Agenda - Council Work Session - 11/15/2011

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CC Work Session 2. 1. Meeting Date: 11/15/2011 By: Title: Brian Olson, Engineering/Public Works Update on Long Term Road Maintenance Initiative Background: During the strategic planning session in January, City Council identified an initiative to solve the long term road maintenance issue as one of the critical tasks to perform in 2011. On January 18, 2011, information was provided to the City Council about completing a public participation program for this program. On January 25, 2011, the City Council approved a scope of service to complete the communications plan that would provide multiple opportunities for the public to comment on the need for this program. In April 19, 2011, the City Council approved a 30 question survey that was given to 300 randomly selected Ramsey residents and authorized Staff to gain feedback from the residents within the community. On July 19, 2011, the results of the random survey was presented to the City Council and Staff was directed to continue preparing a communication plan. On October 25, 2011, the City was given the attached Communication plan as well as distribution materials and the website was unveiled in Draft form. The following comments were provided: • The Garnet Street project was shown as a project that we would provide an alternative funding source for so that we could move forward with surveying, design etc and therefore move forward next summer to show signs of a successful integration of the program. This project is a case that will be discussed before this agenda item at the Public Works Committee. Staff will provide an update of the discussion at the Public Works Committee. • Council commented on the online survey. After much deliberation, it was the Council direction to allow for an online survey as long as the name and address fields were required for the comments to be registered. • All meetings that will be held regarding this program will be done at the Ramsey Municipal Center and not "in the neighborhoods" at a neutral site per City Council direction. • The meeting format will be similar to the Ramsey 3 process. A brief presentation and break into smaller groups to discuss agenda items that are generated by the group. (Open Space technology) • The City Council wanted more interaction and graphical representation of the issue in the website. This is a funding issue but do not lose sight of the issue. Use the year of original construction map and generate a FAQ that is dynamic and updated frequently. • The City Council direction was to provide a video on QCTV with the Mayor, Public Works Chair, Public Works Director and City Administrator. Included in this case is a FAQ that will be the primary dialogue in preparation of this video. The purpose of the case tonight is to provide the City Council with a schedule of activities that will be occuring over the next few months and Staff will be specifically requesting direction on the attached communication plan, attached fact sheet and public engagement survey prepared by Himle Horner relative the long term road maintenance program. Chuck Tombarge will be present at the meeting if there are any questions or further direction is required. Observations: