HomeMy WebLinkAboutCity Council-Worksession Minutes-8/24/2016 City of Colleyville Page 1
City of Colleyville
City Council
Worksession Agenda
City Hall
100 Main Street
Colleyville, Texas 76034
817.503.1000
www.colleyville.com
Wednesday, August 24, 2016
5:00 p.m.
Executive Conference Room
Third Floor City Hall
1. CALL TO ORDER
2. EXECUTIVE SESSION In accordance with Texas Government
Code, Chapter 551, Subchapter D
Section 551.072 Real Estate Deliberate the purchase, exchange,
lease, or value of real property for City facilities
RESUME WORKSESSION 6:00 P.M.
3. PRESENTATION AND DISCUSSION
3a Presentation and discussion of the Glade Road Project
4. ADJOURNMENT
I hereby certify this agenda was posted on City Hall bulletin boards Friday,
August 19, 2016, by 5:00 p.m.
Amy Shelley, TRMC
City Secretary
A quorum of any Colleyville board, commission, or committee may be
present at this meeting.
Any matter on this agenda may, at the discretion of the governing body, be
opened for public comment and discussion.
If you plan to attend this public meeting and have a disability that requires
special accommodations, please advise the City Secretary at least 48 hours in
advance at 817.503.1133, and reasonable accommodations will be made to assist
you.
City of Colleyville Page 1
City of Colleyville
City Council Worksession
Minutes
City Hall
100 Main Street
Colleyville, Texas 76034
817. 503.1000
www.colleyville.com
Wednesday, August 24, 2016
5:00 p.m.
Executive Conference Room
Third Floor – City Hall
Mayor Richard Newton called the Colleyville City Council Worksession to order on
August 24, 2016, at 5:00 p.m.
ROLL CALL: Mayor Richard Newton, Mayor Pro Tem Chris Putnam, and
Councilmembers Tammy Nakamura, Bobby Lindamood, Jody Short, Nancy Coplen
and Mike Taylor
City Manager Jennifer Fadden, Deputy City Manager Chris Fuller, Assistant City
Manager/Director of Public Safety Mike Holder, Fire Chief Brian Riley, Assistant
Police Chief Robert Hinton, Chief Financial Officer Brian Hogan, Human Resources
Director Rachel Huitt, Public Works Director Jeremy Hutt, City Engineer Cheryl
Taylor, Principal Planner Shane Pace, Recreation and Library Director Mary Rodne,
Colleyville Center Manager Leslie Hill, Finance Manager Karen Hines, Parks
Manager Heather Dowell, SH26 Coordinator James Hubbard, Strategic Services
Manager Adrienne Lothery, Information Systems Manager Chris Pena, and City
Secretary Amy Shelley.
Mayor Newton recessed the Worksession at 5:01 p.m. to enter into Executive
Session.
2. EXECUTIVE SESSION - In accordance with Texas Government Code,
Chapter 551, Subchapter D
Section 551.072 - Real Estate - Deliberate the purchase, exchange, lease, or
value of real property for City facilities
Mayor Newton explained the Executive Session had been called in accordance with
the Texas Government Code, Chapter 551, Subchapter D, Section 551.072, Real
Estate and explained there would be no decisions made or action taken during this
time. The worksession was reconvened at 6:09 p.m.
3. PRESENTATION AND DISCUSSION
3a Presentation and discussion of the Glade Road Project
Public Works Director Jeremy Hutt presented this item and answered questions or
the City Council. Chad Gartner, Transystems also presented and briefed the City
Council.
City Council Minutes August 24, 2016
City of Colleyville Page 2
Mayor Pro Tem Putnam asked if the City Council really needs to discuss Phase 1,
or can we accelerate through the presentation. Councilmembers Coplen and
Taylor agreed.
Councilmember Short asked Mayor Newton if he has requested items be removed
from Phase 1. Mayor Newton replied no, not yet.
Councilmember Nakamura asked staff about the cost of Phase 1. Director Hutt
replied $4.1 million.
Mayor Newton asked Mr. Gartner if there is a department of public safety guideline
or rule relative to site distance. Mr. Gartner replied the roadway site distance is
dictated by Ashwood Design or better known in engineering as the “green book.”
Mayor Newton asked Mr. Gartner about the median on Glade Road at Shadowood.
Mr. Gartner replied it is a striped median, not raised.
Mayor Newton asked Mr. Gartner why it is there. Mr. Gartner replied closer to
SH26 on Glade Road is slated to be a three lane roadway, so the median allows for
the narrowing down into two lanes, through this intersection.
Councilmember Lindamood asked Mr. Gartner if there will be a retaining wall at
Bedford Road and Glade Road. Mr. Gartner replied no, and the slopes are no more
than 4:1.
Mayor Newton asked Mr. Gartner if this will improve the site distance. Mr. Gartner
replied yes.
Councilmember Short asked Mr. Gartner if moving the wall would provide more
site distance. Mr. Gartner replied yes, but then there is a concern because of the
parking lot.
Councilmember Nakamura asked Mr. Gartner about the width of the sidewalk. Mr.
Gartner replied they are five feet on the south side, and the width varies on the
north side between six and ten feet.
Mayor Newton asked Mr. Gartner where the wall will be located at Glade Road and
Bluebonnet Drive. Mr. Gartner replied at the back of the sidewalk, parallel to
Bluebonnet Drive, with another one on the south side at Stafford.
Councilmember Lindamood asked Mr. Gartner if they will be doing a slope at Mr.
Winsworth home. Mr. Gartner replied it will be a walkable surface, no higher than
four feet.
Councilmember Lindamood asked Mr. Gartner if there will be a guard rail. Mr.
Gartner replied there will be fencing of some type on the wall.
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City of Colleyville Page 3
Councilmember Lindamood asked Mr. Gartner why so much of the 10 foot trail is
being pulled from the Preservation. Mr. Gartner replied there are some issues
meeting ADA compliance, given the slope.
Mayor Newton asked Mr. Gartner about the impact to the entrance into
Shadowood. Mr. Gartner replied the fence will not be effected at all.
Councilmember Lindamood asked Mr. Gartner why they will be redoing about 80
feet on Garry Lynne, given that it has just recently been redone. Mr. Gartner
replied it could be that there is a need for a wider approach.
Councilmember Lindamood asked Mr. Gartner where the water is being dumped
from east on Glade Road towards Riverwalk Drive. Mr. Gartner replied there is a
channel that runs into the boxed culvert at Glade Road and Riverwalk Drive.
Mayor Newton asked Mr. Gartner about the outfall at the roundabout. Mr. Gartner
replied there are some modifications to be extended further south, past the
roundabout.
Councilmember Lindamood asked Mr. Gartner if any hydraulic study/testing has
been done with the outfall to the pond. Mr. Gartner replied no analysis on the
pond has been done, other than what the outfalls do today. He added they have
validated the results of some studies, and they are not exceeding what is being
drained today.
Mayor Newton asked Mr. Gartner about the new storm drain for the section
beyond the roundabout at Glade Road and Riverwalk Drive. Mr. Gartner replied
storm drain comes in from the east and west.
Mayor Newton asked if this section currently has curbs. Mr. Gartner replied no.
Councilmember Nakamura asked Mr. Gartner how many days will Bransford Road
be closed. Mr. Gartner replied 20-25 days.
Mayor Newton asked Mr. Gartner why the boxed culvert at Bransford Road and
Glade Road has to be changed. Mr. Gartner replied they have to lower the box
culvert to be able to widen the road for the turn lane.
Mayor Newton asked Mr. Gartner why the roadway is being lowered in this section.
Mr. Gartner replied the object is to get the curbs lower than the right-of-way so
that the drainage is taken from the street.
Mayor Newton asked Mr. Gartner what is driving the need for curb and gutter. Mr.
Gartner replied this section will then match Phase 4.
City Council Minutes August 24, 2016
City of Colleyville Page 4
Councilmember Lindamood asked Mr. Gartner if the west side of Glade Road could
be worked on with the closing of Bransford Road. Mr. Gartner replied they are
trying to keep the window of the closing on Glade Road as small as possible. He
added it will be started on at the same time, but it will not be completed at the
same time.
Mayor Newton asked Mr. Gartner if there are any options to leave a lane open. Mr.
Gartner replied that is a possibility, but it could involve temporary widening.
Councilmember Taylor asked Mr. Gartner if this intersection is still targeted for the
summertime. Mr. Gartner replied they do not have set dates, but summer is
desirable.
Councilmember Taylor asked Mr. Gartner if they have considered a one-way or
both ways during the morning and afternoon rush hour. Mr. Gartner replied that
has not been considered, currently just one-way. Councilmember Taylor suggested
doing that where it can be done.
Councilmember Short asked Mr. Gartner if they are trying to eliminate the amount
of left or right turns. Mr. Gartner replied yes.
Mayor Newton asked staff about the timeframe for the road closure at Glade Road
at Bluebonnet Drive. Director Hutt replied it is 60 days with a maximum incentive
of 20 days.
Councilmember Taylor asked staff if we are planning to have another meeting to
discuss this project, or are we making recommendations this evening. Director
Hutt replied staff will provide an update before going to bid.
Councilmember Taylor asked Mr. Gartner if there has been consideration given to
temporary stop signs at Hall-Johnson Road at Bluebonnet Drive to help the flow of
traffic. Mr. Gartner replied he would not recommend stop signs, but they could
encourage traffic to go to Pool Road.
Councilmember Taylor asked if City Council will see the plans that will go out for
bid, especially if the contractor thinks it can be done quicker, faster, or better.
Director Hutt replied yes, any changes can be brought back.
Councilmember Taylor suggested having a diagram of this project in the lobby of
City Hall for everyone to see.
Mayor Newton asked staff about the plans for landscaping and tree replacement.
Director Hutt replied the areas disturbed with construction will be reestablished.
He added we are going to include a voucher program which will have funding set
aside to work with property owners for tree replacement along the corridor.
City Council Minutes August 24, 2016
City of Colleyville Page 5
Mayor Newton asked staff if there are any plans for us to plant anything, or is it up
to the property owner. Director Hutt replied correct, we would not be planting any
trees because we would not be able to maintain them. Parks Manager Heather
Dowell added this program will allow anyone who wants to replace trees on their
property, and water and maintain them, to be provided with a voucher and then a
contractor will plant the trees.
Mayor Newton asked staff how the trees were planted along Hall-Johnson. Director
Hutt replied the City installed trees with quite a bit of irrigation along the corridor
in the right-of-way. Councilmember Taylor added the only exception was along
Highland Meadows because they did not want the corridor, and then they liked the
landscaped medians.
Councilmember Nakamura asked Mr. Gartner if the construction cost includes the
right-of-way. Mr. Gartner replied yes, the last time an estimate was done.
Councilmember Nakamura asked Mr. Gartner what amount was put in for right-of-
way. Mr. Gartner replied not knowing at this time. Councilmember Nakamura
stated she would like to know the amount. Director Hutt stated the $4.1 million
does not include the purchase of additional right-of-way acquisition, it did include
right-of-way preparation. Mayor Newton stated about $5.3 million includes design
and right-of-way.
Mayor Newton asked Mr. Gartner why it takes 13 months. Mr. Gartner replied
because of doing this in phases and maintaining traffic. He stated that is one
reason why we have incentives put in place for the contractor. Director Hutt added
having a timeline in place is advantageous for the bidding process.
Mayor Newton asked staff what the timeline would be if everything went perfect.
Director Hutt replied 171 calendar days with a total incentive package of
$252,000.
Councilmember Taylor asked staff about bad weather days. Director Hutt replied
calendar contracts do not include bad weather.
Mayor Newton asked staff if there is a penalty for going over the time. Director
Hutt replied yes, and they are still working on those details.
Councilmember Lindamood asked staff about flexibility with the calendar days and
the incentive package. Director Hutt replied we are trying to incentivize the
contractor to stay on project to do what they can, and we understand there will be
days in which there could be a rain delay, and that is why the 13 month timeline is
put in place.
City Council Minutes August 24, 2016
City of Colleyville Page 6
Councilmember Lindamood asked staff who will be the project manager for this
project. Director Hutt replied he is serving as the project lead for the Glade Road
corridor, but it will be part of the public works team.
Councilmember Taylor asked staff if this is a big enough project to get a good
contractor. Director Hutt replied yes.
Mayor Newton asked staff about other options for Phase 2. Director Hutt asked Mr.
Gartner to highlight different cost scenarios if some of the scope were to change.
He stated the main scenario includes a full depth reclamation style project with
ribbon curbs. Mr. Gartner added the savings, with the removal of the ten foot trail
on the north side, is $350,000.
Mayor Pro Tem Putnam asked Mr. Gartner if that includes the right-of-way costs.
Mr. Gartner replied that is just the construction costs.
Councilmember Coplen asked staff how the crosswalk, at the end of Phase 1,
would be addressed if the north sidewalk is removed. Director Hutt replied if the
trail is eliminated, one way would be to utilize the roundabouts rather than mid-
block crossings.
Councilmember Coplen asked staff where the trail would end for Phase 1. Director
Hutt replied it could be terminated at Bluebonnet Drive.
Councilmember Lindamood asked Mr. Gartner if engineered drainage would exist
with a sidewalk. Mr. Gartner replied yes, because of curb and gutter, there would
be engineered drainage.
Councilmember Taylor asked Mr. Gartner if the north side of the roadway would
drain from the home to the street. Mr. Gartner replied correct, the curbs would be
six inches below grade to allow a slope for drainage.
Councilmember Lindamood asked Mr. Gartner if he has cut and fill sheets for the
north side of Phase 2. Mr. Gartner replied there are cross sections, but no cut and
fill sheets. He added cut and fill sheets are not done for roadway projects.
Mayor Pro Tem Putnam stated he supports full depth reclamation with a pedestrian
element on the south side only, for Phase 2.
Councilmember Coplen suggested having a wider sidewalk on the south side.
Councilmember Coplen asked Mayor Pro Tem Putnam about turn lanes. Mayor Pro
Tem Putnam replied being good with whatever can be done within the existing
right-of-way.
City Council Minutes August 24, 2016
City of Colleyville Page 7
Mayor Newton asked Mr. Gartner if no additional right-of-way is needed through
Chelsea. Mr. Gartner replied correct.
Mayor Newton asked Mr. Gartner what adjustments were made to accomplish that.
Mr. Gartner replied by shifting the roadway north or south; reductions in trail
width; and adjustments in curb slope relative to the sidewalk.
Mayor Newton asked Mr. Gartner how much right-of-way was originally needed.
Mr. Gartner replied he did not know, there have been several iterations.
Councilmember Short asked Mr. Gartner how long this current design has been on
the table. Mr. Gartner replied January of this year.
Mayor Newton asked Mr. Gartner what would have to change with this plan with
no curbs. Mr. Gartner replied there were issues fitting the ribbon curb within the
existing right-of-way, in the beginning.
Mayor Newton asked Mr. Gartner if dropping the sidewalk on the north side
helped. Mr. Gartner replied yes.
Councilmember Nakamura stated she wants to have the roadway completed at a
sufficient cost, but not at $20 million. Mayor Pro Tem Putnam stated there were
scenarios to complete this at half the cost.
Mayor Newton asked staff when this project would be done, if the plan is executed
as presented. Director Hutt replied Phase 2 is slated for FY2018; Phase 3 is slated
for FY 2019; and Phase 4 is slated for FY 2020.
Mayor Newton suggested having the sidewalk on the south side only, as wide as it
can be, adding crosswalks, and putting in turn lanes where needed, and without
drainage.
Councilmember Short asked Mr. Gartner if the bar ditches would remain with any
widening of the roadway. Mr. Gartner replied he could not answer if there would
be more or less impacts with trees or right-of-way relative to the bar ditches.
Mayor Pro Tem Putnam stated there is the subjective issue with how we want
Glade Road to look; and there is the objective issue of how much it will cost and
the timeline. He stated this version of full depth will be far more affordable.
Councilmember Coplen asked staff if a ribbon curb helps the life of the roadway.
Director Hutt replied it saves roadway edge failure on an asphalt road.
Director Hutt recapped City Council’s direction for Phase 2: options include - 24
foot wide roadway without turn lanes, with a pedestrian element on the south side
only, no trail or sidewalk on the north side, and coming up with layout and costs
City Council Minutes August 24, 2016
City of Colleyville Page 8
for this option; adding the turn lanes and comparing that with the other option;
and, evaluate locations for crosswalks to allow for access from the north to the
south side of the roadway.
Mayor Newton revised the recap with, option one includes two 12 foot lanes, with
a potential layout of having a pedestrian element on the north side, as long as it is
included in the current right-of-way, and full depth reclamation. He stated he
wants the sidewalk to be considered, but if it cannot be done, then that is okay
too. He stated option two includes adding turn lanes to option one.
Mayor Newton asked Mr. Gartner if the expense of the engineered drainage comes
back even if it is included in the bar ditches. Mr. Gartner replied yes, but it
provides flexibility for placing inlets, and it may play a big part in what can fit in
the right-of-way.
Mayor Pro Tem Putnam asked Mr. Gartner if there is an easier way to understand
the cost. Mr. Gartner replied the change in impacts is not simple.
Councilmember Taylor asked Mr. Gartner if the plan would be to dig out the bar
ditches and put in the drainage, and then recover the drainage, while keeping the
bar ditch element. Mr. Gartner replied yes.
City Manager Jennifer Fadden asked Mayor Newton what level of detail he would
like for Mr. Gartner to provide. Mayor Newton replied some rough cost estimates.
Mr. Gartner added he would have to bring this level of detail back in order to show
costs and impacts. Mayor Pro Tem Putnam stated it seems the detail has been
provided before.
Mayor Newton recessed the worksession at 8:12 p.m.
Mayor Newton reconvened the worksession at 8:20 p.m.
Mayor Newton recapped the options: (1) two 12 foot lanes, full depth reclamation,
with a possible pedestrian element on the north side; and, (2) same as option 1,
but add turn lanes, understanding that could change based on sidewalk changes,
while trying to avoid eliminating the whole thing.
Mayor Newton asked Mr. Gartner about the cost estimate for ribbon curb. Mr.
Gartner replied $300,000 range for Phase 2
Councilmember Coplen asked Mr. Gartner if drains under the ditches is being
considered. Mr. Gartner replied based on the conversation to use our judgement, if
that will improve the situation, a concrete pipe with a swale would be included.
City Council Minutes August 24, 2016
City of Colleyville Page 9
Mayor Newton suggested Mr. Gartner provide a cost estimate for the options
include the ditches with or without the drainage. Mr. Gartner stated keeping it
simple would be to provide drainage underground.
Councilmember Lindamood asked staff why double drainage on the roadway would
be necessary. Director Hutt replied it is based on capacity relative to sizing.
Councilmember Lindamood stated there are no flooding issues now. Director Hutt
explained with added elements, such as turn lanes drainage will encroach into the
existing drainage, which will require it to be built back or be rebuilt in a smaller
size to accommodate the drainage.
Councilmember Nakamura asked Mayor Newton if there is no determination on the
cost of Phase 2. Mayor Newton replied correct, it will depend on the options.
Councilmember Taylor asked Mr. Gartner if the agreement with Transystems will
have to be amended. Mr. Gartner replied not at this time.
Mayor Newton asked Mr. Gartner how many pieces of right-of-way is necessary for
Phase 3. Mr. Gartner replied one. Director Hutt replied there are 13 parcels
affected in Phase 3; however, one will be right-of-way.
Mayor Newton asked Mr. Gartner about the road grade by Mr. McCormick’s
property. Mr. Gartner replied it goes down some and one option to minimize the
impact is to slope the road to the south to put the storm drain in the median.
Councilmember Lindamood asked Mr. Gartner how Mr. McCormick felt about the
deceleration lane by his property. Mr. Gartner replied Mr. McCormick did not like
it, but we are trying not to impact his gate, and he has looked at the modified
design.
Mayor Newton asked Mr. Gartner about the raised median at the McCormick
property. Mr. Gartner replied they were trying to remain consistent with the same
section east of this section.
Mayor Newton asked Mr. Gartner if the median will be irrigated or landscaped. Mr.
Gartner replied no, it will be a colored stamped concrete.
Councilmember Lindamood asked Mr. Gartner if there is a turn lane for Ashmore.
Mr. Gartner replied there will be a two-way left turn lane for Overhill Drive and
Ashmore.
Councilmember Coplen asked Mr. Gartner if the two turn lanes at Roberts Road
and Prestwick Drive have been off-set because of the site distance. Mr. Gartner
replied yes, although it is not shown on this plan.
City Council Minutes August 24, 2016
City of Colleyville Page 10
Councilmember Coplen asked Mr. Gartner if the lane merge will extend all the way
from Heritage Avenue to Roberts Road. Mr. Gartner replied yes, and at Roberts
Road, it will then be a right turn only.
Mayor Newton asked Mr. Gartner if putting the medians further east is for
aesthetics. Mr. Gartner replied to match the existing section from Heritage Avenue
to Pool Road.
Mayor Newton asked Mr. Gartner if the width of the median is the same as the one
that is landscaped to the east. Mr. Gartner replied yes.
Mayor Newton asked staff why this median is not landscaped. Director Hutt replied
if there is a vehicle that breaks down in this area, and emergency vehicles need to
pass, there is nowhere to go. Mayor Newton stated it seems like an extra expense.
Councilmember Taylor asked Mr. Gartner if these are curbed medians. Mr. Gartner
replied they are three to four inch rollover curbs.
Mayor Newton asked about the cost of Phase 3. Councilmember Nakamura replied
$4 million.
Mayor Newton asked staff about the timing for Phase 3. Director Hutt replied the
right-of-way acquisition for Phase 3 is slated for FY 2017. City Manager Jennifer
Fadden added if we proceed with the schedule, the design would need to be
completed before the right-of-way acquisition.
Councilmember Short asked Mr. Gartner if there are sight distance issues for both
entrances into Mill Valley subdivision. Mr. Gartner replied the intersection at Mill
View is worse because the wall hides the view of the roadway.
Mayor Newton asked Mr. Gartner about the right-of-way for Phase 4. Mr. Gartner
replied there are two parcels.
Mayor Newton asked Mr. Gartner about the cost estimate for Phase 4. Mr. Gartner
replied $4.7 million.
Councilmember Lindamood asked staff if they have visited with the city of Hurst
about Phase 4. Director Hutt replied yes, Hurst is are aware of the project, but
they do not have these details or the cost.
Mayor Newton asked Mr. Gartner if there is anything driving the necessity for curb
and gutter. Mr. Gartner replied a good portion of Phase 4 is already curb and
gutter.
Mayor Newton suggested tabling the discussion on Phase 4 until clarity is provided
for Phase 2.
City Council Minutes August 24, 2016
City of Colleyville Page 11
Councilmember Short asked staff if there are parcels in Phase 4 for potential
redevelopment. Director Hutt replied there may be a few that will require some
platting.
Councilmember Coplen asked staff if the construction for Phase 1 is slated for FY
2017. Director Hutt replied yes.
Councilmember Coplen asked staff what they see as a start date. Director Hutt
replied next summer, depending on the utility relocation and right-of-way
acquisition.
Councilmember Nakamura asked staff about the cost estimates for the interim
maintenance. City Manager Jennifer Fadden replied $198,000 from Stafford Drive
to Jim Mitchell Trail, and $142,000 from Bransford Road to the western City limits.
Councilmember Lindamood expressed his appreciation to Public Works for the
work being done on Glade Road to fix some issues.
4. ADJOURNMENT
There being no further business before the City Council, Mayor Newton adjourned
the worksession at _______ p.m.
APPROVED BY A VOTE OF 6 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE
20TH DAY OF SEPTEMBER 2016.
Minutes taken and prepared by:
Amy Shelley, TRMC
City Secretary