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2001-08-08 Meeting Report (Cross Timber Hills Sewer)Issues Relating to the Cross Timber Hills Neighborhood Sewer Project Question and Answer Summary from S.P.I.N. Neighborhood #12 Meeting August 8, 2001 NOTE This draft is a work -in- progress and does not yet include all answers to all of the questions. We will post these questions and any others that are raised along with available answers on the City's website as soon as possible www.ci.southlake.tx.us 1. GENERAL INFORMATION A. What are the areas that City staff looked at in the neighborhood today? How many problem areas were identified during this evaluation? How many problem areas has staff identified in the project? Answer B. Is there a form to address smaller issues? Where can I get copies of the forms to document follow -up items? Answer C. I live nextdoor to the house that burned down which is being re- built. What recourse do I have with others that cause erosion problems due to construction? Is the lady who is rebuilding the house going to be required to hook onto sewer? If this is required, will that delay their ability to move in the house until the project is completed? Answer D. Does the City have the ability to test soil to determine whether or not a house would be required to hookup to sewer? Can that testing occur this spring to determine who is required to hookup? Answer E. Everyone has individual issues, is the purpose of this forum to address the individual specifics, or cover generalities? Answer F. Can another meeting be scheduled in 5 -6 weeks to evaluate progress on the project and the follow -up items? Answer Yes. SPIN #12 Representative Jackie Phillips has already requested a follow -up meeting; at this time the initial feel is to have a follow -up meeting during the week of September 21 For updates on the meeting status, please contact Jackie at (817) 481 -9662, or John Eaglen at the City of Southlake at (817) 481 -1433. 2. PROJECT TIMELINE ISSUES FOLLOW -UP TIMELINE ISSUES A. What is the estimate for the project to be completed and evaluation of follow -up items are to begin? Are driveway issues to be included with roadway issues, or are these items to be assessed separately? Will driveways damaged be repaired or replaced? Answer B. Some of us have written requests submitted to the City repeatedly and have been constantly given an extension, it is getting to the point of the year where the weather may impact some of the homeowner issues. Why can't the City begin to address some of the homeowner issues now versus at the completion of the project? Answer C. A letter dated July 1 from Ms. Franco projected a completion date for sixty (60) days, why has there been an extension of ninety (90) days on top of this when there has been no weather issues that have impacted work conditions? Answer D. At the beginning of the project, videotaping occurred prior to construction to document the original condition. I didn't participate in that process, so what type of procedures do I need to follow to request repairs to the driveway and to address erosion problems? Answer E. 1359 Lakeview I have one "replace" drive, what is the timeline for this to occur? Answer: Cross Timber Hills Neighborhood Sewer Q A Summary Page I of 5 Issues Relating to the Cross Timber Hills Neighborhood Sewer Project Question and Answer Summary from S.P.I.N. Neighborhood #12 Meeting August 8, 2001 F. When ninety (90) days is mentioned as an extension, does this mean an extension period of ninety (90) days for construction of sewer only, or does this include a projected completion of follow -up items? Answer G. What are the plans and projected timeline to address damages that occur from here on out to completion of the project? Answer H. When can we expect to hook up to sewer on Meadow Glen? Answer I. 2. CONTRACTOR ISSUES A. What does the contract with the City require the contractor to repair? Answer B. I think that the road issues and repair reconstruction should be completed by the contractor, is this in the plans for that to occur? Answer C. Is there a retainage clause in the contract based on performance? If so, what is the amount of this? Does the contractor have to address all of the identified follow -up items or pay the retainage amount? Answer D. Has liquidated damages not occurred because of the City's willingness to grant continual extensions to the contractor on this project? Answer E. On Twin Creek, the contractor knocked down the utility pole. As a result the utility lines are lower, why are the contractor utilities not required to set the pole and utility lines at the previous levels? Answer F. 3. ROADWAY ISSUES A. What are plans to address pavement failure directly attributable to the contractor? Answer B. From Lakeview to Woodbrook, the whole section of the roadway has failed, what are plans to immediately address this area? Answer C. The time that the contractor has been on the roads has impacted the road base, what are the City's plans to assess the road issues, and to distinguish what amount of damage is attributable to the contractor versus wear and tear? Answer D. One item of concern voiced during the construction period has been that the City's maintenance of the roads has been fairly good, and that the condition of the road sub- base has allowed for some success in maintenance, however the construction has eroded the quality of the road base. What will happen when a patchwork approach to repairing the road sub -base will only last for a short period of time and it comes time to address again? Can the City and /or contractor commit to restoring the sub -base to the original condition prior to this construction? Answer E. I know that funding is an issue with the City right now, and we have experienced how long it takes to get things through the City, how long will it take to complete road repairs? Will the sub -base be repaired replaced, or will the repairs replacement be on the overlay only? What kind of timeline are we looking at for road repairs to occur? Answer F. In terms of temporary road repairs, when will this begin? How long would these items take to complete? What would be the projected completion date for these items? Answer: Cross Timber Hills Neighborhood Sewer Q A Summary Page 2 of 5 Issues Relating to the Cross Timber Hills Neighborhood Sewer Project Question and Answer Summary from S.P.I.N. Neighborhood #12 Meeting August 8, 2001 G. With respect to completing repairs and /or replacement to the roads, it has occurred to me that everyone may not connect to the sewer at the same time. What is the potential that as individuals connect that road damages occur that undo what repairs the contractor or the City will make? Answer H. 4. SILT BUILDUP POND AND /OR CREEK ISSUES A. Can the items involving the ponds and /or creeks be prioritized to begin now versus getting into later in the year and a potential "rainy" season? Answer B. When the contractor crossed Higgins Creek, they stored dirt on the other side of the pond, and this began to roll into the lake when rains began. Did the contractor fully comply with the erosion control ordinance provisions throughout this project, because I did not remember any type of erosion curtain placed in the storage area? Answer C. As they begin to remove foliage, the potential for silt buildup in the pond area is greater when the rainy season hits. Can erosion control be utilized in areas where they have to dig out? Answer D. 1363 Lakeview What has been happening in the dirt storage area by Lakeview is that there are differing components in the dirt, and these items are going in the pond when sprinklers are running and it takes all of the silt buildup out of the ditch. Would a soil engineer be able to quantify through material analysis the impact of the construction on the silt buildup in the pond? Answer E. Is the City going to address the pond issues before the completion of the ninety (90) day period? Answer F. Can the silting issue be quantified by an example in front of my house? I have a culvert at the front of the property that has built up 6" of silt since construction began. Is it not possible to quantify by taking 6" of mass by the length of the culvert to quantify the contractor's impact? Answer G. 5. TREE PRESERVATION AND MITIGATION ISSUES A. What is the time period allotted for tree replacement mitigation from the time the tree dies? Answer B. In the contract, if a tree dies three (3) years later, is the contractor obligated to replace the tree? Answer C. If the City will not replace trees in easements, does this include temporary easements also? Answer D. If my driveway is in an easement, does the contractor have to replace the drive if they do not have to replace trees in the easement? Answer E. Is there something that can be done now to address and save trees that are in jeopardy now and could die in the future? Answer F. If the project is completed in ninety (90) days, can we look at extending the evaluation period for trees into the spring to identify all of the trees that would be eligible for replacement mitigation? Answer G. When does the two (2) year maintenance bond period begin, at the completion of the project? Answer Cross Timber Hills Neighborhood Sewer Q A Summary Page 3 of 5 Issues Relating to the Cross Timber Hills Neighborhood Sewer Project Question and Answer Summary from S.P.I.N. Neighborhood #12 Meeting August 8, 2001 H. It sounded earlier as if the City would be responsible for trees versus the contractor, certainly extending the evaluation period into the spring would help identify all tree issues that are attributable to the contractor. However, if the extension doesn't occur, can we assess the contractor for trees that die within the two (2) year maintenance bond period? Answer L When do you plan to start the replacement process? Does the replacement process begin within the ninety (90) days or after completion of that period? Answer J. Does the City assess the contractor for tree replacement mitigation for root system damage that occurs as they drag trackhoes across yards? What is the documentation process for this type situation? Answer K. My sprinkler system was damaged and it took several months to repair and get online again, since that time I have had two (2) trees die. How do I determine the relationship between the contractor's actions to the sprinkler system and the death of the trees? How do I go about documentation procedures? Answer L. I would like to see the City give the benefit of doubt on tree replacement mitigation issues to the residents versus the contractor, why do I perceive that the situation is reversed? Answer M. In regards to minimum replacement criteria, I would like to see the City do the right thing for homeowners and the potential re -sale value of their homes through replacement and mitigation efforts with larger diameter trees. What is the potential to evaluate the criteria? Answer N. In 1998 -99 when City staff presented this project to the neighborhood, we were assured that the contractors and the City would take a "tree friendly" approach. The City has failed to protect the trees in the neighborhood, and did not take a proactive, tree friendly attitude. Why did the City not follow through on their initial commitment? Answer O. Why does the residents have to prove that the contractor killed trees versus them having to prove that they did not do it? Answer P. What can people do now to document their tree concerns so that in the future there are fewer issues with determining fault? Answer Q. I have a concern over the equity of measurement, the trees that die are measured 4' off the ground, but your mitigation criteria use measurements at the base. Does this type of criteria seem equitable? Answer R. Are replacement trees to come from the City's tree farms? If not, will residents get to pick the replacement trees? Answer S. In a long -term perspective, if there is service requirements to the sewer in five years, are there still going to be protections from mitigation for trees removed in easements? Answer T. 6. OPERATIONS ISSUES A. The contractors are continuously running up and down the street with the trackhoes gratuitously and it seems excessive, and I believe it has contributed to the condition of the road base, is this constant activity necessary and what is the common practice from similar projects? Answer Cross Timber Hills Neighborhood Sewer Q A Summary Page 4 of 5 Issues Relating to the Cross Timber Hills Neighborhood Sewer Project Question and Answer Summary from S.P.I.N. Neighborhood #12 Meeting August 8, 2001 B. The contractor has had workers out grooming the back yards of areas where it doesn't make sense to be working at that particular time, it doesn't seem as if the contractor has coordinated the empolyees in the most effective manner. What is the response to that observation? Answer C. Cross Timber Hills Neighborhood Sewer Q A Summary Page 5 of 5