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Home My WebLink About2004-02-18 MINUTESRECrUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 2/18/04 _��' . �.II �, PREPARED BY: Public Works Les Burshten ORIGINATING DEPARTMENT STAFF AUTHOR �,.,�.��..,...�..��..�...,.�,...��........��. COUNCIL ACTION REQUEST Accept and place on file the minutes of the January 12, 2004 meeting of the Public Works Commission. STAFF RECOMMENDATION Approve the January 12, 2004 minutes of the Public Works Commission. BUDGET IMPLICATION: $ $ BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE ADVISORY COMMISSION ACTION ❑ PLANNING ❑ PUBLIC SAFETY � PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES/RIGHTS ❑ ECONOMIC DEV. AUTHORITY ❑ DATE 2/9/04 REVIEWED ❑ ❑ ❑ ❑ ❑ ❑ ❑ APPROVED ❑ ❑ � ❑ ❑ ❑ ❑ DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ SUPPORTING DOCUMENTS ❑ MEMO/LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: Approved minutes of Public Works Commission ADMINISTRATORS COMMENTS meeting on January 12, 2004 � a Date .....,,.........��.��+<��.��.��„�.�.�.,,.�,.,.�.., COUNCIL ACTION TAKEN: �APPROVED ❑ DENIED ❑ OTHER CITY OF COTTAGE GROVE PUBLIC WORKS COMMISSION January 12, 2004 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 January 12, 2004 at 7:00 pm. 1. CALL TO ORDER Chair Ken Boyden called the meeting to order at 7:00 pm. 2. ROLL CALL David Anderson, Ken Boyden, Robert Dornsbach, Randy Eckstein, Roger Finnegan, David Thiede Staff Present: Les Burshten, Director of Public Works Harry Taylor, Public Works Supervisor Allan Larson, Public Works Technician Also Present: Jim Wolcott, City Council Member Caron Stransky, City Clerk Greg Tennis, Tennis Sanitation Willie Tennis, Tennis Sanitation 3. APPROVE MINUTES Upon a motion by Randy Eckstein, seconded by David Anderson, the November 10, 2003 minutes were approved unanimously. 4. ADDITIONAL AGENDA ITEMS None 5. NEW BUSINESS C. Review Trash Hauler License Request — Tennis Brothers Sanitation LLC BACKGROUND Les Burshten stated there has been a request to fill the third slot for licensed residential haulers in the City of Cottage Grove. The application was submitted to City Clerk Caron Stransky and presented to the City Council at the January 7 meeting. The Council has referred the item back to this commission for review and a recommendation. Rublic Works Commission January 12, 2004 — Page 2 Commission Chair Ken Boyden asked Stransky if she had any particular questions and if the process has been followed in a normal fashion regarding the application. Stransky responded that procedure had been followed as far as the application was concerned. She added no other trash haulers have formally applied for the open license since the year 2000, however, she has had verbal requests and inquiries. Stransky also stated she hasn't had an opportunity to review the application in detail along with their insurance to make certain of compliance. SUBCONTRACTING Stransky noted there's language in the city code that relates to subcontracting with an independent contractor. The newly-formed Tennis Brothers Sanitation intends to contract out the recycling portion of their business to Tennis Sanitation. DISCUSSION Commission Member Randy Eckstein asked Stransky if haulers interested in the open licensed hauler slot were serious about applying or what conversation took place as to why they did not apply? Stransky responded that since the third licensed hauler (Aagard Sanitation) was purchased by Waste Management, much discussion has taken place at the staff level as to what should be done with the third license. ➢ Should the slot be opened to give firms an opportunity to apply for it? ➢ Should an RFP (Request for Proposal) process be done? Stransky went on to state that when interested parties called about the open slot they were told that the city was not going to fill it until it was decided how they wanted to proceed. Initially she received many inquiries, however, in the last year or two the calls have decreased from interested haulers, however commented she probably receives more calls from citizens who desire a third option for a hauler. At this point Council Member Wolcott indicated that approximately 15 to 16 years ago there were as many as six licensed residential haulers serving Cottage Grove. The Solid Waste Committee was formed and as a result, the number of haulers was limited to no more than three in order to decrease the wear and tear on city streets. Wolcott then asked since Waste Management bought out Aagard Sanitation (the former third licensed hauler), does Waste Management have a right to that slot? He indicated that the legal aspect should be explored in order to avoid a potential future problem. Stransky stated that once Aagard transferred their equipment and all of their customers to Waste Management, they no longer legally existed. Waste Management has renewed only one license each year. �ublic Works Commission January 12, 2004 — Page 3 The following questions for Tennis Brothers Sanitation (TBS) were asked by Les Burshten (LB): LB: "Do you have watertight, packer-type vehicles in good condition to prevent /oss in transit of liquid or solid cargo?" TBS: "Yes." LB: "You'll be transferring one of your vehicles over?" TBS: "Yes, the green one." LB: "Will the new vehicles be a different color?" TBS: "Same color." LB: "Will the vehicle(s) bear the signia, Tennis Brothers Sanitafion?" TBS: "Tennis Brothers Sanitation...TBS." LB: "Will Tennis Brothers Sanitation LLC carry in its name, public liability insurance and property damage insurance on each truck or other vehicles to be used by them in the /icensee's business?" TBS: "Yes." L8: "Your liability insurance will be separate from Tennis Sanitation?" TBS: "Yes." LB: "Will Tennis Brothers Sanitation LLC provide its customers with weekly curbside co//ection of fargetable recyclables? If not, whom will you subcontract wifh?" TBS: "We'll be subcontracting the recycling to Tennis Sanitation." LB: "Will Tennis Brothers offer volume-based rates9" TBS: "Yes, 30-60-90" LB: "Will separate books be kept separating the expenses/revenues of Tennis Brothers Sanitation LLC from Tennis Sanitation LLC?" TBS: "Yes." LB: "And the company will still be owned by Greg and Willie or your son?" TBS: "IYs owned by us. We've proved ourselves." Public Works Commission January 12, 2004 — Page 4 MOTION MADE BY KEN BOYDEN, SECONDED BY ROBERT DORNSBACH TO APPROVE THE APPLICATION BY TENNIS BROTHERS SANITATION TO BECOME THE THIRD LICENSED RESIDENTIAL HAULER FOR THE CITY OF COTTAGE GROVE. MOTION WAS UNANIMOUSLY CARRIED. Burshten inquired where Tennis Sanitation disposes of trash to which they responded it all goes to the RDF plant in Newport. Greg Tennis noted iYs more expensive than taking it to the landfill in Dakota County, but feels taking trash to the plant in Newport is the right thing to do as iYs burned for energy and fuel. B. TECHNICAL REVIEW. 6.1 CASE SPO4-002 Cooperative Services Group, LLC has applied for a site plan review of a proposed cooperative housing community, Summerhill of Cottage Grove, consisting of 56 owner- occupied units for active seniors 55 years and older to be located on the northwest corner of 70� Street and Hinton Avenue. The following concerns regarding the development were expressed by the PWC and City Staff: Fire Hydrant Locations Public Works Technician Allan Larson indicated the plans as presented give no detail where fire hydrants are to be located causing concern about fire protection in the area. Road Width The developer is proposing a private road with a width of 28 feet which would not meet the minimum city standard of 34-feet wide. Modifications will have to be made to the fire road to the rear of the proposed facility as well. The roadway must be wide enough to accommodate larger trucks and emergency vehicles. Storm Sewer A proposal has been made for a private storm sewer outside of the right of way. The regional pond for the Pine Arbor addition is designed and set up for residential use only and Larson noted there should be a pond to take care of commercial runoff. He added there should be a skimmer or some type of control structure near the proposed gas station to treat runoff water before it enters the public pond. Additionally, easements must be allowed. Road Access (Lack of Traffic Planl/Proposal for Future Commercial Development Just to the south of the proposed development is space for a potential gas station, two retail areas and the possibility of a future day care center, all of which will bring a fair amount of traffic to the area. Access to the commercial areas will be limited to the loop Fublic Works Commission January 12, 2004 — Page 5 road located off Hinton Avenue. Motorists can gain access traveling westbound on 70 Street (right turn in, right turn out) also. If traveling east on 70` Street, drivers will have to turn left on Hinton and then enter the loop road. It was also noted the loop road must be wide enough to accommodate fuel delivery trucks and other larger vehicles making deliveries to the proposed commercial businesses in the area. Development Concerns Concerns were expressed regarding the developer selling off parcels of land with no regard for what type of commercial development may occur. Commission Member David Anderson suggested a PUD (Planned Unit Development) be in place regarding the senior housing, gas station and other retail. The commission was in agreement that future usage plans be indicated ensuring appropriate stormwater treatment and drainage. Thiede added the developer be advised that plans must be in place for the future use of the commercial area so appropriate access and utilities are available. In summary, the Commission expressed the following concerns be addressed: ❖ Fire hydrant locations be clearly marked ❖ Roads be 34-feet wide in compliance to the city standard ❖ Appropriate storm sewer/storm water runoff from potential gas station and/or other business ❖ Traffic plan and access to area be improved ❖ Planned Unit Development for future property usage MOTION BY DAVID THIEDE, SECONDED BY ROBERT DORNSBACH TO REJECT THE CURRENT SITE PLAN SUBMITTED BY COOPERATIVE SERVICES GROUP, LLC. MOTION WAS UNANIMOUSLY CARRIED. ABOVE ITEM WAS SUBMITTED TO COMMUNITY DEVELOPMENT ON JANUARY 16, 2004 FOR INCLUSION IN THE PLANNING COMMISSION MEETING PACKET C. Public Works Commission Goals and Accomplishments Public Works Supervisor Harry Taylor explained that goals are put together for all city departments each year. Management Analyst Monica Percic prepared a report highlighting issues the Public Works Commission has dealt with the past year. After a brief discussion, the following items were ranked to be the top three accomplishments of the Public Works Commission in 2003: ❖ Sign Policy ❖ NPDES •b Pavement Management Rublic Works Commission January 12, 2004 — Page 6 6. OLD BUSINESS A. NPDES Update Burshten stated the Notice of Public Hearing regarding the Storm Water Pollution Prevention Plan (to take place on February 4, 2004, 5:00 pm — Cottage Grove City Hall) was published in the South Washington County Bulletin on December 31, 2003. Permit requirements and draft annual report material will then be submitted to the Minnesota Pollution Control Agency by March 10, 2004. Stormwater utility fees will be reviewed due to more expenditures than were anticipated. A business plan will be put together to be presented to council addressing this issue. 7. PUBLIC WORKS UPDATE Well #11 Construction plans and specifications are being reviewed. The wellhouse design is being finalized — drawings will be presented to the PWC for review. ❖ Spring Clean Up will be Saturday, May 1— 7:OOam-4:30pm ❖ Street Sweeping will start April 5, weather permitting ❖ Hydrant flushing is scheduled to begin April 12 ❖ Compost bins will be distributed by Washington County on Saturday, May 22 ❖ New Mechanic, Mark Bertram, began working for the City on January 5 4• Parks Maintenance Department position is expected to be filled by March 15 8. CITY COUNCIL UPDATE Council Member Wolcott will once again serve as the Council Liaison to the Public Works Commission. 9. ENGINEER'S REPORT No report. (Weekly meetings will commence next week) 10. COMMISSION COMMENTS AND REQUESTS East Ravine Task Force Public Works Commission Member David Thiede is also a member of the East Ravine Task Force. He offered to present monthly updates to the commission. Maps of the area will be copied and included in the February packet. 11. ADJOURNMENT Motion to adjourn was made by Bob Dornsbach, seconded by David Thiede. Motion was unanimously carried Meeting adjourned at 8:12 p.m. RespectFully submitted, Patricia Storby