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HomeMy WebLinkAboutWK March 16, 2006 o CITY OF NDOVE 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100 FAX (763) 755-8923. WWW.CI.ANDOVER.MN.US ANDOVER CITY COUNCIL WORKSHOP MINUTES March 16, 2006 A workshop of the Andover City Council was called to order by Mayor Mike Gamache, March 16,2006, 7:08 p.m., at the Andover Public Works Division, 1785 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Councilmember absent: Also Present: Mayor Mike Gamache, Julie Trude, Mike Knight Don Jacobson, Ken Orttel City Administrator, Jim Dickinson Public Works Superintendent, Frank Stone Utilities Supervisor, Brian Kraabel Parks Maintenance Supervisor, Kevin Starr Streets Maintenance Supervisor, Irwin Russell Vehicle Maintenance Supervisor, John Wallace Facility Maintenance Supervisor, Ron Scott Recycling Coordinator, Cindy DeRuyter FACILITY TOUR OF PUBLIC WORKS o Mr. Stone escorted Mayor Gamache and Councilmembers on a tour of the Public Works building. They toured the large garage, the vehicle maintenance shop, parks department area and the sign shop. They looked at the newly renovated parks department and sign shop area Public Works staff did most of the construction work in-house on this project. Mr. Wallace pointed out the need for a larger vehicle maintenance shop by having a plow unit in the shop and how much space it takes to work on it. Mr. Stone pointed out the cement floor in the large garage and explained why it has to be sealed every year and also pointed out the amount of vehicles sitting outside due to lack of space. Mr. Stone gave each Councilmember a pamphlet with a Public Works staff chart, total years of service for all employees and each department's goals and objectives. DISCUSS FUTURE DEVELOPMENT SKETCH PLAN FOR PUBLIC WORKS o Mr. Stone presented a map showing the future sketch plan of the new land purchased for Public Works expansion. Brian Kraabel gave a power point presentation showing the vision and purpose of the future site plan. The Public Works Committee and staffhave met a number of times and agreed on the proposed site plan discussed. Future needs would include extension of the large garage building, addition of a vehicle maintenance shop, salt storage building, relocation of the Recycling Center, truck washing/sand dumping station, in-house nursery, gas pump island and road reconstruction for better access off Crosstown and Nightingale. Also, if a second sheet of ice at the Community Center is needed it would then require an additional parking lot be placed in the back of the land area The o o o plan at a later date could include a pedestrian underpass walkway under Crosstown, a future park and future parking lot. Mr. Stone stated the entire plan doesn't have to be confirmed and approved at this meeting, but would like approval to start grading and building on the 11 acres next to Public Works. Mayor Gamache asked what the 2006-2007 requests for the 11 acres are and if they include the on-site grading; road construction off Crosstown entering on the west side of the Water Treatment Plant, Recycling Center relocation, truck washing/sand dumping station, in-house nursery and outdoor material storage containers. Mr. Stone pointed out how the new proposed road access would accommodate Public Works traffic flow and recycling center traffic. Discussion followed on the amount of traffic in the area and some of the existing intersections already being difficult with the amount of traffic. Mr. Dickinson pointed out the acreage areas on the map and dates they will be acquired and when work can be done in those areas. Mayor Gamache and Councilmembers nmmimously agreed with the proposed plan for the 11 acres and approved starting work in this area for the 2006-2007 changes. Discussion followed on a future parking lot on the north end of the plan or if Sunshine Park parking lot could be used for overflow parking for the Community Center and park use. If Sunshine Park were used lighting, crosswalks and trails would have to be provided. REVIEW 2005 DEPARTMENT REPORTS Recvclin!! Prmrram Ms. Cindy DeRuyter, Recycling Coordinator, showed a report with the tonnage goals Andover achieved for the county in 2005. The city reached 126% of their tonnage goal. One-sort recycling is coming from all haulers in the City and should be implemented for all residents by the end of summer. This will be advertised in the city newsletter once dates are confirmed and haulers will also be sending out their own information. Ms. DeRuyter is recommending we change the refuse haulers license to allowing four haulers being licensed instead of 10 haulers in the city. Anoka County will be providing recycling barrels during the Fun Fest for recycling materials and the Knights of Columbus will service them during the event. The Community Center has worked with Cindy to place recycling bins in various areas, but the YMCA has not been so receptive to the program. They will not allow recycling containers in the upstairs area of the Y. At the Anoka County Task Force meeting a guest speaker recommended using less toxic cleaners in all government buildings by personnel and their cleaners. They are currently working with one of the larger cities to see a progranl implemented. o The recycling program has purchased 600 seedlings again this year for the City Forester to pass out on spring Recycling Day and Arbor Day. School District 11 will be using a cartoon CD, "Ollie Saves the Planet", recommended by the recycling program in their environmental classrooms and on their network. Parks Denartment Mr. Kevin Starr, Parks Maintenance Supervisor, passed out a report on his departmental goals and achievements and commented on the rapid growth of the park and trail system. Some of the projects in 2006 will include three rebuilds of play structures and the 2nd phase of Prairie Knoll Park, which includes a new parking lot. The rebuilds are at Fox Meadows, Red Oaks West and Hidden Creek South Parks. Red Oaks West rebuild is dependent on a grant. o Staff continues to do as much in-house work as possible, most of it being irrigation and concrete work with tables and benches. In 2005 staff did all the landscape and irrigation work at the Community Center/YMCA along with help from various volunteer groups. The Community Center work took up approximately 75% of staff time in the summer and then the September storm hit. At Sunshine Park staff continues to work on concrete work and add-ons. Councilmember Trude recommended putting in more trees or shade areas for the sport teams playing there. The new Frisbee golf course went in at Fox Meadows Park and seems to be very successful. Mr. Starr questioned the council if the city should continue to supply the paint and chalk to various athletic associations for field prep or if the associations should supply their own. Other cities are about 50-50 on supplying the paint and chalk to associations. Mr. Starr showed a play structure part that was damaged and found by staff during inspections. The part was approximately 9 years old and explained the need to upgrade and change out play structures and stay proactive with equipment. Mr. Starr recommended meeting with Councilmembers in the summer months and going on a park/trail tour so they can see maintenance and work items getting done. Streets Denartment Mr. Irwin Russell, Streets/Signs Maintenance Supervisor, stated the document in the pamphlet shows the time of the year when various maintenance jobs such as street sweeping, grading, patching and tree trimming are done. o Mr. Russell reviewed a plow route map that outlines the routes for both large plow trucks and smaller cul-de-sac plow trucks. We have 185 miles of roads and 325 cul-de-sacs to maintain in the city. o Mr. Russell reviewed areas of bad roads needing resurfacing, patching and curbing, but always hear residents don't want to pay for it. The overlays also need to be done for safety of the traffic on the roads and not just for the residents that live on the road. A discussion took place regarding the crack sealing projects and that Streets and Engineering Departments are looking at some areas that need to be changed from the project. Some of the roads are so bad that crack sealing doesn't really do any good on the road, so the money shouldn't be wasted on that type of road, but be put towards a road that would be better preserved. Mr. Russell questioned ifwe should look at paving more of the gravel roads in the city. We only have 7 miles of gravel road, but they are much more expensive to maintain than a paved road. The Sign Department works on a lot of signing for new developments and continues to work on the 9" street sign replacement program. The replacement of these signs is almost complete. o Water and Sewer Deoartment Mr. Brian Kiaabe1, Utilities Supervisor, gave a brief update of 2005 and stated staff information is in the packets. Reviewed water pumped and usage figures. Reviewed the 2005 water violations and stated seasonal staff did a very good job monitoring violators. Mr. Kraabel reviewed the new legislation that was passed in 2005, that will affect the fee schedule for water users this year. The months of June, July and August will have an increase of $20.00 per million gallons pumped, which needs to be passed onto the users. Councilmember Trude questioned the 2006 fee schedule for the quarterly payment schedule versus the monthly payment schedule for water users. She felt the monthly payment users would be paying more in the long run. Mr. Dickinson said they would have the Finance Department look into it and check the fee schedule. Mr. Kraabel reviewed chemicals used to mix in the water to maintain correct levels as required by the State. The water also needs to be brought back into the water plant faster and the reclaim tank pump is too small to accomplish this. Staff is looking into what can be done to upgrade the pump. Local schools are touring the Water Treatment Plant often for educational purposes. This past week nine 4th grade classes toured the plant over a three-day period. o Discussion took place regarding Tower 1 repair versus replacement. The tower was builtkin 1985/1986 and now needs to be painted inside and out, which has never been done. The estimated cost to rehab the tank is approximately $300,000.00 - $400,000.00. The tower is due to be replaced in 2008, so we will try to get by with using the existing tower until that time without any major expenditures toward a rehab. o Mr. Kraabel discussed a radium issue with Wells 2 and 3. The Minnesota Department of Health will issue a letter of violation to the City, which is required by the EPA. Staffwill notify the water users of the violation and the city's intent for correction. The sooner Wells 2 and 3 can be eliminated from the system the better. In order to do this, additional water main needs to be connected to the west system by way of South Coon Creek Drive. Mr. Kraabel recommends going to an automatic meter reader system, which will speed the reading process and give us first hand information on all accounts. In 2005 staff cleaned approximately 5.5 miles of sanitary sewer mains and is looking at cleaning and televising 18 miles of sewer line in 2006. Staff will be upgrading lift station #1 due to age and looking at maintenance issues. Staffhas set a goal of cleaning 20% of the storm sewer system in 2006. Facilitv Maintenance Mr. Ron Scott, Facility Maintenance Supervisor discussed his position and what is maintained under the facility maintenance title. Mr. Scott reviewed some of the major maintenance items that were done in 2005 such as the heating/AC change over in City Hall and the renovation of Parks Department area and restrooms in Public Works. o Mr. Scott mentioned staffhas to be licensed to perform boiler maintenance and the Community Center is getting their staff trained and licensed to be able to do their maintenance. Mr. Scott works closely with various contractors for repairs and upgrades on city facilities and to get bids and quotes on future projects. Mr. Scott mentioned the Public Works staff is a very capable and talented group of people and can complete many of the facility maintenance jobs in-house, which can be a huge cost savings to many projects. Vehicle Maintenance Deoartment Mr. John Wallace, Vehicle Maintenance Supervisor, reviewed vehicles and equipment that are currently serviced in the maintenance shop. The city now has over 370 pieces of equipment and vehicles. Mr. Wallace feels better equipment and vehicles are being purchased, which could start to expand the lifetime of the vehicles. o Mr. Wallace mentioned the alternative fuels such as bio diesel that will have to be used and the purchase of smaller vehicles, which is a large cost savings for fuel. In 2000 we used 15,000 gallons of unleaded gasoline and in 2005 we used 2,000 gallons less. We are purchasing more equipment that can be used year round with just the change of a broom, blower or mower, which is also cost efficient. o o o All new vehicles such as a sweeper and department utility vehicles have been purchased and ordered for 2006. Mr. Wallace commented on his staff and their experience and outstanding dedication to the city. OTHER BUSINESS Mr. Stone summarized and thanked Mayor Gamache and Councilmembers for taking the time to attend this workshop. Councilmember Trude suggested breaking up the meeting in two sections in the future so more time could be spent with each department. Mr. Starr suggested meeting with the Parks Department in the spring or summer months so a tour of the parks/trail system could be a part of the meeting. Councilmembers and staff agreed that was a great idea and would look forward to it. Mr. Stone mentioned during training sessions regarding the city emergency plan that all Public Works staff will be trained and ready to work in emergency situations. All staff will be trained in the event a supervisor or leadperson is not available during an emergency. Councilmember Knight mentioned his concern for the Community Center parking lot if the Fun Fest carnival is allowed to set up in that lot. Questioned the amount of damage it may cause during four hot days of the Fun Fest. ADJOURNMENT Mayor Gamache adjourned the Andover City Council Workshop meeting at 10:20 p.m. Respectfully submitted., Barb Wells, Recording Secretary