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HomeMy WebLinkAbout01-18-11-WS EN HYLLS Approved: February 28, 2011 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MEETING JANUARY IS, 2011 5:00 P.M. ARDEN HILLS PUBLIC WORKS FACILITY CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Pro-Tem Fran Holmes called to order the City Council Work Session meeting at 5.05 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, and Ed Werner. (Mayor Grant arrived at 5:20 p.m.) Absent: None. Also present: City Administrator, Patrick Klaers; Public Works Director, Terry Maurer; Public Works Maintenance Workers Dave Winkel, Max Arvidson, Jeff Frid, Tom Mikacevich, Tony Nowlan, Pete Sax, Mike Schifsky, Scott Freyberger; and Deputy Clerk Rebecca Brazys. APPROVAL OF AGENDA MOTION: Mayor Pro-Tem Holmes moved and Councilmember Holden seconded to approve the agenda. Motion carried unanimously (3-0.) 1. COUNCIL COMMENTS Deferred to the end of the meeting. 2. AGENDA ITEMS 2.A Public Works Discussion Public Works Director Maurer escorted the Council to the garage area to show them the type of lift station hoist truck that Public Works had ordered and the Tool Cat that was purchased earlier in 2010. The Council returned to the meeting at 5:20 p.m. Mayor Grant had joined them on the tour and was then present for the remainder of the meeting. ARDEN HILLS CITY COUNCIL WORK SESSION—JANUARY 18, 2011 2 Public Works Director Maurer introduced the Public Works crew members present. He explained that all together the current crew has a total of 133 years of service with the City. He then reviewed the type of work completed in 2010 and the number of hours for each type of work. He indicated that 29% of the crew time in 2010 was spent on turf, fields, forestry and garden maintenance while only 3% of their time was spent on sewer system cleaning. Mr. Maurer noted that such items as sewer system cleaning and the storm water management program need more attention from the department. He explained that the Public Works goal is to use technology, equipment, and materials to allow Public Works to do more with the same crew size. Proposed Fleet Changes Public Works Director Maurer proposed some fleet changes and discussed the Capital Improvement Program (CIP). . The first change would be to add a third single-axel plow truck and eliminate the front-end loader from the plow route. The front-end loader is not fast or maneuverable and cannot carry salt so they have to have a plow truck go over the same route the front-end loader has done for de-icing purposes. He explained he had reviewed the five year CIP and the one ton snow plow truck is due to be replaced next year. He was concerned that if one of the two trucks Public Works now uses would break down, it would be extremely difficult to clear the 30 miles of roadway in Arden Hills. Even though there aren't a lot of miles on the current trucks, the hydraulics and mechanics are getting old. He would like to move the purchase of one truck from 2012 to 2011 and the replacement of the second truck from 2015 to 2013 because of the age of the current equipment. A new plow truck would be approximately $160,000. Adding a third plow truck to our fleet could be accomplished either by keeping one of our old trucks after a new one is purchased, or acquiring a used truck from Ramsey County. Public Works Director Maurer stated the second fleet change proposal is to purchase two Toro Z mowers to replace the oldest Groundmaster. The Toro Z mowers cut at a higher rate of speed, have zero turn maneuverability, cost approximately $14,000 each with the same 72 inch mower deck as the more expensive Groundmaster (estimated at $35,000), and they are ergonomically better for the operator. Councilmember Holden commented that the City had not liked the Toro models they had used in the past. Public Works Director Maurer stated he wants that type of mower but it doesn't have to be a Toro. Councilmember Holden stated that she had always thought the City should have one more plow. She then asked about the County dump trucks for sale. She commented that buying trucks from the County would make sense because the County would be familiar with the equipment. She then suggested that rather than spend $160,000 for a new truck, the City should just buy one from the County. Public Works Director Maurer stated he doesn't want a fleet of 10 plus year old used trucks. - He stated the City should have at least two reliable trucks. ARDEN HILLS CITY COUNCIL WORK SESSION—JANUARY 18, 2011 3 Mayor Grant commented that the Groundmaster had not been a good investment for the City and that the $14,000 Toro Z turn mower makes good sense. He then asked what the life expectancy is for the Toro Z mowers. Councilmember Holden asked how the Toro Z is on grades. Public Works Director Maurer responded that he expects they will be fine on grades. He explained that he will come back to the Council with full details if the Council is comfortable with these plans. The Council expressed interest in seeing the full details of the proposal. SCADA Public Works Director Maurer explained that another item he would like to pursue is SCADA (Supervisory Control & Data Acquisition). He explained there is $200,000 in the 2012 budget for this program. He stated if the City gets into this, it will allow the City to flee-up crew time at lift stations which are currently being checked on a daily basis. With SCADA, the lift stations can be monitored on a laptop reducing the need for daily visits. Councilmember Holden stated that she thought the City planned to wait until all lift stations are updated before utilizing SCADA. Public Works Director Maurer stated there are still four lift stations that have not been rebuilt. SCADA deals with the controls of lift stations and will bring all the information to one location. He didn't agree that the City should wait until all the lift stations are updated. He suggested the City move forward. He offered to gather information on SCADA and bring it back to a Council meeting with details. Councilmember Holden suggested that if the City proceeds to utilize SCADA, Public Works should have two laptops. Sanitary Sewer Lining Public Works Director Maurer explained that there is approximately 44 miles of collection system in the City about half of which is clay tile. Clay tile takes much longer to clean and --- videotape because of the roots and there are more back-ups in the clay tile sections. His goal is to ultimately line all clay tiles. He stated there is a Met Council I&I grant in the amount of$182,000 but to get that grant the City would have to spend more on the sewer lining because it is a 25% grant with 75% local contributions required. The City must make a commitment to this grant opportunity by February 15 or opt out. Mayor Grant questioned how many miles of sewer lining would get done for that amount of money. Public Works Director Maurer replied that it would be enough to cover three miles. He stated he will do further investigation and come back to the Council. Garage Heat Public Works Director Maurer stated the garage cold storage area is approximately 5,200 square feet. The Public Works crew does equipment repairs and welding in this area but it is a ARDEN HILLS CITY COUNCIL WORK SESSION—JANUARY 18, 2011 4 safety concern because of the amount of standing water. At a recent mock OSHA inspection conducted by Safe Assure, the water on the floor was noted as a safety issue. The League's risk manager also noted the water on his recent review. Public Works Director Maurer discussed this proposal with Ramsey County since they are the property owners and they obtained a quote. It would cost $26,000 to install infra-red heat and $43,000 for the floor drain. He further explained that it has yet to be determined if the County would have to do these improvements since it's their building. Councilmember Holden asked if the infra-red heat would run non-stop. Public Works Director Maurer stated it would not. Mayor Grant asked if the County would then charge the City a higher lease rate for the newly heated space. Councilmember Holmes questioned why it was built without heat to begin with. Councilmember Holmes asked if the standing water is a safety concern with regards to tripping or slipping. She then stated she doesn't think it's fair for Public Works employees to work in an uncomfortable or unsafe environment. Mayor Grant questioned if the entire area would have to be heated. Public Works Director Maurer responded that he will bring this back before the Council with more details and answers to Council's concerns. Councilmember Holden commented that these four issues are a lot of money and she would want a priority list for these projects. Initiatives for 2011 (sand Beyond) Public Works Director Maurer reviewed his plans for 2011 and beyond as follows: A. Sign Management - All City signs must meet certain standards for retro-reflectivity.He plans to create an inventory of City signs and then develop a sign management policy. B. Water Meter Reader Replacement Program - Water meter readers will be replaced as the current readers are old and it is difficult to find batteries and parts for them. This project was included in the CIP and was under way when he took the position of Public Works Director. The new readers will improve efficiencies as they will be able to be read from a laptop at City Hall through radio technology. C. Records Retention — He explained he plans to have all appropriate Public Works documents scanned into Laserfiche by address or by lift station. Sanitary sewer tapes will be placed on an external hard drive and he will be working with Roseville on GIS mapping. The summer intern started this project and continues to work on it when he's on break from school. D. Storm Water (MS4) Requirements — Public Works will need to find time for inspection of the City's storm water system as required in our MS4 permit. ARDEN HILLS CITY COUNCIL WORK SESSION—JANUARY 18, 2011 5 E. Water Main Lining Technology — He is monitoring water main lining technology; specifically Roseville's current efforts with 3M. F. Review All Policies: o Snow and Ice Control o Street Sweeping o Sanitary Sewer Maintenance o Water Maintence o Sign Management o Park Maintenance o Trail Maintenance o Fleet Maintenance/Replacement Policy He explained that he plans to review all Public Works policies and revise existing policies or create new policies as needed. G. Culture of Safety — His goal is to create a culture of safety and he has started having discussions with the Public Works crew. The Council thanked the Public Works crew for their snow removal efforts this winter and stated they had received positive comments from residents. Councilmember Holden stated some residents have complained about plowing done on private driveways where the snow was moved into the City street or into neighbor's yards. Public Works Director Maurer stated if residents see that happening and can get a business name off the truck,they should report it to Public Works for follow-up. 2.13 I694/TH51 Discussion Public Works Director Maurer stated Council had requested this matter come back before them at a work session. He added that he had attached the packet from the previous Council meeting for reference. Joe Lux, Ramsey County Planning Specialist, stated the County has been talking with Mn/DOT regarding this project. The County came up with a proposed improvement for the County Road F/ Lexington intersection south through the I694 interchange. They applied for an interchange grant from the Department of Economic Development but did not get it. The work on Lexington Avenue Bridge over 1694 can be done for approximately $400,000. The existing median can be removed for more full length left turn lanes in both directions. The physical structure of the bridge would remain the same. Mn/DOT has cooperative agreement monies that would be an option but the limit for that grant is $590,000. He explained that the County is looking at adding turn lanes at County Road F and Lexington; a second left turn lane for north-bound Lexington and right and left turn lanes for south-bound. Additional right-of-way will be needed from Boston Scientific and they are currently considering possibly donating that right-of-way. The total project - cost would be $1.8 to $1.9 million plus right-of-way acquisition and design costs. He stated that Ramsey County is seeking Access Management funds as well as federal dollars. Mr. Lux explained that one thing that works against this project as far as federal STP dollars, is that there are not many accidents along this corridor so there isn't much opportunity for accident reduction ARDEN HILLS CITY COUNCIL WORK SESSION—JANUARY 1 S, 2011 6 which is one of the criteria for such funds. He stated that Ramsey County is committed to doing this project; they're just trying to find the necessary funding. Councilmember Holden stated it's good to know the County's position and to have the information presented by Mr. Lux. She added that the Council would like to see more commitment from Mn/DOT and she questioned how the City could utilize legislators to get more Mn/DOT support. Mr. Lux explained that Mn/DOT has indicated they would probably pay for the improvements within the state highway area(Lexington Avenue Bridge over I694). Public Works Director Maurer commented that if WDOT pays for the bridge expenses and we're able to get the Co-operative Agreement funds, we would be close to having half the funding necessary. Mr. Lux explained that the additional funds would have to come from County State Aid funds. He added that everyone is committed to doing this project. Councilmember Holmes asked if we have a formal commitment from Mn/DOT. Public Works Director Maurer stated there is no formal commitment from Mn/DOT. He also stated that he would like to have Chris Chromey attend the appeal board meetings so he can speak to the technical issues. He had also asked Jim Tolaas, Ramsey County, if he would attend the appeal board meeting to support the City's position. Mr. Tolaas is considering this request. Mayor Grant questioned if the City would make a presentation if this goes before the Commissioner. Public Works Director Maurer explained that the City would only be allowed to make a presentation to the Appeal Board and they prepare a written report for the Commissioner. Councilmember Holden questioned if the state had looked at the traffic at County Road D and - - Fairview. Currently County Road D backs up to Lydia and this will only get worse with the proposed changes. Public Works Director Maurer responded that he hasn't seen the modeling for the area to the South. Mr. Lux stated Mn/DOT modeled Lexington Avenue to Grey Fox Road only and Mn/DOT admitted there will be an area to the south that will not be accounted for in the model. Councilmember Holmes questioned the intersection of Hamline and TH51 where the City wants to put in a light. Mr. Lux stated that the modeling shows a signaled intersection will work well there and WDOT is paying two-thirds the signal cost with the County to pay one-third. ARDEN HILLS CITY COUNCIL WORK SESSION—JANUARY 18, 2011 7 Councilmember Holden, referring to Mn/DOT's November 29`h letter, asked what the County's position is on Item 14 "The City requests that Mn/DOT affirm the intentions for 2015 reconstruction of County Road E bridge over TH51 and consider the possibility of moving this construction up in time to match the balance of the regional construction (for bid economies of scale and logistics). The City may he able to advance the funds necessary for this construction given a firm repayment in 2015. " Mr. Lux stated the County doesn't believe that the year is that critical. They are not happy with the bridge design as the turn lanes are too short and the transitions into the turn lanes are sharper than state aid standards. He added; they also think it needs a center left turn lane and they're concerned because the six foot shoulders discussed with Mn/DOT previously are being reduced to two feet. In addition, he explained there is no provision for a trail or sidewalk. Another concern, Mr. Lox stated, is that the County believes a 75 year bridge should not be built to standards of 40 years ago. He stated the Man/DOT "traffic people" were not happy that they hadn't been consulted on the bridge design. Also, the left turn onto Connelly by the McDonald's is tight. Councilmember Holmes asked if they would agree to change the design. Mr. Lux responded the County hopes they will but the County will probably be asked to pay. Councilmember Holden asked who the lead is on the Hwy 10196 project. Mr. Lux stated the County is the pre-design lead and Mn/DOT is the construction lead. Councilmember Holden asked if 2014 would work for the County as far as timing on the County Road E project. Mr. Lux responded that it would. Mayor Grant asked if it is the County's intent to apply for STP funding in 2011. Mr. Lux stated he was not sure if they would apply for STP funds for the E bridge. Councilmember Holmes asked if Legacy funds could be used for this project. Councilmember Werner stated that he believes the Legacy funds are for parks and trails only but he will get more details and report back to the Council. 2. C Review of Proposed 2011 Fee Schedule City Administrator Klaers reviewed the proposed changes. Councilmember Holden asked if we have a color copier to provide maps when requested. City Administrator Klaers explained that there is only a small color copier at City Hall and that we have to rely on Roseville for printing large color maps. ARDEN HILLS CITY COUNCIL WORK SESSION—JANUARY 18, 2011 8 Councilmember Holmes expressed her opposition to charging residents for the use of City parks. She also questioned the fees for non-profit residents. She suggested there may be a small fee to reserve one of the City park shelters, but no fee for the use of the parks. She pointed out that we don't charge for the use of our ball fields. It was the consensus of the Council that they would like more details on the frequency of park shelter rentals and the cost to the City. They also questioned the room rental charges for City Hall, Councilmember Holden questioned if we rent the Smart Board. Councilmember Holmes asked why the second garden plot is only half the cost of the first. Councilmember Holden questioned if the increase to $250 for Final Planned Unit Development is sufficient. Councilmember Holden asked how the City is doing on false alarms. City Administrator Klaers stated false alarms have not been a topic of discussion at either the Fire Board meetings or the Sherriff s meetings. There was some discussion regarding the erosion control fees; does it pertain to individual residential lots. and Council believes there should be a per acre fee for properties larger than five acres. The Council had questions about the Utility Hookup Charges. The Council requested more information and that staff bring back recommendations for changes in the utility hook-up fees. 2. D Liaison Appointments for 2011 Mayor Grant stated he believes that Council participation isn't necessary on all of the committees and commissions and that staff liaisons could provide feedback to the Council. -- Following are his recommendations and appointments: Planning Commission: Fran Holmes No alternate Parks, Trails and Recreation Committee: Ed Werner No alternate Communications Committee: Newly appointed Councilmember No alternate Financial Planning and Analysis Committee:David Grant No alternate Lake Johanna Fire Department Board: No Councilmember appointment ARDEN HILLS CITY COUNCIL WORK SESSION—JANUARY 18, 2011 9 City Administrator Alternate: Director of Finance and Administrative Services Economic Development Commission Brenda Holden Personnel Committee David Grant Ramsey County League (Will discuss with Sue Iverson) Karth Lake Improvement District No Councilmember appointment Northwest Youth& Family Services No Councilmember appointment 2.E Staff Updates City Administrator Klaers asked if the Council had received and replied to the Red Cross Blood Center invitation. Councilmembers Holden and Holmes had already replied. Councilmember Werner cannot attend and Mayor Grant will reply. City Administrator Klaers advised the Council of the following proposed meetings: Council Work Session January 31 at 5:30 p.m. Council Work Session February 14 at 6:00 p.m. City Administrator Klaers advised the Council of his scheduled vacation. 1. COUNCIL COMMENTS Mayor Grant stated that since Staff is relying more and more on the internet to communicate with Council, and since there is an increased use expected of the Council for email _ communications, he suggested that internet be a reimbursable expense for Councilmembers. Councilmember Holden noted that the Council could also utilize the scheduling feature to be more aware of each member's availability. Mayor Grant also suggested the City purchase a laptop computer for those Councilmembers who feel they need one. City Administrator Klaers suggested this be placed on a work session agenda and that Sue Iverson and Support be included in the discussion. ADJOURN Mayor Grant adjourned the Work Session at 9:16 p.m. ARDEN HILLS CITY COUNCIL WORK SESSION—JANUARY 18, 2011 10 Patrick Klaers David Grant City Administrator Mayor