Public Works Commission Minutes - September 2007
(09-19-2007)

CITY OF ROSEBURG

PUBLIC WORKS COMMISSION MEETING

September 19, 2007

MINUTES

CALL TO ORDER: The meeting of the City of Roseburg Public Works Commission was called to order at 11:32 a.m. Wednesday, September 19, 2007 in the City Hall Third Floor Conference Room.

ROLL CALL: Present: Chair Chris Spens, Commissioners, Nathan Reed, John Kennedy, Richard Weckerle, Dick Filley, Doug John, Fred Dayton, and Stuart Liebowitz

Absent: Jim Kent

Others Present: None

Attending Staff: AIC Public Works Director Nikki Messenger, Engineering Manager Jim Maciariello, Civil Engineer Dick Hutton, Field Operations Manager Bill O’Byrne, Interim Street Superintendent Jim Johnson, and Public Works Department Technician Chanelle Rogers

APPROVAL OF MINUTES: Weckerle moved to approve the minutes of the August 9, 2007. Motion was seconded by Reed and carried unanimously.

DISCUSSION ITEMS:

RFP-PW-08-01 SE Stephens Street Lights – Bid Award Recommendation 06PW24: Messenger reported that at the July 12th Public Works Commission meeting the commission recommend awarding the South Stephens Overlay project to LTM, Inc. The project included replacing the street lighting from the south City Limits to just north of Douglas Avenue. The lights from Mosher Street north will be antique-style lights; these lights are different from the existing downtown historic themed lights because more illumination is required on the arterial street. Staff had previously reported to the commission that the project included an estimate of an additional $300,000 for street lights which included the lights from Pacific Power and Light. This project is currently under construction and it is important to purchase the lights in a timely manner in order to facilitate completing the project. Bids were opened September 18, 2007 and only one bid was received from Lightrix at a cost of $108,360. The bid appears to be both responsive and responsible. The purchase is budgeted to be paid for out of Urban Renewal Funds. Weckerle inquired if the bid included the wiring; Messenger informed that the conduit and bases were included in the construction contract and that this bid was only to supply the street lights. Reed asked if the construction of the safety center would have any impact on the lights being installed north of Douglas Ave., Messenger reported that the safety building is not going to be doing any sidewalk work along Stephens St. Filley wanted to know why there was only one bid. Messenger informed that she is not sure why only one bid, it was advertised locally and on the website for 2 weeks and she believes only a couple of companies picked up the bid information and only the one submitted a bid. Liebowitz asked if staff knew how many potential bidding companies might have bid. Messenger informed that the consultant had worked with this company when determining the style of light for the project, but staff wanted to make sure that other companies had a chance to bid on the project. Filley feels that if other companies found out that they were bidding against a company that had been in contact with the consultant that they might not bid it then. Kennedy informed that usually this type of work is bid along with the construction portion not as a separate part of a project.

MOTION: Dayton moved that the bid be accepted and that a recommendation for award of the contract to Lightrix in the amount of $108,360 be forwarded to the Urban Renewal Board. Motion was seconded by Weckerle and carried unanimously.

INFORMATIONAL ITEMS:

Planning for 07-08 Capital Improvement Projects: Messenger provided copies of the 1 year and 5 year transportation and storm drainage capital improvement projects lists and gave an update on the projects on the 1 year list. Hutton also provided copies of the 1 and 5 year water fund projects and gave an update on the projects listed on the 1 year plan. Dayton asked about the Starmer Street Reservoir, Hutton explained that it was currently on hold due to no funding at this time. John feels that the Starmer Street area has paid there share to have adequate water and fire service; he would be very upset if anything happens in Charter Oaks before the Starmer area gets taken care of. Commission would like a copy of the draft Storm Drain Master plan, it was decided to provide the commission with the master plan at the October 11, 2007 commission meeting and to schedule another meeting in October to go over the report after the commission members have had a chance to review the report. Weckerle asked how the projects get prioritized, Messenger informed that staff looks at plans and the budget and then brings the list to the commission.

Residential Fire Sprinklers Update: Hutton gave a brief review of the discussion last month regarding the rates for the new ¾ x ¾ meter. Since there was a change to the methodology, the state requires it to go through a 60 day public notice; we are still in the 60 day time period so nothing has been done. This should be going to council in October. He also informed that he and Fire Chief Jack Cooley went to a hearing in Salem at Oregon Residential Structures Board.

Dixonville Acquisition Update: Hutton informed that the last schedule for the Dixonville System Acquisition was to close at the end of September; it appears that it should be close to meeting that timeline. There are still some property issues that are being figured out.

AUDIENCE PARTICIPATION: None

BUSINESS FROM THE COMMISSION: Spens reminded the commission about the 75% attendance requirement.

Weckerle asked about the Public Works Director position. Messenger informed that an Interim Director had been hired, he is currently retiring from City of Grants Pass and will be working here on Fridays through September and in October he will be here three days a week, the other days of the week Messenger is Acting in Capacity Public Works Director. The City has contracted with a head hunter to do a nation wide search and the plan is to have the candidates narrowed down by the time City Manager returns from Iraq. Weckerle also mentioned that he had discussed with Baumgartner regarding the construction on Calkins/ElDorado is increasing the water outfall into Newton Creek between the Keasey Street bridge and the Jefferson Street bridge he questioned Baumgartner as to if those bridges would be able to handle all the water.

NEXT MEETING DATE: October 11, 2007

ADJOURNMENT: Meeting adjourned at 12:49 p.m.

_______________________________________

Chanelle Rogers

Parks and Public Works Department Technician

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