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2009-02-17COMMUNITY SERVICES COMMISSION AGENDA Tuesday, February 17, 2009 7:00 pm Richfield Community Center (7000 Nicollet Ave) Commission Members Staff Liaisons Reed Bornholdt Greg Mangold Joe Springer Jim Topitzhofer (Staff Liaison) Fred Wroge (Council) Gerry Chamitz Gary Ness (Acting Chair) Sarah Till John Evans (Secretary) Rick Jabs (Planning Com) Mike Christian Rodney Schmidt Michele Thompson Tom Foley (Engineering) Joe Hoover Mike Eastling (Public Works) 1. Call to Order 2. Welcome New Members ❑ Reed Bornholdt & Michele Thompson 3. Approval of Minutes ❑ Regular Meeting: January 20, 2009 4. Public Comment ❑ Items not printed on the agenda 5. Staff Reports ❑ Recreation Services 6. Discussion Items ❑ 2010 to 2014 Capital Improvement Plan (Topitzhofer) ❑ Richfield Arterial Street Study (Foley) 7. Appointments/Liaisons ❑ Elect Chair & Vice Chair & Appoint Liaisons 8. Action Items ❑ Diseased Tree Removal Policy (Eastling) 9. Committee Reports ❑ Transportation Commission (Ness/Charnitz) ❑ City Hall Task Force (Ness) ❑ FOWL (vacant) ❑ Honoring All Veterans Memorial, Inc (Schmidt/Topitzhofer) ❑ Lincoln Planning Team (Christian/Hoover/Jabs/Topitzhofer) ❑ Planning Commission (Springer) ❑ Community Human Services Planning Council (Till) ❑ Arts Commission (Hoover) 10. Next Meeting Tuesday, March 3, 2009, 7:00 pm (special meeting date) Richfield Community Center (Fireside Room) 11. Adjournment DRAFT MINUTES UNTIL APPROVED BY THE CSC. January 20, 2009 dA ® RICHFIELD COMMUNITY SERVICES COMMISSION REGULAR MEETING Tuesday, January 20, 2009 Richfield Community Center (7000 Nicollet Ave) CSC Members Gordon Vizecky, Greg Mangold, Sarah Till, Gary Ness, Joe Springer, Joe Hoover, Mike Christian, Rodney Schmidt, Jim Lunderb Staff Jim Topitzh5er, John Evans Council Liaison I I Call to Order I Vizecky called the meeting to order at 6:59 pm. I Approval of Minutes I Christian moved, seconded by Springer, to approve the minutes of the regular November meeting. Approved, ayes all. I Other Items I Christian asked about the possibility of developing a closer relationship to youth athletic organizations (liaisons from other organizations). Jabs agreed, saying that the City and youth athletics would benefit greatly from closer contact. Topitzhofer said that this idea will be raised at the annual youth athletics meeting with the City. I Staff Reports _I Recreation Services Topitzhofer told the group that, because of anticipated cuts in local government aid from the State of Minnesota, there will be significant cuts to the operating budget (7-10%). He said that staff will discuss it with the Council at a study session on Friday. He said that the goal has been to make cuts that impact programming the least, especially low-cost programs. I Discussion Items I Skate Board Facility Location Evaluation Topitzhofer said that, after last month's CSC meeting, other potential sites were identified that met the criteria for a skate facility: Vets and Donaldson. He asked the group to score these two other sites (and Augsburg, if they wish to keep it under consideration) based on the criteria listed. Topitzhofer showed the Donaldson site. Schmidt asked if the Donaldson parking lot is still slated to be moved when the 35W redevelopment has been completed. Ness said that it would affect the parking lot access point, but not the lot itself; also, it's a project that is 20 years away. Ness said that a concern about Donaldson would be the number of baseball tournaments, which bring a great deal of traffic and activity. Jabs asked what preparation would need to be done; Topitzhofer said that a soil test would be done, some utilities might have to be avoided, etc. Lunderby asked about the hard hockey surface and movable ramps; Topitzhofer said that Roger wanted the feel of concrete and permanent features, not portable. Springer asked if users would behave badly with kids and other people around; Jabs said that the crowd might actually deter bad behavior. Topitzhofer showed the Vets site. He said that the close proximity to the Ice Arena would be a great benefit for skaters to access bathrooms. He said that staff monitor the area practically seven days a week, so there would be more constant attention from staff at this site. He said that there are underground utilities that would have to be avoided at this site; the pump house has electricity, so a light could be mounted there. Jabs said that he thinks this choice is the best, with the Arena and its staff already on -site. Hoover said that he's concerned about the safety of the site because it's an island in the parking lot. Christian wondered if there would be parking issues on the east side of the lot. Ness said that most skateboarders would skate to the site. Topitzhofer pointed out that only the Augsburg site has some hilly terrain, which would compliment the design, where contours would have to be made at the other sites. Hoover asked if Donaldson and Vets are central enough. Lunderby asked if east would be considered because the YMCA Skate Park is already on the west side. Jabs asked how important the existing hard surface will be to the cost of the facility. Topitzhofer said that the other sites may need hard surfacing, but existing contours could be incorporated into the facility. Topitzhofer said that Council Member W roge sees a conflict with the library at the Augsburg site. Vizecky said that the same users would be using the Arena; Hoover said that the Arena is already designed to handle rougher athletic usage. Ness said to consider Heredia Park, which would have great access to supervision from Public Safety, close proximity to Portland Avenue, etc. Vizecky asked if users at the Augsburg location could be directed to the Community Center, rather than the library. Topitzhofer said that the building is not open on weekends, there may not be water access for a drinking fountain, etc. Jabs said that, regardless of location, a certain standard of conduct could be actively enforced. Topitzhofer reviewed the score sheet. The group agreed to rate the questions on a 1 to 10 scale with no weighting of questions. CSC Members rated the sites differently. Vizecky asked if the facility could be built in stages to try the facility for one season. Ness and Vizecky said that involvement of Roger Schmidt and the community of users would be crucial. Several members still felt strongly about Augsburg. Topitzhofer said that he will take the consensus of the group's discussion back to the Council. Capital Improvement Plan: 2010 to Beyond 2013 Topitzhofer asked the group to prioritize the projects listed and consider which items could be postponed in order to pay off our own debts from the pool project. He said that, with some direction from the group, staff will revisit the plan and consider all opinions (the vets park sign was considered low priority, the skate park is considered high priority, opinions varied on other items). Action Item Change March Meeting Date Schmidt moved, seconded by Springer, to move the March meeting to March 3. January 20, 2009 I Committee Reports j City Hall Task Force: Jabs provided the report. Honoring Ali Veterans Memorial: Schmidt and Topitzhofer provided the report. Lincoln Planning Team., Topitzhofer reported that Celebrations Commission: Topitzhofer provided the report. Wrap-up gathering on January 22 CHSPC: Till provided the report. j Expiring Terms j Lunderby will not be reapplying Adjournment Schmidt moved, seconded by Till, to adjourn. Meeting adjourned at 9:02 pm. Next Meeting Tuesday, February 17, 2009 Richfield Community Center ICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: February 17, 2009 Agenda Item Agenda Section Recreation Services Capital Improvement Plan Discussion Items Attachments Contact None Jim Topitzhofer During the first few months of each year, the Community Services Commission reviews a portion of the City's Capital Improvement Plan that includes significant recreation projects such as the outdoor pool, athletic complexes, play equipment, and other major recreation projects. A list of the recreation projects within the current Capital Improvement Plan is provided below. These types of projects are funded through proceeds of the four liquor stores owned and operated by the City. The amount of funding allotted each year for recreation is $450,000. Capital Improvement 2009 2010 2011 2012 2013 Outdoor Pool Renovation 103,800 103,800 103,800 103,800 Park Maintenance (Roofs, Courts, Trails) 100,000 100,000 100,000 100,000 100,000 Lincoln Field and Other Improvements 126,200 146,200 81,200 119,200 80,000 Ice Arena Parking Lot Reconstruction 25,000 Type One Skate Park 70,000 veterans Park Monument Sign 25,000 Mini -Golf Facility and Dog Park 200,000 Main Rink Bleachers 63,600 Arena Bathroom Partitions/Sinks 50,000 Wood Lake Carpet 20,000 Community Center Boiler 115,000 Community Center Carpet I 12,000 Wood Lake Parking Lot I I 136,400 Amphitheater 1 1 15,000 Replace Outdoor Lighting at Taft I 1 1 150,000 1 100,000 Total I $450,000 I $450,000 I $450,000 I $450,000 I $450,000 The City Council held their annual goal setting workshop on January 23, 2009. Most of the Council's discussion that day was centered on the City's reduction of local government aid as a result of the State of Minnesota's budget deficit. As City Council, the City Manager and Department Heads discussed plans to reduce the City's budget in 2009 and 2010, the group also discussed the Capital Improvement Budget. Because the City will soon undergo a significant budget reduction that will result in the elimination of City jobs and some City services, the Council directed staff to hold off on some of the capital improvement projects planned for 2009 and 2010 with exception to the Lincoln Athletic Complex, and to adjust the Capital Improvement Plan accordingly. The Council's main reason for the delay of some of the upcoming capital improvement projects, is that they want to be sensitive to public's potential misconception of City spending during this time of budget and service reductions. One of the more visible projects that the Commission has been discussing lately is the type -one skate park. This project was scheduled to begin this year with funding in the amount of $70,000. This project and others will be the basis of our discussion as we assemble a Capital Improvement Plan recommendation for City Council. Recommended Action: Review and discuss the existing recreation projects in the Capital Improvement Plan. RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: February 17, 2009 Agenda Item Agenda Section Richfield Arterial Street Study Discussion Items Enclosures Contact Proposed Bike Routes and Transportation Modes Along Richfield Tom Foley, Traffic Engineer Arterial Streets, Proposed Arterial Section. The City of Richfield has contracted H.R.Green to conduct a study of the City's arterial streets in an attempt to provide recommendations for improving all modes of transportation throughout the Richfield community with an emphasis along Penn Avenue, Lyndale Avenue, Nicollet Avenue and Portland Avenue. The consultants will provide an introductory presentation of their study and the progress they have made to date. Recommended Action: Discuss Arterial Study. RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY _ Meeting Date: February 17, 2009 Agenda Item Agenda Section Appoint Community Services Commission Chair and Vice Chair Action Items Attachments Contact None Actinq Chair Gary Ness Acting Chair Gary Ness will conduct a selection process to appoint the Commission Chair and Vice Chair for the upcoming year. The following information pertaining to the Commission Chair and Vice Chair is provided by the Commission Bylaws: The members of the Community Services Commission, at their first regular meeting in February of each year shall elect, by secret ballot, from their membership, a chairperson and vice -chairperson to serve for the ensuing year. DUTIES OF THE OFFICERS The chairperson shall chair all regular and special meetings and shall be responsible for the annual report to the City Council. The vice -chairperson shall preside at all meetings of the Commission in the absence of the chairperson. Gary Ness Vice Chair Vacant Planning Commission Liaison Joe Syringer Arts Commission Joe Hoover Community Human Services Planning Council Sarah Till Transportation Commission Gary Ness Friends of Wood Lake Board of Directors Vacant Conducts monthly CSC meeting (every 3rd Tue, 7 pm) May conduct one or two meetings per year Reports on monthly meetings (every 4th Mon, 7 pm) Reports on monthly meetings (every 1 st Thursday, 7 pm) Reports on monthly meetings (every 4th Mon, 5:30 pm) Reports on monthly meetings (every 1st Wed, 7 pm) Reports on monthly meetings (every 3rd Tue, 4:30 pm) Other groups for which CSC will receive updates, Honoring All Veterans Memorial, Inc (non-profit organization) Rodney Schmidt (serves as Treasurer) Lincoln Planning Team Mike Christian, Joe Hoover, and Jim Topitzhofer will report City Hall Task Force Gary Ness but will not require an appointed liaison. Recommended Action: Appoint to serve as Community Services Commission Chair and to serve as Community Services Commission Vice Chair, and approve liaison appointments, with all terms expiring January 31, 2010. 00990 RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: February 17, 2009 Agenda Item Agenda Section Diseased Tree Removal Practices Discussion Items Attachments Contact Staff Report for City Council Meeting on February 10, 2009 Mike Eastling, Public Works Director City ordinance Section 910 specifies that diseased trees are to be removed within 20 days of being marked. Minnesota State Statute allows cities to set timelines for removal. For more than three years, City staff has not been able to remove Dutch Elm Diseased (DED) trees within 20 days. In fact, the removals are taking place in the winter; months after the trees are marked. After September 15 of each year, the DED beetle activity has stopped and the disease can no longer be spread and the 20 day deadline is suspended. This backlog of diseased trees calls into question the present policy of requiring diseased trees to be removed within 20 days. Residents with private DED trees question staff about boulevard trees standing longer than 20 days. The bids that staff recently received for winter removal of boulevard trees indicate that there may be significant savings (30-40%) in costs of both public and private trees removed in the winter. Also, using a contractor to remove trees provides additional operational efficiencies that could help provide budget cuts needed for 2009 and future years. The Community Services Commission (CSC) serves as the City's Shade Tree Commission as identified under the Tree City USA program. At their February 10 meeting, the City Council requested that the Community Services Commission review the diseased tree removal practices in place in the Public Works Department. The attached City Council staff report outlines the issue in detail. Public Works staff will be at the meeting to discuss the issue. Recommended Action: Discuss the City's diseased tree removal practices. AGENDA SECTION: OTHER BUSINESS AGENDA ITEM # 12 REPORT # 44 ��- STAFF REPORT CITY COUNCIL MEETING FEBRUARY 10, 2009 REPORT PREPARED BY: CHRIS LINK, STREET MAINTENANCE SUPERVISOR NAME, TITLE DEPARTMENT DIRECTOR REVIEW: SIGNATURE REVIEWED BY CITY MANAGER: ❑ ITEM FOR COUNCIL CONSIDERATION: Consideration of award of contract to Shadywood Tree Experts in the amount of $62,901.24 for removal of diseased trees from the boulevard. I. RECOMMENDED ACTION: By Motion: Award a contract to Shadywood Tree Experts for $62,901.24 for diseased tree removal from the boulevard. II. BACKGROUND Active Forestry Program The City of Richfield has a very active forestry program. Forestry activity includes trimming and planting of boulevard and park trees, identification and removal of diseased trees, stump removal, and response to resident concerns regarding problems with privately owned trees. The City also offers tree removal and assessment financing services to private property owners. High incidence of Dutch Elm Disease City crews have removed 340 trees having Dutch Elm Disease (DED) from January 2008 to date, with 150 remaining to be removed. This exceeds the removals completed (272) in 2007. Attached is a chart showing the number of DED's removed in the past and how the number has increased. Five thousand sixty-six DED boulevard trees have been removed since 1979 and 4213 DED Private trees have been removed. There is less than 750 boulevard elm trees remaining and likely a similar number of private elms. 0210tree removal Due to the severity of DED the past three years, crews have been removing diseased trees year round. City policy states that a tree being infected with DED must be removed within 20 days. With the high number of elms infected, it has been impossible to remove the trees in 20 days. City crews have used winter months (when the disease is inactive) to catch-up with removals. The high volume of removal work leaves little time for tree trimming. The long term effect of neglecting tree trimming is that the trees: • will not be as healthy, • will not be as shapely and aesthetically pleasing, • and will be more vulnerable to damage in a windstorm. Back log of tree removals Because of the cold temperatures and the amount of snowfall in November and December of 2008 and January 2009, it is unlikely that the remaining 150 trees can be removed by City crews by April 15th, when DED becomes active. Also, staff has received 250 requests for new trees to be planted this spring. If removals extend later into the spring, crews will not have sufficient time to remove the remaining 150 trees and stumps and plant new trees. Contractor can remove trees before spring Staff believes if a contractor is hired to remove a portion of the remaining 150 DED trees, this will allow City crews to "catch-up" on the removal process, have sufficient time for tree planting and resume the City's tree trimming and maintenance program. Four quotations were received for tree removal. The four quotations received provide for four alternatives. (See attached tabulation sheet) They are as follows: • Alternative A is the price for 100 removals and hauling to a City site. • Alternative B is the price for 100 removals and hauling to a different site. • Alternative C is the price for 50 removals and hauling to a City site • Alternative D is the Price for 50 removals and hauling to a different site. City forestry staff believes that the attractive bids reflect the availability of tree crews in the winter. The minimal $2,859.14 difference between the use of the City site and the contractor removal is well worth the price. City costs to dispose of the trees would likely exceed $2,859.14. Staff recommends selecting the low bidder Shadywood Tree Experts, Alternate B, at a cost of $62,901.24. Use of Franchise Fee funds There is sufficient franchise Fee cash balance available to cover the costs. The current cash balance within the Utility Franchise Fee Fund is approximately $72,000. This balance is an accumulation of unspent franchise revenues and interest earnings since the inception of franchise fees in 2004. Accordingly, this cash balance is sufficient to fund the estimated tree removal costs under discussion. However, this would be a one time only use of franchise fee revenues as it would take several years to build up a similar balance without raising the current fee level. 111. BASIS OF RECOMMENDATION A. POLICY The City Council may want to consider revising the Forestry ordinance in light of the recent high incidence of DED, its impact on trimming and the current needs for budget reductions. Since the estimated cost of the work was less than $100,000.00, the formal bidding process was not required and the City can contract by obtaining quotations. Four Quotations were obtained with Shadywood Tree Experts submitting the lowest quotation for all alternatives. B. CRITICAL ISSUES • Approval at the February 10, 2009 Council meeting will assure sufficient time to process the necessary paperwork before the first trees are marked for removal. • Hiring a contractor for tree removal will ensure residents receive their requested new boulevard trees. • Hiring a contractor for tree removal allow crews to resume the tree trimming and maintenance program. C. FINANCIAL • Franchise Fees will be used to fund this project. There is sufficient Franchise Fee cash balance available to cover the costs. • The City Council identified $730,000 Franchise Fee revenue for the following targets for expenditures for 2008 and 2009. Street Maintenance $ 710,000 Forestry 20,000 Council Approved Annual Franchise Fee $ 730,000 • This tree removal contract work will be added to this year's Franchise Fee work as part of the Revised 2009 Budget. D. LEGAL • When the purchase of materials, merchandise, equipment or construction exceeds $25,000, authority to purchase shall be submitted to the City Council for consideration. E. ENVIRONMENTAL CONSIDERATIONS • Diseased trees need to be removed to keep the disease from spreading to healthy trees. IV. ALTERNATIVE RECOMMENDATION(S) • Council may choose to reject all quotations and direct staff to obtain more quotations, however, staff does not believe we can obtain a better price from a reputable contractor. • Council may choose Alternative A, allowing the contractors to use our storage site, but savings are minimal. City staff would incur more than the • Council may choose Alternative C or D, but staff feels the price for the 100 tree removal is a good price and the removal of 50 additional trees will increase the time City crews have to trim trees and plant new boulevard trees. V. ATTACHMENTS • Quotation tabulation • Chart showing Dutch Elm Disease Cases VI. PRINCIPAL PARTIES EXPECTED AT MEETING 0 None �- price Tom. pri hauling to re alsite _ Contractor Shad"ood Tree Expe s Vets Tree SeNice A 1 $ARFF North star -Tree Care p210tree removal $60,042.10 $71,516.10 $73,$34.76 $94,33g•25 oe for „'" removals) hauling to other site _ emova slhaulin9 to City Site _ $32,12g•80 - prrc" u11109 removalsl ha to other srte 533,r358.96 $62%ji.24 $43,2g3.81 $35,Sp0.81 $86,214.85 .43,r015.61 $39.650 55 $81,218.24 $58,527.75 $56,3Sg.75 $98,61525 9% sales tax All quotation amounts Include 6. 700 600 500 400 300 200 too CITY OF RICHFIELD DUTCH ELM DISEASE CASES 1984-2008 . owe a unVI NNARD CASES, p" N.. 1979 1980 1981 1982 1983 1984 1985 1986 1997 1988 1989 1990 1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 0210tree removal CITY OF RICHFIELD, MINNESOTA Office of City Manager February 5, 2009 Council Memorandum No. 23 The Honorable Mayor and Members of the City Council Subject: Diseased Tree Removal Ordinance Council Members: City ordinance Section 910 specifies that diseased trees are to be removed within 20 days of being marked. Minnesota State Statute allows cities to set timelines for removal. For more than three years, City staff has not been able to remove Dutch Elm Diseased (DED) trees within 20 days. In fact, the removals are taking place in the winter; months after the trees are marked. After September 15 of each year, the DED beetle activity has stopped and the disease can no longer be spread and the 20 day deadline is suspended. This backlog of diseased trees calls into question the present policy of requiring diseased trees to be removed within 20 days. Residents with private DED trees question staff about boulevard trees standing longer than 20 days. The bids that staff recently received for winter removal of boulevard trees indicate that there may be significant savings (30-40%) in costs of both public and private trees removed in the winter. Also, using a contractor to remove trees provides additional operational efficiencies that could help provide budget cuts needed for 2009 and future years. The Community Services Commission (CSC) serves as the City's Shade Tree Commission as identified under the Tree City USA program. The City Council could direct the CSC to review the 20 day policy and report any recommend changes. The City Council could also direct the CSC to hold an informational public open house or an official public hearing to receive comments from the public. The City Council could also decide to deal with the issue without seeking CSC input. Timely resolution could allow the City Council to implement cost saving measures and/or funding alternatives in the Forestry Division yet this year. For further information on this issue, contact Mike Eastling, Director of Public Works, 612-861-9168 or additional information can be provided during the City Manager's Report at the February 10 City Council Meeting. Respectfully submitted, Steven L. Devich City Manager SLD:cak Email: Department Directors Assistant to the City Manager Richfield Arterials Complete Streets Study Report Card I For more information, call: Tom Foley, Richfield Transportation Engineer 6700 Portland Avenue Richfield, MN 55423 Voice: 612-861-9791 FAX: 612-861-9796 Please rate the performance of the various modes of transportation on the following four arterial streets in the city of Richfield; Penn, Lyndale, Nicollet, Portland. Use one of the following grades for each of the four modes of transportation: A = Avenue exceeds expectations (no changes needed) B = Avenue is above average (a few changes may be needed) C = Avenue is average (some changes needed) D = Avenue is inadequate (several changes needed) F = Avenue is unacceptable (safety is a major concern) Richfield Arterial Roadway Mode of Transportation (circle appropriate roadway) Penn Avenue I Pedestrian: Lyndale Avenue Nicollet Avenue Portland Avenue Comments: Vehicular: Bicycle: Public Transit: Grade (circle one) A B C D F A B C D F A B C D F A B C D F Thank you for your valuable input. (tri-fold, seal, and add postage if returning at a later date) Tom Foley, Richfield Transportation Engineer 6700 Portland Avenue Richfield, MN 55423 Forestry Operation Possible Changes • Budget squeeze 10% • Costly summer tree removal Privatemf • City ordinance- 20 day removal • Most not removed in 20 days • Dtv ordinance can be changed • Summer PW operations crunch ® Street repair- 1 /4 city sealcoated Stump removal, Planting ® Tree Removal???? ® enter tromm'Mg delayed 3 years DC D run ots course??