Approved May 31, 2018

 

The Regular of the Regional Transportation Commission was held on March 27, 2018 in the meeting room of the County Administration Building, 1616 8th Street, Minden, NV, beginning at 5:00 PM.

Call to Order

 

Commissioners Present:

Nancy McDermid, Chairwoman

Dan Hamer, Vice Chairman

Barry Penzel, Member

 

Commissioners Absent: None

 

Staff Present:

Ron Roman, Interim Public Works Director

Jon Erb, Transportation Engineer Manager

Doug Ritchie, Chief Civil Deputy District Attorney

Carey Rosser, Deputy District Attorney

PLEDGE OF ALLEGIANCE

Dan Hamer

PUBLIC COMMENT (No Action Can Be Taken)

No public comment

APPROVAL OF AGENDA

MOTION to approve agenda; carried

RESULT:              APPROVED [UNANIMOUS]

MOVER:              Barry Penzel, Member

SECONDER:              Dan Hamer, Vice Chairman

AYES:              McDermid, Penzel, Hamer

APPROVAL OF MINUTES

MOTION to approve minutes; carried

RESULT:              APPROVED [UNANIMOUS]

MOVER:              Dan Hamer, Vice Chairman

SECONDER:              Nancy McDermid, Chairwoman

AYES:              McDermid, Penzel, Hamer

Regional Transportation Commission - Regular - Jan 29, 2018 5:00 PM

Regional Transportation Commission - Regular - Jan 30, 2018 5:00 PM

 

 

 

PUBLIC HEARINGS

 

1. For possible action. Discussion to approve a contract for the Pinenut/Dump Road 2018 Reconstruction Project to Sierra Nevada Construction, Inc., in the amount of $1,929,007 as budgeted for in Fiscal Year 2018 and authorize the Public Works Director to approve change orders up to 10% of the bid amount. (Jon Erb)

 

Dan Hamer states how item one on his agenda is the Pinenut/Dump Road 2018 Reconstruction project. Jon Erb explains how there was a printout error in Minute Traq and in the agenda packet the items got out of order. Jon suggest to make a recommendation to switch the agendas and proceed forth with the construction first. Nancy McDermid states the change that the first public hearing will be item number 2 from the agenda print out packet.

 

Jon Erb explains that last July he had originally opened bids, but they came over budget. From direction of the board, the project was reopened late winter. On March 15th, there was an opened bid with four qualified bidders.  Jon Erb explains that Sierra Nevada Construction came in at the low bid with a base bid amount of $1,645,712. The alt bid item added includes putting in conduits to get fiber optics out to the transfer station, fairgrounds, dog pound, and NDOT. The alt bid item came in at $2,383,295 making the whole project total to be $1,929,007.00. Jon Erb congratulated the board for their decision to decline the original bid and delay it. This delay saved the county over $300,000. Nancy McDermid stated that the decision was made because of Jon Erb’s recommendation. Jon Erb continued that the alt bid item is going to the board of county commissioners next week for approval, but Jon Erb would like to start writing up the contract now. 

 

MOTION: Approve a contract for the Pinenut/Dump Road 2018 Reconstruction Project to Sierra Nevada Construction, Inc., in the amount of $1,929,007 as budgeted for in Fiscal Year 2018, and authorize the Public Works Director to approve change up to 10% of the bid amount.

 

No Public Comment

 

Nancy McDermid noted that on this contract it is authorized that Public Works Director can approve changes, but on the others the County Manager. She wanted to know why. Jon Erb stated the reason was due to that Ron Roman, being the interim public works director, has a conflict of interest with the other project. 

RESULT:              APPROVED [UNANIMOUS]

MOVER:              Barry Penzel, Vice Chairman

SECONDER:              Dan Hamer, Member

AYES:              McDermid, Penzel, Hamer

 

2. For possible action.   Discussion to approve a contract for construction administration, surveying, materials testing, and project closeout services for the Pinenut/Dump Road Reconstruction Project to Eastern Sierra Engineering, P.C., in an amount not to exceed $84,290, and to authorize the County Manager to approve contract amendments up to 10% of the contract amount. The approval is conditioned upon the award of the Dump Road Reconstruction Project.  (Jon Erb)

Ron Roman disclosed that his wife is an employee of Eastern Sierra Engineering. He will not be acting on the Pinenut/Dump Road Reconstruction Project. Due to his position as interim public works director, he felt he had to report the relationship. Jon Erb will be managing the contract and the county manager would act in any contract amendments if the RTC approves the item.

 

Jon Erb gives a brief description regarding the scope of work for Eastern Sierra Engineering in the proposal for construction administration, surveying, materials testing, and project closeout services for the Pinenut/Dump Road Reconstruction Project to Eastern Sierra Engineering, P.C.. Jon Erb explains how the engineer on record for the design of the contract is also Eastern Sierra Engineering. Jon Erb explains that he likes to use the engineer who did the design to do the construction management as well. Eastern Sierra Engineering has done previous work for the county before. They were the construction administration for Buckeye Road and Toler Road.

 

MOTION: Approve a contract for construction administration surveying, materials testing, and project closeout services for the Pinenut/Dump Road Reconstruction Project to Eastern Sierra Engineering, P.C., in an amount not to exceed $84,290, and to authorize the County Manager to approve contract amendments up to 10% of the contract amount. The approval is conditioned upon the award of the Dump Road Reconstruction Project.

 

Public Comment

No public comment

 

RESULT:              APPROVED [UNANIMOUS]

MOVER:              Dan Hamer, Member

SECONDER:              Barry Penzel, Vice Chairman

AYES:              McDermid, Penzel, Hamer

 

 

 

 

 

 

 

 

 

 

3. For possible action.  Discussion on the adoption of the Douglas County 5-Year Transportation Plan to be included in the Fiscal Year 2018/19 Capital Improvement Plan Budget. (Jon Erb)

Jon Erb states that this is the final meeting in the 5-Year update for the Transportation Plan. He took the boards comments and suggestions from last two meetings and made the majority of the improvements that were requested. At the January 30, 2018 meeting, the board directed Jon Erb to finalize plans and with changes and suggestions on the budget details. The funded projects for 2018 such as, Pinenut/Dump Road, was budgeted at $1,800,000 is currently under that budget with the addition to the transfer from the 410 funds. Dresslerville Road Project is estimated with construction and construction engineering is going to be around $1,960,000. The project is on its final review process with Jon Erb reviewing the final plans. Jon Erb sent out the construction notice to all the 60 plus home owners along the road. The majority of the home owners are in favor of the project with the exception of one who didn’t understand why the county was spending money on bike lanes. Jon Erb was able to explain to him how it is also road safety. The home owner understood after that and was happy about the project. The last projects are Tillman Lane and Waterloo Lane. Jon Erb has the final plans for those projects and is currently reviewing them.

 

Jon Erb reviewed the budget cost for general maintenance and other items. General maintenance includes chip/slurry, replace culverts, signal systems upgrades, ADA compliance improvements, and ADA compliance plan. Total spent in general maintenance is $935,000.  Other items include geotech and engineering, Zerolene R/W, University of Nevada, and NDOT TAP grant match. The other items total is $298,000. The total for funds for this fiscal year is $10,063,000.

 

Nancy McDermid asked how much we took from the solid waste management funds for the Pinenut/Dump Road Project. Jon Erb responded that $1,500,000 was taken early in the process. Jon Erb explains that he tries to estimate what it is going to take to do the road planning. He states that this is a planning estimate and that amount may fluctuate.

 

Jon Erb explains that the projects are for the Fiscal year 2018/19 and they are anticipated to be under construction or money spent between July of this year and July of next year.

 

Barry Penzel asked if Dump Road Project was to be completed this year. Jon Erb confirmed.

Barry Penzel had a question about Zerolene Road. He states that he believes that the intended plan was to go through the wetlands. There was a discussion when the project was started that they were to go straight across to Buckeye Road. The transportation plan had a requirement to have a traffic circle hook up with Muller Lane. Jon Erb states that this is correct. Barry Penzel asked if it is necessary to have the entrance on to Highway 395 at that point. He says the reason he wants to know is if they are going to make Zerelene Road an access point there will need to have a light put up because it is considered a blind turn. Jon Erb is not completely familiar with that development, but from what he understands that Zerolene Road is required as an alternative access because of flooding that occurs. Mr. Erb will look into finding out the answer.

 

The right away that needs to be at the corner of 395 and Zerolene Road is being delayed.  Jon Erb has had the property appraised, but the property owner won’t commit until there is an actually set of plans by the developer that guarantees him a driveway at the back of his building. So, the project keeps getting delayed until this gets resolved.

 

Jon Erb reviewed the 2018/2019 Financial Details.

 

Barry Penzel asked for the PCIN index to be attached to the 5-year plan. Jon Erb explains that he referenced in the 5-Year Plan document that the PCIN indexing and payment preservation program are linked to the webpage. On the webpage, there will be explanations on what PCIN indexing and payment preservation program are. Jon Erb will be able to update the PCIN indexing after inspections.

 

MOTION: Adopt the Douglas County 5-Year Transportation Plan to be included in the Fiscal Year 2018/19 Capital Improvement Plan Budget.

 

Dan Hamer asked about the ADA compliance improvements funds that have a budget $30,000. Dan Hamer wanted to know if Jon Erb had a certain targeted area to make those improvements. Jon Erb answered that those improvements are dealt within the transition plan. All ADA ramps will be fixed within the project, but those will come out of the project cost not out of the ADA funds. The ADA Compliance Improvement funds are kept on reserve in case of complaint and he then would be able to fix the problem as quickly as possible. Jon Erb has not had to use the funds and they have just rolled over from the previous years.

 

Nancy McDermid asked if the ADA Compliance Plan is a requirement and mandated. Jon Erb states that it is a requirement and mandated to every entity in the country.

 

Public Comment

  No public comment

RESULT:              APPROVED [UNANIMOUS]

MOVER:              Dan Hamer, Member

SECONDER:              Barry Penzel, Vice Chairman

AYES:              McDermid, Penzel, Hamer

 

4. For presentation only.  Reports/updates from staff regarding the 5-year transportation plan projects.

Nancy McDermid feels this item is redundant. Jon Erb explains that it is because he already explained it.

 

Jon Erb’s four projects are going out on schedule. There is an issue with the Dresslerville Road Reconstruction. A developer, Mr. Bentley, wants to build on the corner of State Road 756 and Dresslerville. They need to connect to a water line and they would like to be part of the project and they will pay for that bid item. Jon Erb is working on the details. This may delay the advisement. Mr. Erb will talk to Carey Rosser if it is possible to include private funds in a project.

 

Nancy McDermid asked if there were any conduits going in on Tillman Lane, Dresslerville Lane, or Waterloo Lane. Jon Erb said no there isn’t any going in as this is not on IT’s communication master plan.

 

Jon Erb states that other two projects are moving forward.  Mr. Erb has an offer to make to East Fork Fire district for their 3 acres on Tillman Lane for the detention basin. Waterloo Lane has to apply for an access permit with NDOT. Usually a 45 day turn-around and Mr. Erb has it down to less than a week. That should be taken care of in the next few days and be allowed to move forward. Nancy McDermid asked if trucks will be allowed on Waterloo Lane after the reconstruction and Mr. Erb said no due to the 90 degree curves.

 

Jon Erb explains how we don’t want trucks on the county roads and to keep them on the state roads because the state roads get federal funding and the county roads don’t. Nancy McDermid suggested that we should limit trucks on Jacks Valley because it is a county road that connects to a US highway and everything else is a state road.  Jon Erb explains that there is difference in local trucks and local deliveries versus interstate commerce.  Jon Erb isn’t sure if there are a lot of trucks on Jacks Valley Road, but Nancy McDermid said there is and will take photos.

 

NDOT is starting Martin Canal crossing next week. The message boards on Martin Slough crossing are up. Q & D is doing the Martin Slough Crossing. Jon Erb isn’t sure how many working days there are, but thinks it is the majority of the summer.

 

Jon Erb says there is an accelerated plan on the roundabout on Centerville. Granite Construction was the low bid on that project. Nancy McDermid stated that Granite Construction plans to have the roundabout completed before AMGEM which is May 18th because they will have to close Foothill Lane and Kingsbury.

Nancy McDermid asked about NDOT’s project on Kingsbury. Jon Erb states that they will be either relining the pipes or they are fixing the broken pipes.

Nancy McDermid is concerned about the work on Kingsbury and how it will be compromised throughout the road construction season. Jon Erb states that there will be cone zones throughout the valley with all work on his projects and the state projects. People will not be able to complain that we aren’t working on the roads.

 

Jon Erb will be attending a conference in April, paid by the Feds, in hopes to get some federal funding for a rural road safety plan to extend the culverts past the clear zone.

Nancy McDermid asked about the box culverts on Centerville and how extensive is it, because she states how there has been a lot of flooding in that area.  Jon Erb states that he keeps delaying the Centerville project because he is trying to get some of the money that was designated for infrastructure to replace the one box culvert that flooded and another that is decaying. These are live canals that will take environmental work as well as an engineering work. It’s going to take time to replace them.  Nancy McDermid asked how many culverts need to be replaced. Jon Erb said there is at least 3 and one full side bridge. Nancy McDermid asked if it is considered a rural road. Jon Erb said yes. Nancy McDermid states that Centerville gets a tremendous amount of traffic coming out of the Ranchos going up to the lake. NDOT is doing the roundabout at Centerville and 88 and Nancy McDermid knows this is temporary. She says that at some point we are going to reduce Centerville, so we should be able to fix any deficiencies in the culverts and such now. Jon Erb agrees.

 

Barry Penzel brings up the USDA rural assistant office. He attended an economic conference, where the USDA rural director stated that they had money for the infrastructure for the rural counties. Barry Penzel thought they may want to help for storm water and the river. He suggests contacting them. Barry Penzel asked if Ron Roman has worked with them. Ron Roman agrees that he has. Ron Roman says that he can put Jon Erb in contact with the USDA rural assistant office.

 

Public Comment

 

Barry Penzel suggests the DA to consult with the office specialist to amend the opening briefing so it more approximates what we do specifically with the BOCC. He would like it so that the Chairman could take the agenda items in any order he/she designates. Also recommends, changing the public hearings section to administrative agenda and add a consent agenda. 

Carey Rosser of the District Attorney Office noted that on the first page second paragraph of the agenda packet, it does state that the RTC can take items in a different order.

 

CLOSING PUBLIC COMMENT (No Action)

ADJOURNMENT

MOTION to adjourn; carried

RESULT:              APPROVED [UNANIMOUS]

MOVER:              Barry Penzel, Member

SECONDER:              Dan Hamer, Vice Chairman

AYES:              McDermid, Penzel, Hamer

 

 

There being no further business to come before the Board, the meeting adjourned at 5:56 PM.

 

                                                                                                  Respectfully submitted:

 

                                                                                                                                                                                                                                                                                        ______________________________________

                                                                                    Nancy McDermid, Chairman

                                                                                    Regional Transportation Commission

                                                                                   

 

ATTEST:

 

_______________________________

Jon Erb, P.E.; RTC Engineer