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05/10/2011 - City Council Special MINUTES SPECIAL CITY COUNCIL MEETING TUESDAY, MAY 10, 2011 5:30 P.M. EAGAN ROOM – EAGAN MUNICIPAL CENTER City Council members present: Mayor Maguire, Councilmembers Bakken, Fields, Hansen and Tilley. City Staff present: City Administrator Hedges, Assistant to the City Administrator Miller, Director of Administrative Services VanOverbeke, Public Works Director Colbert, City Engineer Matthys, Transportation and Operations Engineer Plath, Superintendent of Utilities Schwanz, and Community Development Director Hohenstein. I. ROLL CALL AND ADOPTION OF THE AGENDA City Administrator Hedges noted a request by the Regional Council of Mayors for the Council to consider a resolution in support of State transportation funding. The Council directed the item to Other Business. Councilmember Fields moved, Councilmember Hansen seconded a motion to adopt the agenda as amended. Aye: 4 Nay: 0 (Councilmember Tilley not present) II.VISITORS TO BE HEARD There were no visitors to be heard. III.PUBLIC WORKS 5-YEAR CIP (2011-2016) City Administrator Hedges introduced the item noting that each year the City Council adopts a Capital Improvement Program (CIP) for the community, which includes Part III- Infrastructure (Public Works). Hedges introduced Public Works Director Colbert, who gave an overview of the proposed Public Works Infrastructure projects for 2012-2016. The City Council discussed the proposed CIP projects. Director Colbert noted that the CIP will be accessible via the City’s website after formal adoption, and a hard copy will be available at Wescott Library. Councilmember Tilley arrived at 6:50 p.m. Councilmember Fields moved, Councilmember Bakken seconded a motion to affirm the draft 5-year CIP (Part III- Public Works Infrastructure, 2012-2016) and directed it to the June 7, 2011 City Council meeting for formal consideration. Aye: 5 Nay: 0 DRAFT Special City Council Minutes May 10, 2010 Page 2 IV.REVIEW UPDATED TRANSPORTATION INFRASTRUCTURE NEEDS ANALYSIS (TINA) REPORT City Administrator Hedges introduced the item, noting that the updated Transportation Infrastructure Needs Analysis (TINA) report is being presented to the Council as an update on the anticipated transportation system needs for the next 20 years (2012-2030+). City Engineer Matthys gave a presentation to the Council summarized the updated TINA report. Matthys noted that when the first TINA was completed in 2005, there was a gap or shortfall of approximately $57.6 million of local funding required to meet the anticipated 20 year needs for the transportation system. Matthys added that as a result of actions taken by the City Council over the past six years, that gap or shortfall has been reduced by $26 million, thus resulting in a shortfall of $31.4 million. The City Council discussed the findings and implications of the updated TINA report. The Council directed the TINA report to a future Finance Committee meeting for a discussion on options to finance the future transportation projects and needs identified in the TINA. V.WINTER TRAIL MAINTENANCE PROGRAM A.Consideration of Changes to Designated Winter Trail Maintenance System City Administrator Hedges introduced the item noting that the Council adopted a Winter Trail Maintenance Plan in 1998 that allows the Council to annually review and reconsider the extent of the trail system that is designated for maintenance during the winter months. Hedges added that this annual review occurs at the first available Council workshop after April 1 of each year. Transportation and Operations Engineer Plath summarized the citizen petitions received over the past year and noted the particularly difficult winter conditions in 2010-2011. The City Council discussed Citizen Petition #1, which requested that trail plowing be transferred from the east side of Pilot Knob Road to the west side of Pilot Knob Road, between Lone Oak Road and Buffet Way/Corporate Center Drive. Representatives of the petition were present and spoke in support of the request. The Council concurred with the petition and directed staff to switch the trail plowing to the west side for one year and reevaluate in 2012. (The City Council moved ahead on the agenda to consider proposed revisions to the Winter Trail Plowing Policy and a review of trail plowing equipment resources, and then resumed their review of citizen petitions.) The City Council discussed Citizen Petition #2, which requested that a new trail segment be plowed on the north side of Lone Oak Road from Lexington Avenue to Lone Oak Circle. It was noted that there were not any nearby retail commercial facilities within a reasonable distance and that it appeared the request was more for recreational purposes by petitioning employees. It DRAFT Special City Council Minutes May 10, 2010 Page 3 was also noted that the petition only included 14 properties and thus did not meet the Winter Maintenance of Sidewalk and Trails Policy, which requires a petition to include the signature of at least 50 properties. The City Council directed that this trail segment not be added to the winter trail maintenance program. The City Council considered the addition of eight newly constructed trails to the winter trail maintenance program. The Council recommended the inclusion of the following trails into the winter trail maintenance program:  Trail along the Duckwood Overpass (connecting Duckwood Drive on the east side of 35E to Federal Drive on the west side of 35E), which is anticipated to open in Fall 2011  Six-foot trail on Federal Drive from Violet Lane to Blackhawk Hills Road The Council directed that the following trails not be included in the winter trail maintenance program, and rather, wait to consider such trails if and when citizen petitions are received:  Eight-foot bituminous trail on the south side of Gold Trail between Cedar Grove Parkway and Woodhaven Park  Eight-foot bituminous trail on the north side of Duckwood Drive and the west side of Wescott Woodlands from east of Falcon Way to Yankee Doodle Road  Six-foot concrete sidewalk on the north side of Station Trail from Wescott Woodlands to the current temporary dead end on the west in conjunction with the construction of Station Trail and the recently constructed Fire Safety Center  Six-foot concrete sidewalk on the north side of Duckwood Drive from the existing concrete sidewalk on the west end to the newly constructed bituminous trail beginning at Springwood Pass.  Six-foot concrete sidewalk on the west side of Denmark Avenue from Northwood Parkway to just south of Clubview Drive  Eight-foot bituminous trail on the east side of Blackhawk Road from Beecher Drive to Galaxie Road The City Council next considered trail segment changes recommended by staff. The Council directed staff to transfer the trail segment from the west side of Lexington Avenue to the east side between Wescott Road and Diffley Road to address improved operations for snow storage, serving a larger population of residents on the east side and the recently adopted new walking policy for students in ISD 196, which states that students living within one mile of a school will no longer receive bus service. The City Council considered the addition of four trails to the winter trail maintenance program as a result of ISD 196’s new walking policy. The four trails the Council considered adding to the winter trail maintenance program were:  Wescott Road (north side) from E. Greensboro Drive to Elrene Road DRAFT Special City Council Minutes May 10, 2010 Page 4  Lexington Avenue (east side) from Diffley Road to the driveway of Lexington Hills Apartments.  Johnny Cake Ridge Road (west side) from Woodgate Lane N. to Cliff Road  Cliff Road (north side) from Thomas Lake Road to Lake Park Drive The City Council discussed the trial segments noting that the Lexington Ave segment was addressed with the previous staff recommendation, and directed that the 3 remaining trails segments not be added at this time. Rather, the Council stated that further consideration would be given to adding the trails after a meeting has been held with ISD 196 to consider maintenance and financing options available to have the trails cleared. The Council directed staff to consult with the City Attorney on options available before a meeting is held with the school district. B.Review Proposed Revisions to Winter Trail Plowing (& new Priority) Policy Public Works Director Colbert introduced the item, noting that staff is proposing to incorporate a Trail Plowing Priority Response Plan into the overall Winter Trail Plowing Policy. th Colbert added that following the 4 snowiest season on record, staff found this winter that there were certain circumstances and challenges that significantly exceeded current personnel and equipment resources; thus the request for a prioritization response plan. Transportation and Operations Engineer Plath reviewed the proposed policy regarding a priority response plan for winter trail maintenance of trails and sidewalks. The City Council discussed the proposed policy, noting the shift of some costs from the schools to the City as a result of changes to ISD 196’s distance threshold to determine walking versus bussing to schools. The Council again directed staff to continue dialogue with the school districts regarding the financial and operational impacts of changes to the bussing policies. The Council also directed staff to add language to the Criteria portion of the Winter Maintenance Policy that addresses transit in the same way as the prioritization response plan describes transit uses under the “Priority Level 2 Trails” section. The City Council directed the proposed policy revisions to the June 7, 2011 City Council meeting for formal consideration. C.Review Trail Plowing Equipment Resources vs. Needs Public Works Director Colbert introduced the item, noting that in 2009, as a budget reduction measure, the Council directed that in house staff be used to carry out the winter trail maintenance program using existing City equipment and personnel during regular work hours (i.e. no overtime). Colbert noted that in 2010-2011, as result of the snowy winter and corresponding demand of staff and equipment, there were significant delays to complete snow removal from some trail segments. Lastly, Colbert noted that some of the heavy equipment that was used to clear trails in 2010-2011 resulted in structural damage to some trails, and as a result, such equipment cannot be frequently used for snow removal on trails in the future. DRAFT Special City Council Minutes May 10, 2010 Page 5 The City Council discussed trail plowing options for the future, including the possible acquisition of three new pieces of equipment to improve service delivery. The Council directed that the equipment be considered as part of the Part II CIP process to include a cost/benefit analysis that takes into account operating and maintenance costs for both existing and proposed equipment, as well as the costs to repair damaged trail segments. VI.REVIEW PROPOSED UPDATES TO SNOW & ICE CONTROL POLICY City Administrator Hedges introduced the item, noting that the Council adopted a formal Snow & Ice Control Policy in 1999. Public Works Director Colbert noted that the current policy updates being proposed include: 1.) “housekeeping” revisions to reflect changes in the Program Manager’s title and City Code references; 2.) the inclusion of a reference to the State Statute exempting snow plow drivers from compliance with normal traffic regulations; and, 3.) the exclusion of fences located within public right of way and easements from City liability for snow discharge related damages. There was Council consensus to proceed with the proposed changes to the policy for formal consideration at the June 7 City Council meeting. VII.OTHER BUSINESS City Administrator Hedges noted that the Regional Council of Mayors requested that the City of Eagan consider a resolution in support of State transportation funding. The City Council discussed the proposed resolution. Councilmember Hansen moved, Councilmember Fields seconded a motion to approve a resolution in support of the Regional Council of Mayor’s 2011 Transportation Plan. Aye: 5; Nay: 0 VIII.ADJOURNMENT Councilmember Fields moved; Councilmember Bakken seconded a motion to adjourn the meeting at 9:15 p.m. Aye: 5, Nay: 0