5.6. SR 01-10-2005
Item 'If 5 . 6 .
MEMORANDUM
TO: Mayor and City Council
FROM: Pat Klaers, City Administrator
Phil Hals, Street Superintendent
Bill Maertz, Direc~rks and Recreation
Michele McPhers~irector of Planning
DATE: January 10, 2005
SUBJECT: Public Works Master Plan
Background:
Since 1999, staff has been working on a Public Works Master Plan in order to accommodate
building, staffing, and equipment needs for the continued growth of the city. The building, staffIng,
and equipment needs are linked to the adopted Comprehensive Plan that indicates a maximum
population at build-out of approximately 35,000 to 40,000 people.
Attachments:
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April 30, 2001 City Council Meeting Minutes
Proposal from HR Green to Complete Master Grading/Drainage Plan
Total Property Acreage
Proposed Master Plan
Winter Vehicle Storage (2004), Existing Building
Tempered Vehicle Storage, Proposed Phase 1
Interior Remodeling, Proposed Phase II - Lower Level
Breakroom Remodeling, Proposed Phase II - Upper Level
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Existing Conditions:
As the Council is aware, the existing Public Works facility is located west of County Road 1 at the
County Road 77 intersection. The Public Works site is comprised of 38.3 acres, of which 14.3 is
useable due to the presence of wetlands and athletic facilities.
The Public Works site is used for the Public Works shop (office, mechanics, storage, work space,
breakroom), a fuel dispensing island, outdoor storage, and the leaf, brush and oil drop off areas.
Also, three baseball fields (Oak Knoll 1, 2 & 3) are located on City property and are part of the
larger Oak Knoll complex, which includes two soccer fields and the varsity baseball field located
along County Road 1.
Memo to the Mayor and City Council
Public Works Master Plan
January I 0, 2005
Page 2
Future Public Works Master Plan
Staff has collaborated to identify long-term public works facility needs based on a 35,000 to 40,000-
target population for the City. Analyzing other cities' public works facilities for square footage
comparisons, staff has determined the following needs regarding building, square footage, and
staffing levels.
Storage Needs:
· Salt/ sand storage -
· Cold storage -
· Tempered storage-
8,000 sq. ft.
10,000 sq. ft.
50,000 sq. ft.
StaffIng Levels:
· Parks Department - 8
· Streets Department - 14
· Mechanics - 5
Public Works Benchmark Comparisons
City Population Infrastructure Building Square Footage Staffing levels
Parks Streets Heated Cold Salt Parks Street Repair
(miles)
Elk River, 20,000 40 135 18,400 2,700 5 9 3
2004
Elk River, 40,000 68,400 10,000 8,000 8 14 5
2025
Stillwater 25,000 45,000 10,000
Fridley 28,000 38 125 16,000 8 3
Inver Grove 31,053 24 140 36,500 10,000 20,000 6 9 2
Heights
Cottage 31,437 164 48,580 6,024 8,000 9 9 4
Grove
Roseville 35,000 32 120 79,264 12,000 3,000 6 9 2
Minnetonka 51,000 44 253 82,881 6,000 9,000 8 19 5
Maple Grove 58,000 45 204.39 70,000 10,000 12 15 5
Coon Rapids 62,295 57 176.4 70,000 5,000 8,400 12 12 6
Plymouth 69,000 276 100,000 7 16 4
Currently, City equipment is stored primarily outside during the summer months. In winter, park
maintenance and miscellaneous unneeded street equipment are stored off-site in four locations, two
of which are water tower bases. This requires that if a particular piece of equipment is needed
during the winter due to, for example, a water main break, staff must determine where the piece of
equipment is stored and hope that the access to the base of the water tower has been plowed on a
regular basis. The Utilities are also tightening security and would prefer that non-utility equipment
not be stored within their facilities. Also, during the winter in order to ensure that snow plow
equipment is ready and not snow covered, a careful jigsaw puzzle of parking has been established to
ensure that equipment is "ready to go" if a snowfall occurs. The other two sites include Fire Station
#2, and the pole barn on the EDA/Brown property. The pole barn in all likelihood will be
removed in 2005/06 with the development of the City's business park.
Memo to the Mayor and City Council
Public Works Master Plan
January I 0, 2005
Page 3
The above conditions have led staff to identify the need for cold and tempered storage. Cold
storage is unheated, but covered and would be utilized for the storage of barricades, traffic control
signs, manhole castings, etc. to be accessed quickly and easily especially if a water main or other
emergency were to occur and barricades and traffic control signs were needed at a moment's notice.
Currently these items are stored outside and are subject to the elements. Tempered storage would
be used for equipment/vehicles and would be heated to approximately 550, which would again
eliminate the need for the careful jigsaw puzzle of parking that currently occurs with the existing
building. This would allow the existing building to be utilized for summer equipment storage
maintaining all of the equipment on-site and under cover, which will prolong the life span of the
equipment.
In addition to the cold storage noted above, the salt storage building is an immediate replacement
request. This is due to the condition of the existing storage building, which is nearing collapse, and
the changes in salt storage requirements by the EP A/MPCA. These storage requirements require
mixing and storage to occur under cover to eliminate salt-laden water run-off into adjacent water
bodies / wetlands.
Components. Budget. and Phasing Plan:
The phasing plan and budget for the Public Works Master Plan is noted in the chart below. The
total cost to fill the storage needs is $3.5 million in 2004 dollars over the next 5-10 years. These
amounts include dollars for re-working the compost site and completing an interior remodel of the
lower level of the existing Public Works building. The components of the interior remodel include
an expanded sign-making area, new offices for the Street Superintendent, Street Foreman, Park
Foreman, relocated receptionist facilities and the creation oflocker facilities for staff.
Public Works Master Plan Phasing and Budget
Item Square Footage Year Estimated Funding Source
Amount
Prepare Master $38,000 Government
Grading Plan Buildings Fund
Prepare Building $5,000 Government
Plans and Specs Buildings Fund
Salt/Sand Storage 8,000 2005 $150,000 Government
Buildings Fund
Cold Storage 10,000 2005 $125,000 Government
Buildings Fund
Compost 2005 $155,000 Government
Relocation Buildings Fund
Parking Lot & Government
Driveway 2005 $79,000 Buildings Fund
Improvements .
Tempered As soon as
Storage #1 30,000 Funding is $1,500,000 To be
Identified and Determined
Available
To Be
Interior Remodel 2008-09 $120,000 Determined
I I
Memo to the Mayor and City Council
Public Works Master Plan
January I 0, 2005
Page 4
Public Works Master Plan Phasing and Budget
Item Square Footage Year Estimated Funding Source
Amount
Tempered 20,000 To be $1,100,000 To be
Storage #2 Determined Determined
Mechanics To be To be
Expansion Determined $200,000 Determined
Totals $3,472,000
($473,000) Government
Buildings Fund
($2,999,000) To be
Determined
Yard Waste Disposal/Composting
The composting operation is comprised of two parts: 1) yard waste drop off and 2) compost
creation. Currently at the Public Works site residents can drop off branches, leaves, and grass
clippings (yard waste). The branches are then ground and the leaves and grass clippings are hauled
to Hillside City Park south of County Road 12 to be composted, which takes up to four years
depending on conditions. Given the residential developments around Hillside City Park, the Parks
and Recreation Director would like to utilize the composting area for a neighborhood park in
addition to the mountain bike trails that are maintained by the BLAST group.
In 2001, the City Council authorized construction of Fields 5 and 6 at the Youth Athletic Complex
(YAC) in anticipation of the Public Works expansion. Originally, it was thought that Oak Knoll #3
would be needed for the construction of the cold storage and tempered storage buildings. In
preparing the long range (20 year) Master Plan and evaluating a number of site layout scenarios, it is
logical to place the buildings closer together for ease of vehicular movement, creation of a working
"yard" and ease of screening. As a result, Oak Knoll #3 became the site of a relocated and larger
yard waste drop off site.
The Master Plan includes an expanded composting drop-off and processing area, which is flexible
enough to respond to changes in the program, should they occur in the future. In order to
implement the proposed Master Plan, Oak Knoll #3 would need to be discontinued. In preparing
the Public Works Master Plan, staff assumed that the City Council would like to continue to offer
compost drop-off as a core service to City residents. Therefore, to improve the aesthetic appearance
and efficiency of the operation, staff recommends relocating the composting from its current
position to the area occupied by Oak Knoll #3. If the City ever chooses to discontinue compo sting
services, the area can be easily utilized for another building or the storage of other items such as
stockpiles of topsoil, sealcoat rock, or recycled materials on a project basis.
Staff continues to work with the County regarding the City's composting operation, but at this time
that County has not made any decisions regarding costs to utilize the VONCO II landfill in Becker,
which has been authorized to accept compost. Rebecca Haug, Environmental Technician will have
provided a composting update to the Council prior to consideration of this item at the workshop
meeting. A follow up worksession to more fully discuss yard waste disposal and composting is
recommended.
Memo to the Mayor and City Council
Public Works Master Plan
January I 0, 2005
Page 5
Requested Action
Staff requests that the City Council consider the following actions:
1. Provide feedback, or if appropriate, approve the Public Works Master Plan. Feedback could
include requesting that an independent third party evaluate staff's evaluation of future
storage needs and proposed Master Plan layout.
2. Provide feedback or if appropriate, approve the closure of Oak Knoll #3 and authorize the
reconfiguration of the compost drop-off and processing operation in 2005.
3. Authorize preparation of a Master Grading Plan as submitted by HR Green.
4. Authorize staff to process a conditional use permit for construction of a salt/ sand and cold
storage buildings in 2005.
City Council Minutes
April 30, 2001
Page 7
INTERVIEW CANDIDATES. COUNCILMEMBER DIETZ SECOND
THE MOTION. THE MOTION CARRIED 4-0.
COUNCILMEMBER DIETZ MOVED TO AUTHORIZE ST F TO
ADVERTISE FOR A PART TIME OFFICE ASSISTANT OSITION.
COUNCILMEMBER TVEITE SECONDED THE M ION. THE
MOTION CARRIED 4-0.
Phil Hals informed the City Cou1J,cil that due to shop move and expansion
proposed to take place, he would like to use esent employees to temporarily fill the
need for a third mechanic and to adverti III November or December for a third
mechanic to be hired in January. Th ouncil concurred and will discuss this
proposal during consideration 0 e 2002 budget.
cil on the status and need for part time summer workers.
COUNCILM ER DIETZ MOVED TO AUTHORIZE THE STREET
SUPERIN NDENT TO REHIRE DARWIN SCHUUR, SARA HOPKO,
JERE PIPENHAGEN AND PAUL KOHLER AND TWO NEW
PE LEAS PART TIME SUMMER WORKERS. COUNCILMEMBER
ITE SECONDED THE MOTION. THE MOTION CARRIED 4-0.
2. Roadside Mower
COUNCILMEMBER DIETZ MOVED TO ADVERTISE FOR BIDS FOR
THE ROADSIDE MOWER AND TRACTOR WITH THE ENTIRE
AMOUNT TO COME FROM COUNCIL CONTINGENCY FUND.
COUNCILMEMBER TVEITE SECONDED THE MOTION. THE
MOTION CARRIED 4-0.
3. Mechanic Area
Phil Hals discussed the proposed mechanical shop relocation. He noted that staff is
proposing to relocate the mechanic shop to the western end of the building. He
noted that the cost for the expansion is $80,000.
COUNCILMEMBER TVEITE MOVED TO APROVE MECHANIC SHOP
EXPANSION IN THE AMOUNT OF $80,000 WITH $70,000 TO COME
FROM THE STREET RESERVE FUND AND $10,000 FROM THE 2001
GENERAL FUND. COUNCILMEMBER KUESTER SECONDED THE
MOTION. THE MOTION CARRIED 4-0.
4. Break Room Move and Expansion
Phil Hals indicated that the Street employees have outgrown the existing break
room. He explained that the proposed plans include the expansion of the break
room to the mezzanine area. He noted that after this expansion a new workstation
for the Street Department Office Assistant is possible.
City Council Minutes
April 30, 2001
Page 8
COUNCILMEMBER TVEITE MOVED TO AUTHORIZE
EXPENDITURES IN THE AMOUNT OF $42,000 FOR BREAK ROOM
IMPROVEMENTS PLUS $3,000 FOR THE OFFICE ASSISTANT
FURNITURE. COUNCILMEMBER DIETZ SECONDED THE
MOTION. THE MOTION CARRIED 4-0.
5. Area Mater Plan 2002 - Future Plans
Phil Hals reviewed the Public Works Area Master Plan which includes a 14,000
square foot cold storage building, a winter salt/ sand storage building, relocating
some electrical feeder lines, refencing the yard area and expanding the yard into the
area now used for Oak Knoll Ball Field III. He noted that two baseball fields would
be constructed at the Y AC that will replace the Oak Knoll field. Phil indicated that
options for a brush and compost drop-off site are also being considered.
Councilmember Dietz noted that he would like to see the Oak l<noll Field remain.
The City Administrator noted that this might not be possible due to the long term
expansion needs of the Street Department. Councilmember Dietz requested the staff
to completely study the issue before considering removing the Oak l<noll Field.
Tree Program
Phil Hals updated the Council on the Tree Program. He noted that this year has
been the most successful to date. Phil requested the Council to authorize him to
provide 90 more coupons for trees, which would meet the limit of $9,000 in the
budget. The Council authorized the superintendent to use up to 90 more coupons.
6. Other Business
The City Administrator updated the Council on the flooding status of the Elk
River.
7. Adjournment
There being no further business, Mayor Klinzing adjourned the meeting of the Elk
River City Council at 10:30 p.m.
joncllLL vWui :fj(L
Sandra Peine
City Clerk
MEMO
To: Michele McPherson
Public Works Site Master Plan
January 5, 2005
~oward R. Green Company
From:
Subject:
Date:
John Anderson
As requested we have estimated engineering costs associated with developing a master site and
grading plan for the expansion of the Public works facility located at 19000 Proctor Avenue. This
estimate was based on the Master Plan dated 1/10/2005. Based on our estimates the engineering
cost for budgetary purposes to use for this work is $38,000.
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