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HomeMy WebLinkAbout2009-04-13 MINUTES CITY OF COTTAGE GROVE PUBLIC WORKS COMMISSION April 13, 2009 Pursuant to due call and notice thereof, a meeting of the Public Works Commission of Cottage Grove was duly held at Cottage Grove Public Works, 8635 West Point Douglas Road, Cottage Grove, Minnesota on Monday, April 13, 2009 at 7:00 p.m. 1. CALL TO ORDER Ken Boyden called the meeting to order at 7:00 p.m. 2. ROLL CALL Members Present: Ken Boyden, Gary Kjellberg, Christopher Lethgo, William Royce Staff Present: Les Burshten, Public Works Director Harry Taylor, Public Works Supervisor Jennifer Levitt, City Engineer Also Present: Mark Grossklaus, City Council Member 3. APPROVE MINUTES Upon a motion by Gary Kjellberg, seconded by Chris Lethgo, the February 9, 2009, minutes were unanimously approved. 4. ADDITIONAL AGENDA ITEMS Meeting Schedule Public Works Director Les Burshten explained there has been difficulty filling the commission agendas and perhaps the group should meet every other month for awhile. Commission Member Ken Boyden stated in addition to that, there has been a slow - down of new structures, new developers, roadways and issues this commission dealt with in the past. He was in agreement to meet every other month. After a brief discussion, it was decided the group would next meet in June and then August, October and December until further notice. Kjellberg indicated he would like to further discuss a possible merger with another commission later in the meeting. Public Works Commission April 13, 2009 – Page 2 5. NEW BUSINESS Commission Reappointment Gary Kjellberg and Chris Lethgo A.: Both were welcomed back! Ken Boyden B.was nominated as Chair of the Public Works Commission. Motion was made by Gary Kjellberg, seconded by Bill Royce and unanimously carried Bill Royce C.was nominated as Vice Chair of the Public Works Commission. Motion was made by Gary Kjellberg, seconded by Ken Boyden and unanimously carried. Chris Lethgo D.was nominated as Secretary of the Public Works Commission. Motion was made by Ken Boyden, seconded by Bill Royce and unanimously carried. C. Proposal to SWWD – Salt/Sand De-Icing Equipment . Jennifer Levitt reported the City has two trucks, possibly a third, that will be equipped with the new salt/sand de-icing equipment controls. The controls that are operating the temperature and the actual speed of the truck are now operating the auger and spreader in the back. It is possible to set what is called “prescriptions” or a setting which would put out more salt or sand depending on the temperature of the road. If the truck crosses a bridge deck and encounters a colder temperature, the sensor would realize that and then would be tripped into a different category. Or, if a shaded area is encountered, the prescription would adjust for that. The driver doesn’t actually have to control those settings unless a manual mode is desired. This process gives the plow operator greater control, hopefully utilizing less sand/salt and being as efficient as possible. The manufacturer reports a 15-20% salt reduction which may be pretty aggressive. It’s believed a more realistic reduction of product is 5 - 15%. Reduced salt is reduced cleanup and less going into the environment. An added feature will be the ability to determine exactly how much salt, sand or a combination was spread out. As the truck enters the truck bay at the conclusion of plowing, the information would download automatically, also indicating what speed the truck had traveled as well as starts and stops. Gary Kjellberg questioned whether this new technology is strictly for new trucks. Levitt responded the units will be retrofit to the existing dump trucks. The City’s proposal is to work cooperatively with the SWWD to develop a partnership to research and implement an ice control study in Cottage Grove with a total cost of $74,135.00. The City would pay for the installation cost of approximately $17,000.00 and a GPS antenna for $5,000.00, a WIFI base of $444.00 and the GIS software at $331.00. The watershed’s cost would be $51,451.00 and the City would contribute $22,681.00. Levitt is looking for feedback from this group on whether or not they are in agreement with the proposal. Public Works Commission April 13, 2009 – Page 3 Kjellberg asked when this may be implemented to which Levitt responded they are hoping that it would be in time for next snow season. The next step would be to go before the City Council for authorization and to recognize the shop’s contribution towards the installation of the system which would bring it down to $6000.00 worth of actual equipment to be purchased if the SWWD agrees with our cost breakdown. Kjellberg inquired whether it would be less expensive for the City to join with other entities in purchasing salt and sand. Public Works Director Les Burshten stated the City is already purchasing salt and sand from the state contract and have gotten very favorable prices for the past couple of years. D. Proposal for Spill Prevention, Control and Countermeasure Plan Levitt reported that back in May of 2007 the U.S. EPA published a final rule that addressed the Spill Prevention, Control and Countermeasure Plan which are supposed to be completed by July 1, 2009. To date, the City has not developed a plan according to their regulations. Short Elliott Hendrickson has been asked to put the proposal together and has provided an outline of their scope of services because the City meets the criteria of the above ground storage and also combined storage of other fuel products on site. SEH will work with the City to do some site reconnaissance, evaluate safety measures and assist in putting together a prevention plan along with suggestions to be more proactive in this process. Upon completion of the first phase, SEH will prepare a memorandum summarizing facility practices, modifications or additions that may be required to comply with SPCC requirements. Finally, SEH would prepare a draft SPCC Plan upon the City’s commitment to implement or complete actions, if any, outlined in the summary memorandum. Cost summary of the above services for Public Works is $3,500.00. Also included is a plan for River Oaks Golf Course at a cost of $2,000.00. The services could be completed in two to four weeks. This is an unbudgeted expense which would have to be approved by the City Council. Kjellberg asked besides our main fuel tanks, what other areas would be included? Public Works Supervisor Harry Taylor responded the areas would include any 55-gallon drums where we have products for lubrication in the shop. If you add all these things up, we’re well over and above the requirements. He added the City should be proactive in this Countermeasure Plan. Burshten indicated the City could be fined heavily for not having a plan in place. MOTION MADE BY GARY KJELLBERG, SECONDED BY CHRIS LETHGO RECOMMENDING TO PROCEED WITH THE PROPOSAL FOR A SPILL PREVENTION, CONTROL AND COUNTERMEASURE PLAN TO BE PREPARED BY SHORT, ELLIOTT HENDRICKSON, INC. AT A COST OF $3,500.00. MOTION WAS UNANIMOUSLY CARRIED. Public Works Commission April 13, 2009 – Page 4 6. OLD BUSINESS At the last meeting, there was a discussion to possibly merge the Public Works Commission with another commission. Have there been any updates or new information on this? It was noted that for now, the commissions will remain as they are, however, as indicated earlier in the meeting, the Public Works Commission will now meet every other month. 7. PUBLIC WORKS UPDATE Les Burshten reported: Parks Maintenance crews are preparing ball fields. Soccer fields are being put in place Playground repairs are being completed Street sweeping is finished and went very well this year Hydrant flushing begins tomorrow and will go on for four weeks. This year, signs will be put up in the areas that are being flushed Patching crews are out Contract tree trimming is completed and also went well with few complaints. Some additional in-house tree trimming still needs to be done th An Arbor Day Celebration will take place April 25 at Public Works from 9am to 12noon. Approximately 182 rain barrels, pre-ordered by residents, will be distributed during the event nd Spring Clean Up Day is May 2 from 7:00 am to 3:00 pm. New this year will be a charge once again for electronics which were accepted last year free of charge. Electronics are still being accepted at the Oakdale site free of charge In July the County Household Hazardous Waste Site in Oakdale will move to a new Woodbury location just off Bailey Road th The Volunteer Tree Planting Event is scheduled for May 16 from 9am to 12noon Training on the new wood chipper will be on Thursday of this week Application date for the new City Forester is now closed and the City received applications from good candidates. Interviews will take place during the next couple of weeks. 8. ENGINEER’S REPORT Jennifer Levitt reported a pre-con meeting for the 2009 Final Street Project will take th place tomorrow. Construction is anticipated to begin in the Timber Ridge 6 th Development on May 6. th It is anticipated that the Lehigh/Highway 95 project will begin June 4. Public Works Commission April 13, 2009 – Page 5 9. CITY COUNCIL UPDATE City Council Member Mark Grossklaus stated the City is seeking a new finance director. Council has requested the city administrator to evaluate the department structure to see if there are any changes to be made. He added new police officers have been hired, however, noted they are replacement positions, not additional. 10. COMMISSION COMMENTS AND REQUESTS Community Center Task Force Gary Kjellberg reported he’s been accepted as a member of the Community Center Task Force which is a 2-year commitment. He asked if anyone else on this commission would be interested in helping out. He went on to state the first meeting is th April 26. Applications are available in the Community Development area at City Hall. Emerald Ash Borer Kjellberg asked what plan is in place for when the EAB arrives. Will the trees need to be cut down? Burshten reported the City will work with the Department of Agriculture to prepare a plan. He added the EAB will likely be worse than Dutch elm disease. There are approximately 900 million ash trees in the State of Minnesota (the second most in the United States) and it’s anticipated about one-fourth of the ash trees may be lost. Hamlet Pond Bill Royce noted he spoke to some residents who walk around Hamlet Park. They reported that they appreciated Public Works keeping the sidewalks plowed during the winter, but commented that the pond at Hamlet had an odor to it. The problem had not been reported by anyone else, however, the problem will be checked out. LED Lights Kjellberg asked what was decided about LED streetlights. Burshten responded the city is still exploring various options. 11. ADJOURNMENT Motion to adjourn was made by Bill Royce, seconded by Chris Lethgo. Motion was unanimously carried. Meeting adjourned at 7:51 pm. Respectfully submitted, íÜÉËÔÚÔÜêÉÎËÛÄ