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09-10-12 CC WS MinCITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, SEPTEMBER 10, 2012 MINUTES CONVENE CITY COUNCIL WORK SESSION Mayor Liz6e called the meeting to order at 6:01 P.M. 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 P.M. A. Roll Call Present. Mayor Liz6e; Councilmembers Hotvet, Siakel, Woodruff and Zerby; Interim Administrator Joynes; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and Engineer Landini Absent: None B. Review Agenda Zerby moved, Woodruff seconded, approving the agenda as presented. Motion passed 510. 2. METROPOLITAN COUNIL ENVIRONMENTAL SERVICES SANITARY FORCE MAIN PROJECT Mayor Liz6e noted that Dan Fick, with the Metropolitan Council Environmental Services (MCES) and the project manager for this project, is present to talk about the MCES force main project that will go through the Cities of Excelsior, Greenwood and Shorewood. Mr. Fick noted there are two people from Met Council who are involved with liaison activities. He is one and Tim O'Donnell, the project citizen liaison, is the other. Mr. O'Donnell was not able to be present this evening. Tom Melody, with Stantec and one of the project managers for the design of the project, is in the audience this evening. Tom Dye, the primary design project manager, was not able to be present. He stated this evening he wants to introduce the project to Council and find out if there are any opportunities for the City to do projects at the same time roadways in the project area are torn up. Mr. Fick stated in the late 1960s and early 1970s when what was then called Metropolitan Wastewater Commission started to take all of the wastewater treatment plants in the Lake Minnetonka area offline and build the interceptor system. A number of interceptors were built that flowed out to a plant located in the City of Shakopee. The primary interceptor that serves Shorewood is Interceptor 7017. He noted Met Council operates the freeway of the underground sewer system. Mr. Fick explained this project extends from the water tower on the City of Excelsior's Public Works property on the west end of the project and it ends on Covington Road in Shorewood near Resurrection Cemetery not far from the Shorewood water tower. The project entails installing a 24 -inch PVC pipe parallel to the existing 24 -inch pipe installed in 1971. The project route parallels the existing route. The main difficulty with the existing pipe is it is continually in use and it conveys a lot of flow from the South Lake community. To take the pipe out of service for any type of repair or maintenance is very difficult. To solve that problem and improve reliability and operational flexibility Met Council has chosen to CITY OF SHOREWOOD WORK SESSION MEETING MINUTES September 10, 2012 Page 2 of 5 invest in a second pipe parallel to that. The pipes will be able to operate independently allowing one to be worked on while the other is in service. Six pump stations connect into the force main pipe making flow diversion very difficult. He highlighted where the pump stations were located in the South lake area. The number of moving parts in the system also helps to make it difficult to maintain it. Mr. Fick stated that the process followed for the project starts with a facility plan and then moves into the design phase. Potential impacts (e.g., community and environmental) are determined. Ways to minimize the impacts are identified during the design phase. He explained that what is being proposed is open cut construction. The roadways in Excelsior and in a portion of Greenwood in the project route will be opened up from side to side. In Shorewood, for most of the work, only one side of the roadway will have to be opened up. Therefore, one lane of traffic will be open. If a liquid utility of any type has to be taken out of service for a longer time period a temporary pipe would be installed above ground during construction. Mr. Fick reviewed the most common impacts. They include: road closures and traffic detours; lane restrictions; noise, dust and vibration (there should not be a lot of vibration impacts in Shorewood); and, temporary access or utility interruptions. There is a concerted effort made to keep residential driveways open in the early morning and have them open again later in the day. For more significant impacts, property owners are notified in advance. Met Council works with special cases /needs and early on it attempts to identify properties sensitive to impacts. It tries to avoid the peak season times. Mr. Fick noted Met Council tries to partner with cities on projects they may wish to do at the time this project. is going on. For example, a city may want to replace underground infrastructure when a roadway is cut open. Mr. Fick reviewed the benefits to a community of doing this project. If only one half of a roadway has to be removed, in addition to replacing it Met Council will mill the other half of the roadway. A city has the opportunity to replace older infrastructure when the roadway is cut open. The biggest benefit to Met Council is increased reliability. Mr. Fick stated the current plan is to start construction in the spring of 2013 and complete it in 2014. There is a fairly good chance that the first half of the construction will occur in Shorewood and Greenwood, and the second half in the Excelsior area. Mayor Lizee noted that Greenwood Councilmember Fletcher is in the audience this evening. She then noted Staff has identified a few projects that the City could partner with Met Council on during this project. She stated she has lived in the area in 1971 when the sewer system came through and she thought that represented huge progress. She then stated from her vantage point it is time to redo it. She asked Engineer Landini to review the three City projects Staff identified for consideration during the Met Council's endeavor. Engineer Landini explained that Lift Station 11 discharges directly into this force main. Therefore, it is pumping against the other five lift stations. He thought it would be very beneficial to separate the two force mains. It would eliminate any unforeseen problems, and free up some design ideas for future lift station pumps so it would not be pumping against the other five stations. The second possible project is a water system interconnect with the City of Excelsior. The interconnect would go through Greenwood. He noted there would need to be a great deal more discussion and collaboration before that could go any further. There is the issue that the City's water tower is at a higher elevation than Excelsior's. Therefore, there are operations issues that would have to be overcome with different valves. A third possible project would require extending water main under Radisson Road to have a redundant pipe that goes under CITY OF SHOREWOOD WORK SESSION MEETING MINUTES September 10, 2012 Page 3 of 5 Highway 7. Water main would have to be installed from the water tower to connect to it. That is not in the Met Council's improvement area. Landini stated Mr. Melody from Stantec brought up the fact that there is a trail that runs along Excelsior Boulevard which ends at Manor Road in Greenwood. That segment of trail is not included in the Trail Plan. Mayor Lizee commented those are great projects. She stated she hopes there is adequate time for the cities to work out what needs to be done and yet adhere to Met Council's project timetable. Councilmember Hotvet stated the pedestrian safety issue along Excelsior Boulevard has been a topic of discussion for quite some time. She then stated this is a wonderful opportunity to think about surface projects. Director Brown stated there are a couple of drainage improvements that need to be made along Excelsior Boulevard just west of Barrington Way. Councilmember Siakel asked Engineer Landini if the projects he mentioned are budgeted for. Landini responded he does not think any of the projects are in the capital improvement program (CIP). Landini stated he thought it is a goal of the South Lake community to have a water system from one end to the other. Director Brown explained that a number of years ago there was an emergency in the City of Victoria when one of its wells quit functioning. Around that time the public works directors in the area began discussing the benefits of increasing redundancy and having the ability to be able to pump water from Victoria to the City of Minnetonka and to include the City of Chanhassen in that as well. The directors have been talking about the criticalness of the interconnects for a long time. He then stated it is his understanding that Greenwood is discussing extending municipal in that area of Greenwood. Councilmember Woodruff asked if Staff could be prepared for a 2013 construction start date. Engineer Landini stated it would require help from outside contractors. Landini noted that WSB & Associates is already working with Excelsior. Woodruff stated if these projects are to be seriously considered they should be included in the CIP, noting Council and Staff will be discussing the CIP over the next two months. Director Brown stated the force main project Met Council is going to do has not been a secret to Staff. Staff has been working behind the scenes on the things the City needs to have in place and Staff has been working with WSB to conceptually lay out designs for the work that will be done in the City. Woodruff asked if the technical staff and finance personnel will be able to guestimate the costs for the City projects. Brown noted Staff will be able to have a reasonable target range of costs. Woodruff stated he understood Mr. Fick to say that the force main will terminate on the east side of Covington Road near Resurrection Cemetery and that it will connect to the existing force main going south. Mr. Fick stated it connects at the point the force main discharges into the gravity sewer at Covington Road. Woodruff asked if there is no future plan to extend the redundant pipe farther south. Mr. Fick responded not at this time. Woodruff commented Covington Road is a small, steep roadway that goes up a hill. He asked if one lane for traffic will be open to the residents during the project. Mr. Fick stated the proposed alignment is very near the edge of the Road. Therefore, the trench for the pipe will not have to extend past the center line of the Road. He noted there is a low volume of traffic and the Road and that will allow a contractor to set up a flag system to alternate traffic flow from two directions. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES September 10, 2012 Page 4 of 5 In response to a question from Councilmember Zerby, Mr. Fick stated it will be possible to switch the flow between the two pipes should something go wrong with existing pipe and then make the needed repairs. Zerby then asked what the service life of the PVC pipe is. Mr. Fick responded it depends on the maintenance that is done. For planning purposes a 30 — 50 year design life is used. He noted the Met Council has no evidence that the pipe installed in 1971 has serious problems. Zerby stated if the existing pipe begins to have serious problems 10 years from now, he asked if the plan is for the proposed redundant pipe to take over. Will both pipes be run or the old one abandoned? Mr. Fick stated the plan is to run both pipes for the foreseeable future. He explained if there problems arise with the existing pipe a rehabilitation project will be done to reestablish the functionality of the old pipe. Zerby stated he did not want this to be a band aid approach so that sometime in the future a larger sized pipe has to be installed. In response to a comment from Councilmember Woodruff, Mr. Fick stated if there is damage to any of the properties along Covington Road they will be restored to the condition they were in at the start of the project. Mr. Fick noted Met Council tries to be consistent with the local practice. Councilmember Woodruff asked if there is any roadway work that should be part of this project, noting he is not sure where Covington Road is on the 20 -Year Pavement Management Plan (PMP). He then asked if there is any part of Excelsior Boulevard in the City that this project will traverse. Engineer Landini explained the project crosses Highway 7 basically at Covington Road in Shorewood. The only part in Shorewood is from the Greenwood border to Covington Road. Director Brown explained the portion of the roadway that is from the City's lift station at Radisson Road by the historical marker is in need of repair. It is constantly being patched. On the Excelsior Boulevard side the pavement is in good condition. However, there is a section west of Barrington Way where there is a need for stormwater improvements. Woodruff stated, for example, if one lane of Covington Road is going to be reconstructed by Met Council he asked if it would be wise to reconstruct the other half if it is in the PMP rather than have Met Council just mill and overlay it. Director Brown stated Staff would compare that against the PMP. Councilmember Siakel stated it makes sense to at least evaluate the opportunity to save money by doing projects at the same time Met Council has roadways torn up. Mayor Lizee stated she assumes Met Council staff will be presenting something similar to Excelsior and Greenwood. Mr. Fick stated they have met with Excelsior already and it plans to meet with Greenwood. He then stated Met Council is planning on holding an open house on this project for the community on September 19' at Shorewood City Hall. Director Brown asked Mr. Fick to provide Council with an idea of when it needs the City's project list and conceptual designs. Mr. Fick stated Met Council's next design submittal will be later this fall. With regard to incorporating cities' conceptual designs into Met Council's, Mr. Fick stated that because the plan work is done it won't take long to incorporate them into Met Council's plan. He asked that the design plans be submitted by the end of September. Councilmember Hotvet stated if the City were to consider a trail she asked if that could be done using Met Council plans for trails. Mr. Fick stated Met Council already has street and utility plans developed. Sometimes it will amount to add a few lines and text to get the City's trail into the text. Mr. Fick noted Met Council and the City will need to enter into a cooperative construction agreement. Mayor Lizee thanked Mr. Fick and Mr. Melody for coming this evening, and for working with Staff to identify projects the City and Met Council could partner on. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES September 10, 2012 Page 5 of 5 Councilmember Woodruff stated he supports Staff making sure the information about what the City wants to do is submitted to Met Council by the end of September. It is up to Staff to determine how to make that happen. Mayor Lizee asked Staff if it could have something ready for Council's September 24, 2012, meeting. Engineer Landini stated there will be some information available for September 24, 2012, but he does not know what Shorewood's portion will be. There would still need to be discussion about what participation the three cities will have. Director Brown stated the concepts discussed this evening for utilities are relatively simplistic from a watermain perspective. If the interceptor project falls by the way side down the road that would just be removed from the Met Council's project plan. Brown then stated the more difficult concept is the trail function, yet he thought Staff could have something available for Council for that meeting. Greenwood Councilmember Fletcher noted he lives in Greenwood along Excelsior Boulevard that is in the project area. He stated not all of the property owners along project route where Excelsior's watermain could probably be extended in Greenwood in conjunction with Met Council's project support doing that. He noted that he does not think that all of the Greenwood City Council would support having the City pay for watermain extension to the area in the Met Council's project area that does not have municipal water. He then stated with regard to extending the trail, a number of Greenwood residents have expressed interest in extending the sidewalk or trail. He thought that would be well received. He went on to state that although he cannot speak for the entire Greenwood City Council he thought there would be support for extending the trail from Shorewood through Greenwood to Excelsior. C\) 11101 1 Hotvet moved, Woodruff seconded, Adjourning the City Council Work Session of September 10, 2012, at 6:40 P.M. Motion passed 510. RESPECTFULLY SUBMITTED Christine Freeman, Recorder Christine Liz6e, Mayor A William S. Joy/hes, [Int #im City Administrator /Clerk