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HomeMy WebLinkAbout2008-02-20 PACKET 04.A.i.REQUEST OF CITY COUNCI� ACTION COUNCIL AGENDA MEETING ITEM # � /� DATE 2/20/08 `°� PREPARED BY: Public Works �es Burshten �RiGINATING DEPARTtNENT STAFF AUTHOR * k * * 4 * * * * t * * k * W W •k * * * * * * R R * 'k * * * * * * k k k k k Y: :F Y: * it * Y: Y: :F * COUNCIL ACTION REQUEST: Accept and place on file the minutes of the January 14, 2008 meeting of the Public Works Commission. STAFF RECOMMENDATION: Approve the January 14, 2008 minutes of the Public Works Commission. BUDGET IMPLICATION: $ BUDGETED AMOUNT ADVISORY COMMISSION ACTION: ❑ P�ANNING ❑ PUB�IC SAFETY � PUB�IC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES/RIGHTS ❑ ECONOMIC DEV. AUTHORITY ❑ �._ 2/11/08 $ ACTUALAMOUNT FUNDWGSOURCE REVIEWED ❑ ❑ ❑ ❑ ❑ ❑ ❑ APPROVED ❑ ❑ � ❑ ❑ ❑ ❑ DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ SUPPORTING DOCUMENTS: ❑ MEMO/I.ETTER: ❑ RESOI.UTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: Approved minutes of Public Works Commission meeting on 1/14/08. ADMINISTRATORS COMMENTS: � � P° _ 0 c�2' 1�C�` ld f� ity Administrator Date * * :k R * k k * k 1 :F Y: W it Y: 'k % * * 'k * R k * * * * * * * * COUNCIL ACTION TAKEN: U APPROVED ❑ t k*** W k Yt Yt ** k R% R DENIED ❑ OTHER � � � '' • . � � . � � �'� �� 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, January 14, 2008 at 7:00 p.m. 1. CALL TO ORDER Chair David Anderson called the meeting to order at 7:01p.m. 2. RO�� CA�L David Anderson, Ken Boyden, Robert Dornsbach, Roger Finnegan, Gary Kjeliberg, William Royce Staff Present: Les Burshten, Public Works Director Allan Larson, Engineering Technician Also Present: Fred Luden, City Councit Member 3. APPROVE MINUTES Upon a motion by Ken Boyden, seconded by Gary Kjellberg, the October 8, 2007 minutes were unanimously approved. 4. ADDITIONAL AGENDA ITEMS None. 5. NEW BUSINESS A. Seal Coat Project Public Works Technician Allan Larson presented a quick update on the 425,577 square yard project. Work will begin June 18, 2008. Commission Chair David Anderson inquired whether Hinton Avenue, between 70 and 80� Streets would be seal coated to which Allan �arson responded that this particular area would be part of this project because of it's inclusion in the pavement management area. Public Works Commission January 14, 20d8 — Page 2 Commission Member Gary Kjeliberg asked if the areas in question will be patched before seal coating occurs. Burshten responded that areas in Pine Coulee will be patched along with other areas receiving a mili and overlay. July 29 is the scheduled compl�tian date of the project. Commission Member Ken Boyden commented that in past years the work has been done rather quietly and he inquired whether or not there have been complaints from residents. Burshten responded that there have been none adding the crews work quickly and also commented that residents are given a 24 hour advance notice to not park in the street. He also added that smaller, FA-2 modified seal coat rock is now being used which creates less commotion and doesn't have the same impact as the larger rock. Kjellberg also inquired whether the areas would be crack sealed before seal coating. Burshten responded that yes, they would. 6. OLD BUSINESS A. Pavement Management Feasibility Report and Traffic Control Analysis Commission members were asked whether they had any comments on the pavement management feasibility report. Work will involve reclamation - not a total tear-out of the street. Anderson inquired whether anything has cnanged since this group met with the Public Safety Comrnission, to which Burshten responded there had been no changes. Kjellberg questioned what determines whether or not curbing needs to be replaced. Larson responded if there are misalignments of the joint sections or major chips, replacement will occur. At this point, curbs in need of replacement in the project area have been marked. Regarding assessments, Kjellberg was of the impression the assessment was going to be for reclamation and water main replacement initially. He noted residents are also being assessed for storm water and sanitary sewer repair and asked if this is the way it will always be. Council Member Fred Luden responded tnat at the Council Meeting it was determined the maximum assessment would be $3,500. Kjellberg inquired whether the interest rate went down. Luden responded this has been looked at and understands 7 percent was placed on the initial document drawn up on the very first pavement management plan. Upon review, It was determined 7% seemed to be a fair number to move forward with. Boyden asked who decides on traffic control (stop signs, etc.} including signs to be removed. Allan Larson replied that the traffic control analysis was based on the City's sign policy which will bring the area into compliance with the state aid manuals and traffic control policy for both the City and State. Public Works Commission January 14, 2008 — Page 3 Burshten commented that staff is working on establishing a policy that can be continued City-wide. When the traffic study was done on the west side, there were some concerns, however, after implementation there were few or no complaints once the changes vvere in place. Boyden also commented the traffic control process went relatively smooth due to barrels and other warnings being used to alert motorists to changes. Anderson agreed that the larger degree of public awareness regarding the updated controls made for a better transition. Kjellberg commented iYs been a plus since Public Works has taken over the sign placement issues. When handled by Public Safety, the issues tended to become emotional. He also asked if it would be possibie to place information in the Cottage Grove Reports to explain to residents the rationale of placing, or not placing, a stop sign in a given area. He suggested the articie discuss tne criteria used when determining sign placement. Commission Member Robert Dornsbach commented that the City went through a similar scenario a couple years ago in the Thompson Grove area. Ultimately, the City is simply following State guidelines. 7. PUBLIC WORKS UPDATE Les Burshten reported: . The outside rinks are up and running and are being well used. The weather has been cooperative and iYs expected to be cold the next few weeks. . Well Number 6 has been pulled by the contractor, Keys Well Drilling. • Some problems have been experienced with pump motor at Well #10. The situation is being checked out. • The Street Department has been working on tree trimming along with brush remova�. • Quotes for tree trimming have been requested. Trees to be trimmed this year are on the Grove Side which contains some of the larger trees in the City. It is intended for trees to be trimmed in a five-year cycle. • City Forester, John Klinkhammer will be retiring on January 15 and Utility Department employee, Bob Campbell retired on January 11 Burshten also requested commission members inform Public Works if they notice signs are being covered by tree growth, particularly stop signs which will be taken care of immediately. Dornsbach reiterated whether boulevard trees are the City's responsibility and whether Public Works should be called if branches are overhanging into the street hitting buses or trucks. Burshten stated that he likes to keep trees trimmed properly for a number of reasons — trimming encourages proper tree growth and also eliminates insect damage or tree diseases since iYs been found when branches start rubbing, it causes problems. Public Works Commission January 14, 2008 — Page 4 Kjeliberg asked if there was a timetabie when ash borers are anticipated to come to this area. Burshten explained this was a few years out, however, remains to be a real concern. After the Dutch elm disease problem, the ash tree was the tree of choice, however, not all varieties are vulnerable to this disease. 8. CITY COUNCIL UPDATE City Council Liaison, Fred Luden, explained the council meetings on December 19 and January 2" were both relatively short because of the holidays. Major discussions involved the 2007 Stormwater Annual Report and the possible fee increase over the next couple of years to homeowners. Also discussed were the assessments for the road improvement which may prove to be somewhat of a hardship for a few residents. Luden commented the City must be good stewards with the funds. The Ice Arena project is moving forward with the decision to go ahead with the contract on the panels and steel portions. The new Zamboni will be purchased for $81,644.97. There is still a lot of angst going on because the prices are not coming in on target and the City will continue to get the best bids possible. Kjellberg asked what the construction timetable was for the arena addition to which Luden responded he thought it wouid begin in March. Burshten added construction is expected to be complete in October with plans to have the facility open for full season's rental. Anderson inquired about filling the position vacancies in the City created by the early retirement. Kjellberg asked if there are plans to fill the position in the ice arena when the new sheet of ice is built. Burshten responded there is a recommendation to fill that vacancy, however, not necessarily with the same job title. Anderson inquired if the report recommended how much postponement would occur before re-hiring would occur. Luden responded that at the meeting, Council had a discussion regarding productivity; an example being how much time has drive-by meter reading saved. Another direction is to go through the needs analysis - what work forces are essential now to take care of today's needs and also be ready for future years. From most everybody he's spoken with, the consensus is to not have the operations component of the City, (Public Works and Public Safety) suffer a down turn. The other issue to look at is "Are we doing things as efficiently and effectively as we can". Perhaps temporary help can be brought in to help through the transition. With basically no increase in the City levy this year, everybody is anticipating that next year may be tougher yet. Anderson feels the message from a public standpoint is a concern for proper emergency response from Public Safety and roads being piowed in a timely manner from Public Works. When folks see a drop in those services, thaYs when people's ires get raised. Public Works Commission January 14, 2008 — Page 5 l.uden commented that the City of Cottage Grove can take a great deal of pride in the operation component of the City, both Public Safety and Public Works. He feels services have been outstanding in the ten years he has been here, doesn't want to take one step backward and wishes to keep folks on the streets doing the work that needs to be done. 9. COMPREHENSIVE PLAN UPDATE Gary Kjellberg noted this committee met in December and wiil meet again next month. He commented he will continue attempting to have the minutes included in the packet for members to have an opportunity to review information and to prepare possible questions or concerns. Items of discussion included land zoning and the importance of notifying residents before the Council votes on a comprehensive plan change regarding land use. Also discussed was the use of eminent domain for economic development. David Anderson suggested that the local newspaper be contacted when a potential zoning change is proposed. Kjellberg added that he simply wished the residents be advised and have insight on what's going on. Before Council grants final approval, residents should be notified of changes and how they wiil be affected. 10. COMMISSION COMMENTS AND REQUESTS Pine Tree Vallev Park Buildina Kjellberg commented that at the last Council meeting, there was a discussion about replacing the building at Pine Tree Valley Park at a cost of $256,000. Would Council consider holding off on that now that the economy is what it is? He is also concerned about potential vandalism with year-round restroom accessibility and would rather see satellites put out there versus having access to go inside the building. Welcome to Fred Luden Ken Boyden spoke on behalf of the commission and weicomed Fred Luden indicating it wili be a pieasure to work with him. Luden responded that he looks forward to working with this group and learning more about the City. He also mentioned that if commission members have any questions or concerns to piease give him a call or an e- mail. 11. ADJOURNMENT Motion to adjourn was made by Robert Dornsbach, seconded by David Anderson. Motion was unanimously carried. Meeting adjourned at 7:58 p.m. Respectfully submitted, i�atri,c,i,w Stor7ry