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ST9301-CS 980227DALLAS COUNTY PUBLIC WORKS February 27, 1998 Mr. Ken Griffin, P.E. City Engineer City of Coppell P.O. Box 478 Coppell, Texas 75019 Re: Belt Line Road Project 490-403.1/91-829 (Denton Tap Road to MacArthur Boulevard) Sandy Lake Road Project 91-830 (MacArthur Boulevard to Coppell City Limits) Sandy Lake Road Project 91-838 (Coppell City Limits to Carrollton City Limits) Transmittal of Meeting Notes Dear Mr. Griffin: Enclosed please find the meeting notes from our meeting of February 23, 1998 for the subject projects. If you have any questions or find any discrepancies in these notes, please advise. Sincerely, John L. Mears, P.E. Project Engineer ~ John Meats, P.E. tmnsmittal.ltr 411 Elm Street, 4t~ Floor Dallas, Texas 75202 (214) 653-7151 DALLAS COUNTY PUBLIC WORKS Belt Line Road Project 490r403.1/91-829 (Denton Tap Road to MacArthur Boulevard) Sandy Lake Road Project 91-830 (MacArtlmr Boulevard to East Coppell City Limits) Sandy Lake Road Project 91-838 (Coppell City Limits to carrollton 'City Limits) February 23, 1998 Meeting Notes 1. A list of attendees is attached. Stated purpose of the meeting was to resolve issues on the Coppell projects in order to propel them forward on the critical path. Bud distributed a breakout of funding for the Sandy Lake Road Project 91-838 which recently opened bids. Dallas County desires to award the project at the end of March or the first of April. John said the main issues on the Sandy Lake Road Project 91-830 were pull boxes, conduit and concrete pavers. Ken asked what the status of the plans was. John inquired whether the City had marked up a set of plans. Ken said he didn't think they had. As far as the City is concerned these projects are sitting dead in the water. The ROW has not been acquired yet. Bud emphasized that Dallas County needs to run items forward which can run concurrently. He questioned whether the ROW documents were the critical path element which is holding up the project assuming the alignment doesn't shift. Ken referred to a September 1996 letter from which he has not received response. The letter requested ROW documents which are necessary for acquiring ROW. One critical outstanding issue is a box culvert which has increased height of fill The consultant has determined that the structure deck will not withstand the additional fill. Ken Griffin indicated that the additional fill was due to a decision to raise the roadway higher than what was specified by the City at that time. Now, Ken is worried about the impact to shortfall. He asked when a determination of alternatives would be made. John said that the consultant had offered a number of alternatives. Bud said that one, of course, would be to change the grades. After investigating all the alternatives, it may be more cost effective in the long run to also investigate changing the grades rather than redesign the box. 6. Ken asked John if he believed that the City had plans in the office at this time. It was 411 Elm Street, 4~ Floor Dallas, Texas 75202 (214) 653-7151 ] ' I believed that the City did not have new plans to review. Ken stated that Johnny Thompson has filled his property according to the plans which the City had in office at the time. John. mentioned that there were apparently some proposed driveways which the consultant does not have information on. Ken mentioned that the City was assuming some responsibility for the Diamond Shamrock driveways due to some prior work they had done. Bud requested that it be marked on the plans. Ken informed Dallas County that the City will open bids on the Sandy Lake Road from Denton Tap Road to MacArthur in March or April 1998. He requested that Sverdrup finish the plan sheets for the intersection and 300' east of MacArthur so that the City could include that portion of the project in their bid. Bud advised that we would do the transition in-house. Ken noted that he had three parcels yet to acquire and he did not plan for the contractor to begin work until late May or June. o The issue of Sandy Lake and Belt Line being under construction at the same time was discussed at some length. Ken feels that the overall best solution is to get the .projects underway as soon as possible. Dallas County agreed to get Sverdrup to finish the intersection plans, resolve issue of box culvert, take the best advantage of the already acquicred ROW from the Thompson parcel and finish the ROW documents. ~ John noted that the outstanding design issue for Belt Line Road was that the City had suggested connecting drainage line "B" and line "C". Although increased design costs may be realized there would be net cost savings in construction. 10. Ken asked who would acquire the ROW for the portion of the project in the City of Dallas. Bud answered that Dallas County would. Ken also wondered' if Bud had received any resolution to the issues he detailed in a letter which he wrote to Sam Wilson in December 1997. There followed a discussion of the method for obtaining 1985 Bond Program monies for the Belt Line Road Project. 11. Alberta said she would get with Halff Associates, Inc., and get a revised cost estimate to Ken next month. Ken said he believed that the only thing the City would be responsible for was the brick pavers and some slope easements. Once he receives the cost estimate for Belt Line, .,--1-, he needs one for Sandy Lake. It is hoped that the Belt Line f'mal plans will be ready in May ~ 1998. Coppell has 4 parcels to acquire with 5-10 slope easements, i~ 12. Ken's response to the issue of connecting Line B and C is "if there is no cost, do it". ___c13. Bud will get Commissioner Jackson to speak to City of Dallas elected officials if issues annot be resolved soon. _ 14. If Dallas County can get the ILA to Ken by March 10-12, he believes he can get City approval by March 24. Bud said we would get the carrollton and Coppell ILA's out by March 12. Meeting notes prepared by Janet Norman February 23, 1998. DALLAS COUNTY PUBLIC WORKS DEPARTNIENT Date: ~;~/~'~-~/~" I ~ -"r T 7I 'il - !