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The time is now 6.30. We'd like to thank you all for joining us for the special council

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meeting on this Monday, January the 12th. We kindly ask that you please turn off your cell

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phones and mobile devices. At this time, we'll turn our attention to councilmember Greg Hill.

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Let us together stand.

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Thank you.

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Thank you.

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Thank you.

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It's a slight change this evening.

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We're going to move to the consent agenda. We're going to move to the consent agenda first.

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Ms. Rios, can you read that item number one?

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Your item is consider approval of the acceptance of public improvements for the HEB project.

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Thank you, Ms. Rios.

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Council, would you like this item pulled for further discussion?

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Okay.

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If not, I'll entertain a motion.

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So moved.

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We have a motion from councilmember Trailer to approve consent agenda item number one.

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Do we have a second?

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A second from councilmember Solgado.

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At this time, we'll call for a vote.

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Motion passes.

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We'll now move on to our presentation.

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Assistant City Manager, Carl Zody.

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Good evening, Mayor and Council.

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Thank you for the opportunity to provide an update on the Encore switch project that's happening down at Trinity.

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We have Brad Davis here tonight to speak for Encore just to give a brief history of what's been transpired so far as last summer.

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They started the first stages of this was a daytime operation of hauling the material to build up the base of the switching area.

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It was causing a lot of disruption on Trinity and intersection at Boadark.

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And to try and mitigate that, we had set up some crossing guard arms to help let the trucks in and out.

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It was creating more backup on Boadark.

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Staff meant internally to discuss switching to a nighttime operation.

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In October 27th, there's a summary in front of you that meeting with local residents to discuss this transition.

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There's a summary of what was discussed.

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And we did try to meet the obligation we met of assessing this before Christmas and making a termination.

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We weren't able to do that with a lot of people in and out for the holidays.

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So we're here now to provide a status of where we think we need to go forward from here.

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It's probably about three weeks left on the operation based on what we have done over the last two months has been very productive.

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We just feel like it would be in our best interest to keep this operation going at the same pace and get this thing done to get out of here.

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So I'm going to open up for Brad to come up and answer any questions we might have on this.

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As Mr. Zook said, my name is Brad Davis.

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I work with Encore, the area manager for this region.

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So I'm mayor and council.

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I appreciate you having me here this evening.

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First off, I just wanted to say thank you to our residents here.

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I know that that's been kind of a thorn in the side to have to deal with.

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I know that's not something that they probably knew about.

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That was the only pathway that we could take to get to this particular site.

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But as you know, as the economy continues to grow in this area, residents move in, businesses move in,

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the requirements for us to grow our grid, our facilities increase just as much.

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So I appreciate their patience.

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I appreciate them working with us.

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I appreciate the city, the city staff and the chief.

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For visiting with me on a frequent basis to make this happen.

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But as Carl said, we've moved everything to nighttime.

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We've had approximately 200 loads of dirt.

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What we're trying to do is raise the grade up a certain amount to levelize it to where it's usable for us.

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Since the last time that I had sat down to visit with the residents,

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approximately 200 trucks per day was going in and out.

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So that's 400 trips total.

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We have since reduced that because now we're working more on the base.

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The amount of trucks going in and out has cut that about in half for right now.

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We've only got a couple more weeks to go until we feel like that's going to be finished.

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After that, somewhere in the middle of February,

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we look to move into the concrete work that we need to do.

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I know we still have to submit for permitting and get all of our P's and Q's together for that.

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But just so everybody's rested assured,

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the amount of traffic that the residents of the city has been experiencing during that process

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is not going to be anywhere close.

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We're expecting approximately 10 to 15 concrete trucks a day.

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As you can imagine, if you can just picture it, these dirt haulers come in, they dump their load, they go.

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So they're frequently coming and going.

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With concrete work, it's totally different.

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You're coming in, you have to set up, you're guiding that concrete around to where it needs to be,

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to where it's usable, and then whenever they're finished, they'll leave.

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So the amount of traffic and the inconvenience for this particular area should be reduced substantially.

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As a matter of fact, we are going to ask if we could then, since we won't have near-the-truck traffic going in and out,

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if we could at that point eliminate the overnight shift and we'll recommend going back to daytime

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if at all possible, if we can work out scheduling that's appropriate for schools and everything else that's involved.

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So outside of that, that's pretty much all the specifics that I've got.

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But I'm willing to take any questions that you may have.

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So my questions are, when it comes to concrete trucks, I know there's only so much time you have from the time those guys leave.

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I think it's like there's a stop clock, basically.

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So I know one of the concerns that's come up, and I experienced this recently in my neighborhood,

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is that when you have concrete trucks sitting out there, they block the traffic.

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I mean, those guys are big boys.

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How can we guarantee that everybody that's on Trinity is going to be able to get into their driveways?

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Second thing I want to know, where will they do washouts?

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Because the last thing I want is concrete trucks pulling in front of people's yards, cleaning out, dumping and rolling.

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So those are a couple things just off the top of my head.

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I don't know the specifics on that.

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Normally at the batch plants, they'll do their washouts.

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There's enough space where we can turn in on-site to do any parking.

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I mean, our facility, the property that we own for the switching station is huge.

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So personally, I don't, speaking just for me, of course, I'll get with our crews and our coordinators

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and everybody that's involved just to make sure that nobody's going to be parking on Trinity.

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I think everybody's well aware that that's a no-no.

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But we'll do our dead-level best to make sure that the residents and the streets are open to where they won't be impacted by us at all.

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Also, I know there's been some incidents, and I know you're working with Carl as far as like the lines, internet lines that have been taken down.

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Knowing that the way that those trucks are a little bit wider, the dump trucks that were coming in were flatter.

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You know, how are they going to, again, I understand everybody's trying to be patient,

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but if my internet went down, I wouldn't be a real patient.

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Right, I understand that.

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Obviously, we all have clearances that we need to meet.

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We've inspected our clearances.

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Obviously, a lot of people don't understand that we're normally the one that's higher up.

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We often lease pole space as do telecom companies that own poles that lease space to us,

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and we mutually connect to those poles.

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We try to make sure that our specs are met to where we're out of everybody's way.

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If we do notice a low clearance item, then we will recommend it to the telecom company themselves to pay attention to it,

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and they need to go out to the field and make adjustments that are necessary.

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I do know that we'll have some large equipment items that we'll have to plan for in the future

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as we get closer to delivering equipment on site.

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Normally, we run out ahead of that, and we'll double check and measure all of the utilities

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to see if anything needs to be, like any special accommodations,

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need to be made prior to these larger pieces of equipment

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that will likely get into the clearance areas of the telecom lines.

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So normally, we try to run a scout out ahead of that,

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but I do, I can't remember what truck came through there.

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It had something a little bit taller than, it wasn't a typical dirt hauler.

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If I remember correctly, it was some other piece of equipment that was being delivered and snagged it,

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but we've been in communication with the telecom company and trying to get that adjusted,

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and that is a good segue to make sure that everybody's aware like this is really important

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and that we pay attention to our clearances and get up out of the way.

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So we have to abide by all the proper clearances anyway because all this equipment is going down the highway,

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so we can't, you know, the last thing we want to do is run up under our bridge and destroy our equipment.

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So most of the clearances by any utility company is the same.

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I mean, they have to meet those minimum level requirements so we can get proper construction traffic through.

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My question was, you said February is when the concrete work starts and they'll be down to like 10 to 15 trucks a day.

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How long is that phase going to last?

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I don't have a specific timeline on that.

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I don't feel like it would be quite as long as the dirt work has been going on.

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So several months at least?

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It'll be several months, yes ma'am, at least.

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I need to talk to some of my people to just see what all we're planning to do as far as the amount of trucks

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and how long they're going to be doing everything in phases.

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So there may be some weeks where we don't see any trucks out there.

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Once we get things established and set, we may bring in some equipment and pay attention to that

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and then concrete trucks come in afterwards for phase two.

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But I can give you a better idea once we sit down.

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I know we're going to try to coordinate a meeting next week to have those discussions

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and to where we can kind of rally together and see what best accommodates both Encore and the City.

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Okay, and then my other question was to follow up, just to kind of give the residents a preview,

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after the concrete work for the next couple of months, what comes after that?

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I know everyone's wanting to know how many more phases you know until we're completely done with this.

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After the concrete work is done, it's just equipment, trying to get the proper equipment in there.

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I really feel like the worst of it is behind us, in my opinion.

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I'm hoping, unless there's something that I'm not aware of,

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but all of the inconveniences of truck traffic going in and out consistently is no longer going to be necessary.

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We will have to make special accommodations just because of the large equipment that we're bringing in.

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We're going to have to make sure that we have accommodations for turning radiuses

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and probably have to ask some of the businesses to cone off certain areas to where cars can't be parked there

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because we're going to need every inch that we can get on these tight streets.

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But that's not going to be...

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It's not going to be 200 trucks coming in.

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A lot of the work after this will be done on-site.

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We just need to get some equipment in there once it's in there.

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All of our technicians and crews and everything else will be on-site,

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out of sight, out of mind working on the stuff, trying to get it ready for operation.

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And you may not know these exact numbers, but coming back to the heavy equipment,

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I'm just a general because I know you've got a pretty good grasp of this.

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How many trucks, when they're taking this equipment down the street, are we talking maybe two or three?

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Is that daily? Is that weekly?

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No, I don't think so. I think it'd probably be more on the line of weekly, perhaps.

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They're just very specific pieces of equipment, some auto transformers, some switching equipment.

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And as we're doing concrete work and the concrete pads cure,

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we'll bring in that equipment, set it up,

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get that set up and ready, and then there's going to be several of them,

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so they'll probably come in in phases.

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But like I said, it won't be anything like what y'all have been seeing in the past.

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I think that's what everybody's trying to visualize is when you say,

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as a concrete sets, we're going to do this section.

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Then we'll do this section.

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It's not like you're going to go drop all the equipment at once.

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No, we won't have room to do that.

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I really wish that I could have gotten some pictures of the equipment

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that we're trying to deliver. They're massive. They're extremely massive.

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So it's not something that you can really haul into a site and have a place to put them.

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And then not only that, you have to take them on and off with a pretty large crane.

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So we kind of coordinate and organize all that to happen at once in phases that we're ready for it.

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So you'll have concrete trucks and then equipment,

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and then we can coordinate and communicate with the city

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on when all this stuff is going to transpire so everybody's aware of it.

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And this may be a question for Carl, but what will be,

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if we go back to the daytime hours, what will be the work?

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Because I know some of the folks have said they've got bulldozers.

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And there are bedrooms and stuff like that. So if we go back to the daytime, will there

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be work occurring at night or will it be our more typical standard building hours?

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Yeah, I mean, with this truck hauling that we're currently doing at night, once that's

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complete, pretty much we don't see much nighttime other than if they just have like a summertime

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concrete pour. We typically open up early morning start times for that. But, you know,

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this is what we've been doing from 7.30 p.m. to 6.30 a.m. I'm anticipating by the end of

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this month, the earliest couple of days in February, that that is the last of just continuous

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nighttime driving up and down Trinity and Vodark. So then again, it's just, it may just be,

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we may want to recommend a nighttime delivery on something. Just, it's going to be a one-off.

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It won't be a continuous, like what we've been experiencing since the end of October.

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And maybe that's kind of my question, because I know you're going to be bringing in huge

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equipment, and we're going to probably have to shut down streets. Would that be more beneficial

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to do that at night? Because, I mean, I'm just thinking about, I drive down Vodark every day,

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and I can't imagine you trying to haul in a massive piece of equipment.

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Sure. It's going to be a coordinated effort with the city, because we're going to submit to them

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exactly how long these trucks are, how long the turning, like what the turning radius

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is going to be, and there probably will be a coordinated effort to shut down some streets

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to make sure, because we don't want any oncoming traffic during that, but it's like a one-in

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and one-out, like it's not going to last very long, but we just have to make sure that

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possible streets are shut down in order to make that, make that route in there.

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Once we're in there, it's over, you know, and then everything can be done on site.

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It just comes back to the communication, making sure, and that wouldn't be on y'all,

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but on us, to make sure that anybody is aware, because they don't need to look out their window

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and see basically a transformer going down their street.

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And it probably will be, because if there's any cars parked on the street,

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we're going to have to ask the residents at that period of time, like, you know,

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we don't want any cars damaged, we don't want anything getting in the pathway,

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and some mishaps happening, so hopefully we can get everybody on board

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and we can coordinate a time and date to where we can have this equipment delivered.

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But like I said, it'll come in phases, so.

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Any other comments from Council?

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What is the feedback loop for residents if they have a complaint or a question

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or a concern, how do they get in touch with you guys?

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I mean, I know that Zach has created a QR code,

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and I think we have a copy of it here in the handouts in the back,

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and that's going to be directed specifically for this project.

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Awesome.

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And so it won't just be just anyone on Trinity,

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we're going to try and get emails out to a broader base,

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and so they even put it on the website as well.

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That's key.

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I want to make sure residents have a way of communicating

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if something is not going right.

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The nature of this meeting, we don't have the opportunity

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if we're back and forth with residents,

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but we encourage residents to come and show up

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to our next Schedule Council meeting where we have open form

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and they'll be able to respond,

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but they do have an avenue to be able to get in touch with you.

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Brad, I know you were very generous with your time the last time.

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Will you be hanging around for a few months

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because we do have a lot of people who have come to ask some questions,

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and I don't want their time to have been wasted just to sit here

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and listen to us.

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Yeah, for sure.

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Great.

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Thank you for sticking around.

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At this time, I don't believe we have any other items to cover,

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so the time is 6.49 and we are adjourned.

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Thank you so much for your service.