Report from Public Works Committee meeting dated May 21, 2013.
1. Mail Box Damage at 16100 Dysprosium Street : Ratify the recommendation of the Public Works Committee to approve reimbursing Bill Rome in the amount of $245 to replace the mailbox inadvertently damaged by the City’s plow operator with the understanding this is a one-time exception and should the mailbox be damaged again, it would not be reimbursed. In addition, Public Works Superintendent Riemer will meet with the property owner this fall to help stake the boulevard with City-supplied fiberglass stakes and the route driver for that area will attend a refresher course on snowplow operation.
2. Upgrades to City Well #4: Ratify the recommendation of the Public Works Committee to award the project to Total Control Systems, Inc. to make all the needed upgrades to this site to include all parts, labor, start up, and assistance with rebate application. 
3. Consider Policy for Allowing Fences to be Constructed in Drainage & Utility Easements with Infrastructure Conflicts: Ratify the recommendation of the Public Works Committee to take no action to create a policy as this problem is being caused by ordinance violations.
6. Committee/Staff Input
1: Update on Reconstruction Requests for Andrie Street: Ratify the recommendation of the Public Works Committee to approve Alternative 1, directing staff to update the 2008 Engineer’s estimate to reconstruct Andrie Street, to not include updating the sidewalk costs, and to determine costs for widening the street to accommodate an on-street bike trail with parking restricted to one side based on MSA standards.
2: Update on Turf Restoration at 7046 166th Avenue (Mack and Shayle Dominquez)Informational; no action required.

The Public Works Committee held its regular meeting on May 21, 2013 and discussed the following cases.

5.01: Mail Box Damage at 16100 Dysprosium Street

Public Works Superintendent Riemer reviewed the staff report and described the inadvertent plow damage to the turf and mailbox at 16100 Dysprosium Street. It was noted the City’s current policy for mailbox replacement has two options. The first option is for the City to replace the damaged mailbox with a 4’x4’ treated post and standard mailbox. The second option is to issue a check to the property owner for $75 so they can make the repairs. However, in this case the cost of the mailbox exceeds $75. He stated he will personally meet with the property owner this fall to help stake the boulevard with City-supplied fiberglass stakes and the route driver for that area will attend a refresher course on snowplow operation.

Motion to recommend that the City Council approve reimbursing Bill Rome in the amount of $245 to replace the mailbox inadvertently damaged by the City’s plow operator with the understanding this is a one-time exception and should the mailbox be damaged again, it would not be reimbursed. In addition, Public Works Superintendent Riemer will meet with the property owner this fall to help stake the boulevard with City-supplied fiberglass stakes and the route driver for that area will attend a refresher course on snowplow operation.

5.02: Upgrades to City Well #4

Utilities Supervisor Nelson reviewed the staff report relating to the construction of Municipal Well #4, need for updates, and two quotes to make those updates to this well. He advised that Connexus Energy has a rebate for Variable Frequency Drive (VFD) installations and would pay $30/horsepower (HP). Well #4 is rated at 150 HP so the rebate on this project, if approved, would be approximately $4,500. If approved, the upgrade would be funded through the #9601 Water Enterprise Fund. Utilities Supervisor Nelson stated staff recommends awarding the quote from Total Control Systems, Inc. to make all the needed upgrades to this site to include all parts, labor, start up, and assistance with rebate application.

Motion to recommend that the City Council award the project to Total Control Systems, Inc. to make all the needed upgrades to this site to include all parts, labor, start up, and assistance with rebate application.

5.03: Consider Policy for Allowing Fences to be Constructed in Drainage & Utility Easements with Infrastructure Conflicts

City Engineer Westby reviewed the staff report, noting current City policy is to require landowners to install fences away from the property line in areas where a potential infrastructure conflict exists. However, it is becoming apparent that an issue is developing in regard to maintenance. City Engineer Westby displayed pictures of fences and 2-4 foot wide remnant strips of land that remains between rear fence lines. He explained that this strip of land provides for ease of inspection and minor maintenance of City-owned storm sewer systems, but creates a blight situation as the property owners are likely unable to maintain the strip of property that is separated from the rest of their yards by a fence. 

Motion to recommend that the City Council take no action to create a policy as this problem is being caused by ordinance violations

6.01: Update on Reconstruction Requests for Andrie Street

City Engineer Westby reviewed the staff report, noting that in 2008, the City completed a feasibility study and prepared plans and specifications for the reconstruction of Andre Street; however, the project was never constructed due to the controversy over whether or not sidewalks should be constructed. Public Works Superintendent Riemer advised that recently, there has been renewed interest on the part of area residents to reconstruct Andrie Street but likely not a new sidewalk.  City Engineer Westby presented the two alternatives detailed in the staff report and stated staff recommends updating the estimated costs for reconstructing Andrie Street and constructing new sidewalk, and to prepare final costs and financing options for the street reconstruction effort.

Motion to recommend that the City Council approve Alternative 1, directing staff to update the 2008 Engineer’s estimate to reconstruct Andrie Street, to not include updating the sidewalk costs, and to determine costs for widening the street to accommodate an on-street bike trail with parking restricted to one side based on MSA standards.

6.02: Update on Turf Restoration at 7046 166th Avenue (Mack and Shayle Dominquez)
Public Works Superintendent Riemer reviewed the staff report and indicated that as directed by the Public Works Committee at its October 15, 2012, meeting, staff has worked with Shayle Dominquez, 7046 166th Avenue, to reach a suitable resolution to the restoration of their yard. He stated by July 1, 2013, this project will be concluded.

Informational; no action required.

6.03: Alpine Park Crosswalk

The Committee asked for an update on the crosswalk to Alpine Park.

Public Works Superintendent Riemer stated staff has not yet completed review of that item.

6.04: Future Agenda Items

Chairperson Backous explained that to conserve staff resources, it is policy that if two Councilmembers share concern on an issue, it is brought before the City Council at a Work Session and co-sponsored.

Staff recommends ratifying the recommendation of the Public Works Committee.

Motion to ratify the recommendation of the Public Works Committee.