Minutes - Public Works Committee - 01/16/2007

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Case #4: Update on Schedule for 2007 Street Maintenance Program City Engineer Jankowski indicated the 2007 Street Maintenance Program is an annual program which has been implemented for over 20 years to address periodically the maintenance needs of the City's streets. A general discussion of the 2007 program was held at the November 21st 2006 Public Works Committee meeting. At the December 12, 2006 City Council meeting a motion was made to set the City general fund budget for this program at $270,000 and to schedule public hearings on the projects for January 23, 2007. Mr. Jankowski stated the Committee has been provided with the feasibility study for the 2007 program. Because this program involves assessments for half of the project costs it must comply with state statutes and city codes which regulate the assessment process. Table 6 of the study contains a detailed schedule of the schedule elements. Mr. Jankowski indicated in this year's program a new element is proposed involving a citizen informational meeting to be held on Thursday, February 1, 2007. Other communities have found such meetings are useful in answering many questions regarding the program that are otherwise asked during the formal public hearing. In addition, staff hopes that this meeting will be useful in identifying any additional improvements that should be made in advance of the street maintenance work. In the past, staff has learned from local residents of issues, generally related to drainage, which could best be remedied prior to the street work taking place. By learning of these ancillary problems early staff can prepare plans for their correction prior to the time the street projects are ordered at the end of April. City Engineer Jankowski stated staff will place resolutions authorizing public hearings for February 13, 2007 on the January 23, 2007 consent agenda consistent with the schedule contained in Table 6 of the 2007 Street Maintenance Program feasibility study. No action is required by the Committee, since the City Council has previously authorized the public hearing for an earlier date. Chairperson Elvig commended staff for including the element of citizen input in the program. He asked how the hearings and meetings will be advertised. City Engineer Jankowski indicated a formal notice of the public hearing is required. In addition to this, staff plans to draft an invitational letter announcing the informational meeting and asking for residents to provide- information about any issues that may need to be dealt with in conjunction with the project. Chairperson Elvig suggested the letter begin with a statement that the City is looking for input from the residents. Councilmember Dehen asked if the information would be disseminated to the people it affects, or if it would be more widespread, such as in the Ramsey Resident announcing the roads that will be worked on and asking residents with any drainage issues or problems to contact the City. City Engineer Jankowski indicated a direct letter will go to everyone affected by the project. Public Works Director Olson indicated an announcement could also be included in the Ramsey Resident. The project cannot begin until 60 days after the public hearing is held in order to allow Public Works Committee I January 16, 2007 Page 10 of 13