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HomeMy WebLinkAboutMay 9, 2011 MinutesCITY 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 Jodi Nelson and John McNamara of Wold Architects are on hand to give a presentation regarding the potential Public Safety/City Public Works Commission May 9, 2011 – Page 2 Hall facility and to answer any questions commission members may have. All advisory commissions have been requested to review compliance of the new Public Safety/City Hall Project site in relation to relevant plans and policies. Public Safety/City Hall Exterior and Interior Design Features Ms. Nelson reviewed both exterior and interior diagrams of the proposed facility along with various features of the facility including the Veteran’s Memorial area, event space (amphitheatre) and landscape description including the prairie grass that will be planted to reduce the amount of mowing that needs to be done. Commission Member Michael Edman questioned whether the amphitheatre would definitely be built, and if so, what the cost of this enhancement would be. WOLD Architect John McNamara responded that this feature was recommended and approved by the site subcommittee. At this time, he did not have an itemized cost for the amphitheatre. Other exterior elements of the site will include infiltration ponds and trails connecting to the Ravine Park system. Commission Chair Ken Boyden expressed concern that the exterior landscaping be done so it will not become crowded and overgrown adding additional and extensive maintenance work for Public Works. City Engineer Jennifer Levitt responded that a compromise will be made so the landscape will look complete initially and at the same time not being overdone and/overcrowded with plantings. Commission Member Michael Edman asked to what extent local vendors will be involved in supplying construction materials. Jodi Nelson responded that as an example, interior stone materials as well as stone on the exterior building will be purchased from a quarry north of Stillwater. Countertops will be from Cambria, a Minnesota company. Various parking areas were also discussed and reviewed. It appears there will be approximately 142 parking spaces to the exterior of the building. Commission Member Bill Royce commented this will entail a much larger area for Public Works crews to plow. Interiors of the building were described including the glass enclosed lobby. From the main entrance to the right will be the meeting room suite including the Council Chambers. Other offices on this level include the Community Development area, Administration offices and staff areas. To the other direction will be a sub-lobby leading to the Public Safety area of the facility. Commission Member Michael Edman asked what sort of building material would be utilized to reduce noise in the facility. Ms. Nelson responded that 12-inch, precast concrete planks would be used similar to materials utilized in hotel construction. Commission Chair Ken Boyden inquired whether visitors to the building would be required to walk down steps to the Public Safety area to which Jodi Nelson responded that after hours, residents or visitors would simply pick up a phone and would be assisted via dispatch who would alert staff. Boyden also stressed the importance of building security, particularly after hours. It was noted there will be a staff entrance with key pad which will also serve as one of the required exits from the building as well as a separate detention circulation system serving as an area where people may be picked up from the police department without commingling with the rest of the secure circulation of the building. Public Works Commission May 9, 2011 – Page 3 The lower area will house the interior parking garage for public safety vehicles as well as some other city vehicles, the evidence suite, booking areas and other support space. WOLD Architect John McNamara stated the design of the building endorsed by Council possessed a significant amount of forward thinking, adaptability and flexibility to deal with potential staff growth up to the year 2040. Commission Member Michael Edman commented that the building may appear to be a bit over the top now for current needs, but will, in fact, sustain growth over a large period of time. Ravine Parkway City Engineer Jennifer Levitt provided an update of the Ravine Parkway and design. The project is currently out for bid including the 85th Street portion and the bridge that crosses the ravine. Levitt noted Washington County will be reclaiming County Road 19 from Highway 61 to Bailey Road. As part of that project, turn lanes will be installed to facilitate movement into the PS/CH campus at 85th Street. Bid opening is May 19th. Commission Member Gary Kjellberg wished to make the point that the Ravine Parkway and 85th Street would be part of an MSA Project and these roadway expenses would be independent of the construction cost of the facility. The Public Works Commission was requested to provide feedback to the City Council regarding the following issues as they pertain to the construction of the new Public Safety/City Hall Project: The project is in conformance with the East Ravine Planning Study The Project is in conformance with the MSA map The Project is in conformance with the Comprehensive Plan related to water resources (including water, sanitary sewer and surface water) and transportation plans The Site plan of the project positively responds to Public Works’ maintenance requirements (low impact plantings, irrigation and roof runoff). MOTION MADE BY GARY KJELLBERG, SECONDED BY JASON FIELD TO INDICATE THE SUPPORT OF THE PUBLIC WORKS COMMISSION TO MOVE FORWARD WITH THE PUBLIC SAFETY/CITY HALL PROJECT AS REFERENCED BY THE ABOVE STATEMENTS. Ayes – 4, Nays – 1, one member abstained. Motion was carried 4-1. Commission Member Bill Royce stated to not include a community center as part of the project would be a mistake adding that a community center, and not necessarily a new city hall, would be more of an asset to the community. City Administrator Ryan Schroeder responded that the site in question does have adequate land that could be used for other public facilities such as a library, community center or possibly public works. The City will be working with the YMCA regarding the potential community center project. Other sites in the City recommended for a Public Works Commission May 9, 2011 – Page 4 community center include a parcel of land just north of Norris Square Senior Housing, the current site of City Hall on 80th and also property adjacent to the new PS/CH site on Ravine Parkway. The YMCA may choose to locate on any of those locations. The Community Center Task Force may reconvene to make a recommendation to proceed with a referendum this fall. The YMCA will receive the land for the community center at no cost to them. If the Norris Square site is chosen, the City would be required to purchase the land. Commission Member Gary Kjellberg commented that he was a member of the Community Center Task Force and his understanding was that since the City was entitled to use the land on the East Ravine, it would be more advantageous to utilize this property. The Norris Square site would need to be purchased and ultimately be removed from the tax rolls. City Administrator Schroeder stated the City of Cottage Grove has had a land swap agreement with Washington County since 2005. The City Council will be updating that agreement at their next meeting. The agreement entitles the City of Cottage Grove to utilize approximately 11 acres for infrastructure and then provide an outlot of 9-10 acres for future development. Xcel Energy Gas Main Renewal Project: 74th Street/Hyde/Ideal Avenue – Presentation by Conrad Miller, Project Manager, Pipe Replacement Projects Public Works Director Les Burshten explained Xcel Energy must replace some gas main in an area of Cottage Grove. Conrad Miller of Xcel Energy attended the meeting this evening to explain the proposal to commission members. Typically a project such as this would not be a problem but as it turns out, the gas main needing replacement is in the 2011 sealcoat area. Conrad Miller proceeded to give some background on what Xcel is proposing regarding the gas main replacement. Once his talk concludes, he will welcome any questions or concerns regarding the project. Mr. Miller indicated he understands this project may cause some anxiety for both the City of Cottage Grove as well as the neighborhood. In 2008, the streets were reconstructed and at that time there was a 4-inch main that ran along 75th Street, south of 74th Street, South of Hyde and Ideal Avenue all the way to 80th Street. Most of the main is located in the easement back away from the roadway. There were no significant issues relating to leaks and it was decided to take no action at that time. In September of 2010, a gas main located on 75th Street cracked. In November of 2010, a second gas main crack was experienced on 74th Street which caused some concern for Xcel. The cracks occurred approximately two blocks away from each other. Since the cracking occurred in such a short period of time and in such a close proximity, the mains installed in that same time frame (from the same manufacturer) were all evaluated. Xcel identified approximately 9,000 feet of gas main pipe that was installed in 1972 and manufactured by DuPont in 1971 in their Tulsa, Oklahoma facility. It is believed all this pipe is suspect. Public Works Commission May 9, 2011 – Page 5 It should be noted that immediate action has already been taken by Xcel to mitigate any additional cracks or failures in that area of gas main. Throughout the winter months Xcel surveyed this line four separate times to determine if the failure on the main is due to an impingement of a foreign object. No more cracks were found in the main. A service break was found due to leakage around a cap on top. This alone does not indicate a main has failed, however, Xcel feels it’s in the best interest to replace the main. When Xcel originally submitted their right of way permit they felt it best to begin the project in mid-to-late June so they could avoid impact with school in session. Miller stated he understands Xcel has put the City and the neighborhood in a bad position and added steps will be taken to notify residents in advance and who should be contacted in case of questions. Commission Member Kjellberg stated that in his opinion, if there are any charges incurred by the City by the seal coating contractor (which may be approximately $7,500) these costs should be borne by Xcel. Miller responded that traditionally Xcel has not compensated communities for these types of things since Xcel has the responsibility to make sure the gas main replacement occurs. Miller also understands it would be a waste of money to complete the gas main replacement following the sealcoat project as the repair equipment would damage the recently seal-coated roadway, however, he added that Xcel is not intending to impact the roadways significantly. The roadway will, however, be impacted when work is done in cross street sections. Kjellberg stated the roads in this area were constructed just a few years ago and inquired how these roadways will be impacted when this type of work is done? Miller responded he is not a public works person, however, agreed that the road will not be exactly the same following the repair work He added steps will be taken to lessen the impact. In order to expose the utilities in the street, directional boring will take place, the area will then be re-filled with a similar material and lastly, patched. Miller went on to state there are seven street crossings containing utilities and there is no choice at this point but to open up the street. Levitt suggested that as part of the permit process, televising be done where directional boring is done beneath the street. Each curb section should be evaluated to make certain they have not been compromised. Levitt added that it is correct to assume that when a road is cut open, you obviously deteriorate the life expectancy of that roadway. Burshten commented that seal coating will be postponed in the areas to be repaired. The contractor will return later in the season to sealcoat the roads at a cost of $7,500. Kjellberg inquired whether it’s more cost effective to have them come back later this year? It is known that seal coating work should not be done too late in the year. Burshten stated the time frame would be evaluated and if it gets later than mid-August, the work will likely be postponed until next year. Miller went on to state that equipment used in the repair will all have rubber tires to minimize damage. Additionally, he commented Xcel has now implemented video surveillance of project areas before work is started stating this is a great opportunity for both the City and the contactor to review areas to make sure the contractor puts things together properly following the project. Public Works Commission May 9, 2011 – Page 6 Miller also added that as part of Xcel’s standard construction practices, they have adopted televising not only the storm sewers but sanitary sewers. If they can’t physically identify an exposed lateral coming from a house, they literally take a camera and go look up that lateral to make sure that nothing was installed in it before they put in the gas service. He went on to state that likewise storm sewers can certainly be added to their requirements Commission Member Michael Edman inquired what kind of impact to service would homeowners experience? Miller responded that homeowners would certainly be aware of the equipment in the area and if driveways need to be crossed, attempts will be made to go underneath where they can. When this occurs, Xcel coordinates with the customer when the driveway can be taken out of service. They then supply egress in and out of the driveway. Additionally, homeowners will experience an interruption in service when they are transferred from the full main, however, this would be scheduled at a specific time and would be done at no cost to the customer. Edman questioned whether Xcel could go back to Dupont and report the steel is defective and determine if repair costs can be reimbursed. Miller responded that this particular type of steel was introduced back in the 1960’s. In 1973, the formula was changed. He added the Minnesota Office of Pipeline Safety is ultimately the party that will oversee what is done. An alert was given by the MN State Office of Pipeline Safety a few years back regarding this particular type of steel material. Xcel has been tracking that and have not experienced significant leak or failure rates except in scattered areas. When a cracked main is discovered, the first thing done is an inspection, including nearby areas. It was found there were two cracks in this main and it was determined at that time it should be replaced. Miller added this particular piping was used in just this area of Cottage Grove, and also commented that utility companies are required by the federal government to be more proactive about replacing poor-performing materials. Commission Member Michael Edman agreed that Xcel Energy take responsibility for the $7,500 charge for postponing the sealcoat project. Public Works Director Les Burshten inquired if a driveway portion must be replaced, would there just be a trench replacement and patching? Conrad Miller responded that the repair will be done from the apron back to the first joint. If it’s an asphalt driveway, control joints will be cut. Public Works Supervisor Harry Taylor asked if there are existing utilities in the driveway, what will be done? Miller replied that trenchers would be used to go through the yards. Additionally, Miller stated standard replacement would be 4 inch pipe. Any gas will be evacuated. It will be cut in sections, and then foamed so that it doesn’t come into contact with any water. The pipe will then be retired. Mr. Miller was thanked for visiting and for the presentation this evening. Public Works Commission May 9, 2011 – Page 7 6. OLD BUSINESS None. 7. PUBLIC WORKS UPDATE Les Burshten reported: The Street Department is out patching; however, due to the rainy weather they haven’t had the opportunity to complete the work in consecutive days. The commission was reminded to call Public Works should they notice any potholes. Boulevard restoration to repair damage caused by snowplows will take place mid-May. Damage was quite extensive this season due to the nature of the snows. The League of Minnesota Cities is reviewing various instances of fence damage due to damage from snow/snowplows. Storm sewer inspection is taking place in the pond areas in order to correct some issues. Parks crews are working on ball field maintenance. This past weekend, the “Running with the Wolves” soccer tournament took place at Kingston Park. 120 teams took part in the event and the fields held up nicely. The chemical room at the booster station is getting some upgrades The water tower located just off Innsdale Avenue is being painted and the project is progressing well. No complaints or concerns have been expressed by residents living nearby. This will be the last season the city pool will be in operation. Spring Clean Up took place May 7th. There weren’t quite as many residents dropping off items this year, however there still were approximately 900 cars that went through. 8. ENGINEER’S REPORT Jennifer Levitt reported there are a couple of projects currently out for bid. Last year, the 66” pipe that goes from Hamlet Pond over to East Point Douglas (under Highway 61) was bid for a slip lining project. The bids were much higher than anticipated so the project was re-bid this year and will be awarded in June. The bid for Ravine Parkway will be awarded on June 1st. The 2011 Pavement Management Project is currently under construction. A neighborhood meeting was held the last week of April in order to notify residents of the project. Hopefully the weather will start to improve so progress can be made. Pack rust painting will be done on the Grey Cloud Bridge. The contractor expects to begin the project within the next two weeks. Plans and specifications will be up for Council approval on the West Point Douglas Road Extension Project. Public Works Commission May 9, 2011 – Page 8 9. CITY COUNCIL UPDATE None. 10. COMMISSION COMMENTS AND REQUESTS Lehigh and 100th Bill Royce requested a large hole on Lehigh and 100th be patched. Wag Farms Dog Park Ken Boyden inquired about the new dog park and expressed his concern about City liability should issues occur due to the dogs running loose. Levitt responded there will be a sign posted that states dog park users are relinquishing liability from both the City of Cottage Grove and the Wag Farms Dog Park Association. The City is still working with legal counsel on the language to be printed on the posted sign. Commission Member Edman stated that generally speaking, the City should not have liability in these matters. This cannot stop the City from being sued, but ultimately, as long as the City hasn’t created an incredibly negligent environment for dogs that is knowingly dangerous, they can’t be sued for obvious negligent activity. The fencing is still being completed for the park and the facility cannot open until it’s completely fenced in. Streetlight Informational Presentation Gary Kjellberg inquired when the report on city streetlights will be available. Burshten responded that this topic will be discussed at a future PW Commission meeting this summer. 11. ADJOURNMENT Motion to adjourn was made by Mike Edman, seconded by Bill Royce. Meeting adjourned at 8:37 pm. Respectfully submitted, Patricia Storby