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HomeMy WebLinkAboutWK February 8, 2005 / \ \.j ~~ W;v LtJl...CtlH) 3 - (- 0 5 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US City Council Workshop Tuesday, February 8, 2005 Public Works Facility Conference Room 1. Call to Order - 7:00 p.m. 2. Discuss Future Development of Public Works. 3. Discuss Public Works Facility Management Issues. ~) 4. Discuss 2004 Yearly Report and Updates. 5. Other Business 6. Adjournment " U o ANDOVER CITY COUNCIL WORKSHOP - FEBRUARY 8, 2005 MINUTES A workshop of the Andover City Council was called to order by Mayor Mike Gamache, February 8, 2005, 7:02 p.m., at the Andover Public Works Division, 1785 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Councilmember absent: Also Present: Don Jacobson, Julie Trude, Ken Orttel, Mike Knight None 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 Recycling Coordinator, Cindy DeRuyter ./ '1 U PUBLIC WORKS BUILDING TOUR Mr. Stone escorted Mayor Gamache and Councilmembers on a tour of the Public Works facilities. They toured the large garage where various vehicles and equipment are stored, the vehicle maintenance shop and the sign shop. Matt Anderson and Steve Weinhold, Sanitary Sewer Department staff, demonstrated the operations of the new sanitary sewer televising trailer. They presented a televised tape of a service line leaking and then the same service line after repairs had been made. They went through the recently vacated fire station 3 area where renovations are underway for future space for the Parks Department. Councilmembers expressed an interest in meeting every six rnonths to tour and discuss Public Works issues. DISCUSS FUTURE DEVELOPMENT OF PUBLIC WORKS Mr. Stone presented a map showing future land and building development needs for the . Public Works Division. Discussion followed on possible locations for a salt storage building, street sweepings, utility sand dump station, recycling center, and possibility for additional garage space in two - five years. Mr. Stone discussed where future locations might also be placed for add-ons to the Community Center, parking lots and roads. Discussed future needs for an additional road through the back of this developrnent to exit /- '\ onto Nightingale Street. Councilmember Knight expressed concern regarding the '--./ intersection of Nightingale Street and Crosstown Boulevard due to the large amount of () City Council Workshop February 8, 2005 - Minutes Page 2 traffic and adding to it, the large vehicles and equipment from Public Works that would use this intersection for access to Crosstown Boulevard. Councilmembers stated Engineering should get involved as soon as possible in developing this land (a 20 year plan) for future roads tying into Hanson Boulevard and Nightingale Street and building placement on the new property. Mr. Dickinson stated the city has also looked at rernaining properties that could be purchased before further expansion of roads can be developed to exit onto Nightingale Street. Mr. Stone passed around sample pictures of salt storage units and possible locations where the building could be placed on this development. Discussion followed on possible locations and style of the salt storage building. Councilmembers expressed concerns regarding the look of the building and placement. o After further discussion regarding placement of roads, buildings, ball fields, parks, future expansions of the Community Center and parking lots, the Councilmembers suggested hiring a consulting firm to work with Engineering and Public Works to develop a master plan for the area. Mr. Dickinson stated staff would seek proposals from a consulting firm to work on a master plan to develop this land. DISCUSS PUBLIC WORKS FACILITY MANAGEMENT ISSUES Mr. Dickinson reviewed a memo regarding the City Hall HV AC System, geothermal heat pump system. The system was installed in 1996 and over the last three years it has cost over $31,000.00 in repairs to keep the system going, so future options to run a less expensive system need to be looked at. The present options are to install new loops in the existing system or install a different system other than geothermal such as a roof top system and use existing duct work. With a roof top system we could then use the grounds where the old system is for future expansion of City Hall if ever necessary. Discussion followed on the operation of the two different systems. If the existing system is not replaced, repair costs will continue to be substantial. It would be approximately $170,000 to install a new horizontal system. Mr. Dickinson stated the CIP has been approved for $175,000.00 for a new systern and City Hall security. Mr. Dickinson stated an analysis and bids of both systems would be done and brought back to Council for approval. o Mr. Dickinson reviewed City Hall security and front desk reception areas. Staff would like to get quotes on a card security system for City Hall main entrances and doors into the office area, along with some sort of caging security for the reception desk space to keep the public from using this area after hours. Mr. Dickinson stated staffwill acquire security o o () City Council Workshop February 8, 2005 - Minutes Page 3 options and bids and bring them back to Council for approval. Councilmember Trude mentioned the entrance doors also need to be handicap accessible. Mr. Stone discussed a request from the Senior Center to remove the existing commercial stove that is not working properly and replacing it with a regular gas stove. Councilrnembers agree the replacement is necessary and to make the changes. DISCUSS 2004 YEARLY REPORTS AND UPDATES Recvc1inl! Prol!l"am Ms. Cindy DeRuyter, Recycling Coordinator, reviewed the 2004 goals and reports. The recycling program tonnage goal for 2004 was 2,508 and the actual tonnage recycled was 2,719. Councilmember Trude questioned how the programs are working in cities that have gone to the single sort recycling programs. Ms. DeRuyter stated the programs are working well and increases recycling due to ease of sorting. She has toured the Materials Recovery Facility (MRF) in St. Paul where the sorting is done. Mr. Stone questioned if the Recycling Center should be open 24-7 or have manned operating hours. It is heavily used and papers and plastic aren't always controlled from blowing out of the Recycling Center, which can cause unsightly conditions for participants at the Community Center. At this time, no changes will be made to the Recycling Center operations. In December the members of the Anoka County Solid Waste Advisory Committee completed the 2005 Anoka County Solid Waste Management Master Plan. Copies of the master plan were distributed to Councilmembers. Mayor Gamache questioned if hazardous waste materials are being dropped off in the Recycling Center. Ms. DeRuyter stated occasionally materials are left in the center and she takes them to the Anoka County Household Hazardous Waste Facility in Blaine. The compost bin sale will take place again this year offering residents an opportunity to reduce garbage. The bin sale will be advertised in the newsletter. Parks Department Mr. Kevin Starr, Parks Maintenance Supervisor, reviewed the growth in the parks maintenance department. He reviewed a map showing the park growth over the past three years. When will there be enough parks and the growth slows? They need to look at the comprehensive plan and determine when to stop putting a small park in every neighborhood and go to larger multi-use parks. ( ) '~ City Council Workshop February 8, 2005 - Minutes Page 4 Mr. Starr questioned who would be putting in the irrigation system for the Community Center. Mr. Dickinson stated they would be going out for bids on the installation. Mr. Starr stated there are jobs that could be done in-house, such as Prairie Knoll Park, which would generate substantial cost savings. cJ Councilmember Trude rnentioned how nice the playground updates look. They have the concrete around the play area and it keeps the park looking nice and neat. Mr. Starr reviewed various playgrounds and equipment presently in the parks and upgrading fall zones and equipment to meet ADA standards. Councilmernber Knight questioned the amount of and need for tot lots. He stated perhaps a rnore standard multi-use park would be better suited to all areas. Discussion followed regarding the style of parks that should go in. Councilmember Trude questioned the replacement schedule and how closely Mr. Starr works with the Park Commission when they are looking at non-developed parks. She suggested he keep in close contact with thern when new parks are being developed. Mr. Stone stated the parks department staff and Todd Haas work closely together on park development and progress. Mayor Gamache stated he often receives compliments on how nice and well maintained the parks and trail system are. Mr. Starr mentioned staff numbers are still low compared to the amount of parks and trails. A new Parks Maintenance employee started this month, which will be a big help. Mr. Dickinson stated how passionate the parks department staff are about their jobs and what a benefit that is to the city. Streets Department Mr. Stone opened the discussion regarding street maintenance and snowplowing. Councilmember Trude mentioned she has concerns regarding Shadowbrook Cove snowplowing when we take over the maintenance of their roads. She thought we should state the president of the town home association should receive calls for snowplowing questions and concerns to help reduce the amount of calls the city would get. Discussion followed regarding private roads and maintenance. Councilmember Knight mentioned we have residents who can't always shovel the end of their driveways and asked if we can get information out where they can fmd assistance if necessary. Perhaps put an article in the newsletter. We don't have the staff or time to go back to help out specific residential areas on private property. Also mentioned was the amount of snow for residents who live along a trail and county road. It's extremely difficult to keep the trail and driveways clear when both the county and city clear the road and trail. o Councilmember Orttel questioned the type of plow equipment used on the trails. He noticed the trail plows during the tour of the building and wondered if a chute that slides over the plow would work when removing snow frorn the sidewalks to elirninate leaving so much along the road or driveways. / ' , , , ) '--~ City Council Workshop February 8, 2005 - Minutes Page 5 Mr. Stone discussed mailbox replacement for boxes damaged during snowplow operations. We are seeing more and more of the plastic or designer type mailboxes and when hit with snow or ice they crack and break very easily. If a mailbox is replaced due to a direct hit from the snowplow it would be replaced with the standard box and post only. C) Water and Sewer Department Mr. Brian Kraabel, Utilities Supervisor, gave a brief update of 2004. There are still a few outstanding issues that need to be corrected at the water treatment plant. Bolton & Menk continue to work on the problems with Mr. Kraabel. He explained back flow operation problems being experienced and Bolton & Menk will continue to work on them. The water quality is excellent and levels of rnanganese and iron are as low as we can get them. Councilmember Jacobson questioned flushing operations and Mr. Kraabel stated the city will go to once a year flushing, which will be during April. Councilmember Trude mentioned we should start flushing after 8:00 a.m., so residents can get ready for work and school. Mr. Kraabel stated the need to do areas around the schools before 8:00 am. so it does not interfere with cooking for lunches, but staff does hold off residential areas until after 8:00 am. where possible. In 2004 Well 4 rehab was done due to excessive amounts of sand entering the water plant. which is being experienced again due to soft layering in the well. SEH will analyze the videos taken from Wells 4 and 6 to determine actions necessary to correct the sand problems. Mr. Kraabel reviewed 2004 additions of water mains, hydrants, meters, etc. Reviewed department staff, two people in water, two people in sewer and one person working on GIS and cornputer programs. Watering restriction violations in 2004 were lower than 2003 due to weather and hopefully education. Mr. Dickinson reviewed city parks being irrigated with city water versus private wells. Staff will look into costs of wells being installed compared to usage costs for city water. The fIrst water main failure in 2004 occurred in December at Kensington Estates. Staff repaired the failure whereas in the past we had to contract these services. Staff jointly worked with eight science classes from OakView Middle School this year at the water treatment plant. /'. \.J The Sanitary Sewer Department received their new televising trailer in Decernber. This allows staff to televise the entire system to determine the condition of the system and weak areas. Mr. Kraabel reviewed 2004 storm sewer repairs. This was a very bad year for catch basins due to weather changes. r~ '.. ) City Council Workshop February 8, 2005 - Minutes Page 6 Councilmember Trude felt when sanitary sewer is brought into a neighborhood it should be followed with city water at that time. Mr. Kraabel stated Engineering will be looking into this issue. Vehicle Maintenance Department Mr. John Wallace, Vehicle Maintenance Supervisor, reviewed vehicles and equipment that currently have maintenance service done. Mr. Wallace stated the plow truck looked at during the building tour is Unit 190 and is the oldest vehicle in the fleet at 15 years old with over 100,000 miles. Mr. Wallace reviewed the underbody scrapper that has been added to the plow trucks. With the underbody scrapper, time and money can be saved both in fuel and operation pay. Also added to the plows after the scrapper have been the rear wing and brine tank. Mr. Wallace distributed a graph showing fuel costs for both regular and diesel gas. ( \ , , .' We have an excellent staff of mechanics, standardized ordering vehicles and equipment, and standardized parts such as filters, which all help keep costs down and vehicles running longer. Staff is trained and schooled for rnaintenance on various pieces of equiprnent frorn chain saws to the Vactor truck to street sweepers to the newest vehicle in the fleet, the Zamboni. OTHER BUSINESS Mr. Stone summarized and thanked Mayor Gamache and Councilmembers for taking the time to attend this workshop. Mr. Stone thanked his staff and stated they are a well- educated, dedicated group of employees. Councilmember KIDght said it is pleasure to see the pride and accomplishments of the Public Works ernployees. Councilmernber Orttel thanked Herb Blommel for the aerial photos and stated how nice they are to have. Councilmember KIDght mentioned the safety of residents along Tower Drive now that the Community Center is operating. Perhaps we need to look at a trail or keep the large Public Works vehicles off Tower Drive. ADJOURNMENT Motion by Orttel, Seconded by Jacobson, to adjourn the Andover City Council Workshop. Motion carried unanimously. The meeting was adjourned at 10:00 p.m. , \ ~ ) Respectfully submitted, Barb Wells, Recording Secretary