HomeMy WebLinkAbout5F PW Operations Manual Update o� P � O �P
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4646 Dakota Street SE
'�rNxESo'��' Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: NOVEMBER 12, 2013
AGENDA #: 5F
PREPARED BY: KATY GEHLER, PUBLIC WORKS & NATURAL RESOURCES
DIRECTOR
PRESENTER: KATY GEHLER
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION UPDATING THE CITY OF
PRIOR LAKE PUBLIC WORKS OPERATIONS MANUAL
DISCUSSION: Introduction
The purpose of this agenda item is to consider approval of an update to the
City of Prior Lake Public Works Operations Manual.
Historv
The City Council adopted a Winter Maintenance Policy (WMP) in October
2002 which is now part of the Public Works Operations Manual. The winter
maintenance policy has been reviewed and updated annually. Previous to
the adoption of these policies the City followed procedures that were not in
writing and were not formally communicated with the City Council or
residents. In addition to the current written policies for street maintenance,
there are several areas of public works operations that do not have written
policies or standard operating procedures. Over time, it is our intent to
memorialize these various policies and procedures in writing. This
compendium of documents is known as the City of Prior Lake Public Works
Operations Manual.
The purpose of having a written manual is to provide the residents, City
Council and City Staff with expectations concerning the policies and
procedures for public works operations. In a more global sense, the
manual allows the staff to prepare its annual budget for personnel and
equipment that is impacted by the expectations set forth in this written
document. The League of Minnesota Cities (LMC) encourages every City
to adopt written maintenance and operations policies for risk management
purposes. This policy is also a great communication tool to inform
residents and businesses of the City's procedures.
Current Circumstances
This year staff is requesting that the City Council review the Winter
Maintenance Policy regarding Mail Box Payments and the updated winter
street plowing and trail/sidewalk plowing maps.
1. Mailbox Replacement Cost
The policy currently allows for a$30 mailbox reimbursement in lieu of
having the City install a replacement post and mailbox. The policy states
the following:
....... 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
48 hours for verification and authorization from the Maintenance Supervisor
or his/her designee.....
The $30.00 reimbursement amount was adopted as part of the original
2002 policy. Since then, the cost of a standard post and mailbox has
increased. Based on the costs for these materials during the spring of
2013, it is recommended to raise the amount to $50.00.
2. Streets and Trails ,
Several new developments were constructed in 2013. Winter maintenance '
will include the addition of the following paved roads: '
STREET LENGTH
MI
Sunra Blvd SE 0.35
James Ct E 0.07
Malcom Ct SW 0.10
Fish Point Road 0.71
Shore Crest Dr NW 0.23
Winfield Wa SW 0.11
CR 12 Fronta e Rd 0.20
165th St NW 0.10
Brentwood Pass NW 0.15
Welcome Av SW 0.18
TOTALS 2.19
Due to the increased number of residents, volume of houses, and
additional bus stops, the following trail will be added to the winter
maintenance list of cleared trails:
TRAIL LENGTH MI
Sunray Blvd Trail, 1.6
Sidewalk, and park
trail
TOTALS 1.6
Conclusion
Staff is requesting that the Council approve the recommended changes to
the Public Works Operations Manual so that they can be implemented for
the upcoming 2013 - 2014 winter season.
ISSUES: The miles of infrastructure including streets, sidewalks, trails, sewer, water,
etc. requiring maintenance by public works crews continue to grow as a
result of new subdivisions being completed, re-development or road
reconstruction projects. The additional streets in 2013 increases the total
mileage plowed by about 2%.
There are many factors that impact how the additions will affect the service
levels. Assuming a 4-6 inch snowfall, a truck can straight line plow about 2
2
miles per hour compared to more involved cul-de-sacs at a rate of 5-6 cul-
de-sacs per hour. Deeper snow, wind, event timing, number of
intersections, multiple lanes, and traffic can all increase this time. The
average plow time in Prior Lake is about 1.0 mile per hour. We currently
operate 14 pieces of equipment during a snow event which each require 8
hours to finish their route for an average storm. This year's street additions
are expected to add about 2 hours of plow time to the existing 112 hours.
Over time we will need to add another plow route, equipment and
employee to accomplish this work.
FINANCIAL The proposed plan does require increased funding for Winter Maintenance.
IMPACT: Staff is asking for an increase in mailbox reimbursement due to increase
costs of lumber and materials to repair or replace the mailbox. We
reimbursed 17 boxes during the 2012-2013 winter season and 4 boxes
during the 2011-2012 season.
ALTERNATIVES: 1. Approve a resolution authorizing the updates to the City of Prior
Lake Public Works Operations Policy dated November 12, 2013
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:
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4646 Dakota Street SE
'�INxsso'� Prior Lake, MN 55372
RESOLUTION 13-xxx
A RESOLUTION APPROVING THE 2013-2014 CITY OF PRIOR LAKE PUBLIC WORKS OPERATIONS
MANUAL
Motion By: Second By:
WHEREAS, The City Council adopted a Winter Maintenance Policy (WMP) in October 2002; and
WHEREAS, The City Council adopted a City of Prior Lake Public Works Operations Manual in 2011
that includes a Winter Maintenance Policy; and
WHEREAS, The policy and manual need to be updated annually to address potential service issues in
the City due to growth, budget constraints and environmental concerns; and
WHEREAS, Additions to the manual are due to the growth of the City, availability of resources, safety
considerations, technological changes and changes in procedure.
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.
2. The City Council approves the changes to the City of Prior Lake Operations Manual dated November
12, 2013.
3. The current City Level of Service for Snow and Ice Control is approved.
PASSED AND ADOPTED THIS 12th DAY OF NOVEMBER, 2013.
YES NO
Hedber Hedber
Keene Keene
McGuire McGuire
Morton Morton
Souku Souku
Frank Boyles, City Manager
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