HomeMy WebLinkAboutCity Council Packet 03-26-2002 SpecialAgenda
City of Plymouth
Special City Council Meeting
Tuesday, March 26, 2002
5:30 p.m.
Public Safety Training Room
1. Call to Order
2. Discuss Policy relating to Snowplowing Damage
3. Discuss Redistricting
4. Future Study Session Topics
5. Adjourn
Agenda Number:
TO: Dwight D. Johnson, City Manager
FROM: Bob Pemberton, Risk Management Coordinator through Dale Hahn,
Director of Finance & Information Technology
SUBJECT: Snow Plowing Damage
DATE: March 19, 2002 for City Council Study Session March 26, 2002
1. ACTION REQUESTED: Approve the proposed changes to the policy for payment of
damages to mailboxes.
2. BACKGROUND: On January 22, 1997, the City Council met and discussed the City's
policy on repair and replacement of damage caused through the removal of ice and snow
from City maintained streets. The attached policy contains the directives from that meeting.
The current policy provides for a payment of $25 if the mailbox is damaged by the force of
the snow generated by the snow removal equipment, and a payment of $50 if the mailbox is
damaged by direct contact with the snow removal equipment. No payment is provided for
damaged sprinkler heads.
The last several years have proven to be somewhat difficult to settle the claims within the
guidelines of the current policy. Costs for mailboxes have risen, and we have had a few
unusual situations that have required adjustments outside the normal policy guidelines.
3. DISCUSSION: In the last 12 month period ending December 31, 2001, the City has
incurred claims in the amount of $1,279. The City also makes temporary repairs to all
mailbox structures to ensure uninterrupted mail delivery, and will make permanent repairs in
certain situations. There have also been demands that the City assume the cost of repair for
damaged lawn sprinkler heads. The cost to repair a damaged sprinkler head is estimated at
100.
I believe the policy needs to be updated to reflect the increased costs for reimbursement of
mailbox claims. I recommend increasing the reimbursement for damage to mailboxes caused
by the force of the snow generated by the snow removal equipment from $25 to $50, and the
reimbursement for damage caused by direct contact from $50 to $100. I further recommend
that the City Manager or designee, be authorized to settle claims in excess of these amounts
in certain cases that warrant compensation beyond these amounts. These unusual situations
would be handled in a manner similar to the way we currently handle other claims against the
City.
4. BUDGET IMPACT: Our current annual costs run about $2,000. With the proposed
revisions, it is estimated to cost $4,000.
5. RECOMMENDATION: I recommend City Council approve the policy revisions as shown
on the attached policy. The recommendations are shown underscored.
POLICY ON SANDING AND THE REMOVAL OF ICE AND SNOW
FROM CITY MAINTAINED STREET SYSTEM
Resolution No. 97-69
January 22, 1997
I. GENERAL
The City of Plymouth annually budgets funds for the removal of ice and snow from the
City maintained street system. It is the policy of the City to remove ice and snow in order
to provide for the passage of emergency vehicles and safe travel for the greatest number
of vehicles in a cost effective manner and within the constraints created by funding,
equipment and personnel. The City makes a reasonable effort to ascertain future weather
conditions through contractual weather reports.
II. POLICY
Each year the Public Works Department, Street Maintenance Division, prepares a map of
the City showing the City maintained street system. The City is divided into routes in
which ice control and snow removal will be performed by City employees and private
firms under contract to the City. The routes are periodically revised to correspond with
budgetary, equipment and personnel resources available. Within each route, the major
streets are defined as well as areas of steep grades that require extra care. Equipment is
assigned to each route based on availability and the effort required for the control of ice
and snow. The start of ice and snow control operations for any storm is dependent upon
immediate and anticipated conditions. The most critical time periods are weekday
mornings and evening rush -hours. When feasible, the City will attempt to remove ice and
snow from City maintained major streets prior to these rush hour periods. Normally
major streets and hazardous areas are done first. Once the priority areas are plowed and
opened, the remaining streets in the residential, commercial and industrial areas will be
plowed and sanded.
Under severe conditions or where weather patterns suggest additional ice and snow,
streets may not be plowed "full width" and residential areas may be delayed. Normally
within 24 hours after the city maintained street system is opened, the Street Maintenance
Division will proceed with the final plowing and clearing of residential ice and snow.
IH. PROCEDURES
Superintendent of Public Works and Street Supervisor with the assistance of the
Plymouth Police Department, citizen, and employee input will identify particular street
problem areas which may vary from storm to storm and season to season. Public Work
Maintenance employees are then notified in accordance with the Public Works
Department schedule for emergency calls and the removal of ice and snow will
commence.
IV. EXCEPTIONS
In the event of equipment failure, extreme snowfall or other unanticipated events
including the necessity of resting snowplow crews, deviations from these standards may
be appropriate.
V. MAILBOXES
In those instances in which the U.S. Postal Service does not provide door to door
delivery, it is necessary for property owners to install mailboxes on City owned right-of-
way immediately adjacent to the street curb. While the installation of mailboxes on City
owned right-of-way is permitted, the mailbox owner assumes all risk of damage except
where a mailbox is damaged due to direct contact by a snow removal vehicle, the City, at
its option, will repair or replace at a cost not to exceed W $100.
If a mailbox is damaged due to indirect contact, including the force of snow generated by
the snow removal vehicle, the City will assume no responsibility. However, the City will
make a $2-3- $50 payment to the property owner and they will assume all responsibility
for repairs.
VI. UTILITY STRUCTURES
Except as otherwise provided in any license or franchise agreement, the City will only be
responsible for damage to utility pedestals and transformers within the right-of-way
resulting from direct contact by City snow and ice removal equipment. City liability shall
be limited to actual costs to repair the damage as documented by invoices submitted to
the City by the utility.
VII. LANDSCAPING
Landscaping, including nursery and inanimate materials that are installed or encroach on
City owned right-of-way are permitted but the owner assumes all risk of damage. The
City will assume no responsibility for damages incurred as the result of snow removal and
ice control activities except that the City, at its option will repair or replace sod only on
City owned right-of-way that is removed as the result of plowing activities.
VIII. LAWN SPRINKLING AND LIGHTING SYSTEMS
The City will assume no responsibility for damage to underground lawn sprinkling
systems, exterior lighting systems, and similar landscaping installed in City owned right-
of-way.
IX. SNOW STORAGE
Ongoing snow and ice control efforts require the use of City owned right-of-ways and
easements for storage of plowed snow. Depending upon the volume of snow, storage
within right-of-way could create sight obstruction at intersections, because it is
impossible financially and practically to remove all snow from intersection corners.
X. RESPONSIBILITY
The Superintendent of Public Works _and Street Supervisor with the assistance of the
Police Department, will monitor the street conditions to determine the timing and number
of crews and independent contractors necessary to clear the city maintained public street
system.
XL UNUSUAL CIRCUMSTANCES
The City Manager or his or her designee is authorized to depart from this policy to settle
unusual claims when circumstances warrant, as determined by the City Manager. These
unusual situations shall be handled in a manner similar to the way other claims against
the City are handled.
Agenda Number:
TO: Dwight D. Johnson, City Manager.
FROM: Laurie Ahrens, Assistant City Manager
SUBJECT: Redistricting
DATE: March 21, 2002, for Council study session of March 26, 2002
1. ACTION REQUESTED: Review and comment on a proposed plan for adjusting the
City's ward boundaries.
2. BACKGROUND: On March 19, the Minnesota Supreme Court issued the state
redistricting plan. Map "A" is attached which shows the metro area. Map "B" indicates
the legislative boundaries within Plymouth. The City must adopt new ward boundaries by
April 30. Hennepin County then has until May 28 to establish the county commission
lines.
The purpose of redistricting is to ensure equal representation. The official census
population is used as the basis for redistricting. The City of Plymouth had 65,894
residents in the 2000 census; therefore, each of the City's four wards should contain
approximately 16,473 people. The standard deviation, and the maximum deviation
recommended by the City Attorney, is plus or minus 5 percent. An increase in the
population alone would not necessitate a change in the City's ward boundaries. However,
population has increased at a varied pace throughout the wards, and a change in
Plymouth's boundaries is required. The attached map "C" shows Plymouth's current
ward lines and notes the current population in each ward. Ward 4 is the only ward that
remains within the percent tolerance. The other three wards need significant adjustment.
The State Statutes and City Charter provide direction with respect to redistricting:
The Charter provides that the City is to be divided into four wards:
corresponding generally to four geographic quadrants of the city,
with population as equal as practicable, and
composed of compact and contiguous territory.
The Statutes require that:
ward and precinct boundaries must follow census block lines, which are
visible, clearly recognizable physical features (street, river, railroad, etc.)
precincts may not be divided by an elective district boundary; however
wards can contain precincts in more than one legislative district
Once the wards have been established, those wards are further divided into precincts.
There is no population requirement for precincts, but precincts need to be a size where the
elections can be administered efficiently.
When redistricting is completed by all government levels and new polling places are
established, every registered voter will receive a notice indicating their new districts and
polling location. Hennepin County will complete this mailing prior to August 15 and will
pay all costs involved. The City will publicize the new boundaries and polling locations
through news releases, the Plymouth News, and Web site. There are additional legal
publication and posting requirements.
The new ward boundaries go into effect September 10, 2002, for the State Primary
Election. No special elections can be held between April 29 through September 10.
Candidate filing opens for state and county offices on July 2. Candidate filing for
Plymouth city offices opens on August 27. All of these filings will be based on the new
boundaries.
3. DISCUSSION: We have developed one new ward plan (Map D) based on the legislative
plan released this week. Under this scenario:
Ward 4 would remain unchanged.
Ward 3 retains the same boundary to the north and along I-494; the area south of
County Road 6 has been extended westerly to Vicksburg Lane.
Ward 2 follows the legislative lines along Old Rockford Road and roughly Dunkirk
Lane on the east, and continues easterly at 24' Avenue/25`' Avenue/Shenandoah to
connect with County Road 6.
Ward 1 is greatly decreased in size. It lies westerly of I-494 and generally north of
Ward 2.
Our working assumptions were to:
follow the requirements and spirit of the State Statutes and City Charter with
respect to redistricting,
minimize the change for the citizens (Ward 4 needs no change at all),
minimize the division of neighborhoods,
respect geographic features that naturally divide the City (I-494, Highway 55),
take into account the continued growth of the City (if any ward is below the ideal
population, it should be Ward 1),
not put council members out of their current wards without good reason, and
leave viable precinct areas when considering legislative lines and establishing ward
boundary lines.
We will have larger and more precise maps available at the study session, and the Council
can provide direction on the assumptions used and on the ward boundaries.
4. RECOMMENDATION: The Council should provide direction on the proposed ward
plan and philosophy used for redistricting. Staff will adjust the ward boundaries as
directed, then present a final plan for wards, precincts, and polling locations at a regular
meeting in April.
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WARD BOUNDARIES
PRECINCT BOUNDARIES
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Ward 1: 22,198 (34.75%)
Ward 2: 13,143 (20.21%)
Ward 3: 13,859 (15.87%)
Ward 4: 16,694 (1.34%} -
Ideal ward population would be 16,473.
Page 1 of 1
http://www.ci.plymouth.mn.us/city_services/elections/ward map.html 3/22/02
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Agenda Number: V
TO: Dwight D. Johnson, City Manager ..
FROM: Laurie Ahrens, Assistant City Manager'" SUBJECT: Set Future Study Sessions
DATE: March 22, 2002, for City Council meeting of March 26, 2002
1. ACTION REQUESTED: Review the pending study session topics list and, if desired,
establish future special meetings or amend the topics list.
2. BACKGROUND: Attached is the list of pending study session topics, as well as
calendars to assist in scheduling.
Pending Study Session Topics
at least 3 Council members have approved the following study items on the list)
Joint meeting with school districts to discuss safety issues, traffic, future
school sites, alcohol and tobacco prevention, trends in population
Traffic Calming Program (Slavik, Tierney, Johnson)
Consider Creating a Downtown Council (Johnson, Stein, Black)
Discuss proposed ordinance on accessory dwelling units (Stein, Slavik,
Hewitt)
OFFICIAL CITY MEETINGS
Feb 2002
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PLANNING
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RIGHTS
COMMISSION, COMMISSION -
Council Chambers Council Chambers
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7: 00 PM INFORMATIONAL
OPEN HOUSE ON 7003
STREET RECONSTRUCTION
PROJECTSRE-Pb liurJf
7:00 PM
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COUNCIL
7:00 PM ECC,
Bass Lake Room
7:00 PM PRAC,
Council Chambers
MEETING, Council
7.
0WPM
YOUTH ADVISORY
Chambers
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5:45 PM SPECIAL COUNCIL7:00
MEETING : BOARD 8
COMMISSION ISSUES; YOUTH
COUNCILFUTURE STUDYINTERVDATEIEW
eaTOPICS, PT -ft peak~ Cents
e3o PM HOUSING FORUM,
Phmoulh Greek Ce
PM
PLANNING
COMMISSION,
Council Chambers
7:00PMHRA -
Medicine Lake Room
7:00 PM PUBLIC
SAFETY ADVISORY
BOARD, PU"iC Safely
Training Room (this
meeting only)
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7:00 PM YOUTH
ADVISORY
COUNCIL,CounGI
Chambers
7:00 PM PACT-
Bass Lake Room
Good Friday7COUNCIL, :70AMLOCALBUSINE55
ReAeeon Holel
1530PMSPECIALCOUNCII
MEETING: REDISTRICTING;
SNOWPLnWIINpGhkV gPPbkcSefery Passover begins
at sunset
790 PM REGULAR COUNCIL
MEETING, Council Chamber
31
Easter
modified on 3/21/2002
OFFICIAL CITY MEETINGS
April 2002
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
7:00 PM WARD
2 MEETING,
Plymouth Creek
Center
3
7:00 PM
PLANNING
COMMISSION,
Council Chambers
4
7:00 PM HUMAN
RIGHTS
COMMISSION -
Council Chambers
5 6
9:00 AM YARD
GARDEN
EXPO, Plymouth
Creek Center
7 8 9 10 11 12 13
DAYLIGHT
SAVINGS
COMMENCES -
set clocks ahead 1
hour
7:00 PM YOUTH
ADVISORY
COUNCIL,Council
Chambers
6:00 PM SPECIAL
COUNCIL MEETING -
Discuss Regulation of
Phosphorus, Public
Safety Training Room
7:00 PM REGULAR
COUNCIL MEETING,
Council Chambers
7:00 PM EQC,
Bass Lake Room
7:00 PM PRAC,
Council Chambers
7:00 PM WAYZATA
SCHOOL DISTRICT
WIND TURBINE
MEETING, 4955
Peony Lane
5:00 PM THRU
APRIL 16 -
PLYMOUTH FINE
ARTS COUNCIL
PRIMAVERA
SHOW, Plymouth
Creek Center
14 15 16 17 18 19 20
6:00 PM SPECIAL
COUNCIL MEETING:
DINNER WITH
HENNEPIN COUNTY
COMMISSIONERS,
Plymouth Creek Center
7:00 PM
PLANNING
COMMISSION,
Council Chambers
7:00 PM HRA -
Medicine Lake
Room
7:00 PM PUBLIC
8:00 PM BOARD OF
APPEAL 8
Council Chambers
SAFETY
ADVISORY
BOARD, OARD, Police
Dept. Library
21 22 23 24 25 26 27
7:00 PM YOUTH
ADVISORY
COUNCIL,CGuncil
Chambers
7:10 AM LOCAL BUSINESS
COUNCIL, Radisson Hotal
5:30 PM SPECIAL
COUNCIL MEETING-
Conduct Interviews of Youth
Applicants- Public Safety
Training Room
8:30 AM HUMAN
RIGHTS
COMMISSION
STUDENT
WORKSHOP,
Plymouth Creek
Center
7:00 PM REGULAR
COUNCIL MEETING,
Council Chambers
7:00 PM PACT - Bass
Lake Room
28 29 30 Mar 2002 May 2002
S M T W T F S S M T W T F S
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11 AM CITU EMPLOYEE
RECOGNITION LUNCH,
Plv r CrsaM Cenix
7:00 PM BOARD OF APPEAL 8
EQUALUA710NRECONVENED),Cwnal
Drub_ s
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SPECIAL COUNCIL MEETING17
IMMEDIATELY FON0,LLOWING):
AQu FERS sIFUTURE WATER
TASTE OF
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OFFICIAL CITY MEETINGS
May 2002
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Apr 2002
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Jun 2002
S M T W T F S
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7:00 PM
PLANNING
COMMISSION,
Council Chambers
7:00 HUMAN
RIGHTSHTS
COMMISSION -
Council Chambers
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30
5 6 7 8 9 10 11
7:00 PM YOUTH
ADVISORY
COUNCIL,Council
Chambers
7:00 PM EQC,
Bass Lake Room
7:00 PM PRAC,
Council Chambers
10:30 AM - 4:00
PM
PLYMOUTH
HISTORY
FEST, Parkers
Lake Park
12 13 14 15 16 17 18
5:00 PM YOUTH
ADVISORY
COUNCIL TOWN
FORUM, Plymouth
Creek Center
7:00 PM
REGULAR
COUNCIL
MEETING, Council
Chambers
7:00 PM
PLANNING
COMMISSION,
Council Chambers
7:00 PM HRA -
Medicine Lake
Room
7:00 PM PUBLIC
SAFETY
ADVISORY
BOARD, Police
Dept. Library
19 20 21 22 23 24 25
7:00 PM YOUTH
ADVISORY
COUNCIL,Council
Chambers
7:00 PM SPECIAL
COUNCIL MEETING:
LAWFUL
GAMBLING
VARIOUS TOPICS
WITH NW
PLYMOUTH
RESIDENTS, Council
Chambers
7:00 PM PACT -
Bass Lake Room
26 27 28 29 30 31
MEMORIAL DAY
Observed) - City
Offices Closed
7:30 AM LOCAL
BUSINESS
COUNCIL, Radisson
Hotel
7:00 PM REGULAR
COUNCIL MEETING,
Council Chambers
modified on 3/21/2002
OFFICIAL CITY MEETINGS
June 2002
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
May 2002
S M T W T F S
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9:00 AM - 3:30
PM, PLYMOUTH
CLEAN-UP DAY,
Public Works
Maintenence
Facility
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7:00 PM YOUTH
ADVISORY
COUNCIL,Council
Chambers
7:00 PM
PLANNING
COMMISSION,
Council Chambers
7:00 PM HUMAN
RIGHTS
COMMISSION -
Council Chambers
9 10 11 12 13 14 15
7:00 PM
REGULAR
F 7:00 PM EQC,
Bass Lake Room
7:00 PM PRAC,
Council Chambers
Flag Day
COUNCIL
MEETING, Council
Chambers
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7:00 PM YOUTH
ADVISORY
COUNCIL,Council
Chambers
7:00 PM
PLANNING
COMMISSION,
Council Chambers
7:00 PM HRA -
Medicine Lake Room
7:00 PM PUBLIC
SAFETY ADVISORY
BOARD, Police Dept.
Library
23 24 25
7:30 AM LOCAL
BUSINESS COUNCIL,Bass
Radisson Hotel
26
7:00 PM PACT -
Lake Room
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9:15 AM MUSIC IN
PLYMOUTH 5k
RUN
7:00 PM REGULAR
COUNCIL MEETING,
Council Chambers
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modified on 3/21/2002
OFFICIAL CITY MEETINGS
July 2002
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4 5 6
7:00 PM YOUTH
ADVISORY
COUNCIL,Council
Chambers
5:15 PM MUSIC
IN PLYMOUTH,
City Center
Amphitheater
7:00 PM
PLANNING
COMMISSION,
Council Chambers
INDEPENDENCE
DAY - City
Offices Closed
7 8 9 10 11 12 13
7:00 PM
REGULAR
F7:00 PM EQC,
Bass Lake Room
7:00 PM PRAC,
Council Chambers
COUNCIL
MEETING, Council
Chambers
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7:00 PM YOUTH
ADVISORY
COUNCIL,Council
Chambers
7:00 PM
PLANNING
COMMISSION,
Council Chambers
7:00 PM HRA -
Medicine Lake
Room
7:00 PM PUBLIC
SAFETY
ADVISORY
BOARD, Police
Dept. Library
21 22 23 24 25 26 27
7:30 AM LOCAL
BUSINESS
COUNCIL, Radisson
Hotel
7:00 PM PACT -
Bass Lake Room
7:00 PM REGULAR
COUNCIL MEETING,
Council Chambers
28 29 30 31 Aug 2002Jun2002
7:00 PM YOUTH
ADVISORY
COUNCIL,Council
Chambers
S M T W T F S S M T W T F S
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