Report from Public Works

The Public Works Committee held its regular meeting on November 15th, 2011 and discussed the following seven cases:

Case 5.1: Discuss Trail Easement Acquisition on the Hansen Tree Farm

Staff reviewed in the report that as part of the public input period during the discussion to extend Variolite Street, Hansen Tree Farm was adamantly opposed to any new roadway construction that would impact their property, but they did state that they would be open to discussions related to the potential dedication of a trail easement along the westerly side of their property.  Staff is seeking direction on the potential terms of the easements and whether there is interest in dedicating funds in the near future for trail construction.  

Motion to recommend that the City Council enter into an agreement to secure an easement with the Hansen Tree Farm for a 20-year term, renewable for a 5-year periods after the initial term, and subject to legal review with no compensation nor any promise to construct the trail in question.

Case 5.2:  Consider Proposal from Metro Area Repeater Association to Install Skywarn Facilities on Water Tower #2

Staff reviewed in the report that they received a request from the Metro Area Repeater Association (MARA) to place their facilities within water tower #2 located on Sunwood Drive.  This equipment would be used as a public service by Skywarn spotters and amateur radio operators. 

MARA was in attendance at the October Public Works meeting to outline their proposal to the Committee.  The Committee requested that MARA provide information on other City's that currently provide this service, the terms of those agreement/leases, and annual operating costs.  

The Committee discussed and agreed that staff will add the requirement for a 24-hour notice and that MARA equipment will be removed should there be a paying user. It was also agreed that  the language indicate the MARA equipment will also be moved due to space needs or conflict with any existing or future radio waves and/or users.  MARA would also be responsible for all costs associated with the installation and maintenance of their facilities (including power needs), and they would be responsible to react to and/or adjust their facilities during the City's routine maintenance of the tower (painting, etc.).

MARA stated it has a $1 million blanket liability policy and Ramsey would be named as additional insured.

Motion to recommend the City Council direct staff to formalize an agreement with MARA including 24-hour notice for tower access, additionally insured on $1 million liability policy, removal of equipment at their cost should another lease be received or signals conflict, and payment of electric costs.

Case 5.3:  Consider Policy on Turf Establishment Related to City Improvement Project

Staff reviewed in the report that they are seeking input on the following items:

• Topsoil requirements - no more salvage of on site material; all topsoil will be imported and meet MnDOT topsoil borrow requirements.
• If the area of restoration is within a rural ditch section reserved for stormwater management, salvaged topsoil can be used to promote infiltration.
• 4" uniform depth of installation.
• Turf requirements - sod will be used exclusively 
• Do we want to consider seeding in ditch and/or ponding easement areas, to include low maintenance native seed conducive for sandy soils?
• Require the contractor to water for 30 days and establish root growth, at which point it becomes the obligation of the property owner. Resident notification letters to be delivered as the project is nearing completion to remind them of their responsibility for long term maintenance.

Motion to recommend that the City Council adopt a Turf Establishment Policy, as presented, requiring the import of 4 inches of premium top soil, sod, and 30-days of watering.

Public Works Committee consensus was reached to schedule discussion of the depth of top soil requirement for a future Public Works Committee meeting.

Case 5.4: Discuss Turf Restoration Concerns on City Improvement Project #08-34; the Bituminous Paving of 151st & 152nd Avenues, and Fluorine Street

Staff reviewed the report and noted this project involved resident complaints about the amount of rock in the topsoil. 

Staff wanted to clarify to the Committee that the City supplied the dirt, which was screened, so the last 2 inches of dirt was the same for all. The City subcut down 2 inches to get out rock but some residents may have done more watering.

Public Works Committee consensus was reached to direct staff to write a letter to the residents in the project area indicating the project would be inspected in the spring to determine whether additional corrective actions are necessary and, at a minimum, the rocks will be removed. After that, the property owners are expected to take over responsibility.

Case 5.5: Approve Final Draft of RFP and Contract for Contracted Sweeping Services

Street Supervisor Riemer reviewed in the staff report at the October Public Works Committee meeting approval was given to contract out spring street sweeping.  Staff has prepared a contract for the Committee's review.   

Motion to recommend that the City Council approve the Response for Proposal for 2012 spring sweeping subject to legal review.

Case 5.6: Discuss Potential Reconstruction of Garnet Street, North of 167th Avenue

Staff reviewed in the report that street maintenance activities on Garnet St, between 167th Avenue and Brookfield subdivision have not occurred on the City's standard maintenance plan.   Staff has observed while going through the long term street maintenance and reconstruction initiative, that the Public Improvement Revolving (PIR) Fund could be utilized as seed money for this program and asked whether Garnet Street, between 167^th Avenue and the Brookfield subdivision, should be used as a kick-off project using the Public Improvement Revolving (PIR) Fund as seed money.   

Motion to recommend that the City Council approve a Garnet Street roadway project of the same width as streets to the north including concrete curb and gutter, full utilities, and a sidewalk on the east side.  The funding would be a 50/50 cost split with the residents for the roadway improvements only, and subgrade corrections would be included with the utility work and paid for through the appropriate City enterprise funds (to be reimbursed in the future if/when the properties connect).

Staff inquired how the City's 50% portion of the roadway improvements would be funded.  It was further discussed that staff should meet with the property owners in the area to outline the new proposal and gauge their interest for such an improvement.  Following the meeting staff would come back to update the Council, and identify potential funding options for the City portion of the roadway work.

Case 5.7: Consider Authorization to Initiate Updates to the City's Comprehensive Sanitary Sewer and Water System Studies

Staff reviewed in the report that as part of a City Council work session in August 2011, to review the City's 2011 development cost study, utility rates were discussed and how those rates are determined. Staff is seeking direction whether to undertake the comprehensive sanitary sewer and water system studies, and/or rate study.

Motion to recommend that the City Council direct staff to prepare a scope of service and obtain quotes, from select firms within the City consultant pool, to undertake a comprehensive sanitary sewer and water system study for future consideration by the Public Works Committee, and to discuss policy direction/assumptions so the consultant is provided with clear direction.

Staff recommends ratifying the recommendation of the Public Works Comittee.

Ratify the recommendation of the Public Works Committee.