10/10/2013 - City Council Public Works CommitteeAGENDA
PUBLIC WORKS COMMITTEE MEETING
THURSDAY, OCTOBER 10, 2013
4:30 P.M.
CITY HALL
CONFERENCE ROOMS 2A &B
I. ADOPT AGENDA
II. SANITARY SEWER CONNECTION - DAKOTA PATH
III. WINTER TRAIL MAINTENANCE PROGRAM (2013 -2014)
A. CEDAR GROVE PKWY - RAHN RD TO NICOLS RD
B. WESCOTT RD - LEXINGTON AVE TO WOODLAND
ELEMENTARY
IV. WINTER MAINTENANCE PRACTICES
V. ADJOURNMENT
PUBLIC WORKS COMMITTEE
October 10, 2013
II. SANITARY SEWER CONNECTION
DAKOTA PATH
BACKGROUND
• On October 1, 2013, the City Council approved the Final Subdivision and Final Planned
Development for Dakota Path, a single - family residential development located in south
central Eagan on the site of the former Parkview Golf Course.
• Utility improvements for the development are designed to be connected to the existing
utilities located within the adjacent developments. Some of the utility connections are
proposed to be made to utility mains that have been extended within public easements along
common property lines between parcels. Such a sanitary sewer connection is proposed
adjacent to 4608 and 4616 Fairway Hills Drive.
• An existing 16.5" diameter oak tree currently resides within the public drainage and utility
easement near the rear property line at 4608 Fairway Hills Drive. In order to make a
standard open cut trench connection to the existing sanitary sewer, the oak tree would need to
be removed.
• The resident at 4608 Fairway Hills Drive has requested that the developer's contractor utilize
directional boring as the construction method for the connection to the sanitary sewer in an
attempt to preserve the oak tree. This request was presented to the City Council and
discussed at the October 1 Council meeting.
• As a result of the discussion, the City Council approved a Final Subdivision for Dakota Path
to create 57 lots and 6 outlots with the following condition:
o As stated by the developer, directional boring shall be done for the connection to the
sanitary sewer easement through the Poppler property to Fairway Hills Drive. The City
at its discretion may reimburse the developer on completion thereof in an amount to be
negotiated. Plans for the boring and connection shall be submitted by the developer and
approved by the City prior to installation.
• As part of the discussion, it was the consensus of the Council to consider the City's cost
participation for the directional drilling to preserve the oak tree at a future Public Works
Committee Meeting, with the expressed intention to provide a prompt response to the
developer. The developer's representative has suggested that a credit to the development be
provided in regards to the related trunk sanitary sewer charges.
• As directed by the Council, staff has met with the developer's contractor to review the
proposed directional boring. Options were considered and a recommended alternative has
been agreed to by the developer's contractor and City staff. Details follow.
PUBLIC WORKS COMMITTEE
October 10, 2013
II. SANITARY SEWER CONNECTION
DAKOTA PATH
(Continued)
FACTS
• The City Forester has reviewed the 16.5" oak tree located at 4608 Fairway Hills Drive. He
found the tree to be in excellent condition (9 out of 10) and estimated to be 60 -80 years old.
• As part of the investigation of options, an updated cost of the directional drilling effort
proposed at the time of the Council meeting:
0 16" Steel Casing = $70,000
o Fairway Hills Dr Restore = $20,000
o San Swr Replace /Connect = $4,000
o Total Cost = $94,000
• As part of the investigation of options, staff televised the condition of the sanitary sewer pipe
and verified the length indicated in the developer's plans. Pipe condition was very good.
Length of pipe was about 160 feet as compared to 114 feet indicated in the plans. The
additional 46' places the end of the pipe about 18 feet beyond the oak tree, closer to the rear
property line. A small length of casing pipe is still recommended to avoid impacting the tree.
• Estimated cost of the Recommended Directional Drilling Alternative:
• 36 " -42" Steel Casing = $10,000- 20,000
• Fairway Hills Dr Restore = NA
• San Swr Replace /Connect = NA
• Total Cost = $10,000- 20,000
• A 20'x50' pit within Dakota Path property may need to be excavated in order to install the
36 " -42" steel casing. This excavation will likely cause the removal of additional trees and
brush within the Dakota Path outlot between the new homes and the Fairway Hills homes.
Significant trees include an 8" dia cherry and a 26" dia boxelder.
• Sanitary Sewer Trunk Fees for the Dakota Path development total $235,000. The first phase
addresses $68,000 of these costs.
PUBLIC WORKS COMMITTEE RECOMMENDATION
Approve the utilization of the Recommended Directional Drilling Alternative, with all cost
responsibilities addressed by the developer, D.R. Horton.
3
PUBLIC WORKS COMMITTEE
October 10, 2013
III. WINTER TRAIL MAINTENANCE PROGRAM
DIRECTION FOR CONSIDERATION: REVIEW AND COMMENT ON
POTENTIAL ADDITIONS /CHANGES TO THE WINTER TRAIL MAINTENANCE
PROGRAM AND DIRECT ANY MODIFICATIONS TO THE NOVEMBER 4, 2013,
COUNCIL MEETING FOR FORMAL ACTION.
FACTS:
• In 1998, the City Council adopted a Winter Trail Maintenance Plan that allows
the Council to annually review and reconsider the extent of the trail system that is
designated for maintenance during the winter months. This review has been
directed to be performed at the first available workshop after April 1 each year.
• The Council previously considered additions /changes to the Winter Trail
Maintenance Plan at its May 14, 2013, Workshop. One item (CP #2) was directed
to a Public Works Committee meeting for further discussion.
• Since the May 14, 2013, Workshop, progress on the construction of a new trail
segment has achieved a point where the trail will be available for users during the
2013 -2014 winter season. This segment is being present to the Committee for its
review and consideration for potential addition to the winter trail maintenance
plan.
ATTACHMENTS:
• Staff Memo, page 5 through q
• Location Maps attached without page numbers.
City of Eap
TO: MAYOR AND CITY COUNCILMEMBERS
% DAVE OSBERG, CITY ADMINISTRATOR
RUSS MATTHYS, DIRECTOR OF PUBLIC WORKS
FROM: TIM PLATH, TRANSPORTATION & OPERATIONS ENGINEER
DATE: OCTOBER 10, 2013
SUBJECT: WINTER TRAIL MAINTENANCE PROGRAM
CONSIDERATION OF ADDITIONAL SEGMENTS
MEMO
In accordance with the City's Winter Trail Maintenance Program, no public request for additions to the
Winter Trail Maintenance Policy will be considered unless accompanied by a petition of 50 properties lying
within %z mile of the segment to be considered. All requests /petitions must be submitted in writing by April
1st. Such requests will then be presented to the Council at the next available Council Workshop with
formal action taken at a subsequent regular Council meeting for possible inclusion into the following
season's program.
Similarly, all trail segments that are constructed during the current/previous construction season are
identified and provided to the Council for discussion and possible inclusion in the winter maintenance
program.
In May, 2013, four (4) Citizen Petitions (CP) and one (1) New Trail segment (NT), constructed in 2013,
were presented for the Council's consideration. The Council took action on these segments, but requested
further information on a portion of CP #2. Additionally, a trail segment that is currently under construction
is being presented for the City Council's consideration as it appears this segment will be available for public
use during the 2013 -2014 winter season.
CITIZEN PETITIONS (CP)
1. Citizen Petition (CP #2)
A Petition containing 12 signatures representing 12 properties was submitted on April 17, 2013
(Director of Public Works pre- approved the delayed submission). The petition is requesting that an
additional segment be added for the 2013 -2014 season. Petitioners are requesting that a new trail
segment be plowed on the north side of Wescott Road from Lexington Avenue to Elrene Road. This
segment of trail is approximately 6,075 feet in length. (see map)
Rationale: Petitioners are requesting that winter trail maintenance be added to this segment located
along the north side of Wescott Road to provide an additional walking route to Woodland
Elementary.
Option A- North side of Wescott Road from Lexington Avenue to Elrene Road (as submitted)
Additional segment quantities 6,075 feet (1.15 miles) (see map)
Additional estimated annual cost $1,425 ($1,240 1mile, '12 -'13 cost)
Option B- North side of Wescott Road from
walking route only)
Additional segment quantities
Additional estimated annual cost
Woodlands Elementary to Elrene Road (school
2,640 feet (0.50 miles) (see map)
620 ($1,240 1mile, '12 -'13 cost)
Meets City Council's Winter Trail Maintenance Policy criteria number 2: Community
Collector Roads. Adjacent to thoroughfare roads with 2 traffic lanes (with safety
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lanes /shoulders) or 4 full lanes of traffic with volumes greater than 3,000 vehicles per day and
speed limits of 35 -45 mph.
Option B Meets City Council's Winter Trail Maintenance Policy criteria number 4: Local
School Walking Routes. These are trails and sidewalks that are relied upon by the school
districts for designated walkers under their bus transportation policy.
Does NOT Meet "Petition" Criteria set forth in Council Policy - Winter Maintenance of
Sidewalk and Trailways (6/7/11): "Due to the cost and/or time to add additional segments to
the overall maintenance program, it is necessary that a need and benefit be demonstrated to
justify additions to the Winter Trail Maintenance system. Subsequently, no public request will
be considered unless accompanied by a petition of at least 50 property owners or employees of
businesses located within % mile of the segment to be considered."
Additional Related Factors:
• The requested segment consists of a 5 -foot wide concrete sidewalk. The 8 -foot wide
bituminous trail on the south side of Wescott Road is currently included in the Winter Trail
Maintenance Program since it is a wider facility and serves a larger population of residents
on the south side.
• Independent School District 196 currently plows the portion of sidewalk adjacent to the
school property.
• The %z mile segment, from the east driveway of Woodland Elementary to Elrene Road, is a
school walking route.
• School walking routes are currently available for children living in the Greensboro and
Woodlands neighborhoods via neighborhood trail connections to Woodland Elementary.
The area west of the Greensboro neighborhood is outside the Woodland Elementary walking
boundary.
• The Council previously considered the addition of this trail segment in 2011 in light of the then
recently adopted, revised walking policy for students in ISD 196. At that time, the Council
stated that further consideration would be given to adding the trail segment after a meeting has
been held with ISD 196 to consider maintenance and financing options available to have the
trails cleared. Shortly thereafter, Staff met with ISD 196 representatives and were unable to
produce any viable solutions.
• With the exception of certain segments of Pilot Knob Road, Yankee Doodle Road and Cliff
Road which have significantly higher traffic volumes and are adjacent to more intense
business /commercial land uses, trails are only plowed on one side of major arterial roads.
• If added, the school walking route portion of this segment Option B- (Woodland Elementary
to Elrene Road) would be included as a Priority Level 1 route while the balance of the
segment (Lexington Avenue to Woodland Elementary) would be included as a Priority Level
4 route if Option A is approved.
PREVIOUS COUNCIL ACTION
• The City Council discussed Citizen Petition #2 during the May 14, 2013, City Council
Workshop.
• Shelly Recer, 871 Wescott Road, representative of the petition, was present at this meeting and
spoke in support of the request.
• There was uncertainty with the Woodland School Walking Boundary. Residents near the
northeast corner of Lexington Avenue who attend Woodland Elementary indicated that bussing
is not provided for them.
• The Council concurred with Option B and directed staff to add the new trail segment to be
plowed on the north side of Wescott Road from Woodlands Elementary to Elrene Road as a
Priority Level 1 route.
• The Council concurred that the remainder of the segment on the north side of Wescott Road
from Lexington Avenue to Woodland Elementary be discussed at a future Public Works
Committee meeting due to uncertainties in the walking boundary for Woodland Elementary
near Lexington Avenue. (see map)
NEW TRAILS INSTALLED IN 2013 (NT)
1. New Trails- NT #2
An 8 -foot wide bituminous trail is currently being installed on the south side of Cedar Grove Parkway,
from Rahn Road to Nicols Road, as part of Project 888. This segment of new trail is approximately
2,560 feet in length. (see map)
Rationale: The adjacent land use consists of medium to high density residential, the Cedar Grove
Redevelopment Area and the Cedar Grove Transit Station which are significant pedestrian
generators and destinations.
Additional segment quantities 2.560 feet (0.50 miles) (see map)
Additional estimated annual cost $ 620 ($1,240 1mile, '12 -'13 cost)
Meets City Council's Winter Trail Maintenance Policy criteria number 6: Other. The
Council's discretion will be used to designate other segments as necessary to provide continuity,
designated recreational loops, etc.
Additional Related Factors:
• Would add continuity to winter maintained trail segments along Rahn Road and Nicols Road.
• Would provide continuity for transit users accessing the Cedar Grove Transit Station.
• If added, this segment would be included as a Priority Level 3 route.
Please let me know if there is any additional information that would be helpful in considering the merits of
adding any of these segments to the current Winter Trail Maintenance program.
q
PUBLIC WORKS COMMITTEE
October 10, 2013
IV. WINTER MAINTENANCE PRACTICES
DIRECTION FOR CONSIDERATION: REVIEW CURRENT WINTER
MAINTENANCE PRACTICES, AFFIRM /MODIFY WINTER MAINTENANCE
SERVICE LEVEL AND DIRECT ANY MODIFICATIONS TO THE NOVEMBER 4,
2013, COUNCIL MEETING FOR FORMAL ACTION.
FACTS:
• In 1998, the City Council adopted a Winter Trail Maintenance Program and Policy
incorporating 56 miles of a 110 mile system. The program was initially completed
utilizing contractual services.
• As the City's trail system continued to grow along with the public's acceptance of the
program, the plan was reviewed on an annual basis to respond to new trail construction
and petitioned requests for added segments to be maintained.
• Subsequent City Councils have added approximately 16.6 miles of trails (an average of
1.1 miles /yr) to the original system plan in response to citizen and business requests, as
well as considering the merits of each new segment of trail constructed during the
previous year along collector /arterial roads.
• The current program consists of 72.6 maintained miles of a total 116.5 mile system
(62.3%).
• Following budget cutbacks in late 2008, the decision was made to discontinue
contractual winter trail and sidewalk maintenance services during the 2008 -2009 winter
season without adding personnel or the required specialty equipment.
• Public Works Street Maintenance personnel were directed to assume this service
delivery and perform all winter trail and sidewalk plowing during normal workdays
(lam - 3:30pm, Monday - Friday) as a secondary priority after completing the majority
of local street snow and ice control operations.
• Communication from some users over the past years indicates that expectations for more
timely trail service exist in the community. The extent of this desire for a higher level of
service is difficult to determine.
• While the intent of this discussion is to identify the desired level of service for winter
trail maintenance, it is necessary to review all aspects of the City's winter maintenance
practices since they are inter - related and dependent on one another.
• Aspects of the City's current winter maintenance practices that will be presented
include:
• Level of service for City streets /facilities
• Staff utilization during winter maintenance activities
• Level of service for City trails
• Potential levels of service for winter trail maintenance activities will be presented and
their impact to overall winter maintenance practices, personnel and additional equipment
requirements will be identified for the Committee's consideration.
ATTACHMENTS:
• Winter Maintenance Service Level & Priorities, page through
0
WINTER MAINTENANCE PRACTICES
I. Current Service Level /Priorities Streets /City Facilities
A. Timing /Frequency of Snow /Ice Control
1. Required 2" per policy
2. Often more frequently due to public safety concerns
3. Completion in 6 -8 hours after end of 2" snowfall
B. Pavement condition
1. Collectors /Arterials
a) First in priority
b) More likely black along with steep grades,
intersections and curves
2. Residential streets
a) Secondary priority
b) Not a bare pavement expectation (intersections
and steep grades not included)
C. Cul -de -sacs (CDS)
1. Clean -up routes start later than mainline routes, but
generally simultaneous with mainline routes
D. City Facilities and Parking Lots
1. Police /City Hall, Fire Station, Community Center done
first by CDS drivers
2. Some Park and all Utility facilities plowed apart from
CDS routes by members of their respective department
generally the day of the event
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II. Current Staff Utilization
A. All 10 Public Works- Transportation Operations staff
assigned to mainline street plowing routes
B. 5 of 8 Public Works- Utility Field Operations Staff
assigned to CDS routes
C. 2 of 4 Public Works- Water Production Staff assigned
to CDS routes
D. 1 Parks- Maintenance Staff assigned to a combined
Mainline /CDS route
E. 4 Parks- Maintenance Staff assigned to CDS routes
F. Remaining Parks- Maintenance Staff remove snow
from sidewalks and parking lots at City Facilities and
maintain ice rinks
G. 3 Public Works- Utility Field Operations Staff
assigned to customer service, utility locates and
miscellaneous basic operations
H. 2 Public Works- Water Production Staff assigned to
miscellaneous basic operation and plowing utility
facility access routes
I. Contractual services utilized for 2 mainline and 2 CDS
routes
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I11. Current Trail Service Level
A. Commence trail clearing upon completion of street
plowing per policy
B. More recently, trail plowing has commenced prior to
full completion of street plowing (Streets
approximately 90% complete when trail plowing
commences)
C. Current program per May 2013 Workshop and June 4,
2013 Council Meeting
1. 72.6 miles of 116.5 mile system (62.3 %)
2. Historical graph of trail mileage
D. No chemical applied per policy
E. Completed during normal working hours only, no
overtime or weekend days per policy
F. School walking routes and commercial /transit areas
prioritized in normal operations, balance of route
completed based on geography for efficiency
G. Priority Plan exists when significant snowfalls are
received and completion of trail plowing will require
significant time and resources
H. Current completion estimates
1. 1 -2 working days after completion of street plowing (2-
3 working days after end of snow, 3 -5 calendar days
after end of snow) during early season and /or light
snow falls
2. 3 -4 working days after completion of street plowing (4-
5 working days after end of snow, 5 -7 calendar days
after end of snow) during late season and /or heavy
snow fall
3. Repetitive snow events and /or extreme amounts of
snow take longer to complete than above (i.e. Dec 2010-
January 2011)
I. More frequent complaints regarding timeliness of
trail plowing are being received from public (Extent
of desire for higher level of service is difficult to
determine)
1. Neighboring communities providing higher levels of
service for trail plowing
2. General social trends towards more activity and multi-
modal transportation
IV. Desired Level of Service
A. Low
1. Reprioritization of existing staff
2. Equipment requirements
3. Overtime /cost
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B. Medium
1. Reprioritization of existing staff
2. Equipment requirements
3. Overtime /cost
C. High
1. Reprioritization of existing staff
2. Equipment requirements
3. Overtime /cost
D. Quicker response and longer plowing times will
accelerate the total time required to complete trail
plowing
E. Repetitive snow events and /or extreme amounts of
snow take longer to complete than above (i.e. Dec
2010 - January 2011)
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WOODLAND ELEMENTARY WALKING DISTANCE
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I MILE WALKING DISTANCE - RED LINE
ATTENDANCE AREA -PINK
HAZARDOUS ROADS - GREEN LINE
APRIL 2011
CAPOINA-L-
WOODLAND ELEM