M I N U T E S
REGULAR MEETING OF THE
ENGINEERING COMMITTEE
MAY 11, 2005

 

Call to Order and Roll Call 

The meeting of the Santa Rosa Community Services District Engineering Committee was called to order by Director Roy, commencing at 6:00 PM at the District Office.  The following individuals were present: 

            Director Bob Roy, Committee Chairman

            Director Steve Rubin, Committee Member

            General Manager John B. Rogers

            Chief Inspector/Designer Rob Holmes 

Director Bryan Buescher was present as an observer but did not take part in any discussion.  

A.        Public Comment:   

None 

B.        Approval of Minutes of the April 13, 2005 Engineering Committee Meeting. 

The minutes of the April 13, 2005 meeting were approved as submitted.

C.        Status Report: Rancho California Road  / DeLuz Road Funding Study 

Rogers reported that Consultant Charles Crandall of Bureau Veritas/Berryman & Henigar had requested additional time to complete the draft report.  The committee decided to review the draft report at the June 8 meeting prior to a presentation to the full Board at the June 16 regular meeting.

D.        Storm Damage Report 

Rogers and Holmes reported on the progress of the application process through FEMA.  All of the project worksheet information has been submitted, along with a customized CD containing over 400 digital photographs of the sites.  Each photograph is labeled with date and time, road name and site number.  Staff is in a negotiation process with the FEMA Project Managers, documenting unit prices and scopes of work on each project. FEMA uses unit prices from nationally published estimating guides (R. S. Means, Building News, Inc., McGraw Hill, etc.) and sometimes the unit prices can be taken out of context or do not apply to local conditions.  For example, we are proposing the use of large concrete “Enviro-Block” retaining walls on several projects; FEMA used a price of $100 per block, installed, but we are countering with manufacturer’s information that the current price should be closer to $210, the increase being attributable to recent fuel and concrete price increases.   

The FEMA process was described.  On small projects, we agree on scope and price, FEMA pays the District, and it is our responsibility to complete the work with the available funds.  The process is not unforgiving, as there is a change process.  On large projects (there are seven) we go through a normal design-bid-build process, and FEMA pays the actual cost.   

The El Prado crossing was discussed at length.  Although no properties are being denied access and there have not been a lot of complaints, it is important that we proceed quickly to complete this project.  The Directors expressed concern that there will be additional urgency to the work if the replacement is not underway by fire season, as the present roadway north of the crossing does not have secondary access.  Staff explained the FEMA policy of returning the damaged facility to the pre-disaster condition but only paying for upgrades in certain closely-defined situations. We are currently looking at several options, along with other permit considerations (Fish & Game, Corps of Engineers) and intend to have a viable solution under way in the next few weeks. 

The idea of a low-cost, low-capability temporary crossing was discussed.  Some small culverts could be installed with temporary paving, but the costs (about $15,000) would probably not be reimbursable. The Directors felt this should be pursued only if it appears that the permanent solution may take longer than expected. 

Current FEMA contract work is limited to purchase orders on several of the second-storm (Feb. 16-23) pavement repairs, including Via Vaquero near the golf course, Via Mirola, Camino Estribo, etc.  Total cost for the second disaster is estimated to be over $158,000.   

E.        Project Report:  

With the FEMA applications more or less under control, staff is returning to previously planned contract and purchase order work:

1.      Plans for Carancho Road are being completed and should be to Engineering Committee in June for bidding.

2.      Plans for Buena Loma have been returned from the consultant to be plan checked.  They will be turned over to RCWD for bidding as a joint project.  RCWD will be the lead agency since the water work is larger than the proposed road work.

3.      Right-of-way and construction plans for Las Casitas are in process.   A group of owners on Carancho Road at Vuelte Grande is anxious for the easement to be obtained so they can continue with their proposed electrical line extension.

4.      Aerial survey has been ordered for El Viento Seco/Vista Del Mar

5.      Construction plans have been started on Via Vaquero, Buena Vista and Terreno Drive.

6.      Small surveys have been ordered for four FEMA sites: Calle Uva, Sandia Creek at El Prado (south), Via De Las Robles, and Serreno Road.  Additional surveys have been ordered for three 2005-06 budget projects on Calle Jardin, El Calamar, and Ridgeline Court. 

F.         Subdivision and Development Work. 

Staff reported that work is scheduled to start on the improvements to Sycamore Mesa Road and Shady Creek in conjunction with Parcel Maps 29808 and 29989.  A preconstruction meeting is set for May 19 at the District office.   This project will result in about $90,000 of improvements to Sycamore Mesa Road.  Escrow instructions have been received on the Hamilton project, Parcel Map 30950 on Via Santa Rosa, committing an $18,000 payment to the District for use within Zone V.  Plan check has been completed on Tract 24831, and construction of the ten-lot tract on Via Peregrino should start soon.  No schedule is available for this, as the developer still has some outside approvals (easements, utilities) to obtain.  One new parcel map was received, on Via Vaquero between Via Pintoresco and Via Santa Rosa.  Parcel Map 32805 would require construction of a paper street, Via Fuerte, as a District-maintained road.  The project may not be viable because of the cost.   

F.         Adjournment. 

There being no further business, the meeting was adjourned at 7:11 PM to 6:00 PM on Wednesday, June 8, 2005, or to a substitute date established by the Engineering Committee, at the District Office. 

                                                                        ________________________________
                                                                        John B. Rogers, P.E., General Manager

ATTEST:

 

____________________________
Steven P. Rubin, Member
Engineering Committee