HomeMy WebLinkAboutCity Council Packet 07-22-2014 SpecialCITY OF PLYMOUTH
AGENDA
SPECIAL COUNCIL MEETING
JULY 22, 2014) 5:30 p.m.
MEDICINE LAKE CONFERENCE ROOM
1. CALL TO ORDER
2. TOPICS
A. Snow removal policies
B. Set future study sessions
3. ADJOURN
Special Council Meeting 1 of 1 July 22, 2014
rp)City of
Plymouth
Adding Quality to life
SPECIAL
COUNCIL MEETING
July 22, 2014
Agenda 2ANumber:
To: Dave Callister, City Manager
Prepared by: Doran Cote, P.E., Director of Public Works
Reviewed by:
Item: 2013/2014 Winter Snow Plowing
1. ACTION REQUESTED:
Provide direction regarding the Policy on the Removal of Ice and Snow on City Maintained Streets.
2. BACKGROUND:
This winter staff made minor adjustments to plow routes with the intention of providing the highest
level of service on those roadways that serve the greatest number of residents and other motorists.
The routes were made more efficient with mileage more evenly distributed between routes.
Adjustments were also made to make tandem plowing on our major streets more easily
accomplished. The City Council also approved revisions to our Policy on Sanding and Removal of Ice
and Snow from City Maintained Street System in September 2013.
The first priority is plowing and chemically treating those roadways with a functional classification of
minor collector or higher as depicted in the current Transportation Plan section of the
Comprehensive Plan. These primary routes are depicted on the attached Plow Priority Map.
Once the priority one routes are generally free of ice and snow, plowing and chemically treating
other higher functioning streets in neighborhoods is started, as well as addressing any areas that
need special attention (hills, curves, etc.).
The city-wide snow plowing threshold is when there is a Snow Emergency as defined in Plymouth
City Code, Section 1310.05 Subd. 5. When there is a snowfall of at least 2-1/2 inches a given event,
city-wide snow plowing begins, normally starting between 2:00 a.m. and 4:00 a.m. This gives
roughly 8-10 hours to clear snow and de-ice the higher volume roads before rush hour.
Plymouth has averaged 21.6 plow events and 6.4 city-wide plowing events per year since 1979-
1980. The winter of 2013-2014 was not an average winter. There were 25 plow events, beginning
on December 4, 2013 and ending on April 17, 2014. Nine of the events required plowing on
weekends and two were on holidays. Twelve of the events were city-wide plowing events, one of
which was on Christmas Day. The Minneapolis -St. Paul area recorded over 70 inches of snow in
2013-2014 while the average snowfall accumulation is only 43.6 inches.
As could be expected, the excessively snowy 2013-2014 winter resulted in what some have
perceived as an increase in snow plowing complaints. It is fair to conclude that more snow and
Page 1
more plow events should result in more snow plow related complaints, however, a number of them
were the same complaints from the same people that we receive in a normal winter such as too
much snow in the driveway, less snow in the neighbor's driveway, street not plowed when wanted
or quickly enough, or the cul de sac got missed or didn't get plowed when the rest of the streets did.
With as much snow as we received, there were also a number of requests to add streets to the
priority routes or to switch existing priority routes with the complainant's street.
Some complaints received were directly related to the sheer amount of snow we received. Most
common were that the banks were too high, the piles in the cul de sac were uneven and some had
more than others, landscaping and mailbox damage from pushing piles back in cul de sacs and
mailbox damage from knocking banks down.
The snow event that generated the greatest number of calls and complaints was the first event of
the winter on December 4, 2013. The temperatures when the event started were around 40°
Fahrenheit at 3:00 am when the rain turned to snow. By 7:00 am we had 1" of snow and there were
12 people in plow routes that plowed all day. By 10:00 pm temperatures had fallen to -5 °
Fahrenheit and a city-wide event was declared with 7" of snow having fallen. The streets were
cleared by 6:00 am the following day but the wet, heavy snow had frozen to the roads and there
was a thick mat of snow and ice under the snow that could not be scraped off which generated a
number of calls. The following day temperatures began to rise and melt the frozen mat making it as
if it had snowed again. This melting process generated the most calls primarily of missed streets
despite there being no more snow. By the following day all of the snow had melted and calls
subsided. Every communities' staff that I spoke with experienced the same issues with this event.
There are several chronic issues that generate complaints. Two residents who live on corner lots
with their driveway close to the corner frequently complain about too much snow in their driveway.
One believes it is the operator singling them out and the other believes it is because of the tractor
used by the contractor. Both are simply a result of being located on a corner where the plow makes
its first turn with a load of snow and their driveway is the first opening to over a longer distance. A
similar situation that arises as a result of living on a cul de sac occurs at the first lot/driveway into
the circle portion of the cul de sac which typically gets more snow in their driveway than the others
or ends up with a pile in the street because the plow can't make the tight turn.
3. BUDGET IMPACT:
An average city-wide plow event costs approximately $60,000 excluding non -overtime staff time,
equipment and fuel costs which are approximately $20,000 per event. The Street Maintenance
Budget for snow plowing activities in 2013-2014 is as follows:
2013 Budget Amount Current YTD Balance
Overtime $46,000 -$796
Contract Plowing $250,000 -$100,486
De-icing Chemicals $300,000 -$62,761
2014 Budget Amount Current YTD Balance
Overtime $46,000 -$3,085
Contract Plowing $257,500 -$11,486
De-icing Chemicals $309,000 $123,014
Page 2
rp) City of
POLICY ON THE REMOVAL OF ICE AND
Plymouth SNOW FROM CITY MAINTAINED STREET
Adding Quality to Life SYSTEM
General
The City 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 of funding, equipment and personnel.
Policy
Each year the Public Works Department 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 companies 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, which are defined as
those roadways with a functional classification of minor collector or higher order in the
current Transportation Plan section of the Comprehensive Plan, as well as areas of steep
grades and curves that require extra care are identified.
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 morning 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 have been plowed and opened, the
remaining streets in the residential, commercial and industrial areas may be plowed as
conditions warrant. Depending upon weather conditions, a full -city plowing event will
typically not be declared until snow has accumulated to 2-1/2 inches in that event.
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 final plowing and clearing of
residual ice and snow will proceed.
Procedures and Responsibility
The Public Works Department 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 Works 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. The Public Works Department with the
assistance of the Police Department, will monitor the street conditions to determine the
tuning and number of crews and independent contractors necessary to clear the City
maintained public street system.
Snow and Ice Removal 1 of 3 City Council Policy
Page 3
Exceptions
In the event of equipment failure, extreme snowfall or other unanticipated events including
the necessity of resting snowplow crews, deviation from these standards may be
appropriate.
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. If a mailbox is damaged during snow removal, the
City, at its option, will repair or replace the mailbox or reimburse the property owner up to
200. Documentation of costs incurred must be provided by the property owner for
reimbursement.
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.
Landscaping
Landscaping, including nursery and inanimate materials that are installed or encroach on
City owned right-of-way are pennitted 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.
Lawn Sprinkling and Lighting Systems
The City will assume no responsibility for damage to exterior lighting systems and similar
landscaping installed in City owned right-of-way. The City will reimburse the property
owner up to $35 per sprinkler head for damage to underground sprinkling systems
resulting from direct contact with City snow removal equipment. Documentation of costs
incurred must be provided by the property owner for reimbursement.
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.
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.
Resolution 2013-307, September 24, 2013
Snow and Ice Removal 2 of 3 City Council Policy
Page 4
Supersedes Resolution 2007-319, July 24, 2007; Resolution 2002-195, April 23, 2002;
Resolution 97-69, January 22, 1997; Resolution 92-30, January 6, 1992)
Snow and Ice Removal 3 of 3 City Council Policy
Page 5
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THIS REPRESENTS A COMPILATION OF INFORMATION AND DATA FROM CITY, COUNTY, STATE AND OTHER SOURCES THAT HAS NOT BEEN FIELD VERIFIED. INFORMATION SHOULD BE FIELD VERIFIED AND COMPARED IWTH ORIGINAL SOURCE D& MINTS.
City of Plymouth
2013-2014 SNOW SEASON
DATE EVENT
Wed. Rain changed to snow approx 3:OOam, 1"snow @ 7:OOam 12 people in
routes, 1 in lots, Full Call Out at 10:00pm 6"-7" Temps 37 to -5, Wind NE
10 - 15 Road were cleared by 6:OOam 12/5, Wet heavy snow bonded to
streets
12/8/13, Sun. Snow started approx 4:OOam, 8 people in routes at 2:OOpm-6:OOpm, .25 -.50"
Sunday, Temp 12-5
12/9/13, Mon. 75-.1" snow, 8 people in routes, 1 in lots at 4:OOam-12:OOpm, Temps 3 to -3
12/14/13, Sat. Snow started approx 8:OOpm 12/13, 8 people in routes at 6:30am-12:OOpm
12/14,.75"- 1 " snow, Temps 10-14, Wind NNE 5-10
12/16/13, Mon. Snow started approx 8:OOam, Full Call Out at 11:OOam-5:OOpm, 1.5" new
snow and 4" to 6" build-up/loose snow in cul-de-sacs, Temp 14, Wind NW5
12/20/13, Fri. Snow started approx 9:OOpm 12/19, Full Call Out at 7:OOam-4:OOpm, 2.5"
snow, Temps 17 to 8
12/24/13, Wed. Snow started approx 4:OOpm Christmas Eve, Full Call Out at 10:00pm-
7:00am, 2.5"-3" snow, Temp 9-23, Wind S 10-15
1/4/14, Sat. Snow started approx 9:OOpm 1/3, 8 people in routes at 6:OOam-12:OOpm, .5"-
75" snow, Temps 25-14
1/14/14, Tues. Snow started approx 8:OOpm 1/13, 8 people in routes 2 in lots at 4:00am 1"
snow at 3:45am, 2"+ at 5:45am, 4"+ at 10:00am, Full Call Out at 7:00am-
4:00pm, Temps 28-17, Wind 15-30
1/16/14, Thurs. Snow started approx 5:OOpm 1/15, 8 people in routes 7:OOam-3:OOpm, .5"
snow, Temps 34-6, Wind NW 20-30 Gusting 40
1/18/14, Sat. Snow started approx 12:00am 1/18, 10 people in routes at 6:00am, Full Call
Out at 8:OOam-4:30pm, 6"-7" light dry snow, Temps 12 -19, Wind E 5-10
1/25/14, Sat. Snow started approx 3:30pm 1/24, 1" dry snow, 8 people in routes 1 in lots
4:OOam - 10:00am Temp 10 - 24, Wind NW 15-25
1/26/14, Sun. Snow started approx 9:30pm 1/25 1.5"-2" dry snow, 8 in routes at 6:00am-
1:00pm Temp 8-18, Wind S 5-10 becoming NW 20-30 gusting to 40
1/27/14, Mon. Due to drifting snow from 1/26 event Full Call Out 2:OOam-10:am, Temp -8
to -18, Wind NW 10-15
1/30/14, Thurs. Snow started approx 4:OOam-10:00am, 8 people in routes 4:00, Full Call
Out at 10:30am-7:OOpm, 5"-6" snow, Temp 12-22-10 Wind WNW 5-10
2/12/14, Wed. Snow started approx 4:OOam, 6 people in route at 7:00am-11:00am, Dusting -
25" snow, Temp 5-30, Wind W 15-20
2/15/14, Sat. Snow started approx 10:30am, 8 people in routes at 1:OOpm-5:OOpm, 5%
75" snow, Temp 17-22, Wind SW 5-8
2/17/14, Mon. Snow started approx 5:00am-11:30am, 10 people in routes at 6:OOam,Full
Call Out at 10:00am-6:OOpm 4"-6" snow, Temp 22-36, Wind WSW 10-12
p:\organization\council\council staffreports\2014\072214\special meeting\z 2a eng special mtg snow plowing attach
3.docx
Page 7
2/20/14, Thurs. Snow started approx 1:OOpm, 20 plow in 10 routes at 3:OOpm- 5:30pm, Full
Call Out at 10:00pm- 8:OOam 2/21, 8"-10" snow, Temp 36-12, Wind W 20-
30 Gusting to 45
2/21/14, Fri. Windy conditions caused drifting/clean up from prior day storm, Full Call
Out at 6:OOpm-12:30am 2/22, earlier winds 15-25 gusting to 35, Temp 4 -14
3/17/14, Mon. Rain/Snow mix started approx 7:30am, 6 people in routes at 8:30-11:00am,
Trace of ice and sleet, Temp 26-35
3/19/14, Wed. Snow started approx 5:OOpm-9:30pm 3/18, 10 people in routes at 4:00am-
10:00am, 1.75"-2", Temp 24-36, Wind NW 10-15
3/28/14, Fri. Rain all day 3/27 changed to snow approx 4:OOpm-7:OOpm, 6 people in
routes at 4:OOam-9:30am, .5"-1" wet snow, Temps 37 down to 25 over night
up to 35 daytime
4/4/14, Fri. Snow started approx 5:OOpm 4/3, 10 people in routes 1 in lots at 4:00am
Full Call Out at 6:OOam 1:OOpm, 8"-10" wet heavy snow, Temp 27-37,
Wind N 10-15
4/17/14, Thurs. Rain/Snow started early 4/16 changed to all snow approx 4:OOpm-2:OOpm, 8
trucks in routes 2 in lots at 4:OOam, 6"-8" very wet snow, Temp 38-28-42
Full Call Outs - 12, Weekends - 1, Holidays - 2 (Christmas & Presidents Day)
Denotes Weekend/Holiday events — 9
Total events for the season - 25
Total snow for the season approx - 76"
Work force hours — 823 Street Div, 2043.50 Combined
Total hours - 2866.50
Page 8
45
40
35
30
25
20
15
10
5
9
SNOW ICE EVENTS
79- 80- 81- 82- 83- 84- 85- 86- 87- 88- 89- 90- 91- 92- 93- 94- 95- 96- 97- 98- 99- 00- 01- 02- 03- 04- 05- 06- 07- 08- 09- 10- 11- 12- 13- 14-
80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 00 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15
YEARS
Of Total Plow f-# Of Snow Events Page 9
80
Q
70
0
Z 60
W
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W 30
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0 10
0
TOTAL SNOWFALL, BY SEASON, MINNEAPOLIS -ST. PAUL,
1884-85 THRU 2013-14 SEASONS)
Nq
LEAD YEAR OF SNOW SEASON
100
90
80
70
60
50
40
30
20
10
0
rp)City of
Plymouth
M_
Adding Q-711 to Life
SPECIAL
COUNCIL MEETING
July 22, 2014
Agenda 2BNumber:
To: Mayor and City Council
Prepared by: Dave Callister, City Manager
Item: Set Future Study Sessions
Review the list of pending study sessions and set meetings as desired. Calendars are attached to
assist with scheduling.
PENDING STUDY SESSION TOPICS
at least 3 Council members have approved the following study items on the list):
OTHER REQUESTS FOR STUDY SESSION TOPICS
Update on Medicine Lake water level issue (Stein)
Re-evaluate Comprehensive Plan update process
City's role in economic development and redevelopment
Quarterly Update with City Manager (early fall)
Page 1
Plymouth
Adding Quality to Life
July 2014
Modified on 711512014 New Elementary School/City Park Site, High School CHANGES ARE NOTED IN REDExpansion, and Joint Use Agreements
Page 2
1 2 3 4 5
5:00 PM CANCELED
MUSIC IN 7:00 PM INDEPENDENCE
PLYMOUTH PLANNING DAY
Hilde Performance COMMISSION
Center MEETING
CITY OFFICES
CLOSED
6 7 8 9 10 11 12
CANCELED 7:00 PM
REGULAR ENVIRONMENTAL
COUNCIL MEETING QUALITY COMMITTEE
Council Chambers EQC) MEETING
Medicine Lake Room
13 14 5:00 PM 15 16 17 18 19
SPECIAL MEETING 7:00 PM
WITH WAYZATA PLANNING
PUBLIC SCHOOLS COMMISSION
Wayzata Public Schools MEETING
Administration Building Council Chambers
210 County Road 101 N,
Plymouth, MN
See Agenda Item Belo
20 21 22 5:30 PM 23 24 25 26
SPECIAL COUNCIL 7:00 PM 7:00 PM
MEETING PLYMOUTH HRA MEETINGSnowRemoval
and Policies ADVISORY Medicine Lake Room
Medicine Lake Room COMMITTEE ON
7:00 PM TRANSIT (PACT)
REGULAR REGULAR MEETING
COUNCIL MEETING Medicine Lake Room
Council Chambers
292728 30 31
CITY COUNCIL
FILING PERIOD
THROUGH
AUGUST 12 AT
5:00 PM
Modified on 711512014 New Elementary School/City Park Site, High School CHANGES ARE NOTED IN REDExpansion, and Joint Use Agreements
Page 2
Plymouth
Adding Quality to Life
August 2014
Modified on 0612612014 CHANGES ARE NOTED IN RED
Page 3
1 2
3 4 5 6 7 8 9
2:30-5:00 PM 7:00 PM
Night to Unite PLANNING
Kickoff COMMISSION
Plymouth Creek MEETING
Center Council Chambers
6:30-9:30 PM
Night to Unite
10 11 12 13 14 15 16
7:00 PM
ELECTION DAY ENVIRONMENTAL
QUALITY
CITY COUNCIL FILINGS COMMITTEE
CLOSE AT 5:00 PM EQC) MEETING
8:00 PM Medicine Lake Room
REGULAR COUNCIL
MEETING
Council Chambers
17 18 19 20 21 22 23
6:00 PM 7:00 PM
SPECIAL COUNCIL PLANNING
MEETING COMMISSION
Budget, CIP, and MEETING
Community Council Chambers
Improvement Fund
Medicine Lake Room
24 25 26 5:30PM 27 28 29 30
SPECIAL COUNCIL 7:00 PM
31
MEETING HRA MEETING
Budget and CIP Medicine Lake Room
if necessary)
Medicine Lake Room
7:00 PM
REGULAR COUNCIL
MEETING
Council Chambers
Modified on 0612612014 CHANGES ARE NOTED IN RED
Page 3
9: City of
Plymouth
Adding Quality to Life
September 2014
Modified on 0512912014
CHANGES ARE MADE IN RED
Page 4
1 2 3 4 5 67:00 PM
PLANNING
LABOR DAY COMMISSION
MEETING
Council Chambers
CITY OFFICES
CLOSED
7 8 9 10 11 12 137:00 PM 7:00 PM 7:00 PM
REGULAR COUNCIL ENVIRONMENTAL PARK Et REC
MEETING QUALITY ADVISORY
Council Chambers COMMITTEE (EQC) COMMISSIONMEETING
Medicine Lake Room PRAC ) MEETING
Maintenance Facility
14900 23rd Ave N
14 15 16 17 18 19 20
7:00 PM 7:00 PM
PLANNING HRA MEETING
COMMISSION Medicine Lake Room
MEETING
Council Chambers
26 272122232425
7:00 PM
REGULAR COUNCIL 9:00 AM
MEETING Plymouth
Council Chambers Firefighters 5K
Fire Station #2
11:30 AM
Plymouth on
Rosh Hashanah Parade Celebration
Begins at Sunset City Center Area
28 29 30
6:00 PM
SPECIAL COUNCIL
MEETING
Economic Development
Workshop
Medicine Lake Room
Modified on 0512912014
CHANGES ARE MADE IN RED
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Plymouth
Adding Quality to Life
October 2014
Modified on 04/24/2014
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1 7:00 PM 2 3 4
PLANNING
COMMISSION
MEETING
Council Chambers
Yom Kippur
Begins of Sunset
5 6 7 6:30 PM 8 7:00 PM 9 7:00 PM 10 11
VOLUNTEER ENVIRONMENTAL PARK It REC
RECOGNITION QUALITY ADVISORY
EVENT COMMITTEE COMMISSION
Plymouth Creek EQC) MEETING PRAC) MEETING
Center Medicine Lake Room Plymouth Ice Arena
3650 Plymouth Blvd
12 13 14 15 7:00 PM 16 17 187:00 PM
REGULAR COUNCIL PLANNING
MEETING COMMISSION
COLUMBUS DAY Council Chambers MEETING
Observed Council Chambers
PLYMOUTH PUBLIC
WORKS DIVISION
CLOSED
19 20 21 22 23 24 257:00 PM
HRA MEETING
Medicine Lake Room
26 27 28 29 30 31 6:00-8:00 PM5:30 PM Halloween onSPECIALCOUNCILtheCreekMEETINGPlymouthCreekBudget
Medicine Lake Room
7:00 PM
REGULAR COUNCI
MEETING
Council Chambers
Modified on 04/24/2014
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