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Home My WebLink About5D - Public Works Operations Manual O� FRIO+P ti U 4646 Dakota Street SE Prior Lake, MN 55372 _� Solt, CITY COUNCIL AGENDA REPORT MEETING DATE: November 10, 2014 AGENDA#: 5D PREPARED BY: Jake Theisen, Maintenance Superintendent PRESENTED BY: Jake Theisen and Katy Gehler AGENDA ITEM: Consider Approval of a Resolution Approving the 2014-2015 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. History The City Council adopted a Winter Maintenance Policy (WMP) in October 2002 and a Street Maintenance Policy in December 2009. 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. The operations manual is intended to memorialize policies in each of these areas in one place. The purpose of having a written operations manual is to provide the residents, City Council and City Staff with information 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 standards set forth in this written document. The League of Minnesota Cities (LMC) encourages every City to adopt written maintenance and operations policies. 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 Level of Service for Snow Removal on Streets, Parks, Trails, Sidewalks and Parking Lots. Staff is also presenting updaded street plowing and trail/sidewalk plowing maps. • Update the Street and Snow Removal Level of Service-This change is due to added miles of road and trail in the City. This chart has not been updated since 2010. Phone 952.447.9800 / Fax 952.447.4245/www.cityofpriorlake.com Street Snow Removal—Level of Service Snow Accumulation 4-3"1-2" 4-1-2"3-6" 1-2+61)+ Removal Time (hrs) 8 10-12 12+ Pavement Above 15°F Removal Time (hrs) 10 12+ 12+ Pavement Below 15°F Note: Removal time is the time necessary to remove snow from all City Streets at least one time. Parks/Trails/Sidewalks/ Parking Lots—Level of Service Snow Accumulation 1-3" 4-12" 12"+ Removal Time (hrs) 8 1812+ 12+1-3 days In short,greater time is required to remove fewer inches of snow from streets, sidewalks and trails. This is a diminuation of service created by the addition of mileage in all three catagories without a corresponding increase in resources to accomplish the work. The city council should determine if these new standards for plowing are satisfactory. • Update Boulevard Sod Issues — Due to the cost, high level of mortality and unavailability of sod, city staff will be allowed to determine whether sod or seed is used to restore damaged turf. Boulevard Sod The City shall, when it receives a complaint, record the location of 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 of the damage can be verified. Frequently,the damage looks more severe immediately after the occurrence than it does when the snow has melted in the spring. If the sod needs repair the Public Works Department shall either sod or seed the damaged area. The City will determine the appropriate boulevard turf repair material based on site conditions, materials and available City resources. in the inteFest of water enson„+;^. deadlines are esta-hlmshed- due to dry ath„r GORditiens. All boulevard sed y ill r All noted heuleyaFd sed F ests afteF M 10t+ will he nnade with top seil, seed and straw blaRket. Once staff has restored the area with sod replacemeRt it will then be the resident's responsibility to water and maintain the damaged area. Except in extenuating circumstances, the City provides replacement only once per year per area damaged. To reduce the areas of damaged sad turf by City equipment, the City will provide markers free of charge to residents to place along their curb to mark the edge of the road for the equipment operators. Markers can be picked up at City Hall from October throughout the winter season. If there is damage to a boulevard area caused by City equipment, the City maintenance crews will give first priority to those residents who placed the markers along their property. 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 2014—2015 winter season. ISSUES: We do not want to reduce service levels. However if we have to we want the new levels to be accurate and realistic. In both areas-snow plowing and sod restoration-these levels of service are comparable to other communities. The new plowing standard does provide a means by which our residents can help us prevent boulevard damage by installing markers. The staff believes that these are the type of incentives which we should try to build into our standards each year. FINANCIAL The modifications outlined above will allow us to continue to provide these IMPACT: services to the community for the amounts we budgeted for 2015 assuming and average number of snow events (12). ALTERNATIVES: 1. Approve a resolution as part of the consent agenda authorizing the updates to the Operations Policy dated November 10, 2014 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: O� PRIO$ H U (rj 4646 Dakota Street SE !P�SOI- Prior Lake,MN 55372 RESOLUTION 14-xxx A RESOLUTION APPROVING THE 2014.2015 CITY OF PRIOR LAKE PUBLIC WORKS OPERATION MANUAL Motion By: Second By: WHEREAS, The City Council adopted a Winter Maintenance Policy (WMP) in October 2002; and WHEREAS, The City Council adopted an overall Street Maintenance Policy in 2009 that includes a Winter Maintenance Policy; and WHEREAS, The two documents have now been consolidated and are now referred to as the City of Prior Lake Public Works Operation Manual; and WHEREAS, The policy needs to be updated annually to address potential service issues in the City due to growth, budget constraints and environmental concerns and changes in procedures. 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 Public Works Operation Manual dated November 10, 2014. PASSED AND ADOPTED THIS 10th DAY OF NOVEMBER, 2014. VOTE Hedberg Keeney McGuire Morton Soukup Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Absent ❑ ❑ ❑ ❑ ❑ Abstain ❑ ❑ ❑ ❑ ❑ Frank Boyles, City Manager