TOWN OF FREDERICK

TOWN OF FREDERICK

Frederick Town Hall 401 Locust Street Town Board of Trustees Agenda

Tuesday, October 22, 2013

6:30 PM

Work Session General Discussion

7:00 P.M.

Call to Order – Roll Call: Pledge of Allegiance: Approval of Agenda: Special Presentations: Public Comment: This portion of the Agenda is provided to allow members of the audience to provide comments to the Town Board. Please sign in and the Mayor will call you. If your comments or concerns require an action, that item(s) will need to be placed on a later Agenda. Please limit the time of your comments to five (5) minutes. Staff Reports:

A. Administrative Report – Matt LeCerf, Town Manager B. Town Attorney’s Report– Rick Samson, Town Attorney

Consent Agenda: Consent Agenda items are considered to be routine and will be enacted by one motion and vote. There will be no separate discussion of Consent Agenda Items unless a Board member so requests, in which case the item may be removed from the Consent Agenda and considered at the end of the Consent Agenda

C. Acknowledgement of Receipt of List of Bills – Mitzi McCoy, Finance Director D. October 8, 2013 Meeting Minutes – Meghan Martinez, Town Clerk E. Resolution 13R45 Rescinding Resolution 13R42 Regarding Outdoor Water

Restrictions – Richard Leffler, Engineering and Utilities Director F. Ordinance 1156 Establishing an Events Fund for the Coordination and Accounting of

Town of Frederick Sponsored Events – Matt LeCerf, Town Manager Action Agenda:

G. Consideration of Appointment to the Frederick Arts Commission – Meghan Martinez, Town Clerk

H. 13R46 Authorizing the Acceptance of the Lowest Responsible Bidder and Authorizing the Town Manager to Execute the Contract for the Eagle Business Park Filing No. 2 Utility Improvements – Kiel Mangus, Public Works Director

I. Consideration of an Amendment to the Indian Peaks Medical Center MOAPI to Fund Construction of a Water Transmission Line – Dick Leffler, Engineering and Utilities Director

Discussion Agenda: Public Works Facility – Kiel Mangus, Public Works Director Mayor and Trustee Reports:

Executive Session: To discuss the purchase, acquisition, lease, transfer, or sale of real, personal or other property interest under C.R.S. Section 24-6-402(4)(a). Work Session: General Discussion

Town of Frederick ‐ List of Bills

September 14 ‐ October 11, 2013

4 RIVERS EQUIPMENT LLC Filters 92.89

ACE HARDWARE OF FIRESTONE Banners 362.21

ADAMS 12 FIVE STAR SCHOOLS Miners Day 1,154.69

ADAMSON POLICE PRODUCTS Uniforms 405.00

ALEXANDRA ENTERTAINMENT CONNECTION Miners Day sluice mining 550.00

ALSCO PW Uniforms 429.35

AMERICAN LEAK DETECTION OF NORTHERN CO Water leak detection/3rd & Locust 1,450.00

ANALYTICA GROUP LLC Flood Water testing 444.00

ARIELMIS INC Permits/GIS assistance 62.50

ARROW OFFICE EQUIPMENT, INC. Office Supplies 1,485.93

AT&T Mobility GPS Modem Service 80.58

B & M ROOFING Roof repairs 144.00

B&L REPAIR Auto maintenance 1,844.76

BARKMAN CONCRETE LTD Newport Round Planters 2,600.00

BICYCLE COLORADO Miners Day kids activities 1,200.00

BK TIRE, INC. Auto supplies 2,971.95

BROWN P.C., KRISTIN NORDECK Legal services/ ordinances 1,877.00

CAHN PC, JEFFREY H Judge services for October 992.25

CARBON VALLEY CHAMBER OF COMM. Co‐Sponsorship/Business After Hours 500.00

CARBON VALLEY FLORIST LLC Supplies 74.99

CARD SERVICES CML ‐ URA book, travel & training 8,485.88

CASELLE, INC. Contract Support & Maintenance 1,547.00

CENTRAL WELD CTY WATER DIST Tap Fees 110,000.00

CENTURYLINK Internet Services 49.83

CES (Colorado Accounts ‐ SW) Bldg lights‐PD/Town Hall/PW 388.50

CHEMATOX LABORATORY INC Blood tests 190.00

CINTAS DOCUMENT MANANGEMENT Document Shredding 71.40

CIVIL RESOURCES, LLC WCR 18 Improvement Design 13,911.00

CODE PUBLISHING INC Electronic Update of Municipal Code 364.65

COLORADO DEPARTMENT OF PUBLIC System water testing 490.00

COLORADO MATERIALS INC Topsoil, screened 225.00

COLORADO STATE TREASURER 3rd Qtr Unemploy. Taxes 2,384.71

COMCAST CABLE Internet 824.26

CRA PAYMENT CENTER Equipment 37.95

CUNNINGHAM, BROOKE Reimbursement ‐ Youth Commission Expenses 95.52

CUTWATER INVESTOR SERVICES CORP Investment Services 936.42

DANA KEPNER CO Water Meters 7,154.36

DBC IRRIGATION SUPPLY Sprinkler supplies 166.34

DICK ZAVODNY Downtown Sounds ‐ September 26 250.00

DISCOUNT TIRE SERVICE Tires 204.45

ECHO BREWING COMPANY Miners Day beer tent beer 1,640.00

EL JEBEL SHRINE PIPE BAND Miners Day pipe band entertainment 500.00

EMPIRE PORTABLE RESTROOMS Portable Restrooms for Miner's Day 1,510.00

EWING AUTO PARTS INC. Auto supplies 144.17

EXEMPLA Proj. refund/Exempla Medical Campus 400.00

FAIRFIELD AND WOODS PC Legal Services 6,591.76

FARMERS NEXT DOOR Farmers Market vendor appreciation dinner 29.00

FAST SIGNS Miners Day banners, patches etc. 342.50

FELSBURG HOLT & ULLEVIG, INC. Entryway Project 1,650.00

FIGURILLI, MARGARET Reimbursement Miner's Day postage 47.20

FLEX PRODUCTIONS Tables, tents, chairs rentals for Miners Day 2,512.56

FREDERICK DEVELOPMENT COMPANY Proj. refund/Wyndham Hill PIF 2,621.19

FREDERICK FIRESTONE FIRE PROTECTION DIST Blood draw & EOC expenses 512.43

FREDERICK HIGH SCHOOL Boys Basketball Game Sponsorship 400.00

FREEDOM MAILING SERVICES LLC Utilities mailings 2,033.03



FRONT RANGE INFLATABLES Inflatables for Miners Day 1,011.00

FRONTIER BUSINESS PRODUCTS Ricoh Copier Toner 623.04

GLH CONSTRUCTION Hydrant meter deposit refund 2,200.00

GOODYEAR TIRE CENTER New tires for unit 22 570.72

GRAINGER Water pump 830.17

GRAVITY PLAY EVENTS LLC Miners Day bungee trampoline 1,286.00

GUADAGNO, TY Refund overpayment 100.00

H&LA Billable expenses, completion of Ph 1 3,745.00

HALLECK ENTERPRISES PW Land rent 1,317.00

HOME DEPOT/GECF Supplies 1,023.15

HUNT, MELISSA Refund overpayment 107.88

HYDROLYSIS Water Training 200.00

INTERNAL REVENUE SERVICE 2012 Payment 3,702.56

INTERNATIONAL CODE COUNCIL, INC Commentary Set 199.56

INTERSTATE RENTAL & SALES, INC. Distribution Box, temp power 760.00

J & S CONTRACTORS SUPPLY CO Grader blades 627.58

JLB ENGINEERING CONSULTANTS Prof. Eng. Services/Eagle BP 2,262.50

KENNEDY, CHRISTOPHER Travel & training 248.50

KINSCO LLC Acoustic tube for Officer 15.36

LAND TITLE GUARANTEE COMPANY 2013 YTD taxes for PW land 1,378.51

LAURA BROWN Mileage Reimbursement 315.27

LIBERTA HATTEL Reimbursement for Miner's Day Supplies 42.96

LIGHTING, ACCESSORY & WARNING SYSTEMS LL Cables for laptop computers in police cars 104.65

LONGMONT HUMANE SOCIETY September's animal impound fees 566.67

LTM DESIGNS Miners Day Trophies 748.70

MAHNKE AUTO BODY FREDERICK Repair to vehicle # 23 due to accident 990.30

MAIN STREET MAT COMPANY PD Mat Service 365.38

MARK ELMORE Proj. refund/Highway Oasis Minor Subdivision 350.40

MARTINEZ, SHAUNTINA Travel & training 178.50

MATTHEW BENDER & CO INC 2013 COLORADO REVISED STATUTES 69.01

MINERS PARK TOWNE CENTER Proj. refund/Miners Park Town Centre Final Plat 40.00

MOUNTAIN STATES EMPLOYERS COUNCIL 4th Qtr Dues 2013 1,200.00

NCMC Inc Proj. refund/Wyndham Hill Fg 6 FP FDP Waiver 191.26

NEW CONSOLIDATED LOWER BOULDER RESERVOIR 2012 Water delivery to Milavec Lake 3,000.00

NOBLE PRODUCTIONS INC Sound performers for Miners Day 5,850.00

NORTHERN CO. WATER CONSERVANCY DISTRICT 2013/2014 Class B Water Assessment 102,375.36

OFFICE DEPOT Office forms 141.99

O'REILLY AUTOMOTIVE INC Equipment 149.26

PET PICK‐UPS Bare Bone Mitts 134.87

PINNACOL ASSURANCE Worker's Comp 8,482.00

PRAIRIE MOUNTAIN PUBLISHING LLP Publishing List of Bills‐July 199.05

PRE ACTION FIRE INC Wireless Monitoring‐Evidence Room 525.00

RAMEY ENVIRONMENTAL COMPLIANCE Water Operator 100.00

REALSOFT SYSTEMS, INC. Narrative Appraisal‐Commercial 5,000.00

RICOH USA INC Printing cost for copier 294.19

ROBIN EVENT RENTALS Oktoberfest at Farmers Market biergarten 400.00

ROCK PRODUCTS OF COLORADO Crusher Fine/trail damage 620.25

SAFETY & CONSTRUCTION SUPPLY INC Safety gloves 9.12

SAINT AUBYN HOMES Refund Overpayment ‐ plan revision 2,242.63

SAM'S CLUB / GECRB Farmers Market 170.94

SAMSON & VIDERGAR Legal Services 11,500.00

SCHWARTZKOPF, TYLER Board Meeting Recordings (2) 50.00

SHIRCO PRODUCTS Notary Stamp for M. Martinez 41.75

SIMMONS BERTRON, JENNIFER Supplies 22.48

SKATES, FRED Reimbursement of expense 323.49



SOURCE GAS PW Building Gas Usage 774.37

SPENCER FANE & GRIMSHAW LLP Legal Services 672.00

STAPLES ADVANTAGE Office supplies 861.19

STONEBRAKER ROCKY MOUNTAIN FIREWORKS CO. Miners Day Fireworks 12,500.00

STRIGLOS COMPANIES, INC. Trend Micro System software 1 year renewal 1,428.00

THE NAKED HANGER Cleaning of uniforms 194.50

THE TREE FARM Tree Vouchers 1,500.00

TIMBERLAN Spillman project 4,155.00

TOTAL FACILITY CARE September Cleaning Services 725.00

UNITED POWER Electric Power 294,874.82

UNITED RENTALS (NORTH AMERICA) INC Road Plates/WCR 20 374.00

UTILITY NOTIFICATION CENTER OF COLORADO Utility Locates 562.35

VERIZON WIRELESS Public Works cell phone usage 1,824.97

VOLVO RENTS CONSTRUCTION EQUIPMENT Miner's Day generator 314.65

W.L. CONTRACTORS, INC. Monthly Maintenance Fee 157.50

WASTE CONNECTIONS INC PW roll‐offs 36,417.49

WELD COUNTY CLERK & RECORDER Recordings 600.00

WRIGHT EXPRESS Fuel 8,150.23

WRIGHT TREE SERVICE Maintenance 97.00

ZANY ENTERTAINMENTS Balloon twisters ‐ Miners Day 680.00

Grand Total 723,300.29

REGULAR BOARD MEETING MINUTES TOWN OF FREDERICK BOARD OF TRUSTEES

Frederick Town Hall, 401 Locust Street Tuesday, October 8, 2013

At 7:03 P.M. Mayor Carey called the meeting to order and requested roll call. Roll Call Present were Mayor Carey and Trustees Schiers, Skates, Payne, Brown and Burnham. Mayor Pro Tem Wollack was not present. Also present were Town Manager Matt LeCerf, Town Attorney Rick Samson, and Town Clerk Meghan Martinez. Pledge of Allegiance: Mayor Carey invited everyone to join in the Pledge of Allegiance which was led by Troop 660. Approval of Agenda: Item E was replaced with Resolution 13R44 which included a new agreement which was provided. Special Presentations: Starburst Award: Matt Robbins, Community Relations Specialist for the Colorado Lottery presented the Town with the Starburst Award for Frederick Recreation Area Phase 2. He discussed the lottery funds and how they are used in Colorado and focused particularly on the funds that were sent to Frederick. Public Comment: Mayor Carey announced that no one had signed up for public comment. Admin Report: Town Manager Matt LeCerf provided a written report to the Board. Attorneys Report: Town Attorney Rick Samson was available to answer questions. Consent Agenda: Motion by Trustee Brown and seconded by Trustee Burnham to approve the following items on the consent agenda.

• September 24, 2013 Minutes • September 28, 2013 Minutes

Upon roll call vote, motion passed unanimously. Action Agenda: Consideration of a Storm Drainage Improvement for Hawthorn Street: Engineering and Utilities Director Richard Leffler presented the proposed storm drainage improvement. He discussed the meeting with the residents of Hawthorn Street. Mayor Carey asked for clarification on how the Town would maintain the drainage. Leffler discussed the standards in place and assured the Board that there would be adequate drainage as the area continues to be developed. Motion by Trustee Payne and seconded by Trustee Burnham to approve Resolution 13R44. There was additional discussion regarding the storm drainage improvement. Upon roll call vote, motion passed 4-1 with Trustee Payne voting no.

There was additional discussion regarding the previous motion and that no monetary amount was approved in the motion. Motion by Trustee Schiers and seconded by Trustee Burnham to recall the previous motion approving Resolution 13R44. Upon roll call vote, motion passed unanimously. Motion by Trustee Payne and seconded by Trustee Burnham to approve up to $125,000.00 to proceed with design and construction of the Storm Drainage Improvement for Hawthorn Street. Upon roll call vote, motion passed unanimously. Resolution 13R44 Approving an Agreement with Blackfox Real Estate Group to Design and Construct a Drainage Easement: Engineering and Utilities Director Richard Leffler discussed the agreement with Blackfox Real Estate Group. Motion by Trustee Scheirs and seconded by Trustee Skates to approve Resolution 13R44. Upon roll call vote, motion passed unanimsously. Discussion Agenda: Road Repair Update: Town Manager Matt LeCerf provided a document regarding the damages and repairs necessary for roads damaged during the flood. Trustee Payne requested a one page summary for residents. LeCerf provided information regarding FEMA and discussed timelines related to the roads. He discussed the necessity to move forward with Design Engineering for the projects. Mayor and Trustee Reports: Trustee Payne: Nothing at this time. Trustee Schiers: Thanks to staff and public works for cleanup day. Trustee Skates: Thanks to staff for cleanup day. Thanks to Trustee Schiers for her work on cleanup day. He would like to see the Town move forward on road repairs. Trustee Brown: Motion by Trustee Brown and seconded by Trustee Skates to approve up to $135,000.00 for Design Engineering for road repairs. Upon roll call vote, motion passed unanimously. Motion by Trustee Brown and seconded by Trustee Schiers to implement the emergency interim fix on CR 7. Upon roll call vote, motion passed unanimously. Trustee Burnham: He inquired about the success of cleanup day. Town Manager LeCerf indicated there were 475 vehicles. He also thanked staff for being on top of mosquito contrl. Mayor Carey: He requested that the Town contact the property owner regarding the pothole in front of NAPA and 7-11. Trustee Schiers also discussed filling the potholes on 18. Thanks to everyone for completing the evaluations. Motion by Trustee Payne and seconded by Trustee Burnham to enter into executive session for the purpose of determining positions relative to matters that may be subject to negotiations, developing strategy for negotiations, and/or instructing negotiators, under C.R.S. Section 24-6-402(4)(e). Upon roll call vote motion passed unanimously. At 9:15 Mayor Carey called the regular meeting back to order.

There being no further business of the Board, Mayor Carey closed the meeting at 9:15 pm. Approved by the Board of Trustees:

ATTEST:

_____________________________ Tony Carey, Mayor

_______________________________ Meghan C. Martinez, Town Clerk

TOWN OF FREDERICK Board of Trustees

Action Memorandum

Tony Carey, Mayor Jim Wollack, Mayor Pro Tem Laura Brown, Trustee Rafer Burnham, Trustee Gavin Payne, Trustee Amy Schiers, Trustee Fred Skates, Trustee

Consideration of a Resolution Removing the Outdoor Watering Restrictions

____________________________________________________________________________________ Agenda Date: Town Board Meeting – October 22, 2013 Attachments: a. Resolution 13-R-42 that was adopted on September 13, 2013. b. Resolution 13-R-45 that would rescind Resolution 13-R-42. Finance Review: Finance Director Submitted by: Richard Leffler, Engineering & Utilities Director Approved for Presentation: Town Manager

Quasi-Judicial Legislative X Administrative Summary Statement:

The Water Commission is recommending that the Town Board remove the prohibition of outdoor watering that has been in effect as a result of Central Weld County Water District (CWCWD) water lines that were damaged by the recent flood event. Detail of Issue/Request:

The Town Board put a Prohibition of Outdoor Watering in place at their September 13, 2013 Special Meeting because CWCWD lost two major water lines due to the flooding in the St. Vrain River. CWCWD has worked diligently to construct a temporary 20” water line over the St Vrain River bridge on Colorado Blvd that is still in service while repairs are being completed on the 36” main line at this location. The washed out section of the 36” line has been reconstructed and CWCWD is making plans to flush and chlorinate this line before putting it back in service. It is anticipated that the line will be activated within the next two weeks. With the cooler weather and the end of the outdoor irrigation season CWCWD has indicated they would be comfortable with Frederick removing the current watering restrictions. At their October 9 meeting, the Water Commission reviewed this issue and is

recommending that the Town Board remove the Outdoor Watering Restrictions by rescinding Resolution No. 13-R-42. Approving the attached Resolution 13-R-45 would rescind the previous resolution. Legal/Political Considerations: na Alternatives/Options:

As an alternative the Town may continue the Outdoor Watering restrictions as they now exist or adopt a schedule to allow limited outdoor watering on specific days such as using addresses to allow watering on odd or even days. Financial Considerations:

na Staff Recommendation:

It is recommended that the Town Board approve Resolution 13-R-45 to remove all mandatory watering restrictions at this time.

TOWN OF FREDERICK COLORADO

RESOLUTION NO 13 R 42

A RESOLUTION OF THE TOWN OF FREDERICK COLORADO

PROHIBITING OUTDOOR WATERING

WHEREAS the Board of Trustees for the Town of Frederick finds it necessary and appropriateto prohibit outdoor watering restrictions due to the recent flooding

NOW THEREFORE BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE

TOWN OF FREDERICK COLORADO AS FOLLOWS

Section 1 During this time of emergency all outdoor watering including washing of carswatering lawns etc is hereby prohibited while the 36 inch water main is not operational

i

Section 2 Water will be available for human consumption and business operations only whilethe water main is not operational

INTRODUCED READ PASSED AND SIGNED THIS 13 DAY OF SEPTEMBER 2013

ATTEST W OF FREDERICK

By i r ByMeghan C i inez w et T arey ayor

TOWN OF FREDERICK, COLORADO RESOLUTION NO. 13-R-45

A RESOLUTION OF THE TOWN OF FREDERICK, COLORADO,

RESCINDING RESOLUTION 13-R-42 REGARDING OUTDOOR WATERING WHEREAS, on September 13, 2013, the Town of Frederick Board of Trustees restricted outdoor watering under Resolution 13-R-42 due to the recent flooding; and

WHEREAS, the Water Committee reviewed the current water usage and recommends lifting the outdoor watering restrictions; and

WHEREAS, water service has been restored and Central Weld County Water District concurs with Frederick’s desire to lift the restriction on outdoor watering; and

WHEREAS, the Board of Trustees finds it appropriate to lift the restriction on outdoor watering.

NOW THEREFORE BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FREDERICK, COLORADO, AS FOLLOWS: Section 1. Resolution 13-R-42 is hereby rescinded in its’ entirety and the restriction on outdoor watering is hereby lifted. INTRODUCED, READ, PASSED, AND SIGNED THIS 22nd DAY OF OCTOBER, 2013. ATTEST: TOWN OF FREDERICK By By Meghan C. Martinez, Town Clerk Tony Carey, Mayor


Action Memorandum


Consideration of Ordinance 1156 Establishing an Events Fund for

Town of Frederick Sponsored Community Events/Festivals ____________________________________________________________________________________ Agenda Date: Town Board Meeting – October 22, 2013 Attachments: 1. Ordinance 1156 Finance Review: Finance Director Submitted by: Town Manager Approved for Presentation: Town Manager

Quasi-Judicial Legislative Administrative Summary Statement:

The proposed ordinance would establish the Events Fund which would begin existence on January 1, 2014 provided the budget is approved upon final presentation in December.

Detail of Issue/Request: There have been a number of discussions related to events and how the accounting of these events is handled. In 2013 and other previous fiscal years, the events were provided a dollar amount to spend up to, regardless of the amount of donations received for the specific events. The establishment of the events fund would allow for more flexibility in the handling of financing related to these events. An allocation will be provided for the events from the general fund, but the burden of success will be the ability of the specific event to generate revenue from sponsorship. To illustrate, if an event is provided with a general fund allocation of $10,000 and desires to have an event that costs $30,000, they will need to fundraise $20,000. Conversely, if they are only able to fundraise $5,000, then they are only able to have an event that cannot exceed $15,000. This creates more accountability upon the specific event to fundraise to the caliber event they want and also helps to ensure they stay within budget. Any balance

of funds that a specific event has remaining at the end of the year, the event will be able to apply that amount to the event next year, but they shouldn’t be permitted to borrow on years going forward. Legal/Political Considerations:

Alternatives/Options:

1. Do not approve the ordinance as presented and events will be handled as it has been for previous fiscal years.

2. Approve the ordinance with modifications that may include a defined % allocation from the general fund and % from sponsorship.

Financial Considerations: None. Staff Recommendation:

Approve Ordinance 1156 Establishing an Events Fund.

TOWN OF FREDERICK, COLORADO ORDINANCE NO. 1156

AN ORDINANCE OF THE TOWN OF FREDERICK, COLORADO,

ESTABLISHING AN EVENTS FUND FOR THE COORDINATION AND FINANCIAL ACCOUNTING OF TOWN OF FREDERICK SPONSORED

EVENTS

WHEREAS, the Town of Frederick has multiple events in the community which contribute to creating a high quality of life and building a strong community; and

WHEREAS, the events sponsored by the Town include Miner’s Day, Frederick in Flight,

Frederick Tree Lighting Ceremony and two others currently being developed for the 2014 fiscal year; and WHEREAS, the events receive sponsorships and donations in order to be both successful and to

celebrate the partnerships between the businesses and the Town of Frederick; and WHEREAS, there is a desire to create a more effective accounting methodology for the events.

NOW THEREFORE BE IT ORDAINED BY THE BOARD OF TRUSTEES OF THE

TOWN OF FREDERICK, COLORADO, AS FOLLOWS:

Section 1. There is hereby established an Events Fund for the purpose of Town of Frederick sponsored events and such other related projects as may be deemed appropriate.

Section 2. Funding for this Events Fund shall come from a combination of a small allocation

from the Town of Frederick General Fund with the majority and balance being generated from donations and sponsorships.

Section 3. The Board of Trustees acting on the recommendations from representatives

associated with the events shall authorize expenditures from the fund consistent with the purpose of supporting the events.

Section 4. Effective Date. This ordinance shall be published and become effective as of January 1, 2014.

Section 5. Severability. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such invalidity shall not affect the validity of the remaining sections of the ordinance. The Town Board hereby declares that it would have passed the ordinance including each part, section, subsection, sentence, clause or phrase thereof, irrespective of the fact that one or more parts, sections, subsections, sentence, clauses or phrases are declared invalid.

Section 6. Repealer. All ordinances or resolutions and motions of the Board of Trustees of the Town of Frederick or parts thereof, in conflict with this ordinance are to the extent of such conflict hereby superseded and repealed, provided that such repealer shall not repeal the repealer clauses of such ordinance, resolution or motion, nor revive any ordinance, resolution or motion thereby.

INTRODUCED, READ, PASSED, ADOPTED AND ORDERED PUBLISHED THIS 22nd

DAY OF October , 2013. ATTEST: TOWN OF FREDERICK By By Meghan C. Martinez, Town Clerk Tony Carey, Mayor


Action Memorandum


Eagle Business Park Filing No. 2 Utility Improvements Bid Award

____________________________________________________________________________________ Agenda Date: Town Board Meeting – October 22, 2013 Attachments: a. Bid Sheet – To be provided at the meeting Finance Review: This is an item that will be funded through the Capital Facility Fund from

the Oil Royalty Fund. The estimated budgeted amount was $466,500.

Finance Director Submitted by: Kiel Mangus, Public Works Director Approved for Presentation: Town Manager

Quasi-Judicial Legislative x Administrative Summary Statement:

Eagle Business Park Filing No. 2 Utility Improvements Bid documents were sent out. Bids were due back today, October 22, 2013 and bid tabs will be provided at the meeting. Staff would like to present bids to the Board and award the lowest, responsible bidder. Detail of Issue/Request: The Town purchased a 14.3 acre piece of land in Eagle Business Park for the purpose of building a new Public Works facility. As part of the agreement of the land purchase, the Town agreed to put in infrastructure improvements for the park which would service the new facility. Those infrastructure improvements included asphalt street extension, water line extension, sewer line extension, and some storm drainage improvements. As part of the agreement and because this infrastructure will also services the rest of the Eagle Business Park, the Town will receive reimbursement for the costs of improvements within 5 years. The Town will also pay for electrical line extension, gas line extension,

and cable/phone extension to the Public Works site which is estimated at $75,000. This amount is not reimbursable to the Town and is not part of this bid. Staff hired JLB Engineering Consultants to design the engineering infrastructure for the area. Bid documents were sent out and a bid tablulation will be provided with a recommendation at the meeting on Tuesday evening. Legal/Political Considerations: N/A


Approve an alternate bid. Rebid the project.

Financial Considerations:

This item has budgeted moneys transferred from the Oil Royalty Fund to the Capital Facilities Fund. The budgeted estimate from the Oil Royalty fund was $466,500. That amount was for reimbursable improvements in the park that would be paid back to the Town within 5 years. Staff Recommendation:

Staff will provide a recommendation at the Tuesday evening based on the responses received.

TOWN OF FREDERICK, COLORADO RESOLUTION NO. 13-R-46

A RESOLUTION OF THE TOWN OF FREDERICK, COLORADO,

AUTHORIZING THE ACCEPTANCE OF THE LOWEST RESPONSIBLE BIDDER AND AUTHORIZING TOWN MANAGER TO EXECUTE THE

CONTRACT WHEREAS, the Board of Trustees has determined that it would be in the best interests of the Town to construct the infrastructure for the Eagle subdivision which contains the newly acquired lot for the new maintenance facility; and WHEREAS, the Board has reviewed and selected the lowest responsible bidder which is ___________________________; and WHEREAS, the Board has agreed to the general terms and conditions as proposed by staff including the contract price. NOW THEREFORE BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FREDERICK, COLORADO, AS FOLLOWS: The construction contract for the infrastructure in the amount of $_____________is specifically approved and Matt LeCerf, Frederick Town Manager is hereby authorized to execute the contract with _____________________. INTRODUCED, READ, PASSED, AND SIGNED THIS 22nd DAY of OCTOBER, 2013. ATTEST: TOWN OF FREDERICK By By Megan C. Martinez, Town Clerk Tony Carey, Mayor


Action Memorandum


Consideration of Amendment to the Indian Peaks Medical Center MOAPI to Fund Construction

of a Water Transmission Line

____________________________________________________________________________________ Agenda Date: Town Board Meeting - October 22, 2013 Attachments: a. Vicinity Map

b. Indian Peaks Medical Center 12” Water Line Extension bid summary.

Finance Review: Finance Director Submitted by: Richard Leffler, P.E. Engineering & Utilities Director Approved for Presentation: Town Manager


Town Staff has worked with Longmont United Hospital and Nelson Family representatives to design and construct a secondary water line to feed the Indian Peaks Medical Center – Urgent Care Facility (IPMC) currently under construction at SH 52 and Silver Birch Blvd. This line would eliminate the need to construct master meters that will not be needed for ultimate development in this vicinity and instead make better use of funds to serve future development at IPMC and also the Nelson Family property along the proposed water line. The Town’s cost for this line would not exceed $235,000 and this cost would be reimbursed to the Town as these properties served by the line are developed. Detail of Issue/Request:

The design for Indian Peak Medical Center was completed with two master meters off of the Central Weld County Water District (CWCWD) 12-inch waterline on the south side of SH 52. The two master

meter vaults were proposed to be constructed north of SH 52 by boring underneath SH 52. Currently, the nearest Town owned waterline is at Countryside Subdivision. In the construction phase of IPMC the new Public Works building site was established and the need for utility connections was researched. At that time it was determined that the best option for the Town, the Nelson Family who owns the land upon which the water line would be constructed, and IPMC would be to take the cost of the proposed secondary master meter for IPMC and apply that money to the construction of a 12” water transmission line extending north from IPMC to Tipple Pkwy. This would also require that the 12-inch waterline in Tipple Parkway from I-25 Frontage Road to Countryside Subdivision would be transferred from CWCWD as proposed by the Town’s build out hydraulic model of the future water system. CWCWD has agreed with this proposal and supports this project. This move would eliminate the need for a master meter installation to serve the new Public Works site. Currently a single master meter costs more than $100,000.00. Instead of having two master meters off SH 52 to serve IPMC and another master meter for the Public Works site, this proposed secondary water transmission line would tie-in at Tipple Parkway at the half-section line of between Silver Birch and I-25 Frontage Road. With the planned construction of a water line along the Public Works site that would connect to an existing 12” water line south of Legacy Elementary School along Eagle Blvd, the IPMC development and the Public Works site will be connected to and served by several master meters now in place in the Town’s system along with the single master meter constructed by IPMC at SH 52. The Town will collect funds from future development along the proposed water line across the IPMC and Nelson Farm property to pay their share for this waterline installation, as is typical per Town policies and agreed to by the Nelson Family and Longmont United Hospital (LUH). This secondary waterline would enhance LUH future plans to build a main hospital. The hospital has agreed to apply the master meter savings to the waterline north to the northwest corner of their property and to have their contractor construct the proposed water line to the point where it would connect to Tipple Pkwy. Per the amendment to the MOAPI, the Town would then reimburse LUH for any costs above what they have in their budget for the second master meter costs. Based on the attached bid from the IPMC contractor, the Town’s reimbursement to IPMC would be $230,836. Staff is requesting direction from the Town Board to proceed with the amendment to the IPMC MOAPI that would have the Town pay up to $235,000 to IPMC to have this proposed water line constructed as planned. The MOAPI amendment would include the requirement that IPMC/LUH would reimburse the Town for their proportion of the water line on IPMC property that the Town is currently funding. This reimbursement would occur prior to commencing with the next phase of development on the IPMC property. The existing easement agreement with the Nelson Family requires that any development on their property would require reimbursement for their proportional share of the land served by the water line. With these agreements in place the Town will be reimbursed for nearly all of the Town’s costs associated with the construction of this proposed water transmission line. Legal/Political Considerations: The terms of what the Town would have to pay Longmont United Hospital for construction of the water line will be specified in the proposed Indian Peak Medical Center MOAPI amendment. An existing agreement with the Nelson Family provides the needed easement for the proposed water line and requires that future development within their property would reimburse the Town for the cost of the water line. Alternatives/Options:

The alternative would be to construct the two master meters for Indian Peak Medical Center site and another master meter to serve the new Public Work facility. That would mean two un-necessary master meters. In the future, the Town will acquire the 12-inch waterline in Tipple from E. I-25 Frontage Road to Countryside from CWCWD. Prior to establishing the new Public Work site, there was already discussion on the location of master meters and dedications of CWCWD waterlines.


Staff has rescheduled raw water line projects to provide 2013 budgeted funds for this secondary waterline to Indian Peak Medical Center. No budget change is required for this project. Staff Recommendation:

Staff recommends that the Town Board direct staff to process an amendment to the Indian Peak Medical Center MOAPI that would commit the Town to pay up to $235,000 to IPMC to construct the proposed secondary water line, and further recommends that the Town Manager be authorized to sign the MOAPI amendment. The amendment would be drafted by the Town Attorney and reviewed by staff prior to being presented for the town Manager’s signature.

0

12

8

6

10

4

36

0

0

8

8

0

0

6

8

0

0

0

0

8

8

12

0

8

6

12

8

12

8 00

0

00

8

0 0

8

6

0

0

0

0

4

8

0

0

8

0

0

8

0

12

0

6

8

68

6

0

8 8

6 6

0

8

0

0

8

8 0

0

8

0

0

8

8

12

362

8

6

243/4

6

8

8 6

122

122

8 6

3/4

12

128

12

12

12

12

3/4

6

12

12

8

6

12

66

52

11

13

25

TIPPLE

MAIN

25 FR

ONTA

GE

ELM

16.75

1ST

7TH8TH

3RD

WILL

IAM B

AILEY

HIGH

TBD

MAJESTIC

EAGLE

HURT

PRAIRIEKEYES

FIELD

S

JACKSON

GUY

INDE

PEND

ENCE

1ST

25

8TH

TIPPLE

13

25 FR

ONTA

GE

TBD

µ Oct 16, 2013 Secondary Waterline Extension for Indian Peak Medical Center 1 inch = 1,440 feet0 1,500 3,000750 Feet


Action Memorandum


Public Works Facility Discussion Item

____________________________________________________________________________________ Agenda Date: Town Board Meeting – October 22, 2013 Attachments: a. Proposed PW Building Site Plan and Layout Finance Review: This is a budgeted item under Capital Facilities Fund Number 900-90000-

4810. The budgeted amount for this project is $2,000,000.

Finance Director Submitted by: /s/ Kiel Mangus, Public Works Director Approved for Presentation: Town Manager


The majority of the new Public Works facility design process is completed. Town staff would like to discuss with the Board where the building is at in design, and make a decision for moving forward. Detail of Issue/Request:

Town staff has gone through initial design phases with the Architect and General Contractor for the new Public Works facility. Initial design and site design, which is included in this item, are being presented to the Board for feedback. Currently, the building cost estimate is over the budgeted amount of $2 million by $380,000. The design process in Design-Build takes into account projected programming needs and space needs, which is different from a design-bid-build process where you give them a budget amount and tell them to build to that number. The design is determined by those needs and then items are scaled back or cut out. The design process is more clearly described below.

THE DESIGN PROCESS: Town staff went through several initial meetings with the architect and contractor. The focus was on building programming and projected needs for an adequate public works facility. Physical size and space requirements were determined based on staffing, equipment, and materials. Public Works staff was interviewed, other PW facilities were considered, and future needs were considered in this phase of building design. After the programming level, the schematic design phase was completed. At this point the basic character of the building and exterior elevations were developed, along with basic site plan development. Preliminary budget numbers were found at that point and material options were reviewed. Some items were cut due to cost, or left out for the time being. The design development phase was then completed where project scope was further defined for civil, structural, mechanical, and electrical systems in the building. The design development phase is mostly complete and the budgetary number where we are sitting at is $2,380,000.

Staff feels that the building is at a design level now where it needs to be for the elements of need with the Public Works Department. Substantial site renovation and shrinking of the building would have to occur to get down to $2,000,000. Staff has changed the initial elevations of the building, changed the car protective shelter, and opted out of a mezzanine area among other things in order to cut cost.

Under the current allocation of $2,000,000, the annual debt service is approximately $140,000. If the debt was increased to $2,380,000, the cost for debt service would increase to $170,000 annually. Based on these two scenarios, we would anticipate at the end of 2014 having a reserve fund balance for 4.85 and 3.92 years of debt services respectively. Legal/Political Considerations: N/A


• Not approve the additional amount for the building. • Scale down the building/site area.


This item is budgeted under 900-90000-4810. The budgeted amount for this item was $2,000,000. The amount currently is $380,000 over the budgeted amount. Staff Recommendation:

Staff recommends approval of the additional $380,000 for the construction of the new Frederick Public Works Facility.

TOWN OF FREDERICK

Documents

Transcript of TOWN OF FREDERICK