Public Works Commission Special Meeting Minutes - May 24, 2007
(05-25-2007)

CITY OF ROSEBURG

SPECIAL PUBLIC WORKS COMMISSION MEETING

May 24, 2007

MINUTES

CALL TO ORDER: The meeting of the City of Roseburg Public Works Commission was called to order at 2:00 p.m. Thursday, May 24, 2007 in the City Hall Council Chambers

ROLL CALL: Present: Chair Chris Spens, Commissioners, Nathan Reed, Stuart Liebowitz, John Kennedy, Richard Weckerle, Jim Kent, Doug John, and Dick Filley (arrived 2:02 p.m.)

Absent: Fred Dayton

Others Present: HDR consultant Jim Harper, Engineer w/ i.e. Engineering Steve Lovemark, City resident Polly Sterling

Attending Staff: Public Works Director Clay Baumgartner, Community Development Director Fred Alley, Civil Engineer Dick Hutton, Civil Engineer Nikki Messenger, Field Operations Manager Bill O’Byrne, Interim Water Superintendent Tony Dietrich, Street Division Maintenance II Jim Johnson, and Public Works Secretary Chanelle Rogers

APPROVAL OF MINUTES: Reed moved to approve the minutes of the May 10, 2007 Public Works Commission meeting. Motion was seconded by Weckerle and carried unanimously.

DISCUSSION ITEMS:

Strategic Plan (non-agenda item): Spens informed that City Council is looking for recommendations from each commission and he reminded the commission that Commissioner Liebowitiz had provided his comments regarding the Strategic Plan to Baumgartner and they were distributed to the commission at the last meeting to look over and add to or comment on. Spens introduced Fred Alley, Community Development Director who was present to discuss the comments provided by Liebowitz. Alley informed that any recommended changes from the City Commissions must be in a form of consensus. No individual recommendations should be forwarded to City Council. He said that Liebowitz offered some good suggestions. Several points, such as affordable housing, were completely missed in the draft. Other suggestions were expansion of existing strategies. Alley then went over each suggestion made by Liebowitz and explained whether the suggestion could be incorporated into the strategic plan. Baumgartner feels that some of the recommendations are outside what the Public Works Commission would normally look at. Liebowitz thanked Alley for looking over his recommendations. He had specific questions regarding his suggestions that were not incorporated. John inquired about the portion pertaining to the Reservoir on Reservoir Hill. Baumgartner informed that he would look at that section and see if he can make the changes in the wording to reflect information regarding studying the need for duplication in the transmission mains running to and from the Reservoir.

MOTION: Kent moved that the City Council adopt the Strategic Plan with the additions outlined by Community Development Director, Fred Alley and Public Works Commission members without tying the city to anything specific. Motion was seconded by Filley and carried unanimously.

Stewart Parkway / Roseburg Valley Mall Traffic Signal Modification Bid Award Recommendation Project # 06UR03: Messenger informed that this was a project that has been looked at in the past, it is to install a fourth leg to the traffic signal located at Stewart Parkway and Wal-Mart. The bids were opened on May 22, 2007, three bids were received. The bids appear to be both responsive and responsible. Staff concurs with MAP Engineering’s recommendation for award to the low bidder, Shorey Concrete Construction, in the amount of $130,385.00. Money has been budgeted and is available through the Urban Renewal District to fund this project.

MOTION: Weckerle moved to recommend that the low bid be accepted and that a recommendation for award of the contract to Shorey Concrete Construction for $ 130,385.00 be forwarded to the Roseburg Urban Renewal Board. Motion was seconded by Reed and carried unanimously.

Consultant Presentation – Draft Stormwater Management Manual: Messenger informed that consultant Jim Harper from HDR would be giving a presentation regarding the Stormwater Management Manual update. Harper informed that there is a draft master plan that is with the city currently. The Stormwater Management Manual provides guidance for designing stormwater infrastructure. Some issues might be stormwater detention, facility sizing, Water Quality Treatment, Alternate Methods and looking at how the City reviews the documents. This came about from the Clean Water Act of 1972, Harper discussed a little about what the Clean Water Act was and the phases that it has. In 2006 the Umpqua TMDL was adopted, within the city there are 5 creeks that are listed that are looked at for the pollutants that are in these creeks and that is how they determine the TMDL’s. Roseburg is a Designated Management Agency as such Roseburg needs to look at the six minimum measures that are requirements for both NPDES-Phase II and the TMDL program. He informed that there are three different approaches: 1) Simplified Approach which allows small developers to go in and not do a lot of hydrology and hydraulics. 2) Presumptive Approach would be the developer in a larger subdivision wants to use the information listed in the manual. 3) Performance Approach you would bring in documentation of these items working in another location. He showed pictures of different types of infiltration planters, flow through planters, vegetated swales, grassy swales, vegetated street swales, treatment wetlands, dry detention ponds, and extended wet treatment ponds and how each one of these different processes works. Harper primarily showed the pictures of the different types to let everybody know that there are more than one way of doing a treatment. Baumgartner asked that Jim go over the schedule regarding when the city is going to be required to comply with all the requirements. Harper informed that somewhere in 2008 the City needs to develop a 5 year plan to start implementing these requirements. Messenger informed that there are a lot of issues to still be looked at and that Jim Harper will be helping the city figure those out.

INFORMATIONAL ITEMS: The commission members were provided a handout regarding the upcoming Public Workshop for the Parks Master Plan which is being looked at and updated this year. The workshop is scheduled for June 12, 2007 at 7 p.m. at the Ford Community Room of the Douglas County Library.

AUDIENCE PARTICIPATION:

BUSINESS FROM THE COMMISSION:

NEXT MEETING DATE: June 14, 2007

ADJOURNMENT: Meeting adjourned at 2:55 p.m.

_______________________________________

Chanelle Rogers, Public Works Secretary

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