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Consent Agenda
Robin Finch was appointed to the Parks & Trails Committee. The minutes for the September 20, 2016 and the October 18, 2016 City Council meetings were approved.
City Reports
David Bunker - Contractor is working on driving range fence. There was a delay because of wet grass but started today. New netting should be in next week. The Grill starts winter hours. They will be closed on Sundays and Mondays. Tues-Fri 10-2, Saturday 10-7. Hours will be on website. Ski bus is full. TSSD met. Walt Baker from DEQ presented and said State is looking at setting discharge limits for phosphorous and nitrogen. Right now it's not regulated by EPA but State wants to set limits due to issues such as Utah Lake and Payson Lakes. Provo is concerned about limits as they would be hard to meet. We would have to spend millions of dollars to change our processes to meet some of the limits being discussed. Will provide more info as he hears more.
CM Zappala - LPPSD met. Approved contract to study metrics for the fire department to measure performance. Approved hiring of emergency preparedness coordinator who will help put communications plan together for emergencies. Working on State of the City and will be out later this year.
CM Geddes - Dispatch building is nice and will be open next week.
Mayor Gygi - Spoke with Commissioner Graves at Utah County about Canyon Road. Graves is opposed to the County using the $9.5 million to improve Canyon Road. Commissioner Lee is open to fixing the road. Nathan Ivie is also onboard with fixing the road and discussing ownership later. PG Council is not interested in meeting with us to discuss as they are trying to come up with a separate deal with the County for just their portion.
CM Bailey - Arts Committee is having a date night on December 2nd. Swing dancing and dinner.
CM Rees - Parks & Trails Committee met. They continue to work on plans for beautification of the roundabout. Santa party will be Monday, December 5th from 6-8pm.
CM Crawley - NPSW will meet next week to discuss upcoming budget.
Review/Action on Resolution Proclaiming the week of November 14th as Type I Diabetes Awareness Week
Sydney Glass, a 14 year-old Miss Utah County’s Outstanding Teen has respectfully asked for support in raising awareness for Type 1 Diabetes (T1D). Sydney has been living with T1D for over 11 years, and has been working diligently to raise awareness, educate and raise money for much needed research. In her effort to raise awareness she is requesting that the city council adopt a resolution to declare November 14-18, 2016 as “Type 1 Diabetes Awareness Week” in Cedar Hills. This was approved.
Review/Action on Bid for Bayhill Park
The City received bids in September for the Bayhill Park Project. The low bid received at that time was from Stratton & Bratt Landscape for a total of $518,974. The City Council rejected the bids received and Bowen & Collins were instructed to re-bid the project. Bids were again received on October 27th. Bidders were to give a base bid price along with a cost for Alternate A: Upgrading plants and shrubs to larger sizes, Alternate B: Pavilion Installation, Alternate C: Additional Structural Fill, Alternate D: Gate Installation at Trailhead. The same two bidders were the only responsive companies to respond. The bid tabulation is below:
Based on discussions with Bowen & Collins, staff is comfortable with the base bid submitted by S&L INC. A recommendation would also include not awarding any of the alternate bid items. Because the park is completely irrigated, it is not necessary to upgrade the plantings to larger sizes. The pavilion bids are much higher than previous costs for similar structures such as the pavilion at Mesquite Park, which is larger in size and cost $14,000. Bids would be requested from companies that specifically provide this product. This item may be installed at the later part of the project. Structural fill may not be necessary. If additional soil testing shows a need for the fill, it may be added later. The gate may also be added at a later time after coordination with the Metro Water Agency. The Agency has provided gates in the past free of charge to the City. This gate prohibits vehicles from driving from the parking lot to the trail.
I asked about funding of playground equipment, pavilion and restroom. I'd like this to be an fully operational park as soon as possible. The rest of the Council was willing to use funds from the sale of Cottonwood lots to finish this park as soon as possible. There was discussion that the sale of Cottonwood lots was to be used to pay of debt, as outlined by a previous Council. CM Zappala went through the minutes and determined the sale of St. Andrews Estates was to be used to pay down the golf course debt, while the sale of Cottonwood lots were to be used to pay off the costs associated with the reconfiguration to create the St. Andrews lots. We have already paid off the reconfiguration costs through unrestricted funds in our Capital Projects Fund (as well as the rest of the deficit that had accrued for the golf course), so the Council feels it is appropriate to now use the funds from Cottonwood lots to complete parks as we could have completed this park with those unrestricted funds instead of paying off the deficit, part of which came from the reconfiguration.
Review/Action on Bid for Golf Maintenance Building
The City has received bids for the 2016 Golf Maintenance Building. Bids were received from 6 bidders and are as follows:
The low bid was received from Big B Construction. Alternate #1 includes removing and replacing the canvas storage facility with a steel structure. Alternate #2 includes retaining the canvas structure frame and disposing of the cover. Not included in bid Alternate #2 is the installation of a new membrane. Because of the proprietary nature of the structure, Vision Building Systems would be separately contracted to replace the cover. The additional cover cost would total approximately $28,000. The lifespan of the cover is approximately 10 to 12 years. Also, if Alternate #1 is selected, the low bidder would give a reduction of $5400 deducted from the base bid. Staff recommends that the city council consider the base bid including Alternate #1. The low bidder has also been engaged with Architectural Coalition in a value engineering process which may lessen the total cost. Those costs may be presented at the city council meeting.
Regulations regarding storm water have made this project more important so we can become compliant with storm water requirements. Penalties for non-compliance can be high. The current building also has several safety considerations. We do have a conditional use permit from Highland as this facility is located in Highland. Low bid is higher than budget. Staff determined $120,000 would come from the storm water fund and the additional $80,000 would come from the Capital Projects fund.
CM Crawley understands that the current building is poorly constructed. In 2011 the Daily Herald put out an article on the cost of the golf course. The amount spent has increased since then. Now discussing spending more on a golf course related issue. There are taxpayers who are upset with the ongoing costs of the golf course. Feels the golf course continues to be a drain on funds. Said reason Bayhill Park wasn't completed when it should have been is because of the golf course. Feels parks benefit families. Those who wanted golf course did so at expense of the rest of the city. We are deciding on how to spend other people's money and wants it said that it is because of the golf course. I expressed appreciation for this feeling. There are many who are upset with the amount we've spent on the golf course and that it continues to cost more money. If it wasn't for the significant safety and regulatory concerns that we have to address, I wouldn't want to approve the building either. However, it is not a safe building for our staff and we are worried about the fines from not complying with EPA/DEQ requirement so I don't see that we have much of a choice.
Motion was made to approve the base bid plus Alternate #1. This was approved 4-1.
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