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HomeMy WebLinkAbout2011-05-18 PACKET 04.A.i.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 5/18/11 PREPARED BY Public Works Les Burshten ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Accept and place on file the minutes of the April 11, 2011 meeting of the Public Works Commission. STAFF RECOMMENDATION Approve the April 11, 2011 minutes of the Public Works Commission. BUDGET IMPLICATION $ $ BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE ADVISORY COMMISSION ACTION SUPPORTING DOCUMENTS ❑ MEMO /LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Approved minutes of the April 11, 2011 Public Works Commission Meeting ADMINISTRATORS COMMENTS Date COUNCIL ACTION TAKEN: [ ❑ DENIED ❑ OTHER DATE REVIEWED APPROVED DENIED ❑ PLANNING ❑ ❑ ❑ ❑ PUBLIC SAFETY ❑ ❑ ❑ ® PUBLIC WORKS 5/9/11 ❑ ® ❑ ❑ PARKS AND RECREATION ❑ ❑ ❑ ❑ HUMAN SERVICES /RIGHTS ❑ ❑ ❑ ❑ ECONOMIC DEV. AUTHORITY ❑ ❑ ❑ ❑ ❑ ❑ ❑ SUPPORTING DOCUMENTS ❑ MEMO /LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Approved minutes of the April 11, 2011 Public Works Commission Meeting ADMINISTRATORS COMMENTS Date COUNCIL ACTION TAKEN: [ ❑ DENIED ❑ OTHER jL April 11, 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, April 11, 2011 at 7:00 p.m. 1. CALL TO ORDER Commission Member Gary Kjellberg called the meeting to order at 7:00 p.m. 2. ROLL CALL Members Present: Staff Present: Also Present: Excused: 3. APPROVE MINUTES Gary Kjellberg, Alex Chernyaev, Michael Edman, Jeff Rolling, Jason Field Les Burshten, Public Works Director Jennifer Levitt, City Engineer City Council Liaison Derrick Lehrke Bill Royce, Ken Boyden Upon a motion by Jason Field, seconded by Alex Chernyaev, the January 11, 2011 minutes were unanimously approved. 4. ADDITIONAL AGENDA ITEMS A. Election of Public Works Commission Vice Chair Gary Kjellberg was nominated for Vice Chair of the Public Works Commission by Jason Field, seconded by Alex Chernyaev. Motion was unanimously carried. Gary Kjellberg abstained from the vote 5. NEW BUSINESS A. Timber Trail Lane and Hardwood Avenue — Pedestrian Crossing Striping City Engineer Jennifer Levitt stated a resident has made a request to the City to install painted crosswalks near the intersection of Hardwood Avenue and Timber Trail Lane. An earlier request was submitted a couple years ago to install a pedestrian crossing Public Works Commission April 11, 2011 — Page 2 sign at which time an evaluation was made to determine the sign did meet the criteria of the Sign Policy. The sign was then installed which alerts residents via a down arrow of the pedestrian crossing. The resident currently making this new request is not in agreement a sign alone is adequate for safety and believes the actual pavement should be marked and delineated with white stripes. Levitt indicated this type of marking is reserved for a roadway with a speed limit over 35 mph. When this particular intersection as reviewed in more detail, it was determined there is good visibility in all directions. Staff is recommending the request for pavement striping be denied. Commission Member Michael Edman inquired what the cost of the striping may be to which Levitt responded that it's more of a long -term maintenance cost and labor issue which may be approximately $250.00 to $300.00 annually. The cost of the sign itself is about $250.00. Commission Member Jeff Rolling asked how the resident feels the striping will help. Levitt replied that many times residents are of the belief that pavement markings ensure safety which is not always the case. Drivers can become very familiar and accustomed to signs, especially warning signs such as the "Children at Play" signs which are no longer utilized due to the false sense of security they give. Pavement striping may also provide a false sense of security to parents or children crossing the street that cars will actually stop for them. Levitt also contacted the Public Safety Department to check if there had been any accident issues in the area and there were not. Vice Chair Gary Kjellberg stated he believes the City Sign Policy be followed and not to deviate from criteria that has already been adopted. Edman inquired whether there are currently any intersections where both a warning sign and striping occur. Levitt responded there are if the speed limit on that particular roadway is 30 mph or more. Levitt added the area in question is located mid - block. A great deal of time was spent on the traffic control analysis and this current request would not conform to those findings. Commission Member Alex Chernyaev indicated the memo outlining this request needed to be corrected as following: Pedestrian Crosswalks "No crosswalk or advanced crosswalk signs are required at uncontrolled intersections" MOTION MADE BY MICHAEL EDMAN, SECONDED BY JASON FIELD, TO DENY REQUEST FOR INSTALLATION OF PEDESTRIAN CROSSWALK STRIPING AT TIMBER TRAIL LANE AND HARDWOOD AVENUE. Motion was unanimously carried. Public Works Commission April 11, 2011 — Page 3 B. City Sign Policy & Maintenance Program Designed to Maintain Traffic Sign Retro - Reflectivity at Specific Levels for Night -Time Visibility per MUTCD City Engineer Jennifer Levitt explained this item is an unfunded federal mandate in which the City must be in compliance. The City must maintain the reflectivity of its signs, meaning at night -time and there must be good visibility with proper reflectivity of sign sheeting. There are various grades of reflectivity material and Levitt distributed various samples of sign sheeting for review by members including (DG3) which is Diamond Grade sign sheeting manufactured by 3M. Another type of sign sheeting utilized by the City of Cottage Grove Sign Shop is VIP (Visual Impact Performance). The "triangles" of the VIP Grade are a bit smaller than the Diamond Grade and the clarity of the VIP sign is found to be bit sharper compared to the DG3 (or Diamond Grade) which is less expensive. At this time Public Works Director Les Burshten suggested that a future tour of the 3M Sign Sheeting Division be arranged to which it was agreed this tour would be educational and enlightening for all. Levitt stated a decision has been made to stay with the VIP -type sheeting. She added that by the year 2012, a formally adopted policy must be in place indicating how the City will be in compliance with the federal regulation. By 2015, all warning and regulatory signs have to be upgraded and by 2018, the street name signs will have to be changed to insure compliance with reflectivity. Sign Reflectivity Assessment Methods 1. In order to begin the compliance check, a visual nighttime assessment must be done by a person over the age of 60 while traveling in a vehicle. The inspection would be conducted while driving at normal speed, using the low -beam headlights and at certain viewing distances (180 feet for street name blades, 300 feet for stop signs and warning signs) and then compare the signs to a calibration sign having known retro- reflectivity levels at or above the specified minimums. 2. Retro - reflectivity of every sign owned by the City can be measured with a retro- reflectometer (approximate cost is $10,000.00). The results are compared to known retro - reflectivity levels at or above the specified minimum. This method is very labor intensive. There are three management methods to choose from: 1. Expected Sign Life: documentation would be reviewed as to when signs were installed and compare the age of the sign to the expected sign life. Signs older than the expected sign life would be scheduled for replacement 2. Blanket Sign Replacement: All signs in an area would be replaced based on expected sign life or warrant period Public Works Commission April 11, 2011 — Page 4 3. Control Signs: Replacement of signs would be based on the performance of the "control signs ". All field signs, represented by a control sample would be replaced when control samples reach minimum specified levels. Levitt added the City has already cut costs by eliminating signs that are not warranted and has been very aggressive in the past six years to complete engineering studies to get the City in better compliance by ensuring the signs out there are the appropriate signs. The cost over time for unwarranted signs starts to compound when there are over 2,000 of them. Any time signs can be eliminated, the ongoing costs associated with sign maintenance will also be eliminated. Traffic control analysis was and is being completed in the pavement management areas to make sure the signs are in compliance. Any sign modifications are completed at that time. Levitt stated it's being recommended during the first year to evaluate sign reflectivity in all sections and obtain an estimated count of where we are at. At that time we could potentially come back with more accurate budget numbers. It would not be cost effective for the City to do a large blanket sign replacement. Burshten indicated that as things are now, the City already repairs any signs that are sub -par that may cause any problems. In addition, most of the street name signs in the City have already been changed out and it likely will be found that we are already in compliance with the majority of our signs. Commission Member Alex Chernyaev had a question regarding how the life cycle cost of signs was arrived at. Levitt responded the figure was provided by the local Road Research Board and had been published in their manual. City Engineer Levitt concluded by stating that staff is at this time looking for comments and suggestions regarding this issue and she has gathered the information needed. 6. OLD BUSINESS None. 7. PUBLIC WORKS UPDATE Les Burshten reported: • The water tower on Innsdale Avenue is being prepared for a paint job • Well #3 has been pulled • The Utilities Department will start flushing hydrants on April 13t" Public Works Commission April 11, 2011 — Page 5 • The Streetlight Division will give a brief presentation to this Commission at a future date regarding streetlight maintenance and some of the challenges involved. • City wide street sweeping began today, April 11 Work should be complete in approximately 6 to 7 business days • Nearly all contracted boulevard tree trimming is complete • Athletic fields will be open shortly. • All seasonal staff positions have been filled • Due to a recent internal transfer, a position is available in the Parks Division. The City received 281 applications for this position. • The Shop has been down two employees because of an internal transfer and a retirement. Two replacement employees have now been hired. Fleet Maintenance staff are currently working on the paving equipment and preparing the mowers for the summer season. • Sentence to Serve crews are coming in on Fridays to perform a variety of duties including trash pickup and when weather allows, growth removal by the ponds. Levitt reported the 2011 Pavement Management bids came in last week at 21 % under the engineer's estimate. So far, residents in the Howard's Addition will save somewhere between $1,000 - $1,200 each on their assessment and the Pine Coulee neighborhood residents will each pay $400 -$500 less on their assessment. Council has already reduced the Pine Coulee assessment by $800.00. The bid award will be before Council for award on April 20 Grading is being completed in the Michael's Pointe Area (off Jamaica, between Military Road and 70 Street). Utilities will be going in the ground approximately June 1St Pine Cliff 4 th Addition (east side of Hinton, north of 65 Street) will develop 14 lots. Mass site grading and utilities are scheduled to be installed beginning in early summer. Everwood Addition (off Timber Ridge 5 th Addition — near White Pine Senior Living) will be platting nine more lots. We'll anticipate seeing construction at the site this summer as well. The City Council will be interviewing candidates for the Economic Director position. Howard Blin recently resigned as the Community Development Director. Levitt indicated she has been sitting in that seat since the resignation and will remain until the new director is in place. 9. CITY COUNCIL UPDATE Council Member Derrick Lehrke reported the new City Hall /Public Safety project is progressing. Council authorized the construction documents and will be discussing financing options. Public Works Commission April 11, 2011 — Page 6 The State of Minnesota has taken 3M to court over water issues and there have been ongoing discussions regarding this topic in closed meetings. Council Member Lehrke also indicated he would like to discuss the winter parking ban at a future meeting. It was also stated by Council Member Lehrke should the Commission members have any questions for him or the City Council, that they bring these issues to his attention. 10. COMMISSION COMMENTS AND REQUESTS Mailbox /Fence Damage by Plows Commission Member Edman had a question regarding mailboxes being struck by a snowplow. is this year average for this situation or have there been more incidents because of the amount of snow? Burshten responded the City has received a number of fence damage /mailbox claims this season. Any boulevard areas damaged by snowplows will be repaired in May. Welcome Vice Chair Gary Kjellberg welcomed new members Michael Edman and Jeff Rolling. Kjellberg inquired about the splash pad that is proposed to be built in the Highlands Park. Will this be a maintenance issue for Public Works? He feels things are moving a bit too quickly with this project and he would prefer decisions slow down a bit until further evaluation. Burshten replied that Public Works doesn't expect to have a lot of maintenance issues concerning this project. At the April 20 Council meeting, the results of the study will be submitted along with a recommendation. The Highlands location is a potential site, however, staff is in the early stages of reviewing the location and nothing has yet been approved. Levitt commented that if you take away the aquatic opportunity in the community (closing the City Pool), the Council is very sensitive to this and wants to have something to replace it. Kjellberg believes the splash pads could be incorporated with the community center and feels the overall cost would be less. Levitt responded that the community center would be fee -based whereas the splash pads would be offered as a recreational activity without a fee. It has been recommended for the proposed splash pad to utilize a flow- through system for the water, not a re- circulating system due to that option being too cost - prohibitive. The water at the facility will be low volume with small mists and will be sensor /time activated to control water usage. Public Works Commission April 11, 201 1 — Page 7 11. Adjournment Motion to adjourn was made by Jason Field, seconded by Jeff Rolling. Motion was unanimously carried. Meeting adjourned at 8:21 pm. Respectfully submitted, Patricia Storrby