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HomeMy WebLinkAboutSP April 13, 1999 t1ff'YUV<:'(¡\ v Iï / Gf If CITY of ANDOVER Special City Council Workshop - Tuesday April 13, 1999 Andover Public Works Building Call to Order - 7:00 PM. Discussion Items 1. Discuss Items to be Purchased from 1999B Equipment Certificate 2. Review Additional Infonnation for Concession Contract 3. Need of Additional Property for Public Works Division a) Three acres for water treatment plant and ground storage b) Five acres for salt storage building c) Seven acres for departmental storage areas 4. Evaluate Utilities Department Future Expansion a) Split pressure system b) Water storage 5. Recycling Update a) Calendar b) Surveillance camerae s) for Recycling Center 6. Streets and Highways Department Update a) Boulevard trees -- who owns them? b) Mailbox policy c) Maintenance of center median on new Bunker Lake Boulevard 7. Parks Department Update a) Winter maintenance -- Park Trails b) Summer maintenance -- BalIfields 8. Vehicle Maintenance Division a) Maintenance on other governmental vehicles b) Hire one full-time person now or one 20-hour/week part-time person for remainder of 1999, to be upgraded to full-time in 2000 c) After hour use of City garage by City employees 9. Discuss with Park & Recreation Commissionl5- Y ear Capital Improvement Replacement Plan Adjournment ~. . , L'U'Ic...\:..-\ - 1"1/ -'-I CITY of ANDOVER SPECIAL ANDOVER CITY COUNCIL MEETING -APRIL 13,1999 - MINUTES A Special Meeting of the Andover City Council was called to order by Mayor Jack McKelvey on April I3, 1999, 7:05 p.m., at the Andover Public Works Department, 1785 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Don Jacobson, Julie Johnson, Mike Knight, Ken Orttel Councilmembers absent: None Also present: Finance Director, Jean McGann Public Works Superintendent, Frank Stone Fire Chief, Dan Winkel Public Works: John Wallace, Kevin Starr, Ray Sowada, Brian Kraabel, Tom Johnson, Scott Protovinski Recycling, Jean DeRuyther Park and Recreation Commission Chairperson, Dave Blackstad City Administrator, Richard Fursman Others DISCUSS ITEMS TO BE PURCHASED FROM 1999B EQUIPMENT CERTIFICATE Ms. McGann provided a list of Public Works and Fire Department requests for equipment to be funded with the proposed 1999B Equipment Certificate. The requests have been reduced to a total of$l, I 05,000, which is $67,000 above the dollar amount they are allowed to spend; however, it does not include any trade-in allowances they will receive on replacement equipment, which is estimated to be around $90,000. Chief Winkel stated the estimated cost does not include many of the miscellaneous equipment that will be needed on the fire department trucks, which could amount to $30,000 to $40,000. There is some money in the Department's budget plus some equipment may be taken off another pumper. It was noted in the discussion that if the legislature rescinds the requirement of cities to pay taxes, it would save $65,000 on these purchases. Mr. Stone stated the goal is to be able to do their own street sweeping. Right now the City has two street sweepers, but would need four to do the job in house. Mr. Sowada estimated the City spends about $32,000 a year on the street sweeping contract. Councilmember Orttel questioned the economics of doing it in-house at that price. Mr. Stone stated the units requested would be new; however, he would like the flexibility to be able to negotiate on some demo units. They are looking at vehicles that are flexible and can be used all year. Mr. Wallace explained the single-axle dump trucks in Items I and 2 will be totally replaced. Unit 101, which is to be replaced with a one-ton pickup with plow, still runs and may be usable by the engineering staff. ... . Special Andover City Council Meeting Minutes - April 13, 1999 Page 2 (Discuss 1tems to be Purchased from 1999B Equipment Certificate, Continued) Chief Winkel stated the fire engine and utility vehicles will replace other units. The pickup has to go back to the DNR. The $25,000 for the officer utility vehicles should be the complete package. Councilmember Jacobson suggested all of the equipment be the same color except the fire trucks. He didn't care what color as long as they are uniform. Staff members stated it can be difficult to get different colors on low bids. It can also get costly to get them painted a specific color. Also, now the departments have different colors. Councilmember Knight suggested dealing with stock colors so it doesn't cost more. Motion by Jacobson, Seconded by Johnson, the proposed equipment budget as presented at a total cost of $ I, I 05,000 subject to the sale of the certificate and subject to the new vehicles, with the exception of the Fire Department, be painted a uniform color. DISCUSSION: Ms. McGann stated as bids are received for these units, the item will be placed on the non-discussion portion of the agenda for approval unless the bids vary significantly from the estimate. Councilmember Knight asked about purchasing economy vehicles. Mr. Fursman explained the Building Department will be ordering a blazer for the fourth building inspector, which is needed for the work of that Department. Mr. Wallace is doing a cost comparison analysis on the cost of vehicles over the long run. Motion carried unanimously. REVIEW ADDITIONAL INFORMATION FOR CONCESSION CONTRACT Ms. McGann stated she met with Corey Coons, C & H Distributing. He brought in the records of their daily sales, and she is comfortable with what he is providing. She felt communication will be better in the future. The City is putting together a list of what can and cannot be done in the building because of the safety and health codes. An inspections check list will also be developed to be used at the end of the season. That list will be forwarded to Mr. Coons. The contract with C & H Distributing was approved contingent upon her working out the details on the reports. There will be some word changes to the contract which will be brought back to the Council for approval. In discussing the end of the season. Ms. McGann stated the contract can be ended October 15 as long as there is no tournament behind that point. If there is, the contract can be extended for another 30 days. The contract states the building will be cleaned up within 15 days of the end of the season. The Council generally agreed. NEED OF ADDITIONAL PROPERTY FOR PUBLIC WORKS DIVISION Mr. Stone asked the Council to consider the need for additional property for Public Works. That would include three acres for a water treatment plant and ground storage, five acres for a salt storage building, and seven acres for departmental storage areas. He has talked with Mr. Slyzuk, owner of the property immediately west of the Public Works areas. Mr. Slyzuk indicated he would be (Need Special Andover City Council Meeting Minutes - April 13, 1999 Page 3 of Additional Property for Public Works Division, Continued) doing something in the next three years and that he would give the City first chance to that property. The decision must be made whether a water treatment plant will be built. Also, the City is currently getting its salt through the county, but there is an administrative charge for it. To purchase salt on its own, the city would need to construct a salt storage building. Ham Lake put up a pole building for $30,000 for salt storage; however, a pole building would not be allowed in Andover. Oak Grove put up a similar building with cedar for $80,000.. The Council discussed the proposals, costs, the problems with the existing system of getting salt for the roads and with the quality of the municipal water plus other options. There was some sentiment on the part of the Council that the best location for the needs of Public Works would be the Slyzuk property because of its location. In addition, possibly more park facilities and/or office buildings would be an appropriate use of the remaining property. It was noted, however, that the cost may be too much; plus there is the question of where the funds would come from to pay for it. It was suggested that Mr. Slyzuk may be willing to give the City an option on the property. Possibly there will be funds from land sales in the commercial areas in three to four years to pay for this land. It was also suggested that those areas of parkland that are not being used or are unusable be sold. For now, the Council was fairly interested in the Slyzuk property and felt there may be options available for the resources to purchase it in the next few years. EVALUATE UTILITIES DEPARTMENT FUTURE EXPANSION Public Works Utilities Department personnel Brian Kraabel, Scott Protovinski demonstrated the current split water pressure system and the drawbacks and obstacles they face with the system. A proposal is to replace the tower on the west end of town with a million-gallon tower to equalize the pressure between that tower and the one at City Hall. It is estimated to cost about $1,500,000. It would also be helpful to loop the water system along South Coon Creek Drive. The City of Eden Prairie along with their school district has built a water treatment plant with educational facilities. They would like to educate the people about water and the system, and this would be a good method to do so. They would like to talk with the school district about a similar proposal as was done in Eden Prairie. The cost for a water treatment plant to treat about 7 million gallons a day is estimated to be between $7 and $10 million. The Council reviewed the proposal, costs, and the operations of the system. Possibly consideration should also be given to having the ability to provide water service to the western-most subdivisions such as Dostaler Haine and Meadowwood. They wanted to know rough costs for the water treatment plant with an educational facility before discussing it with the residents. Councilmember Orttel stated he has been receiving calls regarding the build-up of siltation in some of the City's stonn water drainage ponds. There is an obligation on the part of the city to maintain those ponds and to prevent them from flooding. To his knowledge, the City does not have a program - -~ .. ... ~ Special Andover City Council Meeting Minutes - April 13, 1999 Page 4 (Evaluate Utilities Department Fuiture Expansion, Continued) for this. Many cities have a utility program for storm water. Right now Andover has no funding for this, and he felt that needs to be investigated. If it is a utility, there would be an assessment for it. The ponds in the urban area are probably more critical. After a brief discussion, it was agreed to have the City Attorney look into it. RECYCLING UPDATE Surveillance cameras for Recycling Center - Ms. DeRuyther stated they still get improper materials dumped at the recycling center building. Surveillance cameras have been proposed in the past. The City of Coon Rapids installed two of them and found that it has almost eliminated the dropping off of improper material. They appear to be a good deterrent. Two cameras would cost about $4,434.38. They have also found that most of the violations for hazardous waste immediately follow the hazardous waste days sponsored by Anoka County, apparently because people missed the day and want to get rid of their items. The Council discussed the suggestion plus other options. A concern is that with a camera at the recycling center, there will be more dumping along the roads. It was agreed only one camera be installed at first. Motion by Orttel, Seconded by Knight, that the Council authorize the installation of one security camera at the Recycling Center for an amount approximately $4,500, and have Ms. McGann get back to us with the funding source. Motion carried unanimously. Calendar - Mr. Stone asked the Council to decide on whcther or not the City should publish a calendar for the year 2000 or would the information in the newsletter replace the calendar. Many people would like to see the continuation of the calendar. Ms. DeRuyther stated the cost of the calendar is under $ I 0,000. After some discussion, the Council felt this item should be addressed when reviewing the Year 2000 budget. Motion by Jacobson, Seconded by Orttel, to table this until we go through the budgeting process later in the year. Motion carried unanimously. STREETS AND HIGHWA YS DEPARTMENT UPDATE Boulevard trees - Mr. Sowada reported an issue is who owns the trees in the boulevards, the property owner or the City? The problem is when they need to be trimmed. There are sites that are blocked by trees, but the people protest when the City tries to trim them. The Council suggested the City Attorney give an opinion on the issue; however, the City does have a legal obligation to keep a clear sight line along the streets. --. . Special Andover City Council Meeting Minutes - April J 3, J 999 Page 5 (Streets and Highways Department Update, Continued) Mailbox policy - Mr. Sowada had pictures of some mailboxes in the City that are large and very close to the road. They create a problem, especially for snow plowing. Mr. Stone also wanted to see a policy that all mailboxes in cul-de-sacs of new projects be placed either at the entrance or exit of the cul-de-sac, not inside, because it is difficult to plow snow and to maintain. There needs to be some limit on the mailboxes. Council discussion noted the last time they tried to set limits, there were many complaints from the residents. A suggestion was to provide a brochure on the proper mailbox construction and location with the occupancy pennit. Possibly the ordinance should be changed that would apply to new developments. They felt it would be difficult to change the standard in existing developments. Staff was asked to discuss this with the City Attorney. Maintenance of center median on Bunker Lake Boulevard - Mr. Fursman stated there will be landscaping in the median of Bunker Lake Boulevard in front of Andover Station. The association for Andover Station will be responsible for its maintenance, though the City may have to do so until the development is completed. PARKS DEPARTMENT UPDATE Mr. Starr noted the update on the Parks Department which has been provided to the Council. Tom Johnson, Parks Department, stated they spent a lot of time maintaining the trails in the winter. There have been a lot of snowmobiles on the trails in spite of the numerous signs stating that is prohibited. If studs become legal, the problem will be worse. There are no funds for fixing up the trails. Councilmember Johnson suggested the Sno-Dragons may have some funds to help with that maintenance. Councilmember Jacobson felt the City needs to look at whether snowmobiles should be allowed at all any more. Councilmember Orttel suggested if that is to be discussed, it should be done before there is snow on the ground. Mr. Starr stated there is a line item in the budget for trail maintenance. He hoped that if it is not used, it would carry over to future years so there are funds to rebuild the trails when it becomes necessary. Mr. Johnson also noted that many people drive onto the trails to access their back yards, which is illegal. He felt the only way to stop that would be with more patrol. Mr. Starr explained the trails to access the schools and commercial areas will be kept open in the winter, as well as the new trail that will be constructed along Bunker Lake Boulevard. All interior trails will not be maintained in the winter. Councilmember Knight was concerned with the cost of vandalism in the parks. Mr. Starr stated they are trying to use better material for the equipment. That will probably always be an issue. No specific direction was given by the Council. Special Andover City Council Meeting Minutes - April 13, 1999 Page 6 VEHICLE MAINTENANCE DIVISION Maintenance on other governmental vehicles - Mr. Wallace stated they have looked at the possibility of servicing vehicles for other governmental bodies. Ramsey and Ham Lake are interested; however, it is important to service Andover's vehicles first. Other things must be in place before this can be done, including a better way of tracking inventory and better scheduling of the vehicles. The new software will help with that and with billing. Mr. Stone asked if the Council is in favor of doing outside maintenance. Mr. Fursman stated the premise in the past was to do this. Mr. Wallace stated they presently service over 150 gas and diesel vehicles. As the department keeps getting larger, they keep falling behind. He wants to get to the point of preventive maintenance as opposed to catch-up. He'd suggest starting to service one or two outside vehicles. If that works, then expand from there. Mr. Stone thought they could pay for another person by servicing other governmental vehicles. Mr. Wallace stated that any excess income could be used to purchase new equipment. The Council suggested the question ofan additional maintenance person be addressed by the Personnel Committee to make sure it can be funded. After-hour use of City garage by City employees - Mr. Wallace presented a policy in which City employees would be allowed to use the City garage to work on their personal vehicles after hours. Other cities allow this and have had no difficulty with the policy. There would be set hours in which that could be done, employees would sign up for a two-hour period, all City tools and consumable products would be locked up, and at least one other person must be in the garage at the same time. The City is covered by insurance under this policy. This would be for all public employees. Chief Winkel stated the policy for the Fire Department is the firefighters are allowed to wash their vehicles in the fire barns but not do maintenance of any kind. Motion by Orttel, Seconded by Johnson, to authorize the Public Works Maintenance Department to develop a formal policy for allowing City employees to use the facilities on a one-year trial basis. Motion carried on a 4- Yes, I -No (Jacobson) vote. Motiolt by Jacobson, Seconded by Orttel, to adjourn. Motion carried unanimously. The meeting adjourned at 9:38 p.m. Respectfully submitted, i\~~~'+-ZL Marce a A. Peach Recording Secretary ~ - -,- . -- " '