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HomeMy WebLinkAbout2006-06-12 MINUTES• • � '• ' : •" • f I June 12, 2006 Pursuant to due call and notice thereof, a meeting of the Public Works Commission of Cottage Grove was duly held at the Cottage Grove Public Works Facility, 8635 West Point Douglas Road South, Cottage Grove, Minnesota on Monday, June 12, 2006 at 7:00 pm. 1. CALL TO ORDER Chair David Anderson called the meeting to order at 7:00 pm. 2. ROLL CALL David Anderson, Ken Boyden, Roger Finnegan, Gary Kjellberg, William Royce Absent: Robert Dornsbach, Mackenzie Keliy, Mallory Kelly Staff Present: Les Burshten, Public Works Director Harry Taylor, Public Works Supervisor Allan Larson, Public Works Technician Brian Voelker, Public Works Management Analyst Aiso Present: Mark Grossklaus, City Council Member 3. APPROVE MINUTES Upon a motion by Ken Boyden, seconded by Gary Kjellberg, the May 8, 2006 minutes were unanimously approved. 4. ADDITIONAL AGENDA ITEMS None 5. NEW BUSINESS A. Technical Review 6.1 Stewart Doq Kennel — Case CUP06-028 Allan and Christine Steward have applied for a conditional use permit to allow a dog boarding kennei at 9435 Kimbro Avenue South. Public Works Commission June 12, 2006 — Page 2 Homeowners are hoping to construct a shed in order to board dogs. Planning is still reviewing this request. 6.2 Yeshiva School — Gases ZA06-029 and CUP06-030 Yeshiva Congregation of the Twin Cities has requested zoning approval to construct a school with a dormitory at 8944 Indahl Avenue South. Upon approval, the congregation will purchase this former church building. Commission member Gary Kjeliberg inquired how many students are anticipated. Les Burshten responded that perhaps 75 total students and staff are expected. Commission Member Ken Boyden wondered if the facility is the appropriate distance (1,000 feet) from Applebee's, a facility serving liquor. Facilities serving alcohol cannot be within 1,000 feet of a school. Item will be reviewed by the Pianning Commission. 6.3 Ideal Acres — Cases PP06-031 and V06-032 Dick Braun has applied for a preliminary plat for ldeal Acres, which would consist of four single-family lots located on the west side of Ideal Avenue between 110 Street and 113 Street and a variance to City Code Title 11-15-8B, Density Requirements in the Mississippi River Corridor Critical Area Overiay District. Burshten explained this is a Iot split request. Community Development has some concern regarding access issues which would add four more driveways on Ideal Avenue. Item is still in the review process. B. Private Utility Excavation Issues Les Burshten reported tnat Xcel Energy has applied for a permit to install potentially thousands of feet of gas mains throughout the City. He added the City has experienced difficuities in the past regarding ROW permits with Xcel Energy and Comcast. It was discovered that holes were left open on Hardwood Avenue adjacent to a park and pathway on a recent Xcel Energy project. Worse, the holes had remained open for months. When requested to finish the repair, Xcel Energy wouid not cooperate. It was noted there was a fence around the openings, however, the fence had collapsed and boards had fallen into the 4'-5' deep opening. Another problem recently occurred near Menards on East Point Douglas when Xcel Energy opened the road for a gas line they were boring under the road. Another area of concern is the sidewalk on East Point Douglas (from the Appiebee's area going towards McDonalds) where Xcel contractors chopped holes in the trail approximately every 40 feet. Burshten reported that Public Works Technician, Allan Larson, has put together some requirements to be added to the permit so this type of work can be monitored and damage is repaired in a timely manner. It was also noted that Xcel Energy does not pay permit fees because of the franchise agreement. Public Works Commission June 12, 2006 — Page 3 AI Larson commented that most ordinances state that public safety is an issue; however, none of them address a timeline indicating when a project must be completed. Currently, utility crews report to an area, install soft-sided netting around a site anci move on to the next location. A clifferent crew then arrives to fill in the excavated area. It has been suggested that Public Works create a policy that sets a limit or timeline for an excavation to remain open, however, still protect the public safety concerns of the City. Open Excavation Any excavation within the public right-of-way of Cottage Grove shall be backfilled within 24 hours of the excavation for public safety. If the excavations are not backfilled within this timetable, the Public Works Department will backfill the excavated areas and bill the utility company or whomever made the excavation for labor, material and equipment, including fringe benefits (63% of labor) and overhead (38%). Restoration AII backfilled excavations shall be restored with sod or seed within 14 days to comply with City ordinances and City NPDES stormwater requirements. If the excavations are not restored within this timetable, the Public Works Department will backfill the excavations and bill the utility company or whomever made the excavation for all labor, material and equipment including fringe benefits (63°/o of labor) and overhead (38%). In addition, any site that is disturbed must be re-established with sod, seed or matting within 14 days of the disturbance if the site isn't in continuance use. For exampie, if a stockpile has been built during an excavation, it would not require protection if materials from that stockpile are being used. However, if the stockpile is sitting undisturbed for a month, steps must be taken to protect erosion from migrating into the storm sewer system. There have been issues in the past with contractors as they excavate the boulevards and put in splice pits as a means of sending the boring machine from hole to hole. Once the areas are filled, alI thaYs left is bare dirt sloped towards the City street where it drains into the catch basin system. This process interFeres with the NPDES process as well. If the City must make repairs to excavated areas, the intent is to not make this an easy mechanism to offer utility companies. If City employees are required to make the repair, it will be a minimum of a two-hour callout. Boyden inquired whether there are enough staff persons to fulfill these duties of repairing holes, along with restoration. Larson responded that this work would likely occur after regular work hours in order to not affect other duties. A discussion transpired regarding time limits for work completion. IYs uncertain whether 24 hours is enough time for the utility companies to complete their project. Burshten stated that 24 hours may not be the right number; however, work should be done in a reasonable amount of time for the type of project being done. He added the current right-of-way permit is somewhat vague pertaining to time limits for a project. Public Works Commission June 12, 2006 — Page 4 Allan Larson indicated that a recent permit application included a request to install approximately 5,870 feet of gas line. Xcel Energy intends on vacating the old 1'/z" line with a 4" line. This becomes a sizeable problem for the City as far as disturbing the neighborhood along with decreasing the Iife of the raadway. Burshten explained that the best time to do a project of this magnitude would be during a pavement management reconstruction project. Boyden commented there is nothing wrong with "cinching the belY' and indicating a reasonable time period for the project to be completed. �arson agreed, stating that now once the contractor digs the hole, there's no incentive to return for restoration in a proper amount of time. Kjellberg inquired whether there are stipulations that can be added to the permit so a fine or penalty can be incurred if the work is not completed in a timely manner. The fee should be high enough where contractors wouid NOT want the City to come in and complete the restoration. The incentive should be for them to complete the work. Larson went on to explain that the City holds an annual meeting for all utility companies. A topic of discussion at this year's meeting was a more prompt restoration of excavation sites. Kjellberg commented that he definitely supports any solution that will get the work finished in a timely manner. C. Neighborhood Monument Signs Burshten explained this topic is more of an informational item. As the City continues to grow, iYs noted there are monument signs in a number of areas including Pine Summit, Highland Hills, Prestige Estates, Nidden Valley, Acorn Ridge and others. Some of these signs are starting to deteriorate and fall apart. An inventory will need to be made of these signs and what the City's and developer's responsibilities are regarding repairs that need to be done. Public Works Management Analyst, Brian Voelker, has put together a list of the various locations of the monument signs. It was added that funds will need to be put aside for the restoration of these signs. Voelker indicated there were three various types of signs included in the report: Development Monument Signs: • Sandy Hills . Pine Tree Pond • Thompson Grove Estates (2 locations) . Hidden Valley • Prestige Estates The Thompson Grove Estates and Pine Tree Pond signs need to be repaired or replaced. Public Works Commission June 12, 2006 — Page 5 Parks Signs *Arbor * Hearthside �*Ideal ** North Ideal *� Pine Tree Meadows _ Vaile '* Belden ** Hemin wa * Kin ston ` Oakwood "* Pine Coulee ` Hamlet �� Granada * Lamar ** Oid Cottage �* Pine tree Grove Pond � Hardwood � Hidden Valley ' Meadow * Peter * West Draw Grass Thom son *� Hazel P. * Highlands ` Nina's * Pine Glen � Woodridge � Moore _ __ ° �tcnea rocK sign instauea ** Etched rock sign to be installed in 2006 Wetcome to Coftage Grove Signs The first welcome sign is located on Highway 61 between the 70 and 80 Street exits. The second etched rock welcome sign was formerly located on 80�" Street between Highway 61 and East Point Douglas Road. It has since been removed due to visibility issues. The City is currently working with MnDOT to determine a new and suitable location. 6. OLD BUSINESS 1►G7T:� 7. PUBLIC WORKS UPDATE • Sealcoating will begin on Thursday, June 15 weather permitting • Liquid Seai has been applied to some parking lots and pathways that were unable to be compieted last year. • Semaphore painting is being completed (Jamaica and 90� Jamaica and East Point Douglas and on East Point Douglas near Cub and Target). • The concrete streetlights on 80 Street will be discussed at a future council meeting. The streetlights have been deteriorating for some time and the City is in the process of working with the manufacturer to resolve the manufacturing defect. • Driveway Aprons — Pavement Manaqement Area (Thompson Grove� Burshten also indicated there have been some aesthetic problems that have occurred on some of the driveway aprons in the Thompson Grove pavement management area. The City is hoping to resolve that issue — it is unknown whether iYs a material or workmanship problem. This week they will be experimenting with sandblasting a few of the aprons. Public Works Commission June 12, 2006 — Page 6 • Communication Center. Burshten reported that the Cottage Grove Dispatch Center will close on June 27 This will impact the Public Works Department immensely with the many issues handled by Public Works. In order to continue top customer service and efficiency, the department will implement two different programs. One will be working with ElectroWatchman who will monitor our wells, lift station, water towers, and booster station along with the Ice Arena. CCS (Customer Contact Services} will provide answering services for after-hour calls. When 458-2808 is called after hours, the call will roll over to CCS who will in turn contact the on-call foreman if necessary and/or gather information so work orders can be completed the next day. Information will be e-mailed and faxed to Public Works each morning. 8. EAST RAVINE UPDATE Design specs will be brought before Council in July or August. 9. CITY COUNCIL UPDATE • Proposed Ice Arena Site Plan A third sheet of ice will be constructed and additional parking will be created. e Park Encroachment Burshten indicated park encroachment has become a major issue with residents building on property they do not own. A plan has been put together so these areas can be cleaned up over time and citizens will be informed of where boundaries exist. • HeaithEast Care Systems wiil be constructing a new medicai facility on 70cn Street • Strawberry Fest Activities begin this weekend 10. ENGINEERS REPORT ✓ Pond work on 80 Street will be bid. Project will be covered by the Stormwater Utility Fund ✓ The Highlands Pond Improvement work is progressing ✓ The 2006 Street Improvement Project is being completed in Pine Summit ✓ The three-year mark has been reached at Homestead at Highland Hilis. 90% of home construction has not been completed. Final road work may be delayed and the interim roadway will remain in place for another year. Public Works Commissiorr June 12, 2006 — Page 7 11. CBTY COUNCIL UPDATE Traffic Siqnal at Hadley and Grange David Anderson inquired vvhether the Yraffic light at Hadley anc! Grange has been re-set to ailow more traffic to go through now that 70�" Street is open. Harry Taylor responded that he typicaliy drives via this intersection and he hasn't noticed a Iong delay for the light to change, however, the issue wili be looked into. 90 Street and Jewel Ken Boyden reported there is some confusion with the signs in this area. The sign that stated the road was closed has been turned making it un-readable. Harry Taylor responded that PW will look into this. It was noted that Christ the Lord Church can be accessed from both 90 Street and Keats. 80�" Street Bike Path/Trail Gary Kjellberg inquired when work will be done on the trail on 80� Street between Jamaica and Keats. Allan �arson stated reconstruction will be completed in 2007 or 2008. 12. ADJOURNMENT Motion to adjourn was made by David Anderson, seconded by Robert Dornsbach. Meeting adjourned at 8:10 pm. Respectfully submitted, f atri,ci,a� Stov'lTy