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HomeMy WebLinkAbout5-9-11 PS-City Hall Project - PWC Review and MotionCITY OF COTTAGE GROVE PUBLIC WORKS COMMISSION May 9, 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, May 9, 2011 at 7:00 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: Gary Kjellberg, Michael Edman, Bill Royce Jeff Rolling, Jason Field Staff Present: Ryan Schroeder, City Administrator Bob Byerly, Fire Chief Les Burshten, Public Works Director Harry Taylor, Public Works Supervisor Jennifer Levitt, City Engineer Also Present: Jodi Nelson, Wold Architects John McNamara, Wold Architects Conrad Miller, Xcel Energy Excused: Council Member Derrick Lehrke Alex Chernyaev 3. APPROVE MINUTES Upon a motion by Gary Kjellberg, seconded by Bill Royce, the April 11, 2011 minutes were unanimously approved. 4. ADDITIONAL AGENDA ITEMS None 5. NEW BUSINESS Public Safety/City Hall Project Site Plan Review City Engineer Jennifer Levitt announced that we have two special guests, Architech John McNamara and Jodi Nelson. They are going to give a presentation on the building and answer anyi questions we have. We’ll spend some time talking about the road network that servies the facility and then we’ll be happy to answer any questions. So with that, turn it over to Jodi. Jodi Nelson went over diagramns that showed the placement of the planned facility. 85th is off to the left and this is the bridge and Ravine Parkway rowkr sit way around. The main entry comes in on one side, drop off area in the front and then there’s the egress driveway with parking. In the upper lot, there’s a starff parking lot for public safety that has its own exit off of Ravine, south of the building. Some ot the site festures. In the northern area, off to t hest, floor plans, some of the public spaces , meeting room, on the north end. Working our way around the building the entry here, the vets memorial, vegetation, this area is the event space that would be a mowed lawn area that couild be used for various functions and then we have a little bit of an amphitithreatre and a terrace that connects to the lobby through the building. All of this along here would be the ravine park that kind oif comes up and connectso to the south here. the idea thwould be that we would bring the priairie grases all the way up to the building on this end and along the north edge. The only landscape around the buiding and the parking areas. Uh…… John – filtration. Yeah. What you see here is four infiltration basins – Jodi that will collect water. They will be vegetated similar to the rest of the landscaping so it’ll lo9ok like prair grass except with a rain event there will have some water draining to the ground. Gary Infiltation ponds will these be ponds that will draihn out quickly or. Jodi – Yes. They aremeant to hold it. John takes care of our water quality issues on the site, Um, Jodi, grading wise, the grade slopes higher here all the way. For the most part with the parking lot, will slope down that way. This is a 2 story walkout from that southern edge. We’ll have some images that might help explain that a little bit. Here’s the main entry lobby, rotates slightly from the site plan. North is the , we have the north portion of the building is the meeting room suite, council chambers is right as you enter the lobby. There’s waiting and the counter for city hall functions along this. Training room, EOC is to the northkl meeting room and then there’s doors on this side, that leasdds out to the ravine. So, On the southern portion of the building is all of the office spaces. On the left is city hall commmumnity development and there’s administration offices on. The blud right sight, they do have their own sub lobby which is ued for after hours it works from clerical, records, admin, investigations and patrol. Um. The space in between is more the shared staff spaces, the locker rooms, rest room and break rooms, fitness area, Ken I have a question you said sub loby for the public safety, is that on the lower level requiring people to walk up steps, down steps? Jodi – no, your main parking lot is out here and you walk in on teht main level and then actually there’s a secondary door so after hours. People can pick up a pone, call dispatch and say I need a patrol man or I need help and they’ll buzz you into that sub lobby.During that day they would be able to access it like normal. Jodi. So on the lower level, the main portion of that is the parking garage, which has 40 stalls for squads and city vehicle. Evidence suti9e detention, booking and other support spaces. That’s the functions on the lower level. Gary How many detentioin cells are in the. Well, there’s a variety , right here, group holding and 3 cells and a juvenile/handicap cell. That’s 5 really and then there are two interview rooms down there asd well. Antying else on …… So we have a few views fo the building. This is directly after you turn off the ravine parkway and you are on that entrance drive, parking lot is on the left, this would be the main entrance, glass bocks with the council chamber off to the right, the idea would be along this median to add some stone, blocks that we will have throughout the building and landscaping. Veterans memorial area as well, and there’s still on the building….. This is the vets memorial and flagpole, the is the council chambers, the overhang and the glass blocks. We want the lobby to be transparent to look into the trees and the ravine beyond. So as you enter it you’l lhave a nice view ……always connected to the unique space of the ravine park. Michael – so the public safety entrance is shared with the city hall entrance then? Jodi right. During the day and after hours people will enter here um, you would go straight in through the main part of the lobby where you would have more of the city hall functions. You have people then enter that sub lobby to get into public safety. And they also have their own front counter. This view is a view of the , standing off in the ravine area, um, this is the backside of the obybbty with the terrace and this would be the large training room/elc. This it eh metin room. You will see how the prairie grass will come right up to that edge and you’ll see this on the edge here. This is a view of the west elevation, um, above ravine parkway. Show you the .. the main level here with the public spaces and it gradually slopes down , the natural topography, the area and it opens up for that public safety function ont eh lower level. And this is to give you an idea of the different vegetation . . plant trees and other vegetation to screen that, sateff side, so if peple going north on ravine parkway will continue around to the main entrance, this would be the public safety parking and again another view…. They’ll be 32 parking stalls on this level and quite a few entrances into the building with the eifferent. Garage doors to get in and out of the sally port and eveidence garage and main garage. So, that’s not staff parking, that’s police parking – Michel John Mc – yeah, public safety parking lot. Jodi um right. There might be a few city vehicles that would park int hat area. City hall staff vehilcles. CH staff will park on the upper lot and use the main doors. Jodi there is a staff entry kind of in the shadow right here at that piotn where people can….and there is a connection up to the other parking lot as well, actually. …fence, there’s a few things …. 4 feet difference. There’s the detention release lobby. So if someone is coming to pick someone up, they will park at the end of the public lot and come down and get the person and leave. They never have to enter this parking lot. And the last view we have – Jodi, the east elevation on Ravine parkway as it comes it’s way around to the public safety office area and the main parking lot. This is wehre you have a grade change, step down and go down to the lower level. John. McNamara we are using the terrain and grade to help us …walkouit… Ken: On the previous view., OK, you said there will be city employees, not public safety emplouyees, allowed to go in that. Jodi – for public safety parks on that level. There proably will be cityi hall vehicles like inspections. Ken how do they get into the building? Jodi theyi can go in that staff door. Ken OK , there’s no concern about uh, safety from the cells or anywhere else. Jodi – let me go back to that floor plan, um, the detention booking area is here has also.. Sybil in your packey you hav flooe plans fi you cant’ read them. Purple area. Jodi this is a small sallyport for people to walk through, there is a double wall security around the detention/booking area. Jeff. On the left ethere, where is that parking lot. As we…. Ok. And this is that staff door – Jodi so here’s the hallway. John. City hall, public safety…. Mike where is the parking lot. Jodi it’s directly south. So the the roadway basically to get into the parking garage. Jodi the idea is the curbcut , off to the ravine lines up directly with the underground parking garage, so patrol has easy access. Everyone else circles around to get into the other. See… It’s rotated, this would be the garage entry right here, actualliy there’s two doors so if there is ever a proble with the one door they can getg in the secondary door. Whate kind oif material do you use – Micheal for that firest floor to cut of the noise, We use 12 inch precast planks with a topping on it, so it’s hollow core. Concrete – like a hotel would use? Michael. Jodi yeah. Ken the only reason I brought that up no bearing, but my time I worked at the Wash. Couinty Sheriff’s office, the entry level for the4 county employees, law enforcement, were not shared spaces just because of security of the building and the mobility of people who walk around in an area they shouldn’t be into. John for the most part, the only people accessing that door would be staff that are allowed to go in that door. It’s also one of our required exits out of the building so we purposely made that a separate circulation system in the detention circulation system. That whole purple area here is completely isolated from the staff circulation. In theory you can drive your vehicle into that sallyport thing, that’s where the garage is, so into the booking area without every commingling with the rest of the secure circulation of the building. You have that…. Jodi you will have a key pad to get in there. Ken and then there would be signs externally if you want public safety parking, or if Joe citizen wasnts to come in and talk at night, they could come up above and pick up the hphone but there would be signs indicating non-public parking. For the most part – John, yeah, we’ve talked with the chief and his starff about if you are there to piock up someone after hours, you will be met by a patrol office that will direct you where to go operationally so you’re not really gonna …you may drive to the lower part of the parking lot and I’ll meet you there, but they really woun’dt go past that point because you can get into the release lobby but you can’t get anyi further tyhan that. On the lower area. Ken so you are not jeoparding secur9ty of the building or evenidenc.e OK. John it’s completely separate. Ken thank you. Les you may not know this offhand but do you know sauare, yards, sqauare feet, square something of how much bituminous parking area.s John no I don’t . John we can get it for you, LB I just want to get an idea in my head .. Outside there are 141-142 spaces – Ryan. Jodi between the two lots, , Yes. There are islands breaking it up. Bill A lot more area to plow out. . , lo9t of curb reapalcement. You need something to break up. Maintain your curb replacement. We have a budget for that. Hahahahahah Jodi – 40 in the garage. Melt inside. Mumble. Mike: um, reading a lot about that amphitheatre, mention in passing, is that a done deal or is that just an idea. John that’s what the site subcommittee has looked at and recommended for the site. And that’s because there is a natural – Mike elevation change there? Yeah. Ken the purpose of the amhitheature is to look at world? John the discussion with the council project came in with the project sitet committee has been there’s an opportunity to create an outdoor learning environment that engates the washginton county park system, trail that goes right by there. we are actually providing a trail conne3ction off of the ravine park system up to the site itself which will allow the public to …what we have basically done is created a zone which is ikind of a public zone, it’s that yellow area. If you look at our building plan, out in that main lobby area so there’s really kind of a public zone out there that will be accessed not only for those that have business with the city but also if they are out there using the park system, there are restroomss in that area, vending in that area, opportunity …you can imagine that community education would use this, or there may bea library at the site, in the future that will…..speace that. Anybody can use forf whatever purpose. Really what it si fore. Mike . cost of the amphithreature. No, not broken down specifically. Anything else? Questions/ - Ken. OK.. thank you for the presntionat. More now. JL I wanted to spend a few moments to talk about the ravine parkewqy and the design. In the past. To update where we are at right now. We are out for bid on the project. That is the 85th st. portion of the ravine parkway and the bridge that crosses the ravine. We do have trunk utiltieils uh, for storm sanitary and water but we also the site…..another side note. Washingotn county will be reconstructing -0 reclaiming county road 19 from trunk highway 61 all the way to bailey road and so as part of that when you come through ehre, it’ll be installing turn lanes that will be necessary to facilitiate movement into the campus at the 85th Street location. Right now we are out for bids. The bid opening is the 19th of this month. With that, you have very extensive landscaping, irrigation plans and stuff. We have wlrked with PW Parks to be able to in a way that will help faciiitate maintenance in an easy fashion as possible for the amount we have out there. We will use the same streetlighting as we have in the first stage of the parkway, more glass globe, more decorative, those cool fixtures …moving into that upper ravine district, reisidental area we use that single globe instead of the traditional acorn we use every place else. So that is where we are at form a road design perspective. The council will award the contract on June 1st. Ken. You made a comment about the plantings that are coming along. Do we know, does the city know we are srtill using the planting people that did the work along 80th and some of the places wehre they planted so darn many small speces, grew and overgrew, public works had to go down and dig out and make room for them. They wanted it to tlook pretty the first day instead of looking fine 3,4,5 years. Far as the trees, all that stuff that goes in there. are they planning for growth meter on the trees, how big, how much they will take, howe crowded uis it gonna get? Mr. Jen. Mr. chair, we always wrestle with that ….you build it so it looks like the inve4stment you want it to look like on day one versus what it will look like 10 years from now. We try to compromise and bring it to the middle so it looks good, it’s not overdone and a wasted investment. And to answer your firset question, we are using a different firm than the one that designed the 80th street plantings. Ken 0K Hahahaha Gary On the MSA I just wanted to make sure everyone understood here, correct me if I’m wrong, but the ravine parkway and the 85th Street is gonnna be state funds which is indpenet of the cost of construction, right. JL correct. Gary< ok. So the 60 million dollar project ()michale, does not include the road .. The ravine parkway is actually part of a larger spine of our development that we outlined in 2005, AUUR, looked at developing 4,000 acres . the city… look at the …..he …. Ravine Parkway is the connecting component for that neighborhood. So this road will always be built at some point, it’s just that ..development happens, similar to any other part of the district, residential….. Correct me if I’m wrong – Michalel if you have private developers developing that area, they would be on the hook for some of that development cost, right> JL that’s correct, they would pay a major road fee as they development Ryan. Which is phappening in the entire 4,000 acres.so when the 4,000 acres develops in the ravine, they contribute towards that entire area. Jeff: so they are picking up part of the three million dollars. Yeah. There won’t be anything that says Ryan: dear developer you will be picking up 6 squre feet, but the entire distance is included in our area charge. I’m (Ken” making an assumption, hope its’ right. The fire department responses will come from the fire halls and not fromany part of that building. Bob: we have 3 main stations. Our duty crews and allof our responses, will still be at the three main stations. Ken all right. Ryan: origuinally ken we did intend to build some response space into this facility but … it ended up being a tail wagging the dog sort of thing so we decided against that klind of halfway through, we did in site planning, um, allow for future fire station. At the corner of 85th and Ravine Parkway where shown, whether that ever happens or not, who knows. Ken. The housing development in that area, getting closer, would dictat e a fire hall. Ken. To the places. Than they are now. Closer to the density. Where is the respond coming from? So Ryan, not just where the homes are but where the fire fighters are, even if there are 6,000 homes out here, if they …that would bea factor. Bbo demographicallyi, our fire fighters all live around the 3 main stations, within 4 to 5 minutes and for the last five years we haven’t had anyone, since bill retired, haven’t had anyone out in the old cottage grove area. So we actually send several of our firefighters to the lead station area when there’s that need, they go to that station and piock up equipment. So did you say 45 minutes or 4 to 5. Sorry about the impediemtn. Gary could you clarify, in reference to the council memo of 5/4/11, does that have to do with the fact of going forward with the 85th Street. JL Land?// Id didn’t see that memo. Ryan. There was a memo on the last council agenda that talkeda about whether 85th Street is sometinign that could be delayed and so what the memo discussed was what the advantages of this or that would, primarily advantages of construction at this time. The reason for the memo was that a council member had suggested couild we save a couple of bucks, certainly we could, but there are consequences to that of course, but when it’s all said and done, staff felt or was confident was building it now far outweighed any advantage of a coulpe hundred thousand dollars. Sybil: From a public safety perspective you know, operating at the DOT so in case of emergency that’s where they would be operating from, never good to isolate. That brindge even moer … public safety perspection, better safety and acess. Gary the other thing I got, this has all been done before so I’m not gonna rehash it, just reclarity evertything. Uh, East Ravine Planning Study, the MSA map, uh, comprehenvise plan relating to water resources, sewer, et, and reference this public works maintenance isseus this sort of thing, Its all in conformance., all gonie through and discussed and everything so the project is in conformacne with all these different areas, righit? JL Right, So when you look at the East Ravine planning study, transportation network, stormwater, water supply, talked abouit sanitary sewer, in all the area. Everything we’ re doing is prvateltiy sited and in conformance with the AUAR and that information directly feeds into our comprehensive plan so we are in conformance with that and all of that has been driven… looks like we have ih the state, so we have adjusted our road networks to be in conformance with that so ther’s nothing here .. Ryan should also add to that, Gary, that on our site review committee that john mentioned, we do have at least one public works employiee, Jim Foohrman, is it just one or just Jim Harry Jim is the one. He sits on that committee -0 Ryan so his charge ….the erason for being on there is if we’re soing someitning silliy from a maintenance persectionve and hope that he catches them. JL talked a lot about the shapes of the islands and how…. Irrigation. Just as we are talking …JL there is native prairie grass ont eh site so the actual mowing is not as extensive. Gary: what’s the longetiveity outlook on the building? The faciitise here. how far out are we looing. John We have projected out to 204 in our programming design. Ryan. The intent is …. Gary so now it gets to 2040, we won’t be able to expand or?/ John that’s not true. We always leave room for expansion if necessary. We …install into the operational side of the building, your biggest growth is gonna be in your public saesty staff, specifically your patrol guys and so the patrol area is sized so you can internalliy grow as the cities grows. The garage….we can debate the garage if you want to Ryan. Right now the public safsety guys have concurred the public safety garage is adqeuetly for growth. So there are som fixed components to the building that are difficult to expand on. Already..some other areas of the building that can be adapte3d to other uses as the city grows. Ryan: 71% of the staffing that is projected into the building are public saety staff. The total staffing allocation is 135 staff we currently have 75 staff that operate out of this facility i8f you count tye fire statff that will move into itl. Um, Ryan the 204 date provides service levels for 66,000 people which is basically oir pretty much our max population under most estimtesat that we have seen over the past 10/20 years, so we are confident, even allowing for expansion opportunites, we’re confident that none of this in this room will ever be talkling about expansion in our lives. When you look at thisk, part so fhte building that are not really expansed, or could expand, garage, can’t do that. John that would be the most jdifficilut to expand to, mostly buried in the grouind, uh, the area wehre we could enlarge would be int eh training, meeting room area of the building which is on the north side, council chamgers you would never need to expand because . we just talked about…some spaces, m…add, space on there, I don’t foresee the need to expand, accounted for all the supervisory positions. So mostly it’s work station and line staff, room for expansion in the front service areas where we are only showing a certain number of people. Move furniture add more people, mostly internal configurations. We don’t expect the building size will change, just internally using space differently in order to do that .o might be a conference room that will turn into an office, if you needed it to. Part of that theory would be, you’re not talking multi level buildings – Ken. So you’re based …doesn’t have to be strong enough to hold \another floor, two floors, three floors, that’s what get s really costly…..um, we could, and you know if you think that’s ever a possiblty, landsape, keep in mind when we project what staffing requirements are – Ryan, um, we’re looking at citites that are 60, 70, 80 population now and what they’re staffing is so it’s not what ryan thinks ryan would need for staffing because that would be on the lean side, so its’ more what other cities are staffing at , someday we will get there. Mike Edman, realistically the most optimistic growth projection, compared to comparable cities that are that size now and what forward 30 years, your’n not gonna hve discussion. 30 yars I’ll stillb e around, pretty ticked off if you have your 2 level predecessor sayig the building…you just didn’t built it big enough. Relastickally that will never be a problem right. Ryan. Yeah, I don’t think it will be an issue. Public safety side, um, you know all the cubes, yeah, uh, where the patrol officers are, those are kind of designed thinking there will be two officers at each cube which is kind of normal. If you need to, you could so more densitiyt than that. Yeah. John one of the requirements and one of the design,n, endorsed by the council create a facitiy that had a signitfgicant amount of forward thinking adaptability and flexibily to deal with that issue you are talking abouit which is that, lets try and think of every secenario and build a capable building that does not look chnopped up or added on to, or you know. Why did n’t they think of that. Why didn’t Mike, drawbacks. When it’s done, it will look a little over the top, for current needs, but the naturaly flow, sustain grown over a period of time, that tkind of. Ryan there will be cubes for instance , so lets say you will have…suite…..group of 4 or 6 cubes in a certain area that are not occupeied, so the discussion of the fiurntirue do we not buy hose at all or just buy, peronslly I woulnd’lt buy them, because they might be empty for years. Gary I have a comment here, just so you are awasr, from what I understand, I have seen it myself, Jennifer,..the bidding evnvironmnentn is pretty good, we seen it on pavement management. Estimeates are coming back way less. Actual bidding are coming back way less than the people are thinking, I* understand the same thing on this, being such that now in that respect alone, you m,now , now is the time because when things turn rorund they’ll cost that much more. JL correct. The pavement management issue. 21% belowe the engineers estimate, look at the street project, we’re hoping. Seize that, biddign envionrment. John: we’ve been talking with the pojrect team, mayor and council members, is to look at what’s allowed by state statue, bi8dding process that it uses criteria, as well as cost, as a method of decidening who your best value contractor is. So cost is one of the criteria. Qualification would be another, ah, the project manager, their experience, craft a number of quasi-analytycial criteria that a group of individuals that are educated int eh process can evaluate a contractor’s proposals and make a determination as to what the best value for the city of cottage grove is, which will give you a better proeuct and better facility. Ryahn What we’re concerned about Is if someone would buy the project and then change order the hell out fo us, au, underbidding. In this market. John it will potentially narrow that gap of that bargain that is out there now because people will likely eliminate that person that is 21% below. There is a reason for that, you get what you pay for, the change orders every day for the enxt year. Gary: people…..St. Paul Park, last month or two, save 500,00 on their street pojecmt this year, because of biddgin environment. Antoher thing too is if I remember, at 16 millino or something like that, the hastings bridge came3 in under budget. Keeping that in mind, that’s a big thing to look at. JL. Roadway construction -0 not market for building contractor in terade, Up there. build it, is it gonna be quality = Ken or is it gonna be cheap way to do it. City hall starts crumblilng Bill that is why we are paying the architect….postiviteive bidding environment that can’t be the top reason you are doing this. Mike – landscaping business. That’s ..not chaper. Fuel cost s will eat up a lot of….potential saving.s work, steal ….i’m glad to hear you are bird dogging the change order process. See the paeprs, positive bidding enveionromment. That just screams low bid and change order the heck out of it. Anything else,. Issues. Mike I have another question abouit what extent or effort are you going to give local vendors, favor, I know . that’s somewhat important. Priority, cost. …. Joni interior materials and stone on the building, we are looking at regional …and trying to specify. Like Cambria couintertops and the stone, a quarry north of Stillwater. Landscaping, boulders. Local landscaper, Jjhohn as much as we can. While remaining competitive. Contractor.. local. We can only control that as much as we can by what is in the speificiation. So we are looking at specified things that are regional in their nature so that… They only can use…. Material thing, Ryan you don’t want to have to say you are just licened….. Overrestrictive. There has to be some – John…. Mike from a PR thing, what better thing to have than trees from a local tree farm and not from wisconsins. Right. JLl still some of that…price of transporeting. For example class 5 material, assuemn that the lowest bid will come form close vendor.s bids. Ken OK any other comments, New business. b. Oh the monster interuppeted. Ctiy council as part of this we had the four findings of fact we ere loking for, the commission to support that recommendfation to go forward to the June 1st city council meeting. The first one is that the commission would recommend the Conformance of the Est Ravine planning study. Conforms with the MSA Sysstem Also in conformation with the comprehenseive plan related to water resources and water sanitatry sewer and surface water palnt And also the site plan positively responds to public wwork smaintenance requirements Gary: I MAKE A MOTION THAT PUBLIC WORKS COMMISISON TO THE CITY COUNCIL OUR RECOMMENDATION TO GO FORWARD WITH THE CITY HALL/PUBLCI SAFETY PROJECT IN REFERENCE TO THE CONDITIONS NOTED ABOVE. Motion was made. Again, or…. I’m good Probably. Argument, that yes I agree with the confomraiotn – mike of the MSA Map, but not the East Ravein Planing Study. Fouir points, we should do a motion on each one, dose that make senses. List the motion based on those four. They’re all in conformraiotn, so I don’t know why we have to do each one. That’s why ….how we should base our recommendation – Ken. Motion has been made under those circumstances. Seconded by Jason Field. Those in favor - 4 ayes, 1 Nay, 1 abstain. Mike I want to abstain. I don’t have strong knowleget………details Bill If we don’t include a community center with this, we’re making a big mistake, , A new city hall will not be an asset to this community. A community center would be more of an asset so if we can build these together,j .. Ryan let me address that bill. Apologize……but conversation here, the site that we are using here is roughly 20-22 site, 6.8 of which is allocated towards this building, 5 ½ or so, something like that allocated towards roadway and stormwater and things like that. And the other 9 or 10 acres is for use by other public facilities, could be a community center, library could be a cfire hall or in theory public works, not likely but it could be a public use… the ravine task forec,e which I think you are on, kind of the last couple of years, the talkeda bouit all that, that end result of etheir delibataoinsl was proably you remember better than I, basically to work with the YMCA on doing a jjoint project, YMCA/community center project, the asumptiong being that it would be a projbect owned and operated by the YMCA that the city would provide some sort of cash infusion of some sort in that project. Now the secondary recommendation ws that that project go on this site adjacent to eht public safety city hall, for us, direction from city council most recent is to negotiate with the YMCa a leter of intent that kind of addresses that recommendation. That having been said, the Y, a separate entity could say, fine, I’m coming to Cottage Grove, building the facltiy but I want it over here, someplace else, they could do that and then …which doesn’t lessen the utility of the site, just takes one of the potenti8al users way from the scenario of the site, My point being that could happen what Bill suggest3ed or the YMCA on that site or it could happen on some other site, that’s still a question regardless of that, the councils conversastion about all of that is to reconvent with the community center task force in some fashion and ask the people if they want to concintuue on with that converatsion towards a referenedum on that question this fall and the result would be t o take it ot the public , 51% yays, then proceed to the next stage which would be to work towards construction of the YMCA, Ken: may or may not be connected with that particuale property, any combination of .. Ryan It could be, ah, the community center task force had identified three site optios, one is Norris Square place, north of Norris square the senior hosing, one is the city hall, currentl city hall site which in my mind just means somewhere around there, um, which is an interesting site, look at it from a remote perspective, new opportunity there, this….third. not necessary in that order, but the YMCA has saidk, all three work for us, because the numbers are similar in any of those three sites, depending on where the market demand is, their only initial premise is that you all have to remember that the Y will get the land free, if you can give us the land whithout any cost to you, that’s great. If you can give us the land at a 2 million dollar cost to you, stuff happens, but we still get it for free, so if they say, gee, we are going to be on the Norris squre site for instance, then the city would have to kind of come up and say gosh you know, what can we buy that site for. And we would be donating that amount of money. Uh, plus we would be donating additional funds of some sort to underwite the construction cost of the facility itself. Lot of unswernsaned questions. Gary I was on the community center taslk force myself and my understanding was, the East Raving.. property, we already have that, ah, the part of it that was not so good was Norris saure, propoeryt off the tax rolls, doesn’t make a lot of sense so. Although it was one of the sietst suggested, doesn’t make sense. One time they were talking aroub thome depot and when you start talking about razing the buildings and dointg this and that, let you know,t he cost would start skyrocketing. I think ….east ravine, cuze maybe eventually the library might be there too, … I don’t know…. The city owns the land in the East Ravine – Mickeh,, right. Ryan. We are entitled to use the land. Would it be a temporary right of use agreement with the couinty. Ryan we have a land swap agreement with the couinty from 2005, council is in the process of updating that agreement, next council meeting, but what that will do is it entitles us to use 11.something acres for the infraxstruccture and then it provides an outlot for the rest of the other 9 or 10 acres that we can use later, but in order to use it later, there would be yet another agreement… The city couild sell that land to a devleopmer ….we have… giving our own land to swap. Ryan Part of the swap is meeting. On the north end dent 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 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: 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. 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: 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 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 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 13th 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 11th. 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. 8. ENGINEERS REPORT 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 20th. Grading is being completed in the Michael’s Pointe Area (off Jamaica, between Military Road and 70th Street). Utilities will be going in the ground approximately June 1st. Pine Cliff 4th Addition (east side of Hinton, north of 65th Street) will develop 14 lots. Mass site grading and utilities are scheduled to be installed beginning in early summer. Everwood Addition (off Timber Ridge 5th 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. Splash Pad 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 20th 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, 2011 – 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 Storby