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111797 CC WS Min . . . . COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:30 P.M. CITY OF SHOREWOOD WORK SESSION MEETING MONDAY, NOVEMBER 17, 1997 MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Dahlberg called the meeting to order at 7:35 p.m. A. Roll Call Present: Mayor Dahlberg; Councilmembers O'Neill and Garfunkel; Administrator Hurm; Engineer Larry Brown; Planning Commissioner Champa Councilmembers Stover and McCarty B . Review Agenda Absent: The agenda was approved as presented. 2. DISCUSSION ON 1998 - 2002 CAPITAL IMPROVEMENT PROGRAM - STREETS Mayor Dahlberg expressed his appreciation to Engineer Brown for the time and effort he has committed to this project. Engineer Brown provided a handout to the Council and explained the process of pavement reclamation. He stated reclamation is between one-fifth and one-third the cost of road replacement. This particular process is too new to attribute a service life to it. Brown provided a conservative estimate of 10 years and felt this to be a cost effective process. Brown explained to determine whether pavement reclamation is an option consideration must be given to the condition of the sub soils. He stated the key to extending the service life of a roadway is to keep water draining off of the roadway. Brown explained the Paser Pavement Management System. He reviewed in detail the information which was distributed to the Council. Brown has viewed each of the roadways and rated the condition of each. Mayor Dahlberg felt the margin of error in rating the roadways to be very low given the range which Brown utilized. Councilmember O'Neill commented there were no roadways rated less than a three. Brown explained a rating of two to be fairly severe. Mayor Dahlberg encouraged the use of creative thinking relative to repairing the roadways, noting many roadways are not necessarily in poor shape, however, there are specific areas of a roadway which need repair. Brown reviewed the steps taken as an engineer in formulating a bid on a particular roadway project. A concept estimate is first made. This is followed by a feasibility study and a cost estimate. City Council Work Session of November 17, 1997 Page 2 . Councilmember O'Neill questioned the estimated cost of silt fence on Strawberry Lane. Brown explained the Watershed District has requirements relative to silt fence. In addition, contractors are using more expensive fencing given the increased concern on the part of cities that these fences be maintained. Brown noted the options which were considered include a rural section of roadway including a ditch and no right-of-way, a straight pavement reclamation, a hybrid reclamation which included drain tiles, and an urban reconstruction. Brown felt there to be some merit in utilizing the hybrid reclamation which would include a drain tile system. He noted the cost of reconstructing Strawberry Lane to be approximately $590,114.39 versus a reclamation cost of approximately $132,500.00. Mayor Dahlberg asked about the estimated life expectancy of each of these options. Brown commented the life expectancy of a reconstruction to be approximately 20 years, however a reconstruction has averaged approximately 30 years in Shorewood. He estimated the service life of a reclamation to be approximately one half noting there is not sufficient experience available relative to reclamations in which to base a life expectancy estimate. Councilmember Garfunkel questioned whether borings could be taken which would determine the quality of the soil underneath the roadway. Brown explained there is a rather costly test which could be completed which would predict how the soil is going to react over a period of time. Councilmember Garfunkel questioned why a roadway with a higher rating would be scheduled for a reconstruction versus a roadway with a lower rating. Brown explained this decision is based upon the amount of traffic a particular roadway experiences as well as how that particular roadway functions within the links of the transportation system. . Brown pointed out that in rating the various roadways, a number of them were in better condition than he had anticipated and, therefore, received a much higher rating. He noted the goal is to bring each roadway up to a rating of five. Councilmember O'Neill inquired why Strawberry Lane has declined more severely than other roadways. Brown felt this was due to the amount of truck traffic as well as the type of soil which was utilized when the sanitary sewer was installed. Councilmember O'Neill questioned where funds would be derived in the event another roadway would need the type of work which is now required on Strawberry Lane. Brown noted typically there is a balance in the budget. Hurm suggested the City may want to consider retaining a balance of $500,000 to $1,000,000 in the fund at all times. Planning Commissioner Champa felt it would be fmancially feasible to take a chance on Strawberry Lane in utilizing a reclamation. Mayor Dahlberg noted his understanding the plan to bring each roadway up to a five would result in a substantial savings to the City over a period of 10 to 12 years. Brown noted his belief the best option for Strawberry Lane to be a reclamation versus a construction. He stated in order to address the drainage issues, he would recommend utilizing a hybrid construction which would increase the cost approximately $60,000. Brown noted the goal is to keep the underlying soils drained and as dry as possible. Brown explained once a roadway declines to a rating of three, it declines very quickly. Councilmember O'Neill expressed concern relative to the quality of the subsoils within the City. Mayor Dahlberg pointed out there are two areas of assurance in that the funds are in the budget and the proposed repairs will extend the life of the roadway. . City Council Work Session of November 17, 1997 Page 3 . Brown noted when rating roadways in the future, he will have a history to look back on which will allow him to estimate the decline in a roadway. Commissioner Champa noted an exception report could be incorporated in the software which will identify those roadways which are declining at a specified rate. Brown felt a reclamation of Strawberry Lane will provide a good benchmark in which to ascertain the benefit or disadvantage of a reclamation project as opposed to a reconstruction. Councilmember O'Neill inquired whether burying of utilities such as NSP and telephone should be taken into consideration as well. Hurm noted the burying utilities from the City Hall to the Minnewashta school would cost approximately $250,000. Mayor Dahlberg felt this to be an item which could be assessed to the property owners, however, there would need to be overwhelming support for this type of project. Brown explained in a similar situation in Minneapolis, each homeowner was assessed as well as being required to bring their home up to code. Mayor Dahlberg felt there would be support for such a project, however, he would not want to force this type of situation on anyone. Brown distributed a letter he received from Mary Bieringer ofMNDOT relative to truck restrictions on state aid routes. He explained MNDOT does not want state aid routes posted no trucks. When a roadway is posted no trucks, there must be a roadway which is posted for trucks. Brown noted trucks could be discouraged from utilizing particular roadways by posting lower axle rates, however, he felt this could become cumbersome. . Brown pointed out that if Eureka Road is designated as no trucks, the truck traffic will shift to Strawberry Lane and Cathcart. While Strawberry Lane is not a state aid route, Cathcart is. The State will allow a roadway to be posted if there are plans to upgrade the roadway or if it poses a safety hazard. Brown felt it would be possible to post one of the roadways, but not both. Mayor Dahlberg was satisfied with the plan presented by Brown and encouraged staff to pursue it. Councilmember Garfunkel noted his agreement. He acknowledged some assumptions are taken into account, but he was in favor of the plan which was presented. Councilmember O'Neill was also in favor of the plan. Hurm noted it does not include any special assessments. Mayor Dahlberg encouraged the model developed by Brown be followed through to its fullest potential through the use of global variables. Brown noted many of the cost estimates were based upon actual bids which have been received on other projects. With respect to garbage trucks, Brown explained there is no other vehicle which does the amount of damage to a roadway equal to that of a garbage truck. Hurm noted the Council may want to consider mandating the use of smaller vehicles. Brown suggested limiting residents to a choice between two haulers. Mayor Dahlberg suggested encouraging garbage haulers to submit bids to the various neighborhoods for the business of that particular neighborhood. He felt this to be a good issue for a public referendum. Councilmember O'Neill felt the service for a particular area could come up for bids after a designated period of time. Councilmember Garfunkel suggested a levy be placed upon garbage haulers utilizing the larger trucks. This would provide an incentive to utilize smaller trucks. Councilmember O'Neill felt the hauler's costs would increase when utilizing a smaller truck. . . . . .. City Council Work Session of November 17, 1997 Page 4 Brown noted his understanding the Council is in favor of utilizing a hybrid construction reclamation on Strawberry Lane. Mayor Dahlberg, Councilmembers O'Neill and Garfunkel noted their agreement. Hurm pointed out a paragraph he would like to insert into the Capital Improvement Program relative to financial software and hardware for use by the Finance Department. There was no opposition to the inclusion of that paragraph in the Capital Improvement Program. Staff will review the possibility of removing Eureka and Cathcart from state aid funds. This issue will be reviewed by the Planning Commission and brought before the Council for their review. 3. ADJOURNMENT O'Neill moved, Garfunkel seconded to adjourn the City Council Work Session Meeting at 10:10 p.m. Motion passed 3/0. RESPECTFULL Y SUBMITTED, Cheryl WalIat, Recording Secretary TimeSaver Off Site Secretarial, Inc. ATTEST: JAM YOR