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HomeMy WebLinkAbout10A - City of Prior Lake Street Maintenance Policies /o~ ~O~\ I f.., ~ 4646 Dakota Street S.E. IU. ~, Prior Lake, MN 55372-1714 \\~ CITY COUNCIL AGENDA REPORT MEETING DATE: AGENDA #: PREPARED BY: DECEMBER 7, 2009 10A CRAIG ELDRED, STREET AND UTILITIES SUPERVISOR CONSIDER APPROVAL OF A RESOLUTION ACCEPTING THE CITY OF PRIOR LAKE STREET MAINTENANCE POLICIES AGENDA ITEM: DISCUSSION: Introduction The purpose of this agenda item is to consider approval of the Street Maintenance Policies which relates to Streets, Sidewalks and Trails, Street Sweeping, Sign, and Winter Maintenance. Historv The City Council adopted its first Winter Maintenance Policy (WMP) for the City in October 2002 and the Street Sweeping Policy in March 2007. Previous to that time the City followed policies that were not in writing and were not communicated with the City Councilor residents. The purpose of having a written policy is to provide the residents, City Council, and City Staff with expectations concerning the policies and procedures for all maintenance on city streets, trails, sidewalks, skating facilities and parking lots. In a more global sense, the policy allows the staff to prepare its annual budgets for personnel and equipment which is impacted by the expectations set forth in this policy. The League of Minnesota Cities (LMC) encourages every City to adopt written Maintenance Policies. Policies are a great communication tool to inform residents and businesses of Street Maintenance procedures Current Circumstances In trying to keep up with maintenance policies Staff is proposing having a Street Maintenance Policy Guide which covers Street, Trail and Sidewalks, Signs and include the current Street Sweeping and Winter Maintenance policies. Keeping one document up on an annual basis covering all aspects of Street Maintenance will save time and effort on each designated area and can be utilized as a training tool for new employee orientation. Each item covered under the Street Maintenance Policy will be provided electronically in the area of concern in the City's Website. Staff has provided information in this report on items covered in each respective area. Street Maintenance Policv: This is a new item which includes information on street repair criteria with the utilization of the Pavement Management Program through Cartegraph. It also will identify maintenance activities on paved and gravel surfaces, including procedures, priorities and right of way boulevard maintenance. It will define procedures and practices in responding to complaints or issues, including the documentation of maintenance activities. Like all policies it includes safety, training and communication of policy to staff and residents. There is one www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 attachment which depicts the street maintenance seasonal operations. This schedule can fluctuate with staffing and outside resource scheduling for maintenance activities. Trails and Sidewalk Policv: This is a new item which includes information on sidewalk and trail preservation and maintenance. Intentions are to utilize Work Director and Pavement View in Cartegraph in the future for maintaining an inventory and condition rating for each segment of sidewalk and trail throughout the community. This policy covers schedule, procedures, repair and replacement, and common sidewalk and trail failures. It also provides information on what type of repairs maybe made to a trail or sidewalk and maintaining of records for review for each year. Street Sweeoina Policv: Only minor formatting and grammatical changes have been made to the Street Sweeping Policy. Sian Policv: This is a new item which includes information on sign types, classification of signs including regulatory, warning, directional, construction, special purpose and not permitted, and a definition of each. It also provides procedures for requesting, installation, maintenance and removal of signs for the community. Requests for signs, maintenance and tracking of sign activities will be managed through the use of Work Director and Sign View in Cartegraph. Winter Maintenance Policv: 1. Trail and Sidewalk Two changes have occurred with Exhibit C (Trail/Sidewalk Winter Maintenance List). Although these items are separated in the Winter Maintenance Policy, the chart reflects new serviced sidewalks and trails in the following tables: Sidewalks Location Trail or From To Category Priority Sidewalk Franklin Trail Sidewalk CSAH 21 Franklin Circle School High Access/Safety Trails Location Trail or From To Category Priority I Sidewalk McKenna Trail CSAH 42 North Berens High Use Medium Road Road Recreation The additions reflect efforts to assure that all trails and sidewalks designated for snow removal are part of schedule C both existing and those completed in the last construction season. 2. Ice Rink: One pleasure ice rink in Exhibit D was added this year at Howard Lake Park in the Stemmer Ridge Development. 3. Parking Lots: Provide new this year is a list of parking lots. The last column of the chart indicates if the parking lot listed is provided winter maintenance. 4. Policy Dialogue: Staff has made numerous changes to the dialogue of the Winter Maintenance Policy and its relationship to anti-icing practices, sod replacement and residential snow removal. a. The first is the increase of time in which residents may see activity prior to a winter event from 24 to 48 hours. b. The second item is the utilization of numerous chemicals to prevent the bonding and eliminate snow from residential streets, and a definition of anti- icing. c. Enhancement of the dialogue pertaining to mailboxes. The major concern is placing responsibility on homeowners for large ornamental mail boxes constructed from brick, mortar, stone aggregate, ornamental railings, or antique type support. This is due to the City's policy on replacement of a standard mailbox which is made up of a non-decorative type, or $30.00 dollars towards the cost of a standard mailbox replacement. d. Enhancement of the dialogue pertaining to boulevard sod. Staff recommends a time limit be included as part of the policy. Staff request that residents who report sod damage prior to May 1 sl receive sod as a like replacement. Any resident who reports damage after May 1 sl will receive top soil, seed and straw blanket. The emphasis is based on water conservation and having to replace the sod place after May 1 sl in some cases twice. Staff has had excellent results with the top soil, seed, and straw blanket method for turf re-establishment. e. Enhancement of the dialogue pertaining to landscaping and objects in the road right of way. Particular attention to garbage cans left in the street during snow removal procedures. This particular item doesn't allowing staff to clear the entire roadway and causes potential safety and drainage issues when the snow starts to melt. f. Staff has added dialogue for residents and commercial snow removal operators pertaining to snow removal from driveways or private street entrances. The dialogue informs residents on how to remove snow from their private drive, and potentially eliminate the snow from the City snow plow to engulf their driveway. The major emphasis is to provide staff support from private contractors who leave snow windrows in the street, which in most cases causes safety issues to residents who live and travel in the residential areas. Conclusion Staff is requesting that the Council approve the Street Maintenance Policies which relate to Streets, Sidewalks and Trails, Street Sweeping, Signs, and Winter Maintenance. ISSUES: The miles of streets, sidewalks and trails requiring maintenance by Publics Works crews are not reduced by our present economy. In fact the numbers tend to grow as a result of new subdivisions, re-development or road reconstruction projects. The Street Maintenance Policy document as a whole, in conjunction with the asset management program from Cartegraph will provide staff with proper planning, tools and support for all Public Works maintenance activities. FINANCIAL IMPACT: Although there are no current financial impacts, staff will continue on providing the lowest cost alternatives to support the entire Street Maintenance Policy document. ALTERNATIVES: 1. Approve a resolution accepting the Street Maintenance Policies which relate to Streets, Sidewalks and Trails, Street Sweeping, Signs, and Winter Maintenance, Dated December 7,2009. 2. Table this item for a specific reason. 3. Deny this item for a specific reason and provide staff with direction. RECOMMENDED Alternative #1. MOTION: ReViewe1J t I Frank Boyles, C(j4 A RESOLUTION ACCEPTING THE CITY OF PRIOR LAKE STREET MAINTENANCE POLICIES Motion By: Second By: WHEREAS, The City Staff has developed policies, procedures and practices it follows regarding the evaluation, maintenance, repair and reconstruction of City streets, sidewalks, trails, street sweeping and snow removal and signage; and WHEREAS, The City Council desires to formally adopt the policies, procedures and practices uses relating to streets and trails into an overall Street Maintenance Policy. The Council finds that the Street Maintenance Policy is a tool that allows the City to establish operational standards and to effectively and clearly communicate those standards and expectations among City Staff and residents; and WHEREAS, New and updated policies provide a commitment from the City to maintain critical infrastructure related to quality of life. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein as if fully setout herein. 2. The City Council approves the Street Maintenance Policy relating to Streets, Sidewalks and Trails, Street Sweeping, Signs, and Winter Maintenance, dated December 7,2009. PASSED AND ADOPTED THIS ih DAY OF DECEMBER 2009. YES NO Haugen Erickson Hedberg leMair Millar Haugen Erickson Hedberg leMair Millar Frank Boyles, City Manager R\Council\2009 Agenda Reports\12 07 09\Street Maintenance Policies resolulLon.doc. I k www.cnyotpnorae.com Phone 952.447.9800 / Fax 952.447.4245 Street ~aintenance Jo~_icies City of Prior Lake Adopted December 2009 T able of Contents I. II. III. IV. V. Street Maintenance Policy Street Sign Policy Sidewalk and Trail Inspection/Maintenance Policy Street Sweeping Policy Winter Maintenance Policy December 2009 December 2009 December 2009 May 2007 December 2009 I I Street :V:aintenance ?ojcy Adopted December 2009 I I STREET MAINTENANCE POLICY scale. An example oflow (left), medium (middle), and high (right) severity cracks is shown below. http://www .tib. wa.gov/tibinfo/publications/GeneralInfo/Pavement%20Conditions%20Manual%20for%20TIB.pdf Transportation Improvement Board 3. Maintenance and Insnection Schedules The City is divided into three sections with one of the three being inspected every year from May to October. The inspections are used to reevaluate each street and make adjustments to its pavement condition rating. Upon completion of the street inspections, the Public Works Supervisor and the Engineering Staff establish a maintenance and replacement schedule. This schedule is subject to modification by the Director of Public Works under the following circumstances: a. Budgetary limitations b. Time limitations c. Resource limitations or changes d. Priority changes e. Emergency situations f. Poor weather conditions A schedule for maintenance activities, inspections, and planning is shown below: May - September May - October 15 October 1 - 31 October 1 - 31 October 31 October 31 November 15 December 31 January January Record all maintenance activities during year (mill and overlay (M & 0), sea1coat, maintenance resurfacing and patching) Supply info to pavement database manager for updates Complete annual inspections of 1/3 of city streets Re-rate areas of maintenance activities for the year Rate all streets in 5-year CIP and take pictures of current conditions (need photos of each recon area in 5-year CIP, also include M & 0 and sealcoat photos of the next year) Update database according to inspections & maintenance activities this year Export OCI for use in GIS mapping Determine the M & 0, Sea1coat and Maintenance Resurfacing areas for next 5-year CIP Provide schedule to be included in revised maps Update all Pavement Management maps Prepare photos & end-of-year alphabetical segment/OCI list for record-keeping binder Group to present PM at Council Workshop (only when new Council members take office) CIP planning begins S:\Streets_and_ Transportation\Street Maintenance Policy\Street Maintenance Policy-2009.docx2 2 STREET MAINTENANCE POLICY 4. Maintenance Procedures The City of Prior Lake uses six main forms of street maintenance as a preventative repair and one method of full replacement. The preventative methods are cost effective procedures that prolong the life of a street and postpone a full street reconstruction. Each form of maintenance requires its own equipment and materials, and each provides its own benefit to the street. a. Crackseal In most instances cracks are routed to provide an acceptable form to allow filling of the crack with a hot applied rubberized material to prevent water infiltration into the road base. This repair may take place one to two years in advance of other scheduled maintenance activities due to budgetary limitations. There are no GCI increases following this maintenance activity. Reasoning is due to the fact that the entire street surface area is not being protected. b. Mill and Overlay Milling consists of grinding the old bituminous surface down at the outside edges to establish a uniform cross-section of pavement prior to installing new bituminous. M & G is only used on streets with existing concrete curb and gutter. An overlay is an asphalt structural improvement of 1.5 to 2.5 inches, which extends the life of the existing pavement typically by about 15-20 years. Prior to an overlay being installed, damaged areas must be repaired to prevent existing cracks, holes, or weak areas from deflecting up through the new surface over time. OCI increases to 95 following this maintenance activity. GCI Range: 50-65 c. Maintenance Resurfacing Maintenance resurfacing is only used on streets with existing bituminous curb or no curb. Resurfacing can be an asphalt structural improvement of 1.5 inches, which extends the life of the existing pavement, typically by about 10 years. However, many times, resurfacing is needed to hold a street together or make it passable until it can be reconstructed. GCI increases to 80 following this maintenance activity. GCI RanQ:e: 50-65 r Chip-Rockl --..J Hot-Oil s.alcocat Asphal. Ovor&ay Originol Pawmon' G~I BaM SubbaM S:\Streets_and_ Transportation\Street Maintenance Policy\Street Maintenance Policy-2009.docx3 3 STREET MAINTENANCE POLICY d. Seal Coat This is a surface application of an asphalt emulsion followed by the placement of small graded aggregate. The improvement is non-structural, but it is a wear-resistant coating that protects the pavement from the effects of oxidation, moisture, and water penetration. Typically, this form of maintenance extends the life of the pavement 8-10 years. Crack sealing practice is highly recommended prior to seal coating to prevent surface water from entering the base layer where it begins its damage. Thermal cracks develop because the asphalt expands and contracts from temperature fluctuations as seasons change. The OCI increase following this activity is determined by re-rating the segment. OCI RanQe: 60-90 e. Patch and Repair This activity involves the repair of the typical "pothole" or other similar small isolated section of structural failure. This may include the milling, grinding, or removal and repair of the street section. These methods will create a bed to better hold the new pavement layer and will allow for drainage flow to be maintained. If the pavement is cracked or damaged full depth or the aggregate base has failed, the deteriorated area will need to be removed and replaced. Maintenance areas are determined by Streets Supervisor Note: Patch and Repair will be limited on streets within one year of a planned reconstruction. f. Full Depth Reclamation This process is utilized when there are pavement distresses related from a road sub- base or trench settlement issue. The repaired area is ground from the surface area through to the gravel base material, thus allowing maintenance staff to recycle and reuse the material after making sub-base corrections. Maintenance areas are determined by Street Supervisor. g. Reconstruction In most cases the reconstruction process is predetermined by a street with an OCI in the range of 0-56, or increased utility issues which are in need of repair. This is when curb and pavement is removed, and sub grade soil corrections and utilities are upgraded. New concrete curb and bituminous surface is installed. A full reconstruction is a structural change. The life ofthe new pavement is typically 30- 40 years (with continued maintenance). Below ground utility's age, stresses and condition weigh into the overall determination of a reconstruction project. Reconstruction of Prior Lake streets began in 1994. DCI increases to 100 following the reconstruction activity. S:\Streets_and_ Transportation\Street Maintenance Policy\Street Maintenance Policy-2009.docx4 4 STREET MAINTENANCE POLICY 5. GravellUnimnroved Roads The City of Prior Lake generally maintains its 2.63 miles of gravel roads by performing routine maintenance to maintain a crowned, smooth driving surface. Surface gravel is added by City staff as needed either by "Spot Graveling" or placing fresh gravel on the entire section. One application of Calcium Chloride may be applied per year in efforts to control dust. 6. Priorities Following the completion of the street inspections, the Public Works Superintendant will determine which streets are in need of repair first. Many factors are considered when determining priority streets. Considerations are listed but are not limited to the following: a. High volume b. High speed c. Streets that serve hospitals, schools, and nursing homes d. Commercial areas 7. Rieht-of-WavlBoulevard a. County Roads City Maintenance Staff or subcontractors conduct mowing in County boulevards with-in the corporate limits of the City of Prior Lake. b. City Collector Streets City Maintenance Staff or subcontractors conduct mowing in City collector streets on an as-needed basis. c. GraveVDitches City Maintenance Staff or subcontractors will conduct mowing of these areas twice per year. d. Out lotslPonds City Maintenance Staff or subcontractors will conduct mowing of these areas only if required to minimize noxious weeds or for maintenance access purposes. 8. Resnonse to Comnlaints or Accidents Residents of the City of Prior Lake typically report any complaints or accidents that occur on City streets to the Department of Public Works. The City has provided a link on the Prior Lake web site (www.cityofpriorlake.com) that will direct concerned residents to an appropriate City employee according to the type of concern or complaint. All complaints and accidents will be documented by the employee that receives them. In a timely manner, the area of concern will be inspected and documented for determination of whether and when to repair. Repairs will be made with safety, budget, personnel and environmental conditions in mind. S:\Streets_and_ Transportation\Street Maintenance Policy\Street Maintenance Policy-2009.docx5 5 STREET MAINTENANCE POLICY 9. Documentation All maintenance that occurs on a City street during the year is documented during the months of May to September. The information is then supplied to the pavement management database manager. This pavement condition documentation provides the City with a means of organizing future repairs and determining priority of repair over other streets through the pavement management program. 10. Warnin2 Devices or Siens The City uses warning signs and other devices upon discovery of a condition which merits repair until repair takes place during construction. The City uses the following warning devices in the stated circumstance: a. Cones-used with any obstruction less than 2" in depth and 25% or less of the roadway. b. Flashing lights-used with any obstruction over 2" in depth and over 50% of the roadway. c. Construction /Detours-will follow Minnesota Temporary Traffic Control Zone layouts, fixed or moving, through the Minnesota Manual of Uniform Traffic Control Devices (MN MUTCD). d. Spray paint-used to mark buried utilities and to mark areas for repairs. e. Flags-call attention to certain points of interest for utility infrastructure. 11. Safetv of Emnlovees Employee safety is a high priority. While hazards cannot be completely avoided, warning devices will be employed in such a fashion to reduce hazards to an acceptable level as determined by the supervisor. If the supervisor deems the conditions unacceptable from an employee safety perspective, he/she may postpone the project until conditions are considered acceptable. 12. Trainine: of Policy A copy ofthe Street Maintenance Policy will be distributed to the employees in the City's Engineering Department, the Public Works Department, and the Parks Department. Each of these departments will be responsible for conducting a training session with their staff to ensure employees are familiar with the policy. The City of Prior Lake also uses outside resources to conduct training for their employees. 13. Communication of Policy A copy of the policy will be made available on the City's web site (www.cityofpriorlake.com) under the Public Works, Street Maintenance section. It is the City's hope that residents of S:\Streets_and_ Transportation\Street Maintenance Policy\Street Maintenance Policy-2009.docx6 6 STREET MAINTENANCE POLICY Prior Lake will see the policy and will use it to report street conditions to the Public Works Department. 14. Review of Policv, The City of Prior Lake will review and adjust the Street Maintenance Policy yearly. This will ensure the policy maintains effectiveness as the City grows and develops. As ideas for changes and alterations come about they are to be documented. S:\Streets_and_ Transportation\Street Maintenance Policy\Street Maintenance Policy-2009.docx7 7 I I S'1'~33.1' S=G~ ?O~=Cy Adopted December 2009 I I SIGN REQUEST POLICY SIGN REQUEST POLICY For Signs Located Within the Public Right-of-Way Adopted by City Council on December 7, 2009 1. Rationale: The City of Prior Lake receives many requests for sign installations within the public right-of- way from residents and City Council members. Such requests are directed to Public Works, Engineering, and Traffic Safety Committee. This policy establishes how the City will respond to such requests and allocate the resources necessary for determining need, installation, and maintenance. 2. Sian TVDes: This document classifies signing into six general categories: a. Regulatory b. Warning c. Directional d. Construction e. Special Purpose f. Not permitted a. Regulatory Regulatory signing is defined as signing that informs drivers on how to function at an intersection or on a street. In the case of most regulatory signing there are certain criteria that must be met before they are installed. These criteria are set out in the Manual of Uniform Traffic Control Devices (MUTCD) and the Minnesota Manual of Uniform Traffic Control Devices (MMUTCD). Both documents specify conditions for installation as well as requirements of maintenance. The courts look to this national publication, MUTCD, and also state publication, MMUTCD, when determining the reasonableness of installation and maintenance. Examples of Regulatory Signs: Stop signs, Yield signs, Do Not Enter, No U-Turn, etc. b. Warning Warning signs are signs that provide advanced warning to drivers or pedestrians that something dangerous or unexpected may be ahead. As with the Regulatory signs, these signs are generally mandated by the standards as to where and when they must be installed. Examples of Warning Signs: Curve Ahead signs, Steep Slope signs, Stop Ahead signs, etc. c. Directional Directional signs provide additional information to help drivers find particular streets or to direct them in certain areas. Directional signs are required on higher speed roadways and are sometimes installed on lower speed roadways but they are not required. S:\Streets_and_ Transportation\Street Maintenance Policy\SIGN REQUEST POLlCY.doc 1 SIGN REQUEST POLICY Examples of Direction Signs: Jamaica Avenue South, Ideal Avenue South, 70th Street South, etc. d. Construction Construction signing is self explanatory. These signs are installed to move vehicles and pedestrians safely through or around a construction zone. These signs provide safety to both vehicles and workers in the area. Their placement is mandated by law. Examples of construction signs: Detour Ahead, No Left Turn, etc e. Special Purpose Signs Special Purpose Signs are signs that are not required to be provided by the City for general traffic purposes or to provide for the safe and efficient movement of people and goods. These signs are usually requested by a small group of people or individuals and benefit only a limited number of citizens. Examples of Special Purpose Signs: Crime Watch, Drug Free Zone, Special Events, Deaf Child, Dual Street Names, No Parking Between Signs, Building Entrance, Children Playing, Limited Time Parking, etc. f. Not Permitted Not Permitted signs are those that are prohibited by State Statute, City Ordinance, or City Policy. These signs may create a false sense of security that actually worsens the situation, detracts from other signs which have a much higher public safety benefit or the cost of installation and maintenance far outweighs the benefit. Examples of Not Permitted signs: Garage Sale, Special Purchase, Home for Sale 3. Procedure for Sian Reauests: All signs installed in the public right-of-way must be approved in advance by the Public Works department, Traffic Safety Committee or by City Council resolution. When a sign request is received, the Engineering department will complete a request form, including the requester's information, and will forward the form to the Traffic Committee members. The committee will meet to discuss and act upon the request with the information prepared by Engineering as set forth below: The Engineering department will gather information required and assign the request to one of the six sign classifications explained above. Once the sign has been classified, the necessary judgment will be applied and any studies and reviews required for that classification will be completed. This staff evaluation will result in one of the following recommendations: Recommended for installation: Engineering department recommends, or sees no harm in, installing the sign, installation of the signs will be approved and cost allocations for the installation will be set. The requester will be notified by the Traffic Committee Chair Person by phone or mail. S:\Streets_and_ Transportation\Street Maintenance Policy\SIGN REQUEST POLlCY.doc 2 SIGN REQUEST POLICY Not recommended for installation: Engineering department determines that the sign not be installed. The department representative will send a letter explaining the decision to the requester, including available informational materials, and a summary of the following appeals process. The sign request will be completed and the documentation supporting the decision will be filed. Aooeals Process The requester may appeal the Engineering Department the not recommended for installation decision to the Traffic Safety Committee as follows: The requester may present their rationale and additional information at the next available Traffic Safety Committee meeting. A decision regarding the sign request will be made by the Committee and the requester will be notified about the decision in writing. Additional information needed: If the department requires more information from the requesting party and / or other departments, the department will schedule the sign request to be reviewed at the next available Traffic Safety Committee meeting and will invite the requester to present additional information to the Committee. A decision regarding the sign request will be made and the requester will be notified about the decision in writing. 4. Procedure for Sian Installation: All signs installed in the public right-of-way shall be installed by the Department of Public Works or under the Department's supervision. Once cost allocations have been determined, and all funding received, a work order to install the signs will be written. The Department of Public Works will administratively establish guidelines for the location, number, design and maintenance of the signs. Routine maintenance of the signs, once they are installed, will be performed by the Department of Public Works at no charge. Extraordinary maintenance, such as a high amount of vandalism or theft may result in the removal of the signs, or the costs of all maintenance to be billed to the requesting party. 5. Procedure for Sian Maintenance and Removal The City will inspect signs approximately every twelve years. At this time, all Special Purpose signs will be removed. If the Special Purpose signs are still desired, the requesting party must participate in the funding for reinstallation according to the schedule of fees for that year. When a sign is scheduled to be replaced or removed, the Department of Public Works will attempt to notify the original requesting party. If the requested sign is to remind the public of a state law, statute or City ordinance, the Department of Public Works shall install and maintain the sign only after receiving a written request to do so from the Prior Lake Traffic Safety Committee. 6. Procedure for Cost Allocation: When the City determines that a sign is necessary and/or a sign meets warrants, the City shall pay for engineering services required (such as a traffic study), installation, and maintenance of the sign as follows: Reaulatorv. Warnina. Directional. Construction Sians: These signs are required to be installed and maintained by the City of Prior Lake for the safe and efficient movement of people and goods. The City shall be responsible for all costs of installation, routine maintenance and refurbishing of signs. S:\Streets_and_ Transportation\Street Maintenance Policy\SIGN REQUEST POLlCY.doc 3 SIGN REQUEST POLICY For extraordinary maintenance such as vandalism, theft, damage, etc., the City shall charge for the full cost of replacement to the responsible party and they shall be held responsible according to state and local ordinances. For signs not recommended for installation by Engineering staff and Traffic Safety Committee but approved by Council through the appeals process, the requesting party shall be responsible for costs incurred for engineering services, document preparation and sign manufacture and installation. SDecial Puroose Sians: Special Purpose signs because of their temporary nature and private benefit are treated differently. Because they serve a limited number of citizens and are not signs required for the safe and efficient movement of people and goods the City will charge for installing such signs in order to defray installation costs and maintenance. If the Engineering Department recommends, or sees no harm in, installing a requested Special Purpose sign, the City will charge the requester per the City's established fee schedule. The sign costs also will be determined based on the availability of other fund sources and the contribution that the sign makes to the public good. The public will be informed about the fees through the Sign Request procedure and the fees will be approved by City Council annually in the Schedule of Fees. For signs not recommended for installation by Engineering Department but approved by Council through the appeals process, the requesting party shall be responsible for costs incurred for engineering services, document preparation and sign manufacture and installation. S:\Streets_and_ Transportation\Street Maintenance Policy\SIGN REQUEST POLlCY.doc 4 I I S=~3W A~=( A~~ ._.M=~ Inspection/Maintenance Policy I I SIDEWALK AND TRAIL INSPECTION/MAINTENANCE POLICY Adopted by City Council On December 7, 2009 1. Introduction The City of Prior Lake, Minnesota has 70 miles of public sidewalks and trails. The trails and sidewalks throughout the community vary in age, subbase, quality and condition. Although some may be irregular on the surface they are not necessarily deemed defective. The city recognizes that unmaintained sidewalks or trails can create hazards for pedestrians and other users. The goal ofthe sidewalk and trail system is to provide a safe area for walking, jogging, rollerblading, and biking. The corresponding goal of the sidewalk and trail inspection and maintenance policy is to make repairs quickly and in a financially prudent manner recognizing that the City of Prior Lake has limited employee and financial resources. The most common safety concern is the potential for trips and falls on uneven sidewalks and trails. Uneven sidewalks and trails can be the result of heaving, settling, cracking, and spalling. The main reasons for these failures are tree root growth, ground shift during the freeze-thaw cycle, improper subsoil and the age of the sidewalk or trail. Six procedures are routinely used by the City of Prior Lake under this policy: removal and replacement, mud jacking, grinding, crack sealing, seal coating and over lays. There are many variables to consider when deciding which procedure should be used, including age and condition, probable cause of failure, potential issues with slope, and cost of repairs. Sidewalks and trail should not be replaced for cosmetic reasons such as minor cracking or spalling. Only hazards to pedestrians should be repaired or replaced under this policy. 2. SidewalklTrail InsDection Procedures The Director of Public Works shall establish procedures for regular sidewalk/trail inspection. Those procedures will include: A. A City wide sidewalk and trail survey. B. A schedule for routine sidewalk and trail inspections. C. Criteria for determining whether a particular sidewalk or trail is in need of replacement or repaIr. 3. SidewalklTrail Renlacement and Renair Policv The Parks Supervisor shall establish a replacement and repair schedule. This schedule is subject to modification based on sidewalk and trail condition, availability of resources, and the timing of City, County, and State road way reconstruction projects. S:\Streets_and_ Transportation\Sidewalk and Trail Maintenance Policy\Sidewalk and Trail Inspection and Maintenance Policy- 2009.docx 1 SIDEWALK AND TRAIL INSPECTION IMAINTENANCE POLICY The sidewalk and trail replacement and repair inspection schedule will divide the City into three sections and will prioritize the replacement or repairs needed. The replacement and repair policy takes into consideration the following factors: A. Sidewalk and trail location and amount of pedestrian traffic. B. The nature and severity of the condition needing replacement or repair. C. The City's budget for replacement or repair of sidewalks or trails. D. Whether or not and to what extent the cost of the replacement or repairs can be recovered at the same time as road way reconstruction projects. E. Availability of employees, equipment, and other resources for replacement or repairs. F. Public safety. G. History of prior accidents or complaints. 4. Common sidewalk failures and recommendations a. Raised Sections or Faulting Faulting is caused by tree roots or frost heaving. Cutting the tree roots is not recommended as it will weaken the root structure and allow the tree to topple by wind. If sidewalk replacement requires the removal of a significant tree, a replacement tree may be offered to the property owner ofa type and size recommended by the City's Forester. Grinding a sidewalk may provide a temporary solution to an offset resulting from a raised or faulted sidewalk section. If the raised section is caused by tree roots, in time the sidewalk or trail section may require removal and replacement. A property owner opposed to the removal of a boulevard tree which is causing damage to the public sidewalk adjacent to their property may elect to pay for the sidewalk removal and replacement as necessary to maintain it in accordance with City Policy. The criteria for replacing or repairing a raised or faulted sidewalk section are as follows: Severity Level Low Medium High Difference in Elevation Less than 1" 1 " to 2" Greater than 2" S:\Streets_and_Transportation\Sidewalk and Trail Maintenance Policy\Sidewalk and Trail Inspection and Maintenance Policy-2009.docx 2 SIDEWALK AND TRAIL INSPECTION IMAINTENANCE POLICY b. Linear Cracking Linear cracking of sidewalk sections may occur due to improper construction, abuse, or frost heaves. Small cracks will occur and continue to grow as the sidewalk ages. As the cracks widen and deepen, chunks of sidewalk may separate from the slab creating trip hazards. When this occurs the sidewalk may need to be removed and replaced. Replacement of a sidewalk section should be considered when: A. The sidewalk has cracked into more than three pieces per section and the sections are distorted or distressed with a vertical height of one-half inch or more. B. A horizontal separation of two inches or more. C. The sidewalk section has cracked and part of the sidewalk is missing, forming holes. c. Settlement Settlement may occur if there was improper or insufficient base material or compaction thereof. It may occur when utility installations transverse the sidewalk. If the sidewalk sections are intact in a settlement area, the maintenance choice may be mud jacking. If the sections are broken, removal and replacement may be needed. The sidewalk section or sections that have settled more than two inches in twelve feet from the normal line of grade of the sidewalk should be either replaced or mud jacked. d. Joint Spalling Joint spalling is the breakdown ofthe slab edges. A spall usually does not extend vertically through the slab, but intersects the joint at an angle. Spalling is a result of weak concrete, water accumulation in the joint and freeze - thaw action and excessive stresses at the joint. The preferred maintenance is to remove and replace. Replacement of the sidewalk sections that display spalling should be considered for replacement when the width of the spall is greater than two inches over 50% or more of the joint and the spalled pieces are loose or missing. e. Durability ("D") Cracking "D" cracking is caused by freeze-thaw expansion of the large aggregate which, over time, gradually breaks down the concrete. This distress usually appears as a pattern of cracks running parallel and close to the joint or linear crack. Since the concrete becomes saturated near the joints and cracks, a dark-colored deposit can usually be found around fine "D" cracks. This type of distress may eventually lead to disintegration of the entire slab. S:\Streets_and_Transportation\Sidewalk and Trail Maintenance Policy\Sidewalk and Trail Inspection and Maintenance Policy-2009.docx 3 SIDEWALK AND TRAIL INSPECTION IMAINTENANCE POLICY Sidewalks the display "D" cracks that cover more than 25% of the sidewalk section causing the accumulation of loose material should be considered for replacement. 5. Common trail failures and recommendations: I Description Cracking, low or moderate Oxidation Cause Begins at bottom of asphalt surface where stress and strain are highest under wheel load Poor sub-base material or improper drainage of sub-base area Poor sub-surface drainage, potentially from frost conditions, impacts form adjacent trees Continuous exposure to sun light through all seasons, disintegration of oils and fine particles which make up asphalt Rutting or settlement Heaving 6. SidewalklTrail Winter Maintenance Policv Criteria and priorities for removing snow from sidewalks and trail are documented in the City of Prior Lake Winter Maintenance Policy. The Winter Maintenance Policy is updated and approved by City Council on a yearly basis. 7. Review and Modification of Policv The Parks Supervisor will keep on file comments and complaints received regarding this policy. The policy will be reviewed yearly with all of the City's maintenance policies by the City Council. The reviews will consider comments, complaints, and modifications since the last review and any other factors affecting the policy or its implementations. Modifications of this policy shall be effective on the said date they are approved by City Council Resolution. S:\Streets_and_Transportation\Sidewalk and Trail Maintenance Policy\Sidewalk and Trail Inspection and Maintenance Policy-2009.docx 4 I I S.Tee.~ Swee)ing Jojcy 'I :' i r-- _l.~\. Adopted May 2007 I I SWEEPING POLICY Prior Lake Street Sweeping Policy Adopted by City Council on May 2007 Updated: December 7,2009 1. Introduction The City of Prior Lake assumes basic responsibility for sweeping City streets. Sweeping is necessary to promote clean and clear driving and walking surfaces and to remove particulate pollution before they enter natural waters. The City will provide street sweeping with the following goal: Sweeping should be done in safe, cost effective and environmentally sensitive manner. The City will use City employees, equipment and/or private contractors to provide this service. Operation dates are dependent on weather conditions, personnel and equipment availability. The Street and Utility Supervisor or his/her designee will be responsible for scheduling of personnel and equipment. 2. Statement of Need In an effort to create a consistent and measurable sweeping effort, this policy sets forth goals and recording requirements that will allow the City of Prior Lake to monitor and improve its street sweeping effort as new science, information, practices and techniques are developed in the City and the sweeping Industry. 3. Time of Ooeration Street sweeping will occur seasonally when roads are clear of snow and ice, generally from March to November. Hours of operation normally will be between 7:00am and 3:30pm, Monday to Friday. Extended work days may be utilized for spring sweeping or emergency operations. 4. Areas of Ooeration Street sweeping will occur citywide as well as in a series of zones that require extra sweeping effort due to land use or specific water quality concerns. The following zones are established under this policy and are depicted on the attached map 1. These zones are listed ranked by environmental susceptibility from least to most: a. Citywide residential. b. Commercial/Industrial zone. c. Downtown zone. d. Wellhead zone. e. Direct to Lake zone. Sweeping may occur outside Prior Lake City boundaries on contract or under agreement with other municipalities. Sweeping efforts within the watershed draining to Spring and Prior Lakes has a benefit for the City of Prior Lake, due to the connectivity of water resources. 5. Method of Ooeration Eauioment The City owns two street sweepers, a mechanical broom sweeper and regenerative air sweeper. These two pieces of equipment vary in utility and efficiency. The following is a summary of capabilities of each piece of equipment: Mechanical Brush: The mechanical brush sweeper is good for picking up gross pollutants such as gravel and coarse sand. The mechanical brush is well suited for streets with heavy loads of construction material. The mechanical brush is best for dry sweeping of roads, using its brushes to loosen up any caked on mud and then lifting it into its hopper. The mechanical brush is less effective for picking up fine grained sand and silt material, and does not clean out cracks well. Regenerative Air: The regenerative air sweeper is good for picking up a wider array of sediment and is especially effective at picking up finer grained pollutants such as coarse sand to silt and can clean into cracks. The regenerative air is also well suited for Wet biomass such as grass clipping and leaves and can be used on wet surfaces. S:\Storm\Sweeping\Street Sweeping Policy.doc SWEEPING POLICY Soeed and safety Both machines are operated between 2 and 5 mph. This speed allows for safe and efficient pickup. Sweeping operators must be vigilant to keep watch for pedestrians and children at play, due to the residential nature of many City roads. 6. Freauencv of ODeration I ZONE I 1 Citywide residential I 2 Commercial/Industrial I 3 Downtown I 4 Wellhead I 5 Direct-to-Lake Minimum Frequency 4 times per YEAR 6 times per YEAR 1 time per MONTH 1 time per MONTH 2 times per MONTH Citywide residential areas and areas not in another zone will be the target for cleaning at a minimum 4 times per year. The first sweeping will take place in late winter or early spring when roads are mostly dry and clear from snow. A follow up cleaning will occur the following month after the risk of late snow has passed. Fall sweepings will occur one or two weeks after leaves start to drop, and continue just prior to snowfall. Commercial/Industrial zones will be cleaned on the same schedule as residential areas with two additional sweepings taking place in the summer. Downtown and wellhead zone will be swept monthly. Monthly sweepings can occur any time during the month; however, efforts should be made to time the sweepings prior to periods of expected rainfall. Areas that drain directly to lakes will be swept 2 times per month. Hotspots with notable dirt or sediment in the direct-to-Iake zone will be covered with multiple passes of the regenerative air sweeper. The frequencies set forth above are City standards. In extenuating circumstances, the standards may not be achieved. 7. Record KeeDina and Use of Data Over the course of the first two years implementing this policy the City will collect and track data related to the sweeping effort. Information will be collected for dual purposes; to track the short term variations in time, distance and volume of material collected in and to collect data for analyzing the long term efficiency of sweeping operations. Through data collection and continual reassessment of the effectiveness of operations the City will strive to continually improve operations. Data will be summarized on the daily use of each sweeper. A sample of the data for used is presented below: Examole 81 EQUIPMENT 82 DAILY VOLUME C1 C2 MATERIAL COLLECTED 01 START TIME 02 START ODOMETER E1 END TIME E2 END ODOMETER F1 TOTAL TIME F2 TOTAL DISTANCE APX IDLE DISTANCE SWEEP DISTANCE S:\Storm\Sweeping\Street Sweeping Policy.doc 2 SWEEPING POLICY Hours) (Daily Volume/Sweep K1 EFFICIENCY Distance) (Sweep L 1 SAFE SPEED Distance/Sweep Time) These data can then be used by the operator to make an immediate assessment of the current day's operations. Production and efficiency can be compared and safe average operating speeds can be confirmed. These data can also be used in the long term monitoring of sweeping data. Analysis of the data as well as observations of the operators will give the public works department a firm basis to modify and improve the sweeping policy in the future. This continual improvement of the process will promote an efficient use of pubic funds and an assessment of the benefit. 8. Storaae and disoosal of waste material. Material gathered through sweeping operations will be stockpiled at a City stockpile site. This and all stockpiles are inspected as part of the City MS4 Permit at least annually for erosion. Ultimate disposal or reuse of the material is dependant on potential contaminants determine by testing the soil. Stockpile may be required to be disposed of in a sanitary landfill. If soil tests show material to be under recommended thresholds for tested pollutants other appropriate uses may be available; such as, non-sanitary landfilling, use as miscellaneous fill material, or topsoil. 9. Contract Sweeoina and Erosion Control Enforcement. The City includes provisions in development agreements that state if a developer fails to sweep within the prescribed period according to NPDES construction site permit the City has the right to sweep the area and bill the developer. The contract rate for sweeping will be set at $150 per hour. This rate is meant to safely cover staff time and capital and maintenance costs of equipment so that the enforcement of this provision does result in a loss for the city. S:\Storm\Sweeping\Street Sweeping Policy. doc 3 I I Winter :V:ain:enance ?ojcy October 2002 I I WINTER MAINTENANCE POLICY WINTER MAINTENANCE POLICY Adopted by City Council On October 7th, 2002 Updated: November 3rd, 2003 Updated: December 20th, 2004 Updated: September 19t\ 2005 Updated: October 16th, 2006 Updated: September 17, 2007 Updated: October 20, 2008 Update: December 7th, 2009 1. Introduction/Puroose The purpose of this Policy is to define and outline snow and ice control objectives and procedures as established by the City of Prior Lake. The City of Prior Lake believes that it is in the best interest of the residents for the City to assume basic responsibility for control of snow and ice on City streets. Reasonable ice and snow control is necessary for routine travel and emergency services. The City will attempt to provide such control in a safe and cost effective manner, keeping in mind safety, budget, personnel and environmental concerns. The City will use City employee's, City owned orrented equipment and/or private contractors to provide this service. This Policy supersedes any and all previously written or unwritten policies of the City regarding snow and ice removal. The Public Works Department will review this policy periodically and will amend it as appropriate. In the event of equipment failure, extreme snowfall, or other unanticipated events, deviation from any standards may be expected. 2. When Will Citv Start Snow or Ice Control Ooerations? The Public Works Superintendent or his designee will decide when to begin anti-icing, snow removal, or ice control operations. The criteria for that decision are: A. Air and Pavement Temperatures; B. Anti-Icing operations may occur 48 hours in advance of an approaching storm or prior to weekends in which forecasts call for some form of precipitation; WINTER MAINTENANCE POLICY D. Drifting of snow that causes problems for travel; E. Icy conditions which seriously affect travel; F. Time of snowfall in relationship to heavy use of streets. Snow and ice control operations are expensive and involve the use oflimited personnel and equipment. In order to remain cost effective, the Public Works Department will utilize a verity of ice control products and continually monitor the effectiveness, environmental impact and costs of each product applied. The Public Works Superintendant or his designee will determine the appropriate combination of chemicals to effectively control ice in the given weather conditions. Effects on the environment are of the highest priority in selection of ice control products. To assure completion of priority areas, snow removal may be conducted on a 24-hour basis, which may result in snow removal equipment being operated in residential areas during the evening, night, and early morning hours. 3. Anti-icing This is a more common practice of being proactive to an impending snowfall event. This practice prevents the snow from bonding or compacting to the pavement surface and providing direct contact to the pavement surface when traveling the residential streets at a much lower cost than applying dry salt products. The product in most cases is salt brine, which is chloride diluted to a 23 % solution with water. In relevant terms, one gallon of brine consists of2lbs of salt. 4. How Snow Will be Plowed Snow will be plowed in a manner so as to minimize any traffic obstructions. Generally, the center of the roadway will be plowed first. The snow shall then be pushed from left to right. The discharge shall go onto the boulevard area ofthe street. In times of extreme snowfall, the process of clearing the streets of snow may be delayed, and it may not be reasonably possible to completely clear the streets of snow. Generally, operations shall continue until all roads are passable. Widening and clean up operations may continue immediately or on the following working day depending upon conditions and circumstances. Due to safety concerns for the plow operators and the public, operations may be terminated after 10-12 hours to allow personnel adequate time for rest. Cul-de-sacs will be plowed with one pass along the curb to provide an outlet for the driveways, with snow being piled in the middle ofthe cul-de-sac, where possible. Crews will clean up the cul-de-sac later that day or the following work day as time permits. Snow removal will only occur when no storage space is available in the cul-de-sac area. The downtown area will be plowed from curb to curb with the snow pushed into piles where 2 WINTER MAINTENANCE POLICY feasible. Crews will remove the snow piles during non-business hours as stated below. 5. Snow Removal The Public Works Superintendent or his designee will determine when snow will be removed by truck from an area. Such snow removal will occur in areas where there is no room on the boulevard for snow storage and in areas where piles of snow have been created by City crews. Snow removal operations will not commence until other snowplowing operations have been completed. Snow removal operations may also be delayed depending on weather conditions, personnel and budget availability. The snow will be removed and hauled to a snow storage area. 6. Priorities and Schedule for Which Streets will be Plowed The City has classified City streets based on the street function, traffic volume, and importance to the welfare ofthe community. Those streets classified as "Snow Plow Routes" will be plowed first. These are high volume streets, which connect major sections ofthe City and provide access for emergency fire, police and medical services. Exhibit A lists the "Priority Snow Plow Routes". Exhibit B lists the "Daytime Snow Emergency Routes". The second priority streets are those streets providing access to schools and commercial businesses. The third priority streets are low volume residential streets. The fourth priority areas are alleys. Snow removal around fire hydrants will be performed when personnel and equipment are available and will follow the same priorities as explained above, with top priority assigned to clearing around hydrants at schools. 7. Parkint! Restrictions City Code 901.207 Winter Parking Restrictions: In order to expedite the prompt and efficient removal of snow from the Streets ofthe City, it is unlawful for any Person to stop, stand or park any Vehicle or permit it to stand on any Street within the City between the hours oftwo o'clock (2:00) A.M. and six o'clock (6:00) A.M. from November 1 until March 31 ofthe following year. At all other times of the year it is unlawful for any Person to stop, stand or park any Vehicle or permit it to stand on any public Street within the City between the hours of two o'clock (2:00) A.M. and six 0' clock (6:00) A.M. after a continuous or intermittent snowfall during which there has been an accumulation of two inches (2") or more of snow on any Street, and until the snow has been plowed or removed to the full width of the Street. Any Vehicle parked in violation of this subsection may be towed pursuant to Minnesota Statutes section 169.041. A violation ofthis subsection shall be a petty 3 WINTER MAINTENANCE POLICY misdemeanor. 8. Work Schedule for Snow and Ice Control Eauinment Ooerators Equipment operators will be expected to work eight to ten hour shifts on a regular basis. In severe snow emergencies, operators sometimes have to work in excess often-hour shifts. After a twelve-hour day, the operators will be replaced if additional qualified personnel are available. 9. Weather Conditions Snow and ice control operations will normally be conducted only when weather conditions do not endanger the safety of City employees and equipment. Factors that may delay snow and ice control operations include: severe cold, significant winds, and limited visibility. 10. Use of Salt and Other Chemicals The City will use salt and other chemicals when there is hazardous ice or slippery conditions. The City is concerned about the cost and the effect of such chemicals on the environment and may limit its use for that reason. 11. Sidewalks/Trails/Parkine Lots Parks Department Winter Maintenance operations are prioritized according to the following eight categories: HIGH PRIORITY Safety Emergency School Access Public Facility-Building Access MEDIUM PRIORITY High Use Recreation Hockey Rinks LOW PRIORITY Community Trails Pleasure Rinks Time tables for snow removal are based upon the priority ofthe particular trail, sidewalk, parking lot, skating rink or access as set forth below. Hiei! Snow removal should commence at the end of any snowfall and high priority areas should be cleared in approximately 12 hours. Medium Snow removal will commence after high priority areas have been cleared of snow and may be cleared in approximately 36 hours. Low Snow removal will commence any time after high and medium priority areas have been cleared of snow. Low priority areas may be cleared in 4 WINTER MAINTENANCE POLICY approximately 48-72 hours. a. Trails. Sidewalks. Parkin!! Lots. and Accesses It is the policy of the City to remove snow from the trails, sidewalks, parking lots, and winter lake access areas in accordance with our Winter Maintenance Policy. Exhibit C identifies each trail and sidewalk and whether each is considered high, medium, or low in maintenance priority. Generally the City will remove snow on at least one side of all collector and arterial streets within the City. The City will generally remove snow on trails near schools, most on collector streets, and some that would have to be driven by on the way to other trails. These are listed in Exhibit C. The following standards are adopted for providing winter maintenance to designated trails, sidewalks, parking lots, and winter lake access: 1. Sidewalks and trails which abut private property shall not normally be cleared of snow unless designated within this Policy. It shall be the responsibility of the property owner to keep sidewalks clear of snow or ice in accordance with City Code 701.100. If notice has been sent to owner/occupant and snow has not been removed, the City may choose to remove the snow and ice and charge the cost of removal to the property owner. The property owner would first receive an invoice showing the appropriate charges. Failing to pay the invoice would result in a one year special assessment against the benefiting property. There is a minimum of $100 flat fee (or as determined periodically by the City Council) for snow removal, and the City reserves the right to charge additional fees as may be reasonable and appropriate. 2. The designated sidewalks, trails, parking lots, accesses, and rinks are normally plowed, blown or swept. The method of snow removal depends on the amount and type of snowfall. 3. Designated trails and sidewalks will be cleared as thoroughly as possible but need not be cleared of all ice and snow, nor maintained to bare pavement. b. Skatin!! Rinks The following standards are adopted for providing winter maintenance to hockey and pleasure ice-skating rinks which are listed on Exhibit D: 1. All rinks will be swept and flooded Monday through Friday if needed. 2. If rinks become rough or uneven due to weather conditions, i.e., warm weather, 5 WINTER MAINTENANCE POLICY frost boils, or freezing rain, rinks will be shaved Monday through Friday to improve ice surface. 3. In the event of snow: a. No rink will be maintained until snow fall ceases. b. Maintenance crews will not normally be called in on the weekends or holidays to maintain rinks, unless snow fall exceeds 2". c. Hockey rinks are ranked as a medium priority and therefore will not be maintained until high priority winter operations are completed. d. Pleasure rinks are ranked as a low priority and therefore will not be maintained until high and medium winter operations are completed. 4. If the condition of the ice becomes a safety concern, rinks may be closed at the discretion of the Parks Maintenance Superintendent or his designee. 5. For safety reasons, the City has a weather policy which determines rink closing. The warming house and rinks will be closed if the actual air temperature is -5 degrees Fahrenheit or colder, or the wind chill is -25 degrees Fahrenheit or colder. The weather cancellation hotline is 952.447.9825 12. Rieht-of-Wav Use The intent of the right-of-way is to provide room for snow storage, public and private utilities, sidewalks, street lights, signage and other City uses. However certain private improvements such as mailboxes are permitted within this area. Other private improvements are not permitted. a. Mailbox Mailboxes must be installed in such a manner as to provide access by Post Office personnel or other parcel carriers and to allow for Public Works equipment to maintain the streets. Newspaper boxes installed under mailboxes in most cases do not allow for snow equipment to pass under and can cause an indirect hit to the mailbox. A drawing showing the proper details for mailbox placement is attached as Exhibit E. Mailboxes and posts should be constructed securely enough to withstand snow rolling off a plow or wing. Any posts that are rotten or too weak to withstand winter weather will not be the responsibility of the City. The City will bear the cost of the repair of a damaged mailbox only if it is a result of City equipment actually hitting the mailbox, not from the weight of snow. The City will install a replacement mailbox and post which shall be a standard size non-decorative type; or the mailbox owner will be reimbursed up to $30.00 toward the cost of a replacement mailbox and post provided the owner has contacted the Public Works Department within 72 hours for verification and authorization from the Public Works Superintendant or his designee. The City will make temporary repairs to mailboxes for mail delivery if City plows actually hit a 6 WINTER MAINTENANCE POLICY mailbox. When weather and time permit, the Public Works Department will complete the repaIrs. Damage resulting from snow is the responsibility ofthe property owner/resident. Removing snow from the mailbox and maintaining access to the mailbox is the responsibility of the property owner. A property owner assumes all risk and responsibilities for replacement of mailboxes and supports that are constructed of materials such as, but not limited to, brick and mortar, stone aggregate, ornamental railings, or antique type support. Snow plow operators make every effort to remove snow as close to the curb line as practical to provide access to mailboxes for the postal department. It is not possible to provide perfect conditions and minimize damage to mailboxes with the size of equipment the City operates. The final cleaning adjacent to mailboxes is the responsibility of each resident. b. Boulevard Sod The City shall, when it receives a complaint, record the location of alleged damage to sod caused by contact with City equipment. The location will be reviewed by the Public Works Department in the spring when the extent ofthe alleged damage can be verified. Frequently the damage looks more severe immediately after occurring than it does when the snow has melted in the spring. Ifthe sod needs repair as determined by the Public Works Department, the Public Works Department shall either sod or seed the damaged area. In the interest of water conservation, deadlines are established due to dry weather conditions. All boulevard sod requests noted prior to May 1 st will receive sod. All noted boulevard sod request after May 1 st will be made with new top soil, seed and straw blanket. City staff will water the new seed/sod once; it will then be the residents' responsibility to water and maintain the damaged area. The costs for the repairs are borne by the City. To reduce the areas of damaged sod by City equipment, the City will provide markers free of charge to residents to place along their curb to mark the edge ofthe road for the equipment operators. If there is damage to a boulevard area caused by City equipment, the City maintenance crews will give priority to those residents who placed the markers along their property. c. Irri2:ation. Li2:htin2:. Trees. Fences. Etc. The City will assume no responsibility for damage to underground irrigation systems, private lighting systems, trees, shrubs, specialty grasses, rocks, fences, retaining walls or similar landscaping installed in City controlled right-of-way or easements. 7 WINTER MAINTENANCE POLICY Garbage cans left for pickup by a resident must be located in the driveway of the residence. Storage of garbage cans in the roadway surface in which snow is to be removed requires extra staff time due to potential future drainage issues from the inability to clean to the curb line and safety issues during the snow removal process. d. Driveway or Private Street Access The City of Prior Lake reminds everyone, including commercial snow removal operators, that it is against state law to deposit snow on to a public roadway. Dumping or plowing snow on to a roadway can create a slippery area, frozen rut or bump, which could contribute to a motor vehicle and pedestrian accident. Snowforts and children playing in the vicinity of the curb are strongly discouraged for safety's sake. The following tip may be of assistance for proper placement of snow and minimize your inconvenience when a snow plow comes along after you've cleared your driveway. First, place as much snow as possible from the end of your driveway downstream in the direction of traffic. Second, clear an area upstream from your driveway to create and open "pocket". Much ofthe snow pushed by the plow truck will empty into this pocket and less will wind up in the driveway entrance. You must maintain this area throughout the winter for it to be effective. The City of Prior Lake cautions anyone working close to a roadway to watch for oncoming traffic and warns drivers to be alert to people clearing snow. Unknown objects left in the snow may be displaced from the snow movement from the snow plow vehicle. 8