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Home My WebLink About2011-05-04 PACKET 04.A.ii.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # Jj DATE 5/4/11 »' PREPARED BY Public Works Les Burshten ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Accept and place on file the minutes of the January 10, 2011 meeting of the Public Works Commission. STAFF RECOMMENDATION Approve the January 10, 2011 minutes of the Public Works Commission. BUDGET IMPLICATION $ $ BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE ADVISORY COMMISSION ACTION DATE ❑ PLANNING ❑ PUBLIC SAFETY ® PUBLIC WORKS 4/11/11 ❑ PARKS AND RECREATION ❑ HUMAN SERVICES /RIGHTS ❑ ECONOMIC DEV. AUTHORITY El REVIEWED APPROVED DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ ® ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ SUPPORTING DOCUMENTS ❑ MEMO /LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Approved minutes of the January 10, 2011 Public Works Commission Meeting ADMINISTRATORS COMMENTS L �V C City Administrator Date COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER January 10, 2011 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 10, 2011 at 6:00 p.m. 1. CALL TO ORDER Commission Chair Ken Boyden called the meeting to order at 7:00 p.m. 2. ROLL CALL Members Present Staff Present: Also Present: Absent: Excused: 3. APPROVE MINUTES Bob Dornsbach, Gary Kjellberg, Alex Chernyaev, Bill Royce Les Burshten, Public Works Director Jennifer Levitt, City Engineer City Council Liaison Derrick Lehrke Chris Lethgo II. . _. Upon a motion by Bob Dornsbach, seconded by Gary Kjellberg, the November 8, 2010 minutes were unanimously approved. y I 41111047 T_1w_Tt 100-1 6 &1 Election of Officers (see page 4) 5. NEW BUSINESS A. Community Roadside Landscape Partnership Program City Engineer Jennifer Levitt indicated this is a program in conjunction with the Department of Transportation to carry out the Mayor's desire to beautify the entrance to the City at the 80 Street interchange. The DOT will provide landscape architect services free of charge to the City. A draft of this plan has been included in tonight's meeting packet. She added she is looking for the Commission's support of this recommendation for the City Council to proceed with the program. The Department of Public Works Commission Januaryl0, 2011 — Page 2 Transportation will pay for all plant material, mulch, edging and whatever is necessary for planting. The City will provide the volunteers (over the age of 18 since the work will be done so close to the highway) to hopefully begin the project in June, 2011. Once project is completed, the maintenance of the area would be done by the City of Cottage Grove. There was a brief discussion regarding the importance of proper sight line and visibility for motorists. The plantings will be placed on a very high part of the embankment. Commission Chair Ken Boyden expressed concern that the plantings not become overgrown over time. Levitt responded the shrubs and trees proposed for this area will be placed on large sections of a slope rather than confined to a small planting area. The City Forester has also reviewed the potential plantings. Commission Member Alex Chernyaev stated a potential issue may be litter that is likely to collect near the plantings. It will be more difficult to remove the trash and litter from around shrubs and trees than a grassy area. It was concluded amongst the group there didn't appear to be danger of a sightline /visibility issue. MOTION MADE BY GARY KJELLBERG, SECONDED BY ROBERT DORNSBACH TO APPROVE THE COMMUNITY ROADSIDE LANDSCAPING PARTNERSHIP WITH THE MINNESOTA DEPARTMENT OF TRANSPORTION FOR THE BEAUTIFICATION OF THE ON /OFF RAMP AREA OF TH 61 AND 80 STREET. Motion was unanimously carried. B. 2011 Seal Coat Program Public Works Director Les Burshten explained the 2011 seal coat area will be located east of Hinton Avenue, south of 65 Street, north of 80 Street and west of Jamaica Avenue. The streets in the seal coat area are part of the 2008 Pavement Management Project which means little maintenance will be necessary before seal coating begins. Normally, seal coating is done in June or July and it's preferable to get the project completed as early in the season as possible. This year is unique because the City has the opportunity to sealcoat very early which could result in cost savings. Work could begin as early as May 31 with seal coating completed in a 4 -day process. A potential problem, however, is that school is still in session in May (school term ends on June 8, 2011). On the other hand, if the work is done later, the process may interfere with graduation parties and other summer activities. Commission Member Gary Kjellberg commented that kids will also be using the roadways in the summertime and thinks it may be worthwhile completing the seal coating project early to save dollars. Commission Member Alex Chernyaev inquired that when a decision is made to seal coat an area, is the decision based on street inspection or based on a schedule? Burshten responded that generally speaking, the City attempts to seal coat in a 7- year cycle. Public Works Commission January 10, 2011 — Page 3 If the roads are newer, seal coating is done two years after the roads are repaved and then placed into a 7 -year cycle. Burshten noted at one time, a 5 -year cycle was attempted but was too cost prohibitive. Chernyaev further asked if the actual condition of the road is considered to which Burshten responded road condition could play a role at some point but stated if the road is too far deteriorated, seal coating will do no good if the road has poor structural integrity. City Engineer Levitt added the City Council is now very committed to pavement management in an appropriate cycle. She also added that since the seal coating projects are generally large and in the same area, much better pricing is achieved to avoid the contractor needing to jump from area to area. Kjellberg asked why 1/8" chips are placed in cul -de -sacs and larger rock is placed on main roads. Burshten responded that smaller rock adheres better. In cul -de -sacs, when trucks are turning, they have a tendency to rip the sealcoat off and the small rock adheres better. MOTION MADE BY GARY KJELLBERG, SECONDED BY BILL ROYCE RECOMMENDING THE CITYWIDE SEAL COATING PROJECT BEGIN AT AN EARLIER DATE FOR THE OPPORTUNITY OF COST SAVINGS FOR THE CITY OF COTTAGE GROVE. START DATE TO BE DETERMINED BY THE PUBLIC WORKS DIRECTOR. Motion was unanimously carried. 6. OLD BUSINESS None. 7. PUBLIC WORKS UPDATE: Les Burshten reported: • Skating rinks are open and appear to be operating smoothly with many residents utilizing the ice • There was a water main break approximately three weeks ago at 85 and Grange. The repair was done quickly • Snow is being pushed back to widen roads and corners. Catch basins are being cleaned to allow for proper drainage with rain expected in the forecast. • Holiday banners have been taken down and put away in storage. Many residents commented favorably about the decorations • Well #7 work is complete having been converted from gas to electric. • Applications are being received for the mechanic position in the Shop. Mechanic Gary Peterson recently retired. Public Works Commission January 10, 2011 — Page 4 8. ENGINEERS REPORT Jennifer Levitt reported there were federal dollars remaining from the ARRA project which in turn gave Washington County the ability to direct $1.2 million dollars to area projects. County Road 19 will be rehabilitated from Highway 61 to Bailey Road (6 miles). The County also indicated they will be rehabilitating 70 Street from Hinton to Keats. The City has requested the County consider a pedestrian signal system (Hawk) at Idsen Avenue going into Highlands Park due to a large number of residents crossing 70 Street at that intersection. Also, the City is moving forward on preparing the plans and specifications for the Pine Coulee /Howard's Addition Pavement Management Project which the Council ordered in early December. The Ravine Parkway Bridge has received preliminary approval from the DOT. Plans are also being prepared for the Grey Cloud Bridge painting. A bid date of February 3, 2011 has been set for the Innsdale Water Tower Painting Project. 9. CITY COUNCIL UPATE Council Member Derrick Lehrke stated he looks forward to working with the Public Works Commission and distributed his business cards to commission members should they need to contact him. 10. COMMISSION COMMENTS AND REQUESTS Gary Kjellberg stated he is employed at Pine Tree Valley Park as a rink attendant. He stated the building was remodeled last summer and invited members to come and take a look at the updates that were done. It looks great! Kjellberg stated residents have stopped in to say how nice things look. Kjellberg also suggested the hours of the parks and rinks be better publicized. Most rinks differ in opening hours. Harry Taylor said this message would be passed on to Zac Dockter, Parks and Recreation Manager. Kjellberg also added he would like to thank the Public Works Department for the great job that was done plowing during all the recent snowstorms. Ken Boyden added the Department consistently does a wonderful job. 11. Added Agenda Item Elect Officers It was suggested to elect the officers as a group Commission Chair Ken Boyden was nominated to serve as Chairman of the Public Works Commission. Vice Chair Bob Dornsbach was nominated to serve as Vice Chair of the Public Works Commission Public Works Commission January 10, 2010 — Page 5 Secretary Bill Royce was nominated to serve as Secretary of the Public Works Commission. All were elected unanimously. 12. Adjournment Motion to adjourn was made by Robert Dornsbach, seconded by Gary Kjellberg. Motion was unanimously carried. Meeting adjourned at 7:45 pm. Respectfully submitted, Patricia Storby