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HomeMy WebLinkAbout9A Water Service Thawing Report Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: JANUARY 16, 2018 AGENDA #: 9A PREPARED BY: JASON WEDEL, PUBLIC WORKS DIRECTOR/CITY ENGINEER PRESENTED BY: JASON WEDEL AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION UPDATING THE PRIOR LAKES PUBLIC WORKS OPERATIONS MANUAL POLICY ON FROZEN WATER SERVICE THAWING DISCUSSION: Introduction The purpose of this agenda item is to consider updating the City of Prior Lakes Operations Manual Policy - Frozen Water Service Thawing History There are roughly 9,000 water service connections within the City of Prior Lake. Typically, these service connections are buried below the average frost table depth to ensure they do not freeze. If the water service is above the average frost table or there is an unusually harsh winter driving the frost table deeper, some service lines become susceptible to freezing. When this happens the City receives requests for assistance in thawing service lines. The service line is the responsibility of the property owner from the meter inside the house to the curb stop, typically located at the right-of-way (ROW) line. The curb stop and the remaining service line to the watermain in the street are the responsibility of the City. If the service line freezes, it can be difficult to determine where the issue has occurred and whom is responsible. Therefore the City Council adopted the Frozen Water Service Thawing Policy on November 28, 2016. Current Circumstances Recently, City Staff was informed of incidents in neighboring cities of property owners using electrical welding methods to thaw services that have damaged other properties during this process. Due to improper grounding, electrical components can short circuit and fires in neighboring structures are possible. In addition, the City standards have changed for water service pipe materials over the past couple of years. Previously water services were constructed using copper but now that has changed to polyethylene (plastic). Any use of electrical methods to thaw a polyethylene water service could result in melting and damage to the service resulting in leaks. 2 ISSUES: FINANCIAL IMPACT: Conclusion It is recommended that the Council approve the revised Water Service Thawing policy to clarify the use of electrical welding equipment to thaw service lines is not permitted in the City of Prior Lake. This policy change is recommended as part of the city’s risk management program. The city is insured by the League of Minnesota Cities Insurance Trust. The trust seeks to provide appropriate coverages but also to limit exposure. When the city does work which damages private property there is an expectation that we will bear some of the cost. The city should be responsible for public infrastructure but not private infrastructure. There are also properties in the community where frozen pipes tend to occur year after year. The revision in this policy encourages property owners to take corrective action rather than rely on the city year after year. The revised policy could actually reduce city liability exposure which in turn could mitigate against increases in our insurance premiums. It may also reduce the amount of time city staff spends on addressing private rather than public property issues. ALTERNATIVES: 1.Approve the resolution updating the Water Service Thawing as presented or as amended by the city council. 2.Table the resolution with direction to staff. RECOMMENDED MOTION: Alternative #1 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 18-___ A RESOLUTION APPROVING REVISING PUBLIC WORKS MAINTENANCE POLICY ON FROZEN WATER SERVICES Motion By: Second By: WHEREAS, Written manuals or policies set expectations of service for City Council and staff and can be used to inform residents of the City’s procedures and priorities; and WHEREAS, The League of Minnesota Cities encourages every city to adopt written maintenance and operation policies for liability reasons; and WHEREAS, The Frozen Water Service Policy has been revised to address new information from neighboring cities as well as The Department of Homeland Services. 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 revised Frozen Water Services Policy dated Jan 16, 2018 Passed and adopted by the Prior Lake City Council this 16th day of January 2018 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager 1 Water Service Thawing City of Prior Lake VII. WATER SERVICE THAWING POLICY Adopted by City Council November 28, 2016 Revised by City Council January 16, 2018 SUMMARY/PURPOSE There are roughly 9,000 water service connections within the City of Prior Lake. Typically, these service connections are buried below the average frost table depth to ensure they do not freeze. If the water service is above the average frost table or we experience an unusually harsh winter driving the frost table deeper, some service lines become susceptible to freezing. When this happens the City receives requests for assistance in thawing service lines. The City has created this policy to define how the city will respond to these requests. POLICY The service line is the responsibility of the property owner from the meter to the curb stop, typically located at the right-of-way (ROW) line. The curb stop and remaining service line to the watermain in the street are the responsibility of the City. If the service line freezes, it is difficult to determine where the issue has occurred and whom is responsible. The City has historically worked with property owners to address frozen service lines responding to 4-5 requests per year. However, during harsher winters we have experienced over 50 requests. This policy and these procedures were developed to standardize the practice of thawing service lines to the best of our ability while remaining cognizant of our limited resources and also reducing our liability when entering into private properties. a. The water service lateral from the curb stop to the meter is the responsibility of the property owner. b. The City will assist property owners by offering, at no charge, to thaw the service if it can be accomplished without digging and if it is the first occurrence of the season for the property. A fee will be charged for subsequent thawing services within a single season (November-March), which can be found on the City’s fee schedule. c. The City will attempt to thaw the service up to four (4) hours. If not successful, staff will re- evaluate availability of resources at that time. d. The property owner must sign a Right of Entry and Release of Liability before any work is completed. e. The City will not assist with any frozen water pipes on the house side of the meter. f. The City has the right to refuse to enter a residence due to health and/or safety concerns g. The City of Prior Lake does not guarantee a frozen water service can be thawed with City resources. h. The City reserves the right to deviate from this policy at any time if deemed to be in the best interests of the City and its residents based on safety, political and economic considerations. Any deviation and the reason for the deviation shall be documented in writing. 2 Water Service Thawing City of Prior Lake PROCEDURES 1. Property owners who believe their service line may be frozen should call 952-447-9800 for assistance during regular working hours. For assistance outside normal working hours property owners should call the Scott County non-emergency dispatch at 952-445-1411. 2. The property owner must request the service, sign the appropriate releases, and be present during the service call. 3. The City will respond to calls in the order they are received. 4. Before any work begins, resident must sign the appropriate release forms. 5. Calls received during regular working hours shall be responded to as resources allow. Calls received outside of normal working hours will be responded to by on-call personnel, who will assess the situation and determine action needed and assist as resources allow. 6. Staff will spend up to 4 hours per residence, at that time of the initial call response. After that time, they will assess the progress being made and make a decision whether to continue. 7. Any property owner who uses electrical welding methods to thaw services will do so at their own risk and assumes any responsibility for damage. Property owners shall not be allowed to use electrical welding methods to thaw services.