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Home My WebLink About2003-09-17 MINUTESREQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # /�� DATE 09/17/03 �' PREPARED BY: Public Works Les Burshten ORIGINATING DEPARTMENT STAFF AUTHOR ,.,..«�.,.�..��..��<..��..,..>......<.�.�.�.,.�. COUNCIL ACTION REQUEST: Accept and place on file the minutes of the August 11, 2003 meeting of the Public Works Commission. STAFF RECOMMENDATION: Approve the August 11, 2003 minutes of the Public Works Commission. BUDGET IMPLICATION: $ $ BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE ADVISORY COMMISSION ACTION: DATE ❑ PLANNING ❑ PUBLIC SAFETY � PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES/RIGHTS ❑❑ ECONOMIC DEV. AUTHORITY SUPPORTING DOCUMENTS: ❑ MEMO/LETTER: ❑ RESOLUTION: ❑ ORDINANCE: 9/8/03 REVIEWED ❑ ❑ ❑ ❑ ❑ APPROVED ❑ ❑ � ❑ ❑ DENIEO ❑ ❑ ❑ ❑ ❑ ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: Approved minutes of Public Works Commission meeting on August 11, 2003 ADMINISTRATORS COMMENTS: //, / / City Ad inistrator Date .,�«......<<«��.�.�.,.�.�,..,.....�.«�,..�..>..�. COUNCIL ACTION TAKEN: [v] APPROVED ❑ DENIED ❑ OTHER CITY OF COTTAGE GROVE PUBLIC WORKS COMMISSION August 11, 2003 Pursuant to due call and notice thereof, a meeting of the Public Works Commission of Cottage Grove was duly held at the Public Works Garage, 8635 West Point Douglas Road, Cottage Grove, Minnesota, on August 11, 2003 at 7:00 pm. 1. CALL TO ORDER Chair Ken Boyden called the meeting to order at 7:03 pm. 2. ROLL CALL David Anderson, Ken Boyden, Robert Dornsbach, Randy Eckstein, Roger Finnegan, David Thiede, Jan Wuorenma Staff Present: Les Burshten, Public Works Director Harry Taylor, Public Works Supervisor Mark Olson, Shop Foreman 3. APPROVE MINUTES Upon a motion by Jan Wuorenma, and seconded by Robert Dornsbach, the June 9, 2003 minutes were approved unanimously. 4. ADDITIONAL AGENDA ITEMS None 5. NEW BUSINESS A. Public Works Equipment Purchases —Presented by Mark Olson, Shop Foreman Public Works Director Les Burshten introduced Shop Foreman Mark Olson to the PWC members explaining that Mark is attending tonighYs meeting in order to discuss the 2003 equipment purchases. He added there are a number of items the Public Works Department plans on purchasing this year and felt this was a good opportunity for members to ask any questions. Commission Member Jan Wuorenma inquired whether there is any role for the Public Works Commission supporting these equipment purchases with the City Council. Burshten responded that this may happen in the future, however has not played a role in past years. Public Works Commission August 11, 2003 — Page 2 Burshten went on to state that each year, prior to finalizing the next year's budget, Mark meets with the foremen in each division to determine what equipment is due for replacement and what, if any, new equipment is necessary to be placed on the schedule for purchase. Mark began by distributing a handout that listed the equipment due for purchase or replacement in 2003 noting that a couple of items have already been purchased. Equipment is placed on the schedule using the following guidelines: • Dump Trucks — replaced after 15 years • Pickup Trucks — replaced after 12 years • Mowers - replaced after 8 or 12 years He added that equipment is not automatically replaced just because iYs scheduled, but is evaluated by staff to determine whether replacement is crucial and whether funds are available. STREET DIVISION EQUIPMENT PURCHASES Mower So far, staff has found the new 6' mower to be very productive and working out well. Road Shoulder Groomer The road shoulder groomer is designed to maintain gravel on roadsides to the level of blacktop while at the same time removing weeds. The new equipment re-uses existing Class 5 material and is much more efficient than roadside maintenance procedures used in the past. The groomer is also used in the infield areas of ballfields. Pickup Truck An additional pickup for the Streets Division is being requested due to the shortage of vehicles, especially during the summer when seasonal workers are on board. Dump Truck Public Works has been requesting a dump truck with a plow for the Streets Division for a number of years due to additional roads in the City that must be maintained. The cab chassis has already been purchased. Research is now being done on different types of boxes with various options being explored, including a truck with a conveyor for use in distribution of salt during snowplowing season. Burshten explained that the department is looking into cutting back on the use of sand for snow and ice control He went on to state that the City of Minneapolis, State of Minnesota, Bloomington and St. Paul are applying straight salt to the roadways. Various snow and ice control options for the City of Cottage Grove are being looked at, however, can be more expensive than current practices. Public Works Commission August 11, 2003 — Page 3 Loader w/ Attachments The existing 13-year-old loader is due for replacement. Mark explained that loaders are now used to plow cul-de-sacs. Cul-de-sac plowing is now more efficient, resulting in fewer complaints from residents due to the snow being more evenly distributed. Additionally, the loader is used all summer long on different projects. PARKS DEPARTMENT EQUIPMENT PURCHASES Utility Van The current utility van is now 13- years-old and is scheduled for replacement. Pickup Truck w/ Water Tank This vehicle is utilized for watering trees and flowers in addition to other functions. Tractor wl Attachments The present tractor is now 20-years-old and is being Attachments now include a rototiller and over seeder researched to determine the best fit for the department. by other divisions, including the Streets Department. Pickup Truck w/ Service Body scheduled for replacement. New tractors are being This tractor will also be used Mark explained that new pickups with service bodies have become very expensive so other options were explored. After doing some research, it was determined that a cargo van would serve the department well. Employees were given an opportunity to drive a cargo van and were in agreement they would work great. Vans are also about $8,000 less than a pickup truck and can be customized inside to serve each particular division. Chair Ken Boyden inquired whether the engine capacity of the van is comparable to the pickup trucks. Mark responded that the vans have a larger engine than the pickup trucks now being used by the department. The new vans will come equipped with trailer hitches and plug-ins, but not inside cabinetry and storage that will be customized. Mower This mower will be used to mow areas such as the fire stations, Public Works and City Hall. TurF Aerator For past years, the Parks Department shared a turf aerator with the golf course. This sometimes led to a conflict in scheduling due to both departments needing it at the Public Works Commission August 11, 2003 — Page 4 same time. The new aerator is working very well and covers a lot of acres in a short amount of time. Pickup Truck The 12-year-old truck is scheduled to be replaced this year. ATER DEPARTMENT EQUIPMENT PURCHASES Pickup Truck The current truck is 12-years-old and is scheduled for replacement. Pickup W/ Service Body (is being replaced with a cargo van) Rather than purchasing another pickup truck, it was decided to replace this truck with a cargo van. Mower Like Parks and Streets, a mower was also purchased for the Utilities Division FLEET MAINTENANCE DEPARTMENT EQUIPMENT PURCHASES Pickup W/ Service Body ( will be replaced with a cargo van) Mark explained that the current vehicle is mainly used for building maintenance. It was decided that a cargo van would be more useful for this function. Commission Member David Thiede commented on the idea of divisions sharing the equipment and inquired whether this leads to departments wishing to utilize the equipment at the same time. Public Works Supervisor Harry Taylor responded that city areas are on a mowing schedule and this makes the equipment sharing possible due to different areas requiring mowing on different days. Olson added that mowers aren't shared often between departments but this may happen if a particular piece of equipment is out of service being repaired. Shared equipment includes loaders, skidsteers and backhoes. Mark concluded that the 2003 Equipment Requests total approximately $562,000. The Commission members thanked Mark for tonighYs presentation. B. Technical Review No discussion. Public Works Commission August 11, 2003 — Page 5 C. Solid Waste OrdinancelAdvisory Committee Information. Burshten explained that the revised Solid Waste Ordinance, approved at the last City Council Meeting, is included with tonighYs packet for informational purposes only. Commission Member Wuorenma thanked staff for this follow up. 6. OLD BUSINESS A. Pavement Management Program — Update The project is now ahead of schedule due to cooperative weather, however, rain is needed. A few residents have complained about excessive dust, however, the main concern at this point is boulevard restoration. Some residents are giving the newly seeded boulevard areas the care they require and others are not. 7. PUBLIC WORKS UPDATE Hiqhlands Water Tower Work has been completed. The tower is being filled and should be up and running sometime this week. Pine Glen Park The park is going to be completely re-done due to topsoil being removed by the developer resulting in grass and plant life unable to grow. New material is being added and a local farmer will work the material into the ground. Kinqston Park The parking lot is being expanded with the help of a$30,000 donation from the Cottage Grove Soccer Association. Hiahlands Park The tennis court is being rebuilt. Water Meter Readinq The work is now contracted out and is going very well. Public Works Staff The Departments are short by a total of three employees, one being Doug Carlson who is out due to illness and a vacancy in both the Parks and Street Departments. Burshten is hoping to have a full complement of employees in the near future. 8. CITY COUNCIL UPDATE No discussion Public Works Commission August 11, 2003 — Page 6 9. ENGINEER'S REPORT It was reported that former City Engineer Nancy Hanzlik left the City of Cottage Grove due to anotherjob opportunity with a consulting firm. 10. COMMISSION COMMENTS AND REQUESTS None 11. ADJOURNMENT Motion to adjourn was made by Robert Dornsbach, seconded by Jan Wuorenma. Motion was unanimously carried. Meeting adjorned at 8:00 p.m. Respectfully submitted, Patricia Storby