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020298 CC WS Min . . . ( CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MEETING MONDA Y, FEBRUARY 2, 1998 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:00 P.M. MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Dahlberg called the meeting to order at 7:03 p.m. A. Roll Call Present: Mayor Dahlberg; Councilmembers O'Neill and Garfunkel; Administrator Hurm; Engineer Brown Absent: Councilmembers Stover and McCarty B . Review Agenda The agenda was approved as presented. 2. DISCUSSION OF CITY STATEMENT OF PURPOSE, GOALS AND CITY VALUE STATEMENT Statement of Goals: Mayor Dahlberg suggested the following language, "To accomplish our goals we must strive to provide a focused direction for Shorewood which is in compliance with the values and the goals of the people of Shorewood and to serve the people in an impartial fashion." 3. DISCUSSION AND REVIEW OF 1998-2002 CAPITAL IMPROVEMENT PROGRAM Excelsior Boy Scout Pack 424 was in attendance to fulfIll requirements relative to Citizens and Community. Boy Scouts Tad, Rob, Anthony and Scout Leader Turgstrom were in attendance. A. REVIEW STREETS STANDARDS Engineer Brown reviewed the project schedule relative to water, MSA roadways and local roadways. Councilmember O'Neill expressed concern relative to roadways which are in need of reconstruction and the need to have funds available to cover such a project. Brown noted he has budgeted conservatively and there is a possibility that a reclamation of a particular roadway may be an acceptable option rather than a reconstruction which is much more costly. Brown explained consideration is being given to possibly performing a reclamation of Strawberry Lane as opposed to a complete reconstruction. A reclamation would involve a recycling of the materials which presently exist by grinding them up and placing a layer of asphalt on top. Councilmember O'Neill noted a reclamation is an experimental alternative since there is no information available relative to the end result which can be expected under certain situations and time frames. He noted sub soils are an important factor to consider in utilizing the reclamation method. CITY COUNCIL WORK SESSION MINUTES FEBRUARY 2, 1998 - PAGE 2 . Councilmember O'Neill inquired whether there will be more stringent inspections of reclamation projects to monitor the construction work in progress. Brown stated this position has been made clear to prospective engineering firms who have inquired relative to potential projects. Councilmember O'Neill stated he would like to see a greater reserve in the budget in the event problems with reclamation should occur at some point in the future and a reconstruction becomes necessary . Brown addressed the issue of an annual roadway maintenance schedule which will save the City money when the roadways are maintained properly. Councilmember O'Neill expressed concern the majority of the roads within the City were built over 20 years ago and at this time, efforts are being concentrated on the roadways which need to be rebuilt while at the same time the fund is decreasing. He expressed concern the maintenance program may not be sufficient. Hurm explained the sealcoating budget was increased in the past year by approximately $50,000. The effort for streets over the past six or seven years has increased significantly. With the current plan, the budget has increased $20,000. He suggested possibly increasing the budget. Hurm felt when projecting the budget 10 to 15 years, staff was comfortable with this effort without special assessments. He acknowledged if it becomes necessary to reconstruct the roadways, there will need to be additional funds. Councilmember O'Neill expressed concern the maintenance plan which is being implemented may be too late. Councilmember Garfunkel inquired whether there is any data available from other cities which have utilized a similar maintenance type plan. Brown will research this matter. . Councilmember O'Neill questioned why the fund balances are depleting in the year 2002. Brown explained that through a pavement inventory, he will be able to monitor the roadways and plan for work which will need to be addressed. Mayor Dahlberg recessed the meeting at 8:35 and reconvened at 8:41 p.m. B. STORMWATER MANAGEMENT PLAN Engineer Brown reviewed the project schedule relative to sanitary sewer. He felt possibly the sewer rates could be maintained rather than increasing or decreasing. Councilmember O'Neill inquired whether the televising of sewers will be accomplished in-house. Brown noted the equipment is extremely expensive, therefore, this option is not viable. Companies which provide this particular service have become more efficient and provide more extensive services. Brown reviewed the project schedule relative to stormwater management. Councilmember O'Neill stated he supports the aerial photography. Mayor Dahlberg felt it would be appropriate to spend the additional dollars to utilize the photography which will identify one foot contours. Brown noted although this will cost an additional $8,000, funds will actually be saved since it will not be necessary for engineering companies to survey for new roadway projects. In addition, he noted the photography to identify one foot contours is considerably more accurate than to identify two foot contours. . The consensus of the Council was to utilize aerial photography which will identify one foot contours as opposed to two foot contours. . . . CITY COUNCIL WORK SESSION MINUTES FEBRUARY 2, 1998 - PAGE 3 Councilmember Garfunkel inquired how long this data can be utilized. Brown felt it could be utilized for an extensive period of time and noted the City is currently using data from 1966. Administrator Hurm reviewed the public facilities and office equipment budget. Councilmember Garfunkel felt the audio visual equipment to be necessary to allow people attending Council and Planning Commission meetings to be able to see audio visual presentations which are made. The consensus of the Council was to proceed with the audio visual equipment. Hurm commented the Capital Improvement Plan will be reviewed by the Planning Commission at their next work session. He noted the issues which remain to be discussed include curb and gutter as well as ordinance and policy relative to the issue of water. Brown discussed the issue of curb and gutter noting that in the absence of curb and gutter, there must be a ditch to allow for water drainage. Councilmember O'Neill pointed out the presence of curb and gutter would require a stormwater sewer line. Councilmember O'Neill questioned why the roadways are in the condition they are given the fact there are no curbs, gutters or stormwater sewer lines. Brown explained there has been a shift in priorities relative to what is considered to be a satisfactory roadway surface. Mayor Dahlberg was in favor of installing drain tiles on roadways such as Strawberry Lane to determine whether this type of drain system functions well and is feasible over time. Councilmember O'Neill noted his agreement. Brown explained that by adding drain tile to a roadway, street maintenance costs are considerably less and this also provides a preventative with respect to potholes. Brown believes drain tile will add a significant benefit to the roadway and should be done in conjunction with roadway reclamation projects. Mayor Dahlberg felt the community should know staff are working diligently to offer solutions to preserve the values of everyone simultaneously. Brown asked for input from the Council relative to Strawberry Lane. He felt additional input should be sought from the residents of Strawberry Lane with respect to the condition of this particular roadway and how they feel this should be addressed. C. INITIAL REVIEW OF WATER ORDINANCE CHANGES This matter will be discussed at the next work session which is scheduled for March 16, 1998. A policy survey will also be prepared and available for discussion at this work session as well. D. OTHER SECTIONS Cable communications will be discussed at the work session scheduled for March 25, 1998. Jeff Foust will be invited to attend. Mayor Dahlberg requested the Council concentrate on completing the Comprehensive Plan this year. . . . . CITY COUNCIL WORK SESSION MINUTES FEBRUARY 2, 1998 - PAGE 4 4. ADJOURNMENT Dahlberg moved, O'Neill seconded to adjourn the City Council Work Session Meeting at 10:10 p.m. Motion passed 3/0. RESPECTFULL Y SUBMITTED, Cheryl Wallat, Recording Secretary TimeSaver Off Site Secretarial, Inc. ATTEST: TO OR