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HomeMy WebLinkAbout2010-01-20 PACKET 04.A.i.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 01/20/10 A -1 PREPARED BY Public Works Les Burshten ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Accept and place on file the minutes of the October 12, 2009 meeting of the Public Works Commission. STAFF RECOMMENDATION Approve the October 12, 2009 minutes of the Public Works Commission. BUDGET IMPLICATION $ $ BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE ADVISORY COMMISSION ACTION DATE REVIEWED APPROVED DENIED ❑ PLANNING ❑ PUBLIC SAFETY ❑ ❑ ❑ ® PUBLIC WORKS 01/11/10 ❑ ® ❑ ❑ PARKS AND RECREATION ❑ HUMAN SERVICES /RIGHTS ❑ ECONOMIC DEV. AUTHORITY ❑ ❑ ❑ ❑ SUPPORTING DOCUMENTS ❑ MEMO /LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Approved minutes of the October 12, ADMINISTRATORS COMMENTS 2009 Public Works Commission Meeting I 'U City Administrator Date COUNCIL ACTION TAKEN: APPROVED ❑ 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, October 12, 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 Gary Orloff, Streets Foreman Mark Olson, Shop Foreman Steve Bowe, City Forester Also Present: Mark Grossklaus, City Council Member Alex Chernyaev, Prospective Commission Member 3. APPROVE MINUTES Upon a motion by Gary Kjellberg, seconded by Bill Royce, the August 10, 2009, minutes were unanimously approved. None. 5. NEW BUSINESS None. r' s Les Burshten explained the plan is still in draft form. City Forester Steve Bowe is in attendance at tonight's meeting to go through the document with the group before it's sent to City Council for approval. Public Works Commission October 12, 2009 — Page 2 Bowe indicated items and verbiage changes regarding emerald ash borer were added to adopt to the policy already in place for dutch elm disease and oak wilt. He added he is looking for input from the commission regarding the policy. Commission Member Gary Kjellberg inquired if newly planted trees are at the discretion of Public Works or if the choice can be made by the homeowner. Bowe responded that when speaking with homeowners regarding tree replacement he gives them an option of what species they would prefer. If they have no preference, he makes the decision after evaluating the trees that are already planted in the neighborhood. Public Works Director Les Burshten stated that planting all the same species of trees along the same street will not be done again and tree diversity will be encouraged. At one point in time it was desired to have the same variety of tree along a residential block to achieve a particular "look" for a neighborhood. Commission Chair Ken Boyden concurred about the importance of planting a variety of tree species. Kjellberg also asked for procedure as far as diagnosing emerald ash borer on private property. Bowe responded that wording is being revised in the ordinance to deal with this situation. It is hoped to get the homeowner as involved in the process as possible. Gary also inquired about the procedure to be used for tree contractors doing work for city residents. Bowe responded that contractors must have a license and obtain a permit from the City. Contractors must also be educated on requirements for disposal of diseased wood. Burshten indicated that contractors and residents alike will need to be educated about the disposal process. An informative brochure will be created with pertinent guidelines and procedures. Public Works Supervisor Harry Taylor commented that the State of Minnesota became involved and was helpful with the dutch elm issue process. It's assumed they will follow suit with emerald ash borer. Prospective Public Works Commission member Alex Chernyaev had a question at this point regarding Chapter 4, Section 4 -4 -5 "STOCKPILING BARK - BEARING ELM WOOD and Emerald Ash Borer Wood He indicated that the second paragraph states "The stockpiling of bark- bearing wood EXCEPT for elm wood and emerald ash borer wood within the control limits of the City shall not be permitted ". However, the previous paragraph states "The stockpiling of bark - bearing elm wood within the control limits of the City shall be permitted during the period from Se October 15 through April 1 of any given year. Chernyaev inquired why this type of wood can be stored and transported in the winter. Burshten suggested that the word "except" be placed in front of the terms elm wood and emerald ash borer wood. Commission Member Gary Kjellberg added that there is further confusion where the plan indicates that "No person shall permit any public nuisance as defined in this Section to remain on any premises owned or controlled by him /her within the City. It is also stated that "any living or standing tree, or part thereof infected to any degree with dutch elm, oak wilt and emerald ash borer and any dead, diseased tree or part thereof, including logs, branches, stumps, firewood or other elm material and emerald Public Works Commission October 12, 2009 — Page 3 ash border material from which the bark has not been removed, chipped or burned" are described as a public nuisance." One section states storage is allowed, the other sentence indicates storage is NOT allowed. Corrections will be made to clarify the above item. Chernyaev also questioned Chapter 4 -4 -6, "Nuisance Conditions" #2 Any dead, diseased tree or part thereof, including logs, branches, stumps, firewood, or—other elm material, and emerald ash borer material from which the bark has not been removed, chipped and /or burned." Bowe commented that the ash borer won't attack already chopped dead wood. Chernyaev further stated that chipped wood prevents the spread of emerald ash borer, but does not prevent the spreading of the elm fungus. Both items are listed in one sentence and he suggests there be two separate statements. The next question posed by Chernyaev was about Chapter 4 -4 -9: Injectinp "Whenever the city forester determines that any elm tree, elm wood, oak wilt, emerald ash tree, or emerald ash wood within the city is infected with dutch elm fungus, oak wilt or emerald ash borer, the city forester may inject all nearby high value elm, oak or ash trees with an effective elm bark, oak wilt or ash borer beetle destroying insecticide. Injecting activities authorized by this section shall be conducted in accordance with technical and expert opinions and plans of the commissioner of agriculture and under the supervision of the commissioner and his agents whenever possible. Chernyaev suggested the word "opinion" be replaced with "recommendations ". The second correction is to replace "commissioner of agriculture" with "Minnesota Department of Agriculture ". Mr. Chernyaev's last question pertained to Section 7 -5 -1 "License Required. Bowe indicated that the licensing portion had been removed in an earlier version, but is now being put back. Chernyaev said if that is done, he recommends Section 7 -4-4 Tree Planting, Removal and Care — Permit Provisions be considered to ascertain the policy is consistent. Somehow, "permit" and "license" must be differentiated. • Shall the person with a license apply for permit? • Shall the person who has the permit get a license? • Can a permit be obtained without a license? Bowe stated a person needs a license in order to apply for a permit. Chernyaev suggested the difference between licenses and permits be clearly shown to avoid confusion. Forester Steve Bowe was thanked for attending tonight's meeting. Public Works Commission October 12, 2009 — Page 4 B. ROADWATCH TEMP SYSTEM CIRUS CONTROL DEMONSTRATION (Sand /Salt Delivery System). Les Burshten introduced Shop Foreman Mark Olson and Streets Foreman Gary Orloff. Both foremen will explain the new Roadwatch Temp System in further detail and also answer any questions. A grant was applied for and the City of Cottage Grove was issued acceptance into the program which allows purchase of this equipment for the City dump trucks. Burshten went on to explain that the system will regulate the amount of salt and sand placed on the roadway based on road temperatures. It has always been the goal of the Public Works Department to minimize the hazards on the roadways due to icy conditions using the minimal amount of product so it won't impact the environment. The new equipment will allow the City to monitor and control the product applied to the roadway according to road temperature. Shop Foreman Mark Olson indicated approximately half of the trucks have been equipped with the new temp system. The system will also allow consistency of salt /sand application amongst the drivers. The City's fleet of snowplows and sander trucks consist of 12 trucks: 4 tandems and 8 single axles. He went on to state that mostly all of the trucks have hydraulic pumps which are used to raise dump boxes and turn the sanders. When it came to sanding, the truck operator had an on /off lever up in the cab which was hooked to a hydraulic valve. There was also a knob for auger speed and spinner speed and these lines come off the back directly to the sander. The auger basically controls how much product is actually being applied, the spinner controls the width. Normally, the auger was always "wide open ". We're now paying the price for this when tons of sand must now be removed from holding ponds. Olson went on to state that in the late 90's the City utilized it's first electronic long term system and presently six trucks are set up with electronic monitoring. This year all will be switched over to the Cirus Control System. Olson added there will be a keypad, along with a computer screen in the operator's line of sight in the truck cab so he won't have to look up and down. The operator can keep track of how much product he's putting down (straight salt, salt/sand mix and untreated salt). The State of Minnesota has done extensive testing on salt institutes to determine guidelines on product usage and quantity. Those recommendations will be used initially. The system utilizes an infrared road temp sensor which senses the temperature of the pavement and also records this actual temperature. As soon as the system senses the temperature has increased, it'll cut back on the material put down. The units can be programmed manually and all vehicles will be equipped with a transmitter. When the snowplow equipment pulls into the garage, all information (product used, how many pounds of product were applied per mile, etc.) will be transmitted to the main system. The new system is also hooked into the vehicle speedometer. For example, there is an automatic mode, depending on the temperature at the time, where 400 pounds of salt will be applied per lane mile. Whether the truck is going 5 miles per hour, 10 miles per hour or 20 miles per hour, it will continue to put down those 400 pounds of salt per lane mile. Public Works Commission October 12, 2009 — Page 5 Olsen went on to state that ten trucks have regular dump boxes where the operator has to watch, raise the box up, shift the load to the back and lower the box. Sooner or later the salt will run out so he has to keep an eye on his mirror to make sure salt is still coming out and every once in a while it will clog up. Two of the tandems have V -box spreaders so the operator doesn't have to raise or lower the box. Streets Foreman Gary Orloff also explained that each truck is different. Each time an operator changes equipment he has to get used to it all over again. Eventually all equipment will be standard and all sanders will work the same. First year cost savings are expected to be 10 to 15% due to the decreased product used. Orloff added that the application "prescriptions" may have to be tweaked. Previous product application studies dealt with highways and interstates. City of Cottage Grove usage will be a bit different. Also taken into consideration is the savings on sweeping costs in the spring. Mark Olson and Gary Orloff were thanked for attending tonight's meeting. FANUMININWTORUCIM U S_ a Les Burshten reported: • Parks maintenance staff is finishing up with hockey boards at Hamlet Park. Work will continue at the Armstrong rink. • Storm sewer work is being completed. There have been a number of projects that are wrapped up and many of them have been done in- house. (Approximately 70% of storm water projects were contracted out. 30% were completed in- house). • Leak detection is being done by a contractor this fall to hopefully prevent water main breaks this winter • A weather record was broken today (October 12) with 2 inches of snowfall. Crews were in yesterday (Sunday) to prepare equipment should there be snowplow operations needed. • Leaf clean up will begin soon when more leaves have fallen. • Chain saw safety class was just presented to crews. Everyone was in agreement that the presentation was excellent and informative. • Boulevard trees will be planted tomorrow. • A position recently became available in the Water Department (employee left employment here to become a police officer) and was filled internally. This left a vacancy in the Parks Department. Advertising will begin to fill that position and it's expected there will be a large number of applicants. Public Works Commission October 12, 2009 — Page 6 8. ENGINEERS REPORT In the absence of Jennifer Levitt, Les Burshten reported: • New signs are proposed for the Ice Arena and Golf Course (electronic reader - board type). Various designs are being considered while trying to keep the cost reasonable. • On October 15 there will be a bid opening for the storm sewer work (LP -3) that will take place • The Capital Improvement Program (CIP) was presented to the Council last week for consideration and adoption. There are very limited residential projects that are taking place next year. Commission Member Gary Kjellberg asked about the lack of heating in the new Ice Arena addition. Burshten responded that by design, there wasn't a heating system put in for the bleachers. The price had gotten to the point where it was decided to give it a try without the Co- Ray -Vac heat system. Approval for heating improvements was done at the last council meeting (covering just a portion of the bleachers, not the entire section). If heating is expanded to additional areas of the bleachers, the components have been put in place. 9. CITY COUNCIL UPDATE Council Member Mark Grossklaus indicated that for the next 14 months, there will be no term limits for commissions. If a term is up, and the person wishes to continue, the term will be extended. The CIP was also reviewed and it was noted some projects may be moved based on the economy. 10. COMMISSION COMMENTS and REQUESTS Motion for adjournment was made by Gary Kjellberg, seconded by Chris Lethgo. Meeting adjourned at 8:36 pm. Respectfully submitted, PatrLC'w storblu