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HomeMy WebLinkAboutCity Council Minutes 04-08-2003 SpecialAdopted Minutes Special Council Meeting April 8, 2003 Mayor Johnson called a Special Meeting of the Plymouth City Council to order at 5:30 p.m. in the Public Safety Training Room, 3400 Plymouth Boulevard, on April 8, 2003. COUNCIL PRESENT: Mayor Johnson, Councilmembers Hewitt, Slavik, Black (arrived at 5:55 p.m.), Bildsoe, Neset, and Stein. ABSENT: None. STAFF PRESENT: City Manager Johnson, Assistant City Manager Ahrens, Finance Director Hahn, Community Development Director Hurlburt, Park and Recreation Director Blank, Public Works Director Faulkner, Financial Analyst Kohn, and City Clerk Paulson. Schedule Future Study Session Tonics Ellie Singer, member of the City's Park and Recreation Advisory Commission, requested that the Council schedule a future Study Session to discuss a tobacco policy for City park property. She stated the Council has previously discussed this item, but the Tobacco Free Youth would like to make a presentation. A discussion was held on what types of policies the athletic associations have when they are using park property. Councilmembers Stein, Hewitt, and Neset requested that this item be added to the pending study session list. The Council requested that Ms. Singer contact all the athletic associations to determine their policies. Pond Cleaning Options and Policy for Handling Drainage Concerns Public Works Director Faulkner provided background on the design and maintenance of the City's storm drainage system. He stated the initial storm drainage program was updated in 1973 with a storm drainage plan that presented an overall layout of major drainage facilities in the City, including trunk storm sewers, ponding areas, and major drainageways. The main purpose of the plan was to provide an adequate and economical means of conveying storm water runoff through the City. This plan was revised and updated in 1980 to reflect platting and development proposals, storm drainage improvements, and the Land Use Guide Plan. In 1995, the City began a major update to its storm sewer plan by incorporating water quality management into the City's first Water Resources Management Plan. The 1980 plan addressed storm water quantity while the new Water Resources Management Plan largely focused on quality as well as updating City goals and policies for both quantity and quality. Adopted Council Minutes Special Meeting of April 8, 2003 Page 2 of 4 He stated since 1991, the City has tracked all constructed water quality (NURP) ponds and required an agreement that specifies the property owners are responsible for maintaining the pond. In addition, the agreements require the property owners to have an engineer annually certify that the pond does not need maintenance and is operating as it was designed. Prior to 1991, the primary function of ponds constructed was for water quantity with the water quality a secondary benefit. He noted that as of 2002, there were 135 maintenance agreements covering 190 water quality ponds. He noted that drainage system maintenance generally consists of repair of system failures or removal of sediment. System failure may include pipe separation, catch basin or manhole repair or replacement. He stated that the City has been addressing the sedimentation issue through an aggressive construction erosion control program, inspections, inventories, Capital Improvements Program (CIP) flood and drainage projects, drainageway cleaning, and system repair. He noted the City's storm sewer system maintenance has increased significantly since 2001 due to additional funds available through the storm water utility fee. However, with ongoing development coupled with an aging system, the maintenance backlog of the City's drainage system is accumulating faster than ever before. Under the expanded drainage maintenance program, the City has been maintaining about eight to 10 sites per year. However, 520 drainage basin areas and 190 constructed water quality (NURP) ponds have been identified for a total of 710 drainage facilities. An average of 47 basins would need to be inspected, evaluated, or maintained annually to meet a 15 -year cycle. The ongoing development and aging system has also led to an increase in the number of system failure incidents which is becoming difficult to keep up with. He discussed four options for the Council to consider 1. Continue the existing program. This would involve addressing only top priority or "urgent" drainage issues as they arise within the current budge constraints. 2. Contract for NURP pond cleaning. In order to maintain the 190 existing ponds on a 15 -year cycle, it would require working on about 13 ponds per year (estimated cost of $13000 per site or 169,000 per year). 3. Provide incentive for property owners with pond maintenance agreements. The City could reduce the storm water utility fee for property owners who have pond maintenance agreements. Property owners would need to show they are inspecting and accumulating funds for the purpose of pond maintenance. 4. Clean ponds by expanding City capability. The current drainage system maintenance program could be expanded within the City by hiring an additional crew of four employees and purchasing capital equipment. An additional supervisor would also be required to avoid overloading the existing street maintenance supervisor. This option could cost approximately 716,313 for the first year and $431,213 every year thereafter. Adopted Council Minutes Special Meeting of April 8, 2003 Page 3 of 4 Councilmember Black noted that there could be an additional cost of $100,000 per year for option No's. 2 and 3, if the sediment couldn't be disposed at a site within the City. Councilmember Bildsoe stated not every resident in the City should be paying for the cleaning of the ponds, only the homeowners associations who have ponds should be assessed. He stated that he could possibly support option No. 2. Mayor Johnson and Councilmember Hewitt agreed with Councilmember Bildsoe and stated that it would be very difficult to increase the storm water utility fee to generate additional funds to pay for the maintenance. Councilmember Stein stated that he could support option No.2 with the costs being assessed to the property owners (homeowners association). Councilmember Hewitt agreed. Councilmember Bildsoe voiced his concern with option No. 3 as the loss of funds could jeopardize other projects the City has undertaken. Mayor Johnson agreed. She added that she is especially concerned about the condition of ponds if they haven't been maintained. Mayor Johnson excused herself from the meeting. The Council stated that they would have another Study Session on this topic in the future, and they requested that the Harrison Place Homeowners Association as well as anyone else who has voiced a concern to the City on pond maintenance be invited to attend the study session. In the interim, staff was directed to prepare a report that would contain information on the cost to dispose of the sediments, staffs approximate cost for inspection and assessments, and what could occur five to 10 years with the storm water utility fee. Councilmembers Neset, Slavik, and Black requested that this item be added to the pending Study Session list. Schedule Future Study Sessions City Manager Johnson noted that a report on the catering at the Plymouth Creels Center and maintenance and hours of outdoor ice rinks would be included in this Friday's Council Information Memorandum. Motion was made by Councilmember Slavik, and seconded by Councilmember Black, to schedule a Study Session on April 29 immediately following the Board of Equalization Reconvened for the pumose of meeting with CMS on the former Dana Spicer property. With all members voting in favor, the motion carried. Motion was made by Councilmember Bildsoe, and seconded by Councilmember Slavik, to schedule a Study Session on MU 27 at 5:30 p.m. to discuss a Tobacco Policy for City park property. With all members voting in favor, the motion carried. Adopted Council Minutes Special Meeting of April 8, 2003 Page 4 of 4 Adiournment Deputy Mayor Hewitt declared the meeting adjourned at 6:58 p.m. Spindra R. Paulson, City Clerk