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Home My WebLink About1998-08-05 PACKET 04.A.IV.REQUEST OF CITY COURIGL ACTION COUM1ICIL AGENDA MEETING ITEM # DATE 8/5/98 _ , �� sl, PREPARED BY Public Works Les Burshten ORIGlN^.TIRG DEPRP,Tt�ENT STAFF ALTHOR „��.�,.,.<��<�«��.��,.��.��.��,��«��,<...�.� COUNCIL ACTION REQUEST Accept and place on file the minufies of the June 8, 1998, Public Works Commission meeting. : � '• � � : � _ � :u• � ADVISORY COMMISSION ACTION ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUNIAN SERVICES/RIGHTS ❑ ECONOMIC DEV. AUTHORITY ❑ SUPPORTING DOCUMENTS �� ❑ tViEMO/LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMME(VDATION: � OTHER: 6/8/98 minutes ADMINISTRATORS COMMENTS $ ACTUAL AMOUNT FUNDING SOURCE REVIEWED ❑ ❑ ❑ ❑ ❑ ❑ ❑ City Administrator APPROVED ❑ ❑ ❑ ❑ ❑ ❑ ❑ DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ � /I Date o- w> x s« a a W e z x� s .+ m x w m z+. a+ x> e,� � a+ w� � x x a x x a x a��> e a w CdU�1CIL AGTION TAKEN: ❑ APPROVED J DENlED ❑ OTP�ER _� � � , . � . � � . � � June 8, 1998 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 June 8, 1998, at 7:00 p.m. CALL TO ORDER Chair Wilmer Holz called the meeting to order at 7:00 p.m. ROLL CALL Members Present: Wilmer Holz, Steve Ingram, Dan Massarotti, Dale Johnson, Tim Mathison, Robert Eddy Members Absent: Ailan Larson Also Present: �es Burshten, Director of Public Works Harold Taylor, Utilities Foreman Jim Wolcott, Councifinember Ron Eriksen, Streets Foreman Patricia Storby, Public Works Secretary APPROVE MINUTES Motion made by Dan Massarotti and seconded by Dale Johnson approving minutes of May 11, 1998 Public Works Commission meeting. Motion carried unanimously. NEW BUSINESS A. Technical Review Harry reported that since the department was so occupied with storm related work, most public works personnel did not attend the Technical Review Meeting, however, John Fredrickson stated that Galant Oaks and Mike Rygh Home cases remained on the agenda. The Planning Commission is stili reviewing recommendations. The conditional use permit for CeIINet Data services was also discussed. NSP wishes to instali an electromagnetic communications antenna on top of the existing NSP tower at Ivywood and Indian Bivd. Dan Massarotti felt this request should be more thoroughly defined. Ron Eriksen commented that only sketchy information is available at this time. Les explained that CeIINet is actually a part of NSP. Their intent is to install a system to radio-read their units, eventually to be installed citywide. Harry concluded the discussion by stating he'll attempt to gather more information PWC — Page 2 B. Storm Damape Report — Ron Eriksen Today is day 6 of cleanup. Approximately 4,700 cubic yards of storm debris have been coliected and hauled to the compost site. There are three crews working in three different parts of town, anticipating that it will take at least two more days to get througn the entire city once, at which time they will turn around and start over for a second trip. They will start dropping the 125 or so damaged boulevard trees just ahead of the clams. At the same time crews will coilect additional storm debris, which is considerable, but not nearly as much as the first trip through. Wilmer inquired at what point the city will no longer collect branches? Ron replied that would be up to Mayor Denzer. Counciimember Wolcott stated it was announced at the councii meeting that clean up will continue untii Friday, June 12. "Wili Cottage Grove qualify for federal aid?" asked Willmer. It is unsure at this point, however, Les said a decision should be reached the week of June 15. :�_� = ►_ A. 80` Street Update: Les reported that the conduit that was on its way has now been lowered and most of the NSP work is now completed. Dan Massarotti inquired why a one-foot square chuckhole is in the middle of the road to which Ron Eriksen replied that the gate valve had to be raised. B. Public Works Building Update: Work is wrapping up; however, there are two change orders: • There will be a commode added to the mens locker room • Repair of the uneven floor in the training area/lunch room Defective tile will be replaced at no charge in the administrative office hallway. Landscaping still needs to be completed. Open house is still planned for September or October. RESPONSE TO PREVtOUSLY RAISED COMMISSION COMMENTS AND REQUESTS: Dale Johnson inquired whether the city would be planting new boulevard trees for the trees that were removed, to which it was replied that they would be replanted with similar sized 1 3 /" to 2" diameter trees. PWC - Page 3 Bob Eddy asked about the status of 77`" Street, stating that the area is still very dusty and drivers are traveling at excessive speeds. �es reported that this area wouid be sealcoated, which wiil begin during the last part of June or the beginning of July. At this time, Les stated that the sealcoating program previously approved would have to be decreased. A portion of the sealcoating area is part of the pavement management area invoiving driveways and aprons that are going to have to be replaced. A change order will have to be completed to increase the project for next year. Dan is concerned with the sidewalk and driveway issue taking an excessive amount of time to resolve. Les reminded Dan that iYs a legai issue now with the arbitration date set for the end of June. Massarroti went on to state he feels that this is just procrastination in reaching a decision stating, "someone is not carrying their load and I think it leaves a lot to be desired". Les replied that the contractor did exactly what he was asked to do by removing the driveways, starting out doing exactly as he was told. Dan Massarotti wants to reach a resolution to this issue. It was explained that the arbitration is being held to get this accomplished. The process is moving forward, explained Steve Ingram; the process can only move as fast as the attorney and litigation invoived are allowed to go. Dale added that the legal system is not what it used to be, taking two, three or more years to get it to this point because there are so many loopholes in the law. Tim Mathison concluded that iYs not at all true that nothing has been done in two years. The contractor did come back and did some work a year ago and then pulied out. ThaYs when litigation was noted. Counciimember Wolcott reported the contract has not been paid in full — the contractor has a vested interest in the arbitration. Council has been holding closed-door sessions on this issue. At the current time, information cannot be made public. COMMISSION COMMENTS AND REQUESTS Tim Mathisen suggested that when mowing is done to city parks, someone shouid use a weedwhip to clean up the areas the lawnmowers don't touch. Dan mentioned that the city did clean up the Hearthside Park steps, but did not remove the weeds that are now laying on the sidewalk creating what he feels is a hazardous condition. Wilmer inquired whether or not the open position in the Parks department has been filled. Les replied that there has been an interdepartmental transfer and that Marcos Vilianeava wili be transferring from the Mechanic Shop to the Parks Department. Marco's position will have to be filled before he can transfer, however, the position has been offered to an individuai. Dan Kemp's position in the Streets Department has not been filled. PWC - Page 4 Eddy asked if the Public Works Department has enough money and/or employees to do the work needed? Les replied that the department is running short and sometimes is unable to complete all tasks that are requested. The situation will improve with the addition of the seasonal staff. The Parks Department has been short on staff a littie over a year. The process of hiring someone can take up to two months. Eddy inquired whether or not enough funds are budgeted to keep up with the increase in boulevards and roads being built in the city, along with the increased amount of responsibility placed on the Public Works Department. It was asked at this time if the PWC shouid make a recommendation that the city take a cioser look at this situation. Dan said he couid understand the request and agr2ed, however, believed that an independent organization and not the city complete this research. He went on to state that for proper evaluation of the requirements of the community, the workload, work distribution and manpower use, that the job be done professionally. Dale said the problem with professional jobs is that they cost money. Steve Ingram added that he could see where Dan is coming from, however agreed with Daie that these studies are time consuming and expensive. Massarotti said he is not convinced that he is seeing a proper response for what we have. He's looking for a company to come in with a professional evaluator that has no biases on anything going on in this city, without city staff becoming invoived. "I don't feel we have a true professional organization in management and that's what I'm trying to say", stated Massarotti. Eddy said that when he made the recommendatio�, it was to take a look at what was authorized for the manpower situation - How much has the city grown, what additional responsibilities Have 6een put on fhe same number of peopie — how much has the workload increased in miles in what has to be maintained, etc. Bob doesn't feei this situation requires an independent study. Motion made by Robert Eddy and seconded by Tim Mathison that the City evaluate the expanded workload placed on Pabtic Works personnel. Further, complete a study evaluating whether those positions are adequately funded for the needed manpower. Motion carried 5-1 (Commission member Massarotti voting nay). Wiimer requested that the contractor or engineer have the silt fence removed from Pt. Douglas and Highway 61 near Menards. He asked for authorization of the PWC to make a call concerning this. Dale said that as a member of the commission, Wiimer was more than entitled to make the phone call. Wilmer went on to say that he agrees PWC — Page 5 that Public Works needs more help. which caused some roads to break up. I�. [c11.1��:7��:T�:Zi7:�� .L7T:f ADJOURNMENT Meeting was adjourned at 7:48pm. Respectfuily submitted: The roads were not shouldered this spring Patricia Storby Public Works Secretary