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HomeMy WebLinkAbout2007-10-08 MINUTESCITY OF COTTAGE GROVE PUBLIC WORKS COMMISSION October 8, 2007 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, October 8, 2007 at 7:00 pm. 1. CALL TO ORDER Chair David Anderson called the meeting to order at 7:02 pm. 2. ROLL CALL David Anderson, Ken Boyden, Robert Dornsbach, Roger Finnegan, Gary Kjellberg Staff Present: Les Burshten, Public Works Director Harry Taylor, Public Works Supervisor Jennifer Levitt, City Engineer Not Present: William Royce Also Present:Mark Grossklaus, City Council Member 3. APPROVE MINUTES David Anderson had a clarification regarding his comment about item 6.7, Dynamic Signs. His initial comment inquired whether or not the existing sign ordinance already covered electronic billboards. With this correction and upon a motion by Robert Dornsbach, seconded by Gary Kjellberg, the September 10, 2007 minutes were unanimously approved. 4. ADDITIONAL AGENDA ITEMS None. 5. NEW BUSINESS A. Street Light Policy City Engineer Jennifer Levitt noted one reason for the Street Light Policy is before the commission is due to a developer that requested the City to deviate from the apparent policy. The developer wished to minimize the spacing of streetlights. An existing streetlight policy adopted by other cities was reviewed and customized for City of Cottage Grove standards. Public Works Commission October 8, 2007 – Page 2 Commission Member Ken Boyden inquired why this development was different. Levitt responded the developer felt there was too much light on their street. Boyden added he felt the city should determine the standards, not the developer. Levitt agreed stating this is why we now will have this policy. Commission Member Gary Kjellberg commented he served on a committee a few years ago that discussed lighting. He had a question regarding the maintenance of existing lighting. Under Administrative Procedures, Letter B, Item 1 indicates “The Departments of Utilities/Street Lights and Engineering shall develop an annual 5-year Capital Improvement Plan program related to this policy”. He asked if this would be a program to replace streetlights in a specific time frame. Levitt responded that this would involve replacement of fixtures that are beginning to show wear and mainly the city would like to develop a way to implement maintenance in a strategic way. She added at this point in time there has not been a policy for maintaining streetlights or implementing them into the Capital Improvement Plan. Kjellberg also asked about maintenance of streetlights owned by Xcel Energy. Levitt responded Xcel Energy is contacted if one of their lights goes down, needs a replacement bulb, etc. In Pavement Management 2008 discussions, the concept of taking over these streetlights was reviewed, however, at this time the project is too cost prohibitive. Kjellberg explained he lives in an area where the streetlights are owned and maintained by Xcel and asked if Xcel is required to follow the city’s guidelines if the lights needed to be replaced or is it up to them as long as they own the lights? Levitt replied this is a gray area and there’s nothing that legally states the lights have to be upgraded to our standards. The City intends to formally request that the streetlights be upgraded. Based on Xcel’s response, the City Attorney will give the City directions on how to proceed. Levitt stated Xcel owns 286 residential streetlights in the city, not just the streets in the thth pavement management area. The Xcel Streetlights are bordered by 70 Street, 80 Street and Jamaica. Kjellberg also inquired about requests for additional lighting. Levitt answered that the City previously had no provisions for a resident who wanted additional lighting. She commented if Xcel followed the city’s spacing guidelines, they would have to add approximately 20 additional lights in the pavement management area because the spacing there is not up to city standards. This policy will provide a mechanism for citizens to request additional lighting. Kjellberg questioned whether residents having Xcel streetlights are paying the same, less or more than residents with city-owned streetlights. Levitt answered residents with Xcel streetlights are paying a bit more. Commission Chair David Anderson inquired if this policy is being updated in response to a request by a developer. Levitt responded that no, the purpose is because we have never had a document we could point to and tell the developer this is why we do what we do, just past practice. 250-foot spacing is now documented in a written policy that can be adopted by Council. There should be no more issues with developers who want 400 foot spacing. Anderson clarified that essentially, the City didn’t agree to what the Public Works Commission October 8, 2007 – Page 3 developer requested and Levitt said no.The city purchased the poles and the developer could certainly not claim financial hardship due to the purchase of one more streetlight. The one light won’t make or break the development. Levitt concluded that the policy specifies 250 foot spacing in cul-de-sac and mid block crossings. The additional light request scenario may be in a rural setting or perhaps in the Xcel area where the standard is not in place. UKB,DA,PW PON A MOTION BY ENOYDEN SECONDED BY AVIDNDERSON THE UBLICORKS CSLP.M OMMISSION RECOMMENDS THE APPROVAL OF THE TREET IGHTINGOLICYOTION WAS . UNANIMOUSLY CARRIED B. Revised Sign Policy City Engineer Jennifer Levitt stated this topic is coming before the Commission to clarify issues and questions that in the past have been unclear under the Sign Policy. Church Advertising Signs The City received a request from All Saints Lutheran Church asking to upgrade and slightly adjust the position of their sign. At this point the City doesn’t have a specific ordinance or policy providing guidance over these types of signs. Levitt added pylon signs are not the issue because there is an ordinance prohibiting them, but not for the small trailblazing-type signs. Commission Member Gary Kjellberg had a question regarding Special Purpose Signs. He inquired how the City would know when those particular signs are no longer needed. He noted the Crime Watch signs as an example. Would signs outlive their usefulness? Levitt replied that few signs are that specialized with the Crime Watch sign being one, but signs dealing with children (Watch for Children, etc.) have been eliminated. Kjellberg also inquired about cost of requested signs. Who would the responsible party be? Levitt replied the only signs installed of late that have a charge associated with them would be stop signs for businesses. There are very few signs a person could request where a charge would be incurred. Stop Signs th Kjellberg noted the area of Jamaica Avenue at 100 Street, does not comply with the T- th intersection guidelines stating the existence of a stop sign at Jamaica and also at 100 Street going eastbound. Levitt concurred this is one instance that would not follow the policy adding the volume of the street probably dictates the stop sign. Levitt stated the policy is being reviewed now in the pavement management area through the traffic analysis. It is being found once again, like in Thompson Grove, stop signs, yield signs and others were extremely inconsistent. Our goal is to develop a policy for citywide sign consistency. Public Works Commission October 8, 2007 – Page 4 Street Name Signs Kjellberg read that “Signs will be replaced by the City when a street name is changed or the sign is vandalized”. He suggested the sign be replaced once it becomes unreadable. Some signs due to wear and weather are very difficult to read. This condition should be criteria for replacement. Levitt commented that Les Wick of the Sign Division has been changing some signs because the lettering was not compliant to the new adopted standard size. Crime Watch Signs Kjellberg noted these signs are not recommended and there is a question whether they are doing any good or not. Commission Member Ken Boyden commented that a Crime Watch Sign may be an advantage to deter illegal activity, or if something happens in the area, it may assist police to have residents take an active part in observing neighborhood activity. Deaf Child/Autistic/Blind Child Signs Levitt commented that some people are of the belief that autistic child signs have the same benefit as deaf or blind child signs. Once again, it is felt these signs give a false sense of security for those children. She knows of one community who posted 12 of these signs as a test program, however, feels the City of Cottage Grove should not proceed down this road. Levitt stated another concern of the engineering firm performing the sign review and analysis were warning signs such as those indicating “Curves Ahead”, noting there is a liability associated with these types of signs. She commented there is a similar sign in the pavement management area (Imperial Avenue) indicating “Sharp Curve Ahead – 15 mph”. In the Pinecliff First Addition, the curves are designed to be 20 mph and no signs were to be posted because this is a residential setting. Essentially, Council had given immunity in the fact this may cause an over-amount of signs that must be posted in every single development, for every single curve in town. Essentially, we don’t post the speed of the curve. Common sense in a residential setting should be enough to guide a motorist to drive at a safe speed. No Outlet Signs Staff has been utilizing an unwritten policy: if the end of the road cannot be seen from the intersection, a “No Outlet” sign shall be installed. Recommendation for All Saints Lutheran Church Sign Request MKB,DAAS OTION MADE BY ENOYDEN SECONDED BY AVIDNDERSON TO ALLOW LLAINTS LC UTHERANHURCH TO CONSTRUCT A REPLACEMENT SIGN CONSISTENT WITH THE CURRENT SIZE AND SHAPE OF THE EXISTING SIGN WITH LOCATION MODIFICATION TO BE APPROVED BY E.TGB NGINEERINGHE REQUEST TO PLACE AN ADDITIONAL SIGN ON RANGEOULEVARD AND HA.M. ADLEYVENUE IS DENIEDOTION WAS UNANIMOUSLY CARRIED Public Works Commission October 8, 2007 – Page 5 C. Non-Degradation Review Levitt explained that the City of Cottage Grove was selected as one of 30 municipalities to do a Nondegradation Review which is needed to help the PCA in their litigation for the Minnesota Center for Environmental Advocacy. Summary of Key Findings for Loading Assessment Jennifer Levitt reported that summarizing the loading results of the entire Project Area showed both Total Phosphorus (TP) and Total Suspended Solids (TSS) loads for the present and 2020 conditions are less than the loads calculated for the Baseline condition, which is a good thing. Wet land use maps from 1988 were used to try to depict what the loading would be based upon the level of development. Levitt stated Summary Number Two indicates that the stormwater runoff loading results from the entire area for the whole city did increase between baseline 1988 and present conditions which would be 2005. The project further increases runoff volumes between present day conditions and 2020. We cannot slow water down enough as it leaves the area sub-watershed districts to meet the so–called ’88 conditions. Is this a bad thing? Not necessarily. It’s just something at the moment we are not able to achieve at the level the PCA would require us or like us to do. But there’s nothing feasible for us to do at this point in time given that we are fully developed in these areas and we can’t control that rate. Levitt added that in the East Ravine and other undeveloped lands in Cottage Grove the rate restrictions can be met, however we cannot meet the rate restrictions in fully developed areas. The practices that have been re-implemented through development have not adversely affected water quality as bad as some people would make it out to be. Levitt summarized that the City is legally required to post this information as a public notice and the plan is available for review. And when we evaluate the whole sub- watershed as a whole, we’ve actually reduced our total suspended solids as well as reduced the total phosphorus and controlled the rate. Kjellberg asked how these factors may affect our water quality. Levitt responded that in the phosphorus sense, she doesn’t see it as damaging or negative to our groundwater supplies. D. Pavement Management. Levitt reported a two-part series regarding pavement management was discussed with the City Council in order to receive direction and set a budget. The latest map of the area shows some streets (as an example, Isleton and Irvin) that have been removed from the initial proposal, along with Hinton Avenue and some of Hyde. At this point in time we will proceed to Council with a revised feasibility report on the streets included in this handout which will go to Council on November 7 for approval. A neighborhood meeting is scheduled for Monday, October 29 at St. Luke’s Lutheran Church, 7000 Hinton Avenue if anyone is interested. Public Works Commission October 8, 2007 – Page 6 Gary Kjellberg inquired whether there has been any discussion by staff or council regarding areas where water main work is needed and how this will be paid for? Levitt responded that staff has reviewed council’s concerns and proceeded with their original recommendation that it should be 45% of the total project cost. Kjellberg also inquired if everybody in this phase would pay part of that cost, what happens in a given area five years down the road when we have the same issues where the water mains have to be replaced? Levitt replied at this point in time the subject would have to be addressed on a case by case basis. Kjellberg also asked what the City’s policy is regarding driveway aprons. Levitt responded there will only be spot curb replacement so residents should not expect the whole section of their street to have new curbs. Public Works Supervisor Harry Taylor also commented you may see half a curb line on one side of the street where a water main is proposed. It should be noted that this project is not a full reconstruction. Eyebrows Eyebrows refer to a planting down the middle of a cul-de-sac which would be paid for by the residents of that cul-de-sac. They can petition the city for this enhancement if they want the decorative landscaping. The eyebrows could potentially be a maintenance nightmare for Public Works. Even though the residents would initially pay for the improvement, that price would not include the long term maintenance costs. Kjellberg commented that the Council didn’t appear to be much in favor of the idea of this landscaping and Public Works isn’t receptive to the idea, why is it being presented to the residents? Boyden stated this is a public safety issue across the board. If a home at the end of the cul-de-sac has a structure fire, how is the emergency equipment going to get in there to do their job? Maintenance of these areas will continue to be a problem because as employees leave Public Works, they are not replaced. Levitt stated this option will be presented to residents at the neighborhood meeting and if they wish to petition for this, they would have to pay 100% of the construction costs associated with it, however, the feasibility report does not include these eyebrows nor the costs associated with them. The formal feasibility report outlines all the costs associated with the work for all utilities and streets. Chair David Anderson inquired whether this request could only be made during the pavement management period or once the roadway is complete, can a resident come back and make the request. Levitt responded they would have to wait 20 more years until the street is reconstructed again. Council Member Mark Grossklaus indicated that it shouldn’t be a worry that this item will go forward due to the assessment at this time being $25,000. Public Works Commission October 8, 2007 – Page 7 DStormwater Rate Increase . Levitt explained that currently the projections are low for minor maintenance activity. These projections were done a couple of years ago and we had anticipated the construction of 250+ homes to be occurring. Obviously that’s not the case and we have undertaken some large projects such as Highlands and Pine Tree Valley Pond. Also we brought on additional staff within Public Works and with that, it has really driven us to evaluate a storm rate increase. At this time Council has already given preliminary direction that they accept the 50 cents per month increase on the stormwater fee for ‘08 which is listed and at this point we are continuing to request that trend for the next two years. Additionally, a survey of other residential annual stormwater utility charges is included. Levitt added that minor maintenance never ends and major maintenance creeps up. Kjellberg asked if the rates would continue to increase beyond 2010? Levitt responded this depends on what the housing market is going to do. He also inquired if the City has the money to do what we need to do this year. Levitt responded yes, so far. She indicated that the pavement management items may tax us in conjunction with the Pinetree Valley Project. We must do the work that’s required and we’re not getting money to do it with, therefore, it’s up to the taxpayers to pay the bill because the City must be in compliance. MOTIONMADEBYGARYKJELLBERG,SECONDEDBYROGERFINNEGANTHAT BECAUSETHECITYOFCOTTAGEGROVEISREQUIREDTOBEINCOMPLIANCE WITHSTATEANDFEDERALMANDATES,THATTHESTORMWATER MAINTENANCEFUNDRATEBEINCREASED.M. OTION WAS UNANIMOUSLY CARRIED 6. OLD BUSINESS None. 7. ENGINEER’S REPORT Levitt stated a weekly project update was included in the packet and asked if there were any questions. She went on to summarize: The Grange Water Tower painting is coming along quite well and should be wrapped up in a couple weeks South Pointe Ridge (by Frattalone) sanitary sewer work is about complete. Frattalone is also working on the retaining walls for the pond. The utilities for The Preserve will begin to be installed next week. Everwood has a pre-con on Wednesday It is hoped Military Road can be opened by the end of the month. After the utilities are complete, Jamaica will be closed for about two weeks during the first part of November as the final connection is made to the sanitary sewer across Jamaica to serve the Preserve. Public Works Commission October 8, 2007 – Page 8 Pine Tree Valley Trail th Levitt indicated there is now an 8-stall parking lot off 80 Street with a round patio area. A kiosk will also be installed and benches will be placed to overlook the pond. The east trail has been paved thus far and the west side will be done as weather permits. 8. PUBLIC WORKS UPDATE Public Works Director Les Burshten reported: The CG logo will be placed on the Grange Water Tower tomorrow Hydrant flushing continues – about a week left to go Patching has been completed on Jamaica Avenue. The new paver worked out very well and the crews did a great job. Household Hazardous Waste Day, sponsored by the County, took place on th October 6 and was very successful, however, residents had to wait quite a while to get in. For the first time, electronic items were accepted free of charge and the response was huge. Volunteers planted approximately 70 trees last week at Hamlet Park. 9. CITY COUNCIL UPDATE th Mark Grossklaus reported at the September 19 meeting Council proposed the th assessment costs for the roundabout which will be discussed at the October 17 meeting. On October 3, a Culvers Restaurant was approved for the City. A body art business will also be coming to Cottage Grove. Staff created zoning with guides from the cities of Red Wing and St. Paul for their inspection program. 10. COMPREHENSIVE PLAN UPDATE Gary Kjellberg noted the group met on September 12 with the City Council. Additionally st there was a meeting on October 1 where various topics were discussed including commuter rail issues for the future. The committee recommended that the Langdon area be considered for a rail station when that time comes. 11. COMMISSION COMMENTS AND REQUESTS Commission Chair David Anderson wished to commend the staff for the Open House th that took place on September 20 and for getting everyone inside when the storm came up. The event was well attended – and he also commented staff did a great job of cooking! Anderson also inquired if there was any way the City could convince Rumpca to keep the compost site open on Sunday. Burshten responded we could suggest this to them. It was noted that a recent survey indicated that the Cottage Grove site (when it was operated by NRG) was one of the few sites open on Sunday. Public Works Commission October 8, 2007 – Page 9 Burshten also stated that it wasn’t financially feasible for the site to remain open on Sunday. Gary Kjellberg inquired if staff was aware that the pond at the Ice Arena has eroded. Levitt replied that it has been stabilized a couple of times. Some of the sprinkler systems have been running and have made it worse. Now that the system is being shut down, the problem should minimize. 12. ADJOURNMENT Motion to adjourn was made by Robert Dornsbach, seconded by Gary Kjellberg. Motion was unanimously carried. Meeting adjourned at 8:23 p.m. Respectfully submitted,   íÜÉËÔÚÔÜêÉÎËÛÄ