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MEETING MINUTES
Project: Bethel Road/Coppeil Road Reconstruction Meeting Minutes No. 1
City of Coppell, Texas FINAL
Kick-Off Meeting
Tricia Harley, Chris Moorman
June 3, 2003
Coppell City Hall, City Engineer's Office
City of Coppell (CITY)
Ken Griffin (KG) and Suzan Taylor (ST)
Freese and Nichols (FNI)
Alan Greet (ADG), Tricia Harley (THH) and Chris Moorman (CLM).
Agenda, Project Organizational Chart, Scope of Services, and Project
Schedule.
Subject:
Recorded By:
Date:
Location:
Attendees:
Handouts:
The following reflects our understanding of the items discussed during the subject meeting. If
you do not notify us within five working days, we will assume that you are in agreement with
our understanding.
Item Description Action By
1.00 GENERAL
1.01 Introductions/PACER
The meeting began at approximately 10:15 am. Alan Greer discussed
PACER.
1.02 Project Roles
Tricia Hatley went over the project organizational chart to establish the
roles of the individuals associated with the project design team.
Freese and Nichols, Inc. * Engineers * Environmental Scientists * Architects
1701 N. Market St. * Suite 500 LB51 * Dallas, Texas 75202
214-920-2500 * Fax214-920-2565
[OFF03041]T:\Bethel Road - Coppell\Bethel Road Kick-Off meeting minutes.doc
INNOVA TIVE APPROACHES...PRACTICAL RESUL TS
1.03 Communication
Tricia Harley was informed to direct all correspondence throu~ Suzan
Taylor. She would then route the requests to the appropriate person.
Tricia Harley also informed Ken Griffin and Suzan Taylor that they
would receive on a weekly basis (Mondays) a one page report detailing
FNI's progress on the project. The CITY requested that those reports be
sent to both Ken Griffin and Suzan Taylor. Alan Greer requested that a
standing monthly progress meeting be held. It was established that every
third Thursday of every month at 3:00 pm this meeting would take place,
beginning in the month of Augnst (21) 2003.
1.04 Project Scope
Ken Griffin informed FNI that the three conceptual layouts will need to
be presented to the City Council for their review and the City Council
will decide upon which alternative to proceed with.
1.05 Project Schedule
Tricia Harley noted that the survey had already begun and the anticipated
date for the completed survey was July 14. Tricia Harley also informed
Ken Griffin and Suzan Taylor that FNI would begin the conceptual phase
upon receipt of the design survey. Tricia Harley announced that in the
scope, it called for a stakeholder meeting to gather input prior to
development of the alternatives. Ken Griffin also noted to alter the "City
Review" task on the schedule to end on Sept. 23. The key dates that were
decided upon are as follows:
· Aug. 25 - Public Meeting, Gather stakeholder's comments and
verify survey.
· Sept. 1 - Submit Conceptual layout to City staff.
· Oct. 14 - Submit Conceptual layout to City Council
(workshop)
1.06 Top Box 5
Alan Greer discussed FNI's client service commitment philosophy, Top
Box 5.
1.07 Miscellaneous
2.00 TECHNICAL
Freese and Nichols, Inc. * Engineers * Environmental Scientists * Architects
1701 N. Market St, * Suite 500 LB51 * Dallas, Texas 75202
214-920-2500 * Fax214-920-2565
[OFF03041]T:\Bethel Road - Coppell\Bethel Road Kick-Off meeting minutes.doc
INNOVATIVE APPROACHES...PRACTICAL RESULTS
2.01 Tie-in at west project limits
Tricia Harley emphasized maintaining the same datum that was utilized
on the construction project west of Freeport Parkway.
2.02 Tie-in at north Coppell Road limits
Ken Griffin informed FNI the limits on Copp~! Road would be no farther
than Cooper Lane. The intent for the limits of this project is to cover the
Historical District limits on Coppell Road and if needed, to transition
back to the existing pavement at Cooper Lane. Ken Griffin also
announced that the City Council has approved Coppell Road to be open
to one-way traffic only during construction from Cooper Lane North, thus
indicating a possible alternative for traffic control during construction for
this project.
2.03 As-built plans/plats
Ken Griffin informed FNI that Scott was the contact person for getting
copies of old plans/plats. He also noted that it would help Scott's time if
we could submit a list of plans ahead of time and have them picked up at
a later time.
2.04 Design basis for parking
Ken Griffin informed FNI to utilize the "Old Town" document for
reference to proposed parking and the current zoning regulations.
Freese and Nichols, Inc. * Engineers * Environmental Scientists ,, Architects
1701 N. Market St. ,, Suite 500 LB51 * Dallas, Texas 75202
214-920-2500 * Fax214-920-2565
[OFF03041]T:~Bethel Road - Coppell~Bethel Road Kick-Off meeting minutes.doc
INNOVA TIVE APPROACHES... PRACTICAL RESUL TS
2.05 Decision Tracking
The following questions were asked by Tfieia Harley and answered by
Ken Griffin:
a Roadway classification: C2U
· Roadway design manual to be used: City of Dallas
· The CITY has acquired some key parcels along the roadway,
these could be used for potential detours or temporary parking
for businesses during construction.
a Type of light and pole fixture to be used: current style used on
Denton Tap Road or per FNI's recommendation based on the
Old Town plan.
· City Lighting standards: contact Building Inspections.
· Traffic signal design: Glen Olaweil, Assistant Director, traffic
counts can be obtained from the City's website.
Ken Griffin noted at the intersection of Bethel and Coppell, to determine
if the south traffic pole can be relocated during this construction. Ken
Griffin also noted that the pavement design should "bridge" over the fault
that has been created over the reconstructed sanitary sewer line that runs
parallel to Bethel Road at the Coppell Road intersection.
2.06 Action Items
Obtain copies of As-Builts and design plans for the project area. CLM
Meeting adjourned at approximately 11:40 am.
Freese and Nichols, Inc. * Engineers * Environmental Scientists * Architects
1701 N. Market St. * Suite 500 LB51 * Dallas, Texas 75202
214-920-2500 ,, Fax214-920-2565
[OFF03041]T:~Bethel Road - Coppell~,Bethel Road Kick-Off meeting minutas.doc