Report from Public Works Committee dated December 3, 2013.
1. Consider Recommending Approval of Joint Powers Agreement with Anoka County for CSAH 5 / Alpine Drive Intersection Improvements: Ratify  the recommendation of the Public Works Committee to recommend that the City Council approve the draft JPA with Anoka County for CSAH 5 / Alpine Drive Intersection Improvements, as written.
2. Consider Change in Institution Community Work Crew (ICWC) Contract: Ratify the recommendation of the Public Works Committee to recommend that the City Council enter into a one year contract with the Minnesota Department of Corrections for the occasional hire of their work crew on an as needed basis and direct staff to work with Finance to reallocate funding in the 2014 general fund budget for either contracted services or temporary seasonal help.
3. Approve Utilization of Web-Based Reservation System for Parks: Ratify the recommendation of the Public Works Committee to recommend that the City Council approve proceeding with a change to an on-line park facility reservation system beginning immediately internally and going “live” in January 2014.
4. 2014-2018 Capital Improvement Plan (CIP):  Consensus of the Public Works Committee was to recommend that the City Council hold a public hearing and adopt the 2014-2018 Capital Improvement Plan.

The Public Works Committee held its regular meeting on December 3, 2013 and discussed the following cases.

5.01:    Consider Recommending Approval of Joint Powers Agreement with Anoka County for CSAH 5 / Alpine Drive Intersection Improvements
 
Following the introduction of Mr. Curt Kobilarcsik with the Anoka County Highway Department, City Engineer Westby reviewed the staff report and described the CSAH 5 and Alpine Drive intersection improvement project, designated as City Improvement Project #14-20, to provide operational and safety improvements at the intersection area.  He explained the primary improvement includes installation of a signal system, construction of dedicated right and left turn lanes, and access management measures including disconnecting the nearby intersection of old CSAH 5 / Nowthen Boulevard with new CSAH 5 / Nowthen Boulevard, and constructing raised median islands along CSAH 5 / Nowthen Boulevard on both sides of Alpine Drive. 

He advised of primary impacts of this project relating to signal system installation, access modification, stormwater ponding, trail connection, watermain loop connection, and existing trails, as detailed in the staff report.  With regard to trail construction, he explained that Anoka County would pay for trail right-of-way and engineering and the City would fund the construction cost for the trail connection.

Staff stated the estimated construction cost of the total project is $1,567,079.20.  Federal funds are available and capped at $936,000.  The federal funds will be split based on the ratio of eligible costs incurred by each party to the total eligible project cost.  The total estimated construction cost to the City is $233,607 and after federal funding is applied, the cost to the City is $98,897.  The total cost to the City after federal funds are applied, including construction engineering which is not eligible for federal funding, is $117,585.56.  However, this does not include costs for the proposed trail ($6,800) or watermain (amount not yet known) connections.  
 
City Engineer Westby explained the Joint Powers Agreement (JPA) with Anoka County defines the terms of agreement between Anoka County and the City of Ramsey including project purpose, method of delivery, estimated costs, fund disbursements, any maintenance considerations, and termination of the agreement.  This project is proposed for construction the summer/fall of 2014, beginning after schools recess for the summer to minimize impacts to bus routes.

Motion to recommend that the City Council approve the draft JPA with Anoka County for CSAH 5 / Alpine Drive Intersection Improvements, as written.
 
Discuss Bunker Lake Boulevard and Highway 47 Intersection
 
The Committee discussed problems with the signal going out at the Bunker Lake Boulevard and Highway 47 intersection, which greatly impacts Ramsey’s residents and asked if there is an upcoming project to address those issues.
 
Staff stated Mn/DOT has been contacted and Anoka County Highway Department has been copied.  City and Mn/DOT staff will discuss the possibility of improvements to relieve congestion.  After that discussion, the City will contact Anoka County.
 
5.02:    Consider Change in Institution Community Work Crew (ICWC) Contract
 
Public Works Superintendent Riemer reviewed the staff report and explained that over the past several years, the City has contracted with the Department of Corrections to use an Institution Community Work Crew (ICWC) of six to eight inmates and a guard/crew leader to help with various public works activities such as mowing, striping athletic fields, cutting down diseased/damaged trees, etc.  Under the current contract, the ICWC works one day a week for six to seven hours.  The price of the current contract is $20,175 and due to expire on December 31, 2013.  

The Department of Corrections has informed the City it is not able to renew the contract as other cities are requesting crews for additional days.  The Department of Corrections has offered a new contract to provide a crew on an as needed basis at no cost to the City until a crew is utilized.  The cost would be $475 per day for Monday through Thursday and $67.50 per hour for each overtime hour worked.  Because of their four-day work week schedule, Friday is considered overtime.  

Staff recommends entering into a one year contract with the Minnesota Department of Corrections for the occasional hire of their work crew on an as needed basis and to work with Finance to reallocate funding in the 2014 general fund budget for either contracted services or temporary seasonal help. 
 
Motion to recommend that the City Council enter into a one year contract with the Minnesota Department of Corrections for the occasional hire of their work crew on an as needed basis and direct staff to work with Finance to reallocate funding in the 2014 general fund budget for either contracted services or temporary seasonal help.

5.03:    Approve Utilization of Web-Based Reservation System for Parks
 
Parks and Assistant Public Works Superintendent Riverblood reviewed the staff report and explained the City currently uses Outlook Calendar to schedule the public’s and Anoka Ramsey Athletic Association’s (ARAA) reservations for park facilities.  To improve efficiencies, staff recommends migrating to a web-based system for the public to reserve these facilities.  Staff explained the City’s park facilities will be listed and staff would sign off on the reservation once it is confirmed the use is appropriate. 

Staff estimates that for lower reservation months, the cost to the City may be $8 per month and for higher reservations months, the cost to the City may be $16 per month, resulting in an annual cost of $128 to $200. 
 
Motion to recommend that the City Council approve proceeding with a change to an on-line park facility reservation system beginning immediately internally and going “live” in January 2014.

5.04:    2014-2018 Capital Improvement Plan (CIP)
 
Public Works Superintendent Riemer introduced the 2014-2018 Capital Improvement Plan (CIP), noting it is a strategic planning tool to assist the Council identify proposed capital improvement projects over the next five years.  He described the age and condition of the Public Works vehicles scheduled for replacement: tractor is 29 years old; plow truck is 14 years old; water truck and boom truck will be combined; second plow truck currently has 186,000 miles; and, the loader will be 20 years old at the time of scheduled replacement. He described a point system used by Dakota County that considers criteria of hours, miles, and percentage of original cost made in repairs.  Public Works Superintendent Riemer stated he will create a similar analysis system for Ramsey over the winter months so the only criterion is not just the age of vehicle.
  
Consensus of the Public Works Committee was to recommend that the City Council hold a public hearing and adopt the 2014-2018 Capital Improvement Plan.
 
6.         COMMITTEE / STAFF INPUT

The Committee asked about the status of River’s Bend Park and possibility of a conservation easement to assure it will never be sold off. Staff suggested a background report be provided to the Council.  Staff explained this park came about as a result of the River’s Bend development and is not a dedicated City park and described the concern of this neighborhood and stated they want to assure it is not sold to private organization for recreational purposes.  The neighborhood wants it to be protected as a City park.  The Committee asked to bring this issue forward to a future Council Work Session.
 
Staff reported the status of the crosswalk to Alpine Park is completed, signed, and the road is striped.
 
The Committee stated one side of Dysprosium was sodded but the corner lot is still full of weeds. Staff reported this was turned over to the Police Department for Code enforcement.  Staff will get an update on that matter.
 
City Engineer Westby presented an update on recent discussions regarding the potential to construct a pedestrian underpass for Armstrong Boulevard at 146th Avenue.  The construction of an underpass for Armstrong Boulevard in this location had been discussed by staff in recent years, but the cost estimate to construct an underpass with the Highway 10 / Armstrong Interchange is more than $400,000 and since the benefit would be low staff does not recommend constructing the underpass at this time.  City Administrator Ulrich added that a controlled pedestrian crossing exists at the signalized intersection of Armstrong Boulevard and Sunwood Drive a short distance away which would make it even more difficult to justify an underpass.

City Engineer Westby stated the Environmental Policy Board (EPB) discussed topsoil specifications yesterday evening.  He indicated Mn/DOT has issued new topsoil specifications that will go into effect at the end of the month so staff is reviewing changing the City’s topsoil specifications.  The EPB is planning to look at the broader issue including other water conservation measures. Staff expects to present additional information to the Public Works Committee in January 2014.
 



 
 

Ratify the recommendation of the Public Works Committee.

Motion to ratify the recommendation of the Public Works Committee.