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HomeMy WebLinkAboutCity Council Packet 10-08-2002 SpecialAgenda City of Plymouth Study Session Tuesday, October 8, 2002 5:30 p.m. Public Safety Training Room Call to Order 2. Discuss Ives/Jonquil drainage issues 3. Discuss lift station in Autumn Hills 4. Set future study sessions 5. Adjourn Agenda Number: CZ DATE: October 3, 2002 for the Special City Council Meeting of October 8, 2002 TO: Dwight D. Johnson, City Manager through 7//Daniel L. Faulkner, P.E., Director of Public Works FROM: John M. Hagen, P.E., Assistant City Engineer Ross A. Beckwith, Civil Engineer SUBJECT: JONQUIL/IVES DRAINAGE SWALE PROJECT UPDATE CITY PROJECT NO. 1044 The purpose of this memorandum is to provide the City Council with an update of the Jonquil/Ives Drainage Swale Project (City Project No. 1044). BACKGROUND: The Jonquil/Ives drainage swale is located north of Schmidt Lake Road, south of the Canadian Pacific railroad tracks, between Jonquil and Ives Lanes (see attached project location map). The drainage ditch at Jonquil/Ives Lanes has been in need of a properly built drainage way for many years. The existing drainage way meandered through the drainage easement area around trees, planters, piles of yard waste, and other debris that had been added over the years. The City first looked at ways to improve the Jonquil/Ives drainage swale in 1990 when a consultant was hired to prepare a concept plan and a preliminary report on drainage improvements to the area. The concept plan would construct a ponding area just north of the existing 27 -inch pipe outlet (north of Schmidt Lake Road), a 12 -inch pipe to discharge the ponding area and handle smaller rain events, and an overflow drainage swale to handle the larger rain events. Erosion problems were identified at the northern end of the drainage swale in 1990 and in 1992. To address this, City crews placed rock along the north end of the swale on February 23, 1994 to help minimize further erosion of the side slopes. In the summer of 1994, the City was made aware of a planter installed within the drainage easement area at 5115 Ives Lane. The City hired a consultant to perform a computer modeling of the drainage swale to identify whether the planter posed a drainage problem. Based on the consultant's analysis, the planter did pose a drainage problem, and the owner was notified in writing to have the planter removed or modified so that the NApw\Engineering\PR0JECTS\2000 - 2009\1044\Memos\SpecialCouncilMtgmemo.doc SUBJECT: JONQUIL/IVES DRAINAGE SWALE PROJECT UPDATE CITY PROJECT NO. 1044 Page 2 distance from the planter to the rear property line was a minimum of 15 feet. The planter was not modified or removed by the owner, and was subsequently removed this summer by the City's contractor as part of the Jonquil/Ives Drainage Swale project. In the summer of 2000, a retaining wall that was installed within the drainage easement at 5135 Ives Lane collapsed, renewing the need to have a Jonquil/Ives drainage swale project. Other factors leading up to this construction project were a 27 -inch storm sewer apron buried by approximately 5 feet of sediment, long over due ditch cleaning and maintenance, and flooding of a property along the swale (5120 Jonquil Lane). The objective of the project was to expose the end of the buried storm sewer apron, remove the 5 -foot deep area of water ponding adjacent to this apron, and create a relatively flat, straight channel to carry the water from the apron to the pond at the north end. Over the past 2 -plus years, City staff have met with the 10 affected property owners collectively as a group, and numerous times individually or in small group settings to discuss the various options and alignments. The first meeting, on January 11, 2001, was attended by Council Member Black, the former Public Works Director, Fred Moore, and Senior Engineering Technician — Drainage, Darrell Johnson, and all of the affected property owners with the exception of 5105 Ives Lane. Two options were presented in general terms including an open swale and a pipe option. The open swale option would re-establish a defined open channel within the existing drainage easement. The pipe option that was presented was the one originally prepared by the City's consultant back in 1990. The topic of retaining walls was also discussed, and the City's position was that City would not be responsible for rebuilding private retaining walls that were built within the drainage easement. It was further presented at this January 2001 meeting that the costs associated with the pipe option would be assessed to the benefiting properties, in this case the 10 adjacent property owners of the existing open channel. The open swale option would be paid for by the City as routine maintenance of a drainage area. During the course of the meeting, the property owners made it clear that they did not support a pipe option solution, and clearly wanted the City to take care of the problems without assessing the improvements back to the residents. Since none of the residents in attendance were in favor of paying for the pipe option, the consensus was to have the City prepare a more defined plan for the open swale option. City staff collected field survey data in the summer of 2001, and completed a preliminary design of an open swale option in late fall of 2001. In December of 2001 and January of 2002, a preliminary plan showing the proposed ditch alignment to be constructed completely within the existing drainage and utility easement was presented to residents along the swale. The bottom of the proposed swale had a design slope that it had to follow in order to connect the apron with the pond. From the bottom of the swale, 2:1 slopes (2 feet horizontal to 1 foot vertical) were designed to minimize impact in N:\pw\Engineering\PROJECTS\2000 - 2009\1044\Memos\SpecialCouncilMtgmemo.doc SUBJECT: JONQUIL/IVES DRAINAGE SWALE PROJECT UPDATE CITY PROJECT NO. 1044 Page 3 neighboring back yards. The steeper the side slopes of the swale, the more of the back yards would remain undisturbed; while the gentler the side slopes of the swale, the further the swale would cut in to the existing backyards. A low to no maintenance slope would then be established for the homeowners by planting a short growing, native looking seed mixture along the swale's side slopes. In order to keep the project within the limits of the drainage easement, the northernmost 100 feet had only one alignment possible. The next task was to connect this alignment to the storm outlet end with as few bends as possible (bends in a drainage swale will lead to erosion in those areas over time as water's natural path is a straight line.) At the December 2001, and January 2002 meetings, the approximate limits of construction were roughly estimated in the field with the understanding that a more exact location would be staked in the months to come, with the trees that needed to be removed marked, and the residents notified prior to any removal of the trees. A preliminary schedule was also discussed which included tree removal in the winter, and the actual excavation of the swale occurring once the ground had a chance to dry up (sometime in late spring or summer). On February 26, 2002 a letter was sent to the homeowners explaining that trees would be marked for removal and if there were concerns, to contact the City by Friday, March 8. One resident (Brad and Virginia Kalin, 511.5 Ives Lane) responded to this letter and a meeting was set up at his residence. Assistant City Engineer, John Hagen and Civil Engineer, Ross Beckwith met with Mr. Kalin, and at that time he asked that we do everything in our power to save the 4 trees outside his picture window. This concern led to a redesign of the swale alignment, and the centerline of the swale was shifted to the west in that area as much as possible to save these 4 trees and not kink the swale too much to introduce an erosion problem. This second design was then brought to a meeting on March 21, 2002 at the residence of Lorne and Cindy Pederson (5125 Ives Lane), Council Member Black, Ross Beckwith, John Hagen, Virginia Kalin and the Pedersons were all present. Those present agreed upon this design and a copy of the plan sheets was given to the Pedersons. These are the same plans that were used in construction of the drainage swale. Construction of the drainage swale began August 12, 2002. Once the project was completed, City staff received letters from the residences at 5115 and 5125 Ives Lane with concerns about the side slopes of the newly constructed drainage swale. City staff checked the slopes along the ditch. The current slope at 5115 Ives Lane was constructed at a 2.5:1 at the north end and a 6:1 at the south end of the lot. This is much more gradual than the planned 2:1 slope in that area. The increase in elevation of the lot to the north 5125 Ives Lane) keeps the slope at a 2:1 to minimize the disruption of the backyard and allow enough existing ground for the shed to be relocated. N.\pw\Engineering\PR0JECTS\2000 - 2009\1044\Memos\SpecialCouncilMtgmemo.doc SUBJECT: JONQUIL/IVES DRAINAGE SWALE PROJECT UPDATE CITY PROJECT NO. 1044 Page 4 If the construction limits were extended out to the limits of the drainage and utility easement, the side slopes would extend anywhere from 7 to 35 feet further in to the backyard of 5115 Ives Lane, and 5 to 7 feet further into the backyard of 5125 Ives Lane. The four trees along the existing slope in the backyard of 5115 Ives Lane (that staff adjusted the design of the swale to save) would be lost, the side slope of the swale would begin within a few feet from the back of the house, and the side slopes would only be improved from 2.5:1 and 6:1 to 3:1 and 7:1. At 5125 Ives Lane, there would be greater impact to the existing backyard, further reducing the area to place the relocated shed, the side slope would be brought closer to the root mass of some larger mature trees, and the side slopes would only be improved from 2:1 to 2.5:1 or 3:1. Also at the request of the two residents, City staff also revisited the pipe option. Upon further review of the original 12 -inch pipe option concept, City staff determined that it would make more sense for the pipe option to include a 27 -inch pipe (connected to the existing 27 -inch pipe outlet on the south side of the project area, eliminating the need for a second pond at the existing outlet just north of Schmidt Lake Road), and a smaller overflow swale to carry the large rain events when the pipe is full as well as the backyard runoff from adjacent properties. The actual construction limits of the 27 -inch pipe option on the east side, from 5115 to 5145 Ives Lane, would not have been much different than those of the recently constructed swale, and in fact would extend further up the back yards in many instances. As a result, approximately 10 more trees would have to removed for the 27 -inch pipe option than the current swale option. Some of these trees are significant in size. In order for the overflow swale of the 27 -inch pipe option to be low enough to avoid future water damage to the walkout basement at 5120 Jonquil Lane, the alignment of the overflow swale would have to be separated from the alignment of the pipe. To accomplish this separation, the pipe was shifted slightly to the east, and the swale was shifted slightly to the west. This would have led to a little less final impacts to the back yards on the Ives Lane side, and greater impacts to the backyards on the Jonquil Lane side. Figures showing the impacts of the various design options and cross-sections at critical locations along the project will be presented and discussed at the Special Council Meeting on October 8, 2002 The estimated costs associated with installing the 27 -inch pipe option now (after the construction of the open swale) would be an additional $40,000. It should be noted that prior to any work performed on the project, the cost difference between the swale and the pipe options was approximately $25,000. The estimated cost of the swale option was 42,890 (actual bid was $41,338), and the estimated cost of the 27 -inch pipe option was originally $66,940. Throughout the entire project, City staff has taken into account the residents input in the design and construction of a drainage swale that has balanced these concerns with NApw\Engineering\PR0JECTS\2000 - 2009\1044\Memos\SpecialCouncilMtgmemo.doc SUBJECT: JONQUIL/IVES DRAINAGE SWALE PROJECT UPDATE CITY PROJECT NO. 1044 Page 5 engineering guidelines and the competing budgetary needs within the City to solve the critical drainage problems that have been present in this area for years. RECOMMENDATIONS AND CONCLUSIONS: Based on the limited benefit, the additional impacts, and the additional costs associated with the pipe option, City staff does not recommend the installation of a pipe option at this time. JAn M. Hagen, P.E. Assistant City Engineer attachment: Project Location Map NApw\Engineering\PROJECTS\2000 - 2009\1044\Memos\SpecialCouncilMtgmemo.doc c0 S PROJECT 51 S AREA I 130 513 II 5120 12 511 511 510 U n" 5070 Q 5060 J Q l W SCHMIDT PROJECT LOCATION MAP MEMO CITY OF PLYMOUTH 3400 PLYMOUTH BOULEVARD, PLYMOUTH, MN 55447 DATE: October 3, 2002 TO: Laurie Ahrens, Assistant City Manager FROM: Bob Pemberton, Risk Management Coordinator SUBJECT: Sewer Backup/Lift Station Incident of July 7, 2002 The LMCIT has agreed to fund the damage claims of Jack MacBean, Mike Jennings, Gregory Pulles and Jerry Kelley. The parties involved, including Ryland Homes, S. M. Hentges & Sons and the City of Plymouth agreed to appoint a property adjuster from GAB Robins to contact the homeowners and reach a reasonable documented settlement of necessary and provable damages. The adjuster contacted Mike Jennings on September 26, 2002 and I was advised that the balance of the homeowners were contacted on September 27, 2002. We have asked Swan Development, and will asked Bonestroo & Associates and Total Control to join us in the voluntary settlement. All parties agreeing to the settlement will be named on the joint release. Once the claims are settled, the participating parties will meet and negotiate their final percentage of participation. Agenda Number: TO: Dwight D. Johnson, City Manager FROM: Laurie Ahrens, Assistant City Manager SUBJECT: Set Future Study Sessions DATE: September 27, 2002, for City Council study session of October 8, 2002 ACTION REQUESTED: Review the pending study session topics list and establish future special meetings if desired. Calendars are attached to assist in scheduling. The City Council may wish to establish a date for the board and commission interviews. We are actively soliticiting applications through December 3, so any date after that would be fine. The terms of office for most boards and commissions run through January 31. The Council previously scheduled discussion of the Met Council's 2030 Blue Print for November 19. We have learned that this date will not meet the comment period; therefore, we recommend deleting this item from the November 19 study session. It will be placed on the October 22 regular meeting agenda for consideration. Pending Study Session Topics at least 3 Council members have approved the following study items on the list) Discuss 2001 Audit Report — spring 2003 (Tierney, Black, Slavik) Pond cleaning options and Policy for handling drainage concerns — spring 2003 (Black, Johnson, Stein) Street Reconstruction Program — spring 2003 (Black, Harstad, Johnson) Land Trusts and related housing issues (Black, Johnson, Stein) Connection to City sewer and septic systems (Stein, Black, Hewitt) Other requests for study session topics: Jake Braking of Trucks (Black, Johnson) OFFICIAL CITY MEETINGS October 2002 Sunday I Monday Tuesday Wednesday Thursday Friday Saturday c Sep 2002 S M T W T F S 7:00 PM PLANNING 7:00 PM HUMAN RIGHTS 1:00 PM -5:00 PM 1 2 3 4 5 6 7 COMMISSION, COMMISSION - PLYMOUTH ON 8 9 10 11 12 13 14 Council Chambers Council Chambers PARADE 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 6 7 8 9 10 11 12 5:30 PM SPECIALCOUNCIL MEETING:DISCUSS 7:00 PM ENVIRONMENTAL 7:00 PM HRA - Council IVES/JONQUIL DRAINAGE QUALITY Chambers(this ISSUES; DISCUSS LIFT STATION IN AUTUMN COMMITTEE meeting only) HILLS; SET FUTURE STUDY SESSIONS, Public EQC), Bass Lake Safety Training Room Room 7:00 PM PRAC, Medicine Lake DoPM REGULAR Room (this meeting only) COUNCIL MEETING, Council Chambers 13 14 15 16 17 18 19 7:30 PM YOUTH ADVISORY COUNCIL, Council 7:00 PM PLANNING COMMISSION, 7:00 PM PUBLIC SAFETYADVISORY BOARD (PSAB), Police Dept. LibraryChambers Council Chambers COLUMBUS DAY OBSERVED), Public Works Division closed 20 21 22 23 24 25 26 7:00 PM 7:30,=,L ALBUSINE55 COUNCIL, Rtlum Halal 7:00 PM 7:00 PM LEAGUE OF WOMEN 5: 00 I#1 SPECIAL COUNCIL MEETING: REVIEW SHINGLE PLYMOUTH ADVISORY LEAGUE OF WOMEN VOTERS CITY CREEK AND EUA CREEK SECONDGENERATION COMMITTEE ON VOTERS STATE COUNCIL WATERSHED MGMT PLAN, TRANSIT(PACT)- LEGISLATIVE CANDIDATE Public So" Tli*gRo Bass Lake Room CANDIDATES FORUM, Council FORUM, Council 7-PMREGUARCOUNCILChambers Chambers MEETING, (:aurcY Clvn6ae 27 28 29 30 31 Nov 2002 DAYLIGHT 7:30 PM S M T W T F S7:00 PM LEAGUE SAVINGS ENDS - YOUTH OF WOMEN 1 2setdocksback1ADVISORYVOTERS3RD hour COUNCIL, CONGRESSIONAL 3 4 5 6 7 8 9 Council DISTRICT 10 11 12 13 14 15 16 Chambers CANDIDATES FORUM, Council 17 18 19 20 21 22 23 Chambers 24 25 26 27 28 29 30 modified on 9/26/2002 OFFICIAL CITY MEETINGS November 2002 Sunday Monday I Tuesday I Wednesday Thursday Friday Saturday Oct 2002 Dec 2002 S M T W T F S S M T W T F S 1 2 3 4 5 1 2 3 4 5 6 7 6 7 8 9 10 11 12 8 9 10 11 12 13 14 13 14 15 16 17 18 19 15 16 17 18 19 20 21 20 21 22 23 24 25 26 22 23 24 25 26 27 28 27 28 29 30 31 29 30 31 3 4 5 6 7 8 9 GENERAL ELECTION - Polls open 7 AM 7:00 PM PLANNING COMMISSION, 7:00 PM CHOCOLATE SAMPLE , Plymouth Close 8 PM Council Chambers 7:00 PM HUMAN RIGHTS COMMISSION - Council Chambers 10 11 12 13 14 15 16 VETERANS5:30 DAY PM SPECIAL COUNCIL MEETING: CONSIDER OPTIONS FOR 7:00 PM ENVIRONMENTAL 7:00 PM PARK & REC ADVISORY OBSERVED), POLICY ON DISPOSAL OF CITY -OWNED PROPERTY, QUALITY COMMISSION City Offices SET FUTURE STUDY COMMITTEE FRAC), Council Closed SESSIONS, Public Safety Training Room EQC), Bass Lake Chambers Room 7:00 PM REGULAR COUNCIL MEETING, Council Chambers 17 18 19 20 21 22 23 7:OOPMSPECIAL COUNCIL MEETING -DISCUSS: PUBLIC SAFETY ADVISORY BOARD CONTINUANCE; FIREFIGHTER POLICY;WEED 7:00 PM PLANNING COMMISSION, 7:00 PM HOUSINGS REDEVELOPMENT AUTHORITY (HRA), Plymouth Creek Center MOWING a ASSESSMENT ORDINANCE; BLUEPRINT Council Chambers this meeting only) 2030; FALLEN TREES POLICY; SCHEDULE FUTURE STUDY SESSIONS, council Cl 7:D0 PM PUBLIC SAFETY ADVISORY BOARD (PSAB), Police Dept. Library 24 25 26 27 28 29 30 7:30 PM YOUTH 7:30 AM LOCAL BUSINESS COUNCIL, HRadisson 7:00 PM PLYMOUTH THANKSGIVING HOLIDAY - City Chanukkah begins at Sunset9 ADVISORY ADVISORY Center Offices COUNCIL, otel COMMITTEE ON Closed Council TRANSIT (PACT) - Chambers 7:00 PM REGULAR COUNCIL MEETING, Bass Lake Room THANKSGIVING HOLIDAY - City Council Chambers Center Offices Closed modified on 9/26/2002 OFFICIAL CITY MEETINGS December 2002 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 7 2:00 PM OLD FASHIONED 7:00 PM TRUTH IN TAXATION HEARING, Council Chambers 7:00 PM PLANNING 7:00 PM HUMAN RIGHTS CHRISTMAS - SPECIAL COUNCIL COMMISSION, Council Chambers COMMISSION - Council Chambers Plymouth Historical MEETING: (IMMEDIATELY FOLLOWING TRUTH IN Society Building TAXATION): FIRE DEPT. REPORT, CONSIDER PULL TAB REQUEST, SET FUTURE STUDY SESSIONS, Council Chambers 8 9 10 11 12 13 14 7:00 PM TRUTH IN TAXATION HEARING RECONVENED (IF NEEDED), CouncilQUALITY 7:00 PM ENVIRONMENTAL 7:00 PM PARK & REC ADVISORY COMMISSION Chambers COMMITTEE PRAC), Council EQC), Bass Lake Chambers 7:30 PM YOUTH Room ADVISORY COUNCIL, Council Chambers 15 16 17 18 19 20 21 7:00 PM 7:00 PM 7:00 PM REGULAR PLANNING HOUSING & COUNCIL COMMISSION, EDEVELOPMEN MEETING, Council Council Chambers AUTHORITY Chambers HRA), Council Chambers 7:00 PM PUBLIC SAFETY ADVISORY BOARD (PSAB), Police Dept. Library 22 23 24 25 26 27 28 7:30 PM YOUTH 7:30 AM LOCAL BUSINESS CHRISTMAS HOLIDAY - City ADVISORY COUNCIL, Offices closed COUNCIL, Radisson Hotel Council Chambers 29 30 31 Nov 2002 Jan 2003 S M T W T F S S M T W T F S 1 2 1 2 3 4 3 4 5 6 7 8 9 5 6 7 8 9 10 11 10 11 12 13 14 15 16 12 13 14 15 16 17 18 17 18 19 20 21 22 23 19 20 21 22 23 24 25 24 25 26 27 28 29 30 26 27 28 29 30 31 modified on 9/26/2002