ben passesFrantom Hasan 2. Motion to approve the minutes of the Engineering Services Committee held on Item July 11,2017. Action: Approved Motions Motion Type Approve 3-0. 3. Discuss developing a plan/program to address the over grown ditches and lots in Item our community. (Requested by Commissioner Dennis Williams) .q,ction: None Motions Motion Motion Text Motion Text Made By Seconded By Motion toapprove. Commissioner Commisioner Sean Motion Passes Grady Smith Frantom Motion Result Passes Made Seconded Motion Type By By Result It was the consensus of the committee that this item be deleted from the agenda. www.auqustaqa.qov Engineering Services Committee Meeting 8/8/2017 1:15 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Engineering Services Committee held on July 25, 2017. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AGENDA ITEM Engineering Services Committee August 8, 2017 Motion to determine that the Alley between Heard Avenue and Russell Street as shown on the attached plat has ceased to be used by the public to the extent that no substantial public purpose is served by it or that its removal from the county road system is otherwise in the best public interest, pursuant to O.C.G.A. §32-7-2, with the abandoned property to be quit-claimed to the appropriate party(ies), as provided by law and an easement to be retained over the entire abandoned portion for existing or future utilities as directed by Augusta Engineering Department and Augusta Utilities Department. Department: Law Caption: Motion to determine that the Alley between Heard Avenue and Russell Street as shown on the attached plat has ceased to be used by the public to the extent that no substantial public purpose is served by it or that its removal from the county road system is otherwise in the best public interest, pursuant to O.C.G.A. §32-7-2, with the abandoned property to be quit-claimed to the appropriate party(ies), as provided by law and an easement to be retained over the entire abandoned portion for existing or future utilities as directed by Augusta Engineering Department and Augusta Utilities Department. Background: The abandonment request has been reviewed by all essential county departments and administrators and approvals were received to this abandonment request. The legal description and plat of said Alley between Heard Avenue and Russell Street. Analysis: In addition to the information provided in the above Background section, publication notices will be made for a public hearing to be held, with results to be presented to the Commission. Notice to the property owners located thereon will be made, pursuant to O.C.G.A. §32-7-2(b)(1). Financial Impact: Cost of publication and advertisement of public hearing. Alternatives: Approve or deny request to determine that the Alley between Heard Avenue and Russell Street. Recommendation: Approve determination and request for abandonment of the Alley between Heard Avenue and Russell Street pursuant to O.C.G.A. §32-7-2, with the abandoned property to be quit-claimed to the appropriate party(ies) as allowed by law, and an easement(s) as directed by the Augusta Engineering Department and the Augusta Utilities Department to be retained over the entire abandoned portion for existing or future utilities and drainage. Funds are available In Following Accounts: REVIEWED AND APPROVED BY: Engineering Services Committee Meeting 8/8/2017 1:15 PM Motion to Determine Abandonment of the Alley between Heard Avenue and Russell Street - 1st Reading Department:Law Presenter:Andrew MacKenzie Caption:Motion to determine that the Alley between Heard Avenue and Russell Street as shown on the attached plat has ceased to be used by the public to the extent that no substantial public purpose is served by it or that its removal from the county road system is otherwise in the best public interest, pursuant to O.C.G.A. §32-7- 2, with the abandoned property to be quit-claimed to the appropriate party(ies), as provided by law and an easement to be retained over the entire abandoned portion for existing or future utilities as directed by Augusta Engineering Department and Augusta Utilities Department. Background:The abandonment request has been reviewed by all essential county departments and administrators and approvals were received to this abandonment request. The legal description and plat of said Alley between Heard Avenue and Russell Street. Analysis:In addition to the information provided in the above Background section, publication notices will be made for a public hearing to be held, with results to be presented to the Commission. Notice to the property owners located thereon will be made, pursuant to O.C.G.A. §32-7-2(b)(1). Financial Impact:Cost of publication and advertisement of public hearing. Alternatives:Approve or deny request to determine that the Alley between Heard Avenue and Russell Street. Recommendation: Approve determination and request for abandonment of the Alley between Heard Avenue and Russell Street pursuant to O.C.G.A. §32-7-2, with the abandoned property to be quit-claimed to the appropriate party(ies) as allowed by law, and an easement(s) as directed by the Augusta Engineering Department and the Augusta Utilities Department to be retained over the entire abandoned portion for existing or future utilities and drainage. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is authorized to CPB #323-041110-296823766 to approve supplemental reimbursement to Georgia Transmission Corp (GTC) in the amount of $32,590 for cost to relocate their transmission facilities for improving Windsor Spring Road Phase IV Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase III 1,467,000$ Special 1% Sales Tax, Phase IV 600,000$ TIA Discretionary Funds 323,008$ SPLOST III Recaptured Funds 248,197$ TIA Utility Funds 259,497.00$ GDOT M230 1,119,177.00$ 4,016,879$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department the City from $1,086,588 to $1,119,177 as requested by AED CPB# 323-041110-296823766 CAPITAL PROJECT BUDGET WINDSOR SPRING ROAD IMPROVEMENTS, PHASES IV & V (SR 88 TO WILLIS FOREMAN RD AND WILLIS FOREMAN RD TO TOBACCO RD) UTILITY RELOCATION REIMBURSEMENT Please do not execute this copy. Once commission approved an original will be forwarded for approval. Ext 5070 Honorable Hardie Davis, Jr., Mayor (Willis Foreman Road to Tobacco Road) improvements project. Also approve modifying the Utility Relocation Agreement between GTC and 1 of 2 07.25.2017 CAPITAL PROJECT BUDGET WINDSOR SPRING ROAD IMPROVEMENTS, PHASES IV & V (SR 88 TO WILLIS FOREMAN RD AND WILLIS FOREMAN RD TO TOBACCO RD) UTILITY RELOCATION REIMBURSEMENT CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB ADDITION CPB SALES TAX, PHASE III 323041110-000000-299823766 ($1,467,000)($1,467,000) SPECIAL 1% SALES TAX, PHASE IV 324041110-000000-202824766 ($600,000)($600,000) TIA DISCRETIONARY FUNDS ($323,008)($323,008) SPLOST III RECAPTURE FUNDS ($248,197)($248,197) TIA UTILITY FUNDS ($259,497)($259,497) GDOT FUNDS ($1,086,587) ($32,590) ($1,119,177) TOTAL SOURCES:($3,984,289) ($32,590) ($4,016,879) USE OF FUNDS ENGINEERING 323041110-5212115-299823766 $1,715,197 $1,715,197 ENGINEERING 324041110-000000-202824766 $600,000 $600,000 TIA DISCRETIONARY 235041110-5411120-299823766 $323,008 $323,008 UTILITY 371-041110-T15040154-5414510 $259,497 $259,497 GDOT M230 FUNDS $1,086,587 $32,590 $1,119,177 TOTAL USES:$3,984,289 $32,590 $4,016,879 2 of 2 07.25.2017 Engineering Services Committee Meeting 8/8/2017 1:15 PM Windsor Spring Rd IV (Utilities Relocation Reimbursement (GA Transmission Corp) Department:Engineering Presenter:Abie Ladson - Director Caption:Approve and authorize supplemental reimbursement to Georgia Transmission Corp (GTC) in amount of $32,589.63 for cost to relocate their transmission facilities for improving Windsor Spring Road Phase IV (Willis Foreman Road to Tobacco Road) improvements project. Also approve modifying the Utility Relocation Agreement between GTC and the City from $1,086,587.50 to $1,119,177.13 as requested by AED. Background:Windsor Spring Road Phase IV is Augusta Commission approved SPLOST project. It is blended roadway improvement projects funded by local, state and federal funds. Augusta is responsible for funding roadway design, environmental permitting and public owned utilities relocation. GDOT under agreement with the City of Augusta is responsible for funding and managing roadway construction. The project is under construction with projected completion close to end of 2017. ER Snell is the contractor and construction bid for phase IV is $27,765,202.50. Roadway improvements required relocation of Power facilities and other utilities. The Windsor Spring Road Phase IV roadway improvements project is under construction and Public Utility relocation is completed. Analysis:Due to other Utilities relocation their facilities at different times, GTC mobilized its forces twice to remove specific poles structures. Such arrangement was warranted to keep roadway construction activities on schedule. De-mobilize and re-mobilize GTC forces twice lead to cost increase. Under agreement with GDOT, this is a cost that is required to be paid by the City of Augusta to complete needed improvements. Financial Impact:Funds are available in Project utility relocation funds. It is reimbursable expense. The City of Augusta entered into agreement with GDOT for utilizing M230 funding for utility reimbursement up to the amount of $2,272,138.00. Alternatives:1). Approve and authorize supplemental reimbursement to Georgia Transmission Corp (GTC) in the amount of $32,589.63 for cost to relocate their transmission facilities for improving Windsor Spring Road Phase IV (Willis Foreman Road to Tobacco Road) improvements project. Also approve modifying the Utility Relocation Agreement between GTC and the City from $1,086,587.50 to $1,119,177.13 as requested by AED. 2 ). Do not approve and find alternative way to reimburse GTC. Recommendation:Approve alternative one. Funds are Available in the Following Accounts: Project GDOT M230 Funds REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission AGENDA ITEM REQUEST FORM Cornmission meetings: First and third Tuesdays of each month - 2:00 p.m. Committee meetings: Second and last Tuesdays of eacb month - 1:00 p.m. Commission/Committee: (Please check one and insert meeting date) Commission Public Safety Committee Public Services Committee Administr ative Services Committee Y Engineering Services Committee Finance Comrnittee Date of Meeting Date of Meeting Date of Meeting Date of Meeting Date of Meeting Date of Meeting 9lr1tt Contact Information for IndividuaVPresenter Making the Request: Telephone Number: Fax Number:"0!-q )t- *o4l E-Mail Address: Caption/Topic of Discussion to be placed on the Agenda: Please send this request form to the following address: Ms. Lena J. Bonner Clerk of Commission Suite 220 Municipal Building 535 Telfair Street Augusta, GA 3090I Telephone Number: 7 06-821-7820 Fax Number: 706-82f-1838 E-Mail Address: nmorawski@augustaga.gov Requests may be faxed, e-mailed or delivered in person and must be received in the Clerk's Office no later than 5:00 p.m. on the Wednesday preceding the Commission meeting and 5:00 p.m. tln the Tuesday preceding the Committee meeting of the following week. A five- minute time limit will be allowed for presentations. Engineering Services Committee Meeting 8/8/2017 1:15 PM Wright McLeod Department:Clerk of Commission Presenter: Caption:Consider a request from Mr. Wright McLeod for permission to draft an amendment to Section 24 of the Comprehensive Zoning Ordinance adding "Construction and Demolition Landfill" to the list of permitted uses in HI zones. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: