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HomeMy WebLinkAbout2004 Public Service Board minutes FINAL REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF NOVEMBER 18, 2004 PRESENT: Paul Baerman,Ron Bloomberg,Dale Copedge,Matt Flechter,Nancy Norton, Alfreda Schmidt, and Brian Surgener ABSENT: Gilda Richardson STAFF: Bill Bergman, Jim Campfield,Dean Johnson, and Faith Rach VISITORS: None. 1) CALL TO ORDER-Chair Bloomberg called the meeting to order at 11:45 a.m., at the Wastewater Treatment Plant Administration Office. Mr. Bloomberg excused Ms. Richardson's absence. Mr. Bloomberg introduced and welcomed new At-Large member, Mr. Baerman,to the Board of Public Service. Mr. Baerman gave a brief summary of his background and interest in serving on the Board of Public Service. 2) APPROVAL OF MINUTES-October 14, 2004 Ms. Schmidt moved,Mr. Surgener seconded, to approve the minutes for the meeting held October 14, 2004, as presented. Discussion Mr.Bloomberg offered the following correction: Under No. 2, second bullet, the word"closet" should be changed to "closest" Ms. Schmidt moved,Mr. Surgener seconded, to approve the minutes for the meeting held October 14, 2004, with the noted correction. MOTION CARRIED UNANIMOUSLY 3) CITIZEN COMMENTS -None. 12:10 p.m. Ms. Norton arrived. 4) ACTION ITEMS - A. Resolution: Mayor's Downtown 2020 Infrastructure Task Force Summary Report Volume I Discussion A copy of the final draft report along with a copy of a draft resolution was distributed to Board members for their review and comments. Mr. Johnson provided a brief overview of the Final Draft document noting that moving the process for final approval by City Council is on a tight schedule. The Department is planning to present the final draft along with the !OARD OF PUBLIC SERVICE Page 2 'Iinutes of November 18, 2004 Resolution to the Mayor for referral to City Council for the meeting November 29. The draft Final Report was presented to the Mayor's 2020 Infrastructure Task Force on November 17, 2004. Mr. Bloomberg asked if there were any changes to the Report. Mr. Johnson noted there was nothing substantive but all comments have been incorporated into the Final Draft. Mr. Johnson added that the most significant change was the addition of Cherry Street and two blocks of Hillsdale to the segmentation construction map for year 2019. This area had been inadvertently left off of the original draft report. Also, a cover letter from Mayor Benavides has been added to the updated Draft. A discussion ensued regarding information contained in the report and the information referencing mailings. Mr. Berridge noted that the Task Force sent an informational mailing regarding Task Force activities and meetings to over 4,000 property owners in the impacted area. The mailing went out prior to the Task Force Open House. Mr. Surgener asked if there are opportunities for public input while projects are on-going noting this method could provide a natural avenue of communication between the City and the public. Mr. Bloomberg had questions regarding the arrows on the segmentation maps that don't seem to merge with anything. Mr. Johnson explained that any arrow that terminates means that it runs into a separated sewer system. Mr. Flechter asked if the time and effort associated with the Task Force was worth the trouble and expense. Mr. Flechter also asked if it may be beneficial to handle future construction projects in a similar manner. Mr. Johnson explained that initially it was difficult to come to terms with the loss of additional state funding due to the change in scope. However, some good has come out of the process in that the whole project plan is now in place and project planners have received helpful suggestions. Board members discussed the wording of the resolution and made some minor revisions. Mr. Flechter suggested that items 1 and 2 be reversed and add language to indicate that the CSO Program was designed to protect and enhance the quality of a significant natural feature and resource, the Grand River. A discussion ensued regarding changes to the wording. Mr. Copedge moved,Mr. Flechter seconded,to approve the Resolution on the Mayor's Downtown 2020 Infrastructure Task Force Report and its recommendations, with the suggested revisions. Further, it was moved that the report be forwarded to Lansing City Council with the recommendation that the Lansing City Council adopt and approve the Report and its recommendations. MOTION CARRIED UNANIMOUSLY. B. Proposed Board of Public Service Meeting Schedule for 2005 Mr. Copedge moved,Ms.Norton seconded,to adopt the Board of Public Service meeting schedule as presented. MOTION CARRIED UNANIMOUSLY. !OARD OF PUBLIC SERVICE Page 3 Zinutes of November 18, 2004 5) REPORT OF THE OFFICERS- Engineering Division Mr. Johnson distributed copies of the Engineering Status Report and provided the following highlights. ► The first public meeting for the Grand River Watershed is scheduled December 2, 2004, at 7:00 p.m., at the Delta Township Office. ► Progress is being made to wrap-up the construction season. Mr. Copedge noted residents in his neighborhood have concerns regarding traffic calming speed humps on Maybell Street. Mr. Berridge noted he would look into the issue and let Mr. Copedge know. Written reports were distributed from each division. Operations and Maintenance Division Mr. Campfield distributed copies of the monthly report which includes waste reduction services activities. Mr. Copedge asked if the Operation and Maintenance Division is receiving complaints from residents regarding problems with cul-de-sacs on Waverly Road. Mr. Berridge explained there are plans on widening the road. There are large areas where islands would help to break-up the expanse of asphalt and have very few driveways that access Waverly Road. This will help enhance the aesthetics of the area. Mr. Surgener asked about the "Blue Billy Program." Mr. Campfield noted that usage has increased. Also,yardwaste pick-up is running behind by a day or so due to the heavy volume of leaves. Mr. Flechter asked that more details regarding the Recycling and Waste Reduction Programs be presented at the monthly Board meetings. He is interested in substantive information and not just the volume numbers. Mr. Flechter also asked if the Waste Reduction Services has compiled the results of the survey that was mailed with the last issue of the Green Sheet. Mr. Flechter suggested posting the survey results on the Department's web-page and also establishing a way for the public to make comments regarding the program. Mr. Campfield stated the results of the survey have not been compiled and he would investigate adding a public input feature to the web-site. 6) DIRECTOR'S REPORT -Mr. Berridge reported the following information: • Mr. Berridge welcomed Mr. Baerman as a new member to the Board. He also thanked Mr. Johnson, engineering staff, and the 2020 Task Force committees for their hard work and commitment to meet the goals and mission of the Task Force. Mr. Berridge added that he also appreciates the input that has been received from Board members while working on this endeavor. A request for a public hearing by City Council is anticipated in order to reach as many members of the public as possible. Mr. Berridge noted the Department may call upon Board members to assist in endorsing the Task Force Report at the public hearing. We are hopeful that the report will be adopted as policy. • Discussions are on-going with the Ingham County Drain Commissioner with regard to the City of Lansing's financial responsibility on the Tollgate Drain. The percentage change has gone from 12% to 23% which is significant. Mr. Berridge explained that the percentages are OARD OF PUBLIC SERVICE Page 4 Iinutes of November 18, 2004 assessed to parcels based upon volume capacity. Negotiations will continue in an effort to reduce the percentage to the original amount of 12%. The City of Lansing does not pass drain assessments onto residents. The costs are absorbed by the City through stormwater maintenance. Mr. Baerman asked what the 23%rate would be. Mr. Berridge stated $168,000. • Groesbeck Park Drain-Mr. Berridge reported the City of Lansing is 10%part of the drainage district. Lansing Township is 80% and the Drain Commission is 10%. A discussion ensued regarding drainage districts. 12:30 p.m. Mr. Copedge had to leave the meeting to attend to another obligation. • Mr. Berridge reported the City is just beginning the 2006 budget process. A Capital Improvement Program(CIP)has been developed. Initially, there was a plan to use$1.8 million of the rainy day fund to cover budget shortfalls. However, other means to cover shortages are being explored. Infrastructure improvements will feel the impact and the road program could drop from$900,000 to $200,000. We are looking to ACT 51 funding opportunities to handle the change. City departments are currently working through the process with Finance Director. Technically, the budget is balanced with the use of monies from the City's rainy day fund. • The City is exploring self-funding to cover the costs of healthcare. • Mr. Bergman reported that construction on the Pennsylvania Avenue Bridge will begin the first week in January 2005. Emphasis has been made with the contractor to complete the project as soon as possible. The contract will be awarded by the end of December. No side streets will be disturbed. Detour routes have been established to assist with access to the Ingham Regional Medical Center, Pennsylvania Campus. Drivers will not be able to approach the hospital from the south. Mr. Bergman reported that a noise waiver meeting has already been held. Electronic boards will be installed to give drivers plenty of advance warning. 7) OTHER Mr. Baerman provided a letter to Mr. Bloomberg which explains he is an employee of Wilcox Professional Services which on occasion, does business with the City of Lansing. He wanted to be sure that Board members were aware of this. Mr. Bloomberg thought the letter may be helpful and suggested the letter be forwarded to the City Attorney for review. Mr. Bloomberg also noted that the Board of Public Service does not have any involvement in choosing contractors. 8) ADJOURNMENT The meeting adjourned at 1:15 p.m. Respectfully submitted,,gaG/\-- � Faith Rach Secretary to the Board P:\Rach\PUBSVCBD\Nubytes\11-18-04 RESOLUTION BY THE BOARD OF PUBLIC SERVICE NOVEMBER 18, 2004 WHEREAS,the downtown is facing many years of construction related to the City's Combined Sewer Overflow(CSO)Control Program,designed to protect and enhance the quality of a significant natural feature and resource,the Grand River, and it is necessary that a comprehensive plan be developed;and WHEREAS,the Mayor's Downtown 2020 Infrastructure Task Force,comprised of a diverse group of individuals and organizations representing the downtown area, was created to develop a comprehensive plan to address concerns expressed by downtown business owners about disruption from proposed construction; and WHEREAS,these volunteers were specifically charged with identifying strategies to enhance our downtown image,to minimize disruption of commerce, and to promote coordination, cost effectiveness, and advance communication of all significant infrastructure projects scheduled in the downtown area through the year 2020; and WHEREAS,the Mayor's Downtown 2020 Infrastructure Task Force Report has been compiled documenting the results of these collective efforts; and WHEREAS,the report provides a carefully thought out segmentation schedule for all CSO construction scheduled in the downtown area which will assist business owners, citizens, and the City in properly planning for all issues related to future construction activities; and WHEREAS,the Board of Public Service wishes to give their support; NOW,THEREFORE,IT IS RESOLVED that the Board of Public Service endorse the Mayor's Downtown 2020 Infrastructure Task Force Report and its recommendations; and BE IT FINALLY RESOLVED that the Board of Public Service recommends that the Lansing City Council adopt and approve the Mayor's Downtown 2020 Infrastructure Task Force Report and its recommendations. I certify that the above Resolution passed by a vote of at a meeting of the Board of Public Service held November 18,2004. Faith E.Rach,Secretary to the Board TO: Tony Benavides, Mayor FROM: David A. Berridge,Director of Public Service DATE: 11/23/2004 SUBJECT: Adoption of the Mayor's Downtown 2020 Infrastructure Task Force Report Attached is the final report of the Mayor's Downtown 2020 Infrastructure Task Force Report. The report is ready to be presented to City Council for adoption. The proposed process for final adoption is as follows: 1. Submit the report to Council for review and action. 2. Schedule a public meeting to present the report to the public and the Committee of the Whole. a. Mailing to 4,000+/-affected parcels 3. Hold a council public hearing to receive additional public comment. 4. Adoption of the report by Council resolution 5. Present final adopted report to Michigan Department of Environmental Quality(MDEQ) for determination of necessity for project plan amendment to Combined Sewer Overflow (CSO)Project Plan. a. Amend Project Plan if necessary and conduct public hearing. It is anticipated that the presentation of the Report to Council and the public will occur in early January of 2005. This date and time will be coordinated with the Council president. Copies of the final report have also been provided to all Council members. Attached are three resolutions as follows: 1. Resolution of support by the Public Service Board 2. Resolution setting a public hearing by City Council 3. Resolution adopting the Mayor's Downtown 2020 Infrastructure Task Force report by City Council With your concurrence, please forward these resolutions to Council for placement on the agenda for 11/29/04. Please let me know if you have any questions. attachments BY THE COMMITTEE ON GENERAL SERVICES RESOLVED BY THE CITY COUNCIL OF THE CITY OF LANSING WHEREAS, the Mayor's 2020 Downtown Infrastructure Task Force Report has been completed; and WHEREAS,public input has been sought throughout the process of developing the report; and WHEREAS, the Report will be presented to the Committee of the Whole and the businesses and residents in the project area by the Public Service Department on dae); and WHEREAS, continued public input is desired prior to adoption of the final Report by City Council; NOW THEREFORE BE IT RESOLVED that a public hearing be held on(4aetd,:7&and &oze) in the City of Lansing Council Chambers, 124 W. Michigan, in consideration of public input on the Mayor's 2020 Infrastructure Task Force Report. Adopted by the Committee on General Services on Approved for Placement on the City Council Agenda: for John M.Roberts,Jr. Acting City Attorney Date: RESOLUTION# BY THE COMMITTEE OF THE WHOLE RESOLVED BY THE CITY COUNCIL OF THE CITY OF LANSING WHEREAS,the downtown is facing many years of construction related to the City's Combined Sewer Overflow(CSO)Control Program, designed to protect and enhance the quality of a significant natural feature and resource,the Grand River, and it is necessary that a comprehensive plan be developed; and WHEREAS,the Mayor's Downtown 2020 Infrastructure Task Force, comprised of a diverse group of individuals and organizations representing the downtown area,was created to develop a comprehensive plan to address concerns expressed by downtown business owners about disruption from proposed construction; and WHEREAS,these volunteers were specifically charged with identifying strategies to enhance our downtown image,to minimize disruption of commerce,and to promote coordination, cost effectiveness, and advance communication of all significant infrastructure projects scheduled in the downtown area through the year 2020;and WHEREAS,the Mayor's Downtown 2020 Infrastructure Task Force Report has been compiled documenting the results of these collective efforts; and WHEREAS,the report provides a carefully thought out segmentation schedule for all CSO construction scheduled in the downtown area which will assist business owners, citizens, and the City in properly planning for all issues related to future construction activities; and WHEREAS,the Board of Public Service and the Mayor have recommended that the Mayor's Downtown 2020 Infrastructure Task Force report be adopted by the Lansing City Council;and WHEREAS,public input was sought throughout the process of developing the report; and WHEREAS,the completed Report was presented to the public and City Council on(insert date);and WHEREAS, additional public input was received at a city council public hearing held on(insert date);and NOW, THEREFORE,IT IS RESOLVED that the City Council adopts and approves the Mayor's Downtown 2020 Infrastructure Task Force Report and the recommendations therein. JI /1 U � Public Service Department Monthly Status Repo_ Street, Surface, Sewer, Service Garage and Solid Waste October 2004 OPERATIONS AND MAINTENANCE Street Section • Filled 10619 sq. fL of potholes and utility cuts-filling potholes with hot asphalt. • Used 3 8 ton of asphalt and cold patch to fill potholes. • Used 1121 tons of asphalt for paving and skin patching streets. • Poured 2 miles of prismo seal. • Poured 80$. of curb and 1264 ft. of sidewalk with concrete. Surface Section Started to push and load leaves from streets this month. • Initiated the preparation and installation of salt units in trucks and establishing their winter weights. O �Coordinated the mounting and two security cameras for the area utilized by employees and the public for parking. • Continued sweeping major and local streets. • Graded several gravel streets. • Applied chloride to one and half miles of gravel streets. • Responded to four miscellaneous trash violations. • Set barricades for one event. • Mowing is still ongoing throughout the city. • Worked on clearing brush in one alley. • Accomplished normal trash runs for the month. • Responded to several miscellaneous complaints. 'Waste Reduction Services Recycling Tonnage Collected During October 2004: • Newspaper 124 tons • Mixed paper and magazines 38 tons • Tin cans 14 tons Aluminum 0.2 tons • Clear glass 14 tons • Brown glass 2 tons • #1 PET plastic 4 tons • #2 Natural HDPE plastic 6 tons • #2 Colored HDPE plastic 4 tons • Corrugated cardboard 7 tons Phonebooks 1 ton Total 214.2 tons Yard waste Collected in October 2004: • 2574 compacted yards/858 tons Number of Blue Billy Trash Cart Customers for October 2004: • 21 Gallon 114 • 32 Gallon 1073 • 65 Gallon 2223 • 95 Gallon 500 Total 3910 A total of 2803 request for information were handled by WRS staff in October via our Hotline. CITY OF LANSING PUBLIC SERVICE DEPARTMENT 124 W. Michigan Ave. j C Q, 732 City Hall H I Lansing, MI 48933 Tony Benavides,Mayor Phone No. (517) 483-4455 Fax No. (517) 483-6082 November 12, 2004 Debbie Miner City Clerk City Hall Lansing, Michigan Re: Board of Public Service Approved Minutes Dear Ms. Miner: Attached are approved Board of Public Service minutes from the meeting held September 9, 2004. Please place these minutes on file. Respectfully submitted, A Faith Rach Recording Secretary Enclosure U:\wp\ferdocs\PubSvcBd\mintran.ltr REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF SEPTEMBER 9, 2004 PRESENT: Ron Bloomberg, Dale Copedge, Matt Flechter,Nancy Norton, Gilda Richardson, Alfreda Schmidt, and Brian Surgener ABSENT: None STAFF: Bill Bergman, David Berridge, Jim Campfield, Dean Johnson, Andy Kilpatrick,Faith Rach, and Brian Ross VISITORS: Alan S. Martin and Stanley L. Martin 1) CALL TO ORDER- Chair Bloomberg called the meeting to order at 11:45 a.m., at the Wastewater Treatment Plant Administration Office. 2) APPROVAL OF MINUTES - June 24, 2004 and August 25, 2004 Ms. Schmidt moved, Mr. Flechter seconded, to approve minutes for the meeting held June 24, 2004, as presented. Ms. Schmidt moved, Mr. Flechter seconded, to approve the minutes for the informational meeting held August 25, 2004, as presented. MOTION CARRIED UNANIMOUSLY 3) CITIZEN COMMENTS -None. 4) ACTION ITEMS - A. Quality Dairy Traffic Issues: 400 S. Pennsylvania Mr. Berridge deferred traffic related issues to Mr. Kilpatrick, Acting Transportation Engineer, and project related issues and background to Mr. Johnson, City Engineer. Mr. Kilpatrick explained the Quality Dairy at 400 S. Pennsylvania is in the vicinity of a CSO construction project and currently has four driveway accesses. Two are off of S. Pennsylvania Avenue and two are off Kalamazoo Street. (Standardized curb cuts are 75' from the intersection). An analysis of access to two other commercial properties in this area was conducted. And a traffic study is normally conducted when there are more that one accident in the same vicinity, within one year, to look for ways of remediation. Due to the number of accidents at the corner of S. Pennsylvania Avenue and Kalamazoo Street involving vehicles )ARD OF PUBLIC SERVICE Page 2 inutes of September 9, 2004 using their driveways, the Public Service Department recommends that one drive approach on Pennsylvania Avenue and one on Kalamazoo Street closest to the intersection, be closed for safety reasons. In addition, the original proposed recommendation would accommodate access to gas pumps on the property. The conclusion of the study shows that fewer accidents will occur when the drive approach is further away from the intersection. However, the management of Quality Dairy and the City could not come to an agreement on the proposed recommendation. Throughout the process vehicular access has been maintained to the commercial properties on this corner. Mr. Johnson explained that through the proposed recommendation, the business owners could benefit by taking advantage of the construction project in progress and utilizing the equipment and materials already on hand which would bring down costs. Engineering supports the traffic engineering recommendations due to the safety concerns. 11:55 a.m Mr. Copedge arrived Mr. Berridge noted that Mr. Kilpatrick began working to resolve this issue back in May. Quality Dairy business owners responded by indicating they did not want any changes. The original offer was made at City expense. It is the City's policy to work with adjacent property owners to reach a consensus. However, the City has authority through the City Ordinance to close a driveway at the owners expense. Since there was no consensus, Mr. Martin was notified in our letter of August 30, 2004 that the changes would be made through the ordinance process and at the business owner's expense. Mr. Alan Martin stated that curb cuts on Pennsylvania do not need removal and based on his interpretation of the City Ordinance, since Quality Dairy did not make the request, the City should pay any changes to the use of their property. Mr. Martin feels the curb should remain unchanged. Mr. Martin went on to say that the City issued the building site permit 27 years ago following the standard rules and regulations at that time. Mr. Martin stated that the City has not consistently enforced curb closures throughout the City. Mr. Martin requested copies of the traffic studies that were conducted. Mr. Martin noted that the intersection itself has many problems and continued to say that changing traffic from four lanes to two lanes caused more accidents at the Quality Dairy Property. Mr. Martin mentioned in other studies conducted at the Speedway at Jolly and Dunkel there was the advantage of a limited traveled side street adjacent to the property. At the Jolly/Washington Auto Shop, the business was closed the majority of the time the study was conducted. Mr. Martin stated that the one proposed driveway facing Pennsylvania Avenue is too small. The Pennsylvania Avenue side was meant to be for gas dispensing and for four parking places. Mr. Martin asked that the project be dropped. Mr. Stan Martin noted that there are 15 Quality Dairy business locations in the City of Lansing. Since the street project began last year, the store experienced a loss for the first time ever mainly due to the CSO project. Mr. Martin noted that during the Pennsylvania/Cavanaugh project, the City removed a Quality Dairy drive approach without )ARD OF PUBLIC SERVICE Page 3 .nutes of September 9, 2004 permission. With these sewer projects, they stand to loose driveway access closest to the corners. The Pennsylvania Avenue/Kalamazoo Street location was originally a gas station. The store building was moved due to the location of the pumps. All stores stand to lose across the board. This will be bad for the community and the closure of the two drive approaches is the biggest threat. Ms. Schmidt asked if the City anticipates making curb cut adjustments just in areas where CSO construction will occur. Mr. Kilpatrick explained that this issue is being addressed citywide. The share of the expense is still under consideration. The action taken is intended to help improve business by improving business access. Mr. Kilpatrick made reference to a resolution placed before the Traffic Board at a meeting the previous evening. The Traffic Board members were split on the issue noting concerns of additional costs for business owners and questions as to why the issue wasn't brought before the Traffic Board first. Mr. Kilpatrick explained this is the first instance where there has been a disagreement regarding this type of access issue. Ms. Schmidt noted that traffic patterns at the corner of Pennsylvania Avenue and Kalamazoo Street have changed over the last 20 years and traffic volumes have increased considerably. Ms. Schmidt also noted that the City and Quality Dairy seem to agree that there is a safety issue. However, she is not in favor of making Quality Dairy pay for the changes but believes the curb cut changes should be made to enhance safety particularly since the roadway is already torn-up and making the changes at this time would be practical. Ms. Schmidt stated the City should pay because it is a safety issue. Mr. Copedge asked if moving the curb cuts, alternating traffic flow, or adding turn signals would impact the frequency of traffic accidents and if the frequency of accidents are higher in other areas. Mr. Kilpatrick explained the most significant concern is the drive approach closest to Pennsylvania Avenue. When access signals and sign changes were made, there was a 30% reduction in the accident rate when changed from four to two lanes in 1998. Mr. Flechter noted that the data is clear that there is a safety concern and wanted make sure we are working to address the problem. Mr. Martin noted he prefers a more balanced approach and wants to make a profit. He also has no plans to improve the site. Mr. Surgener wanted to know the set-back standards between a signalized intersection and a non-signalized intersection. Mr. Kilpatrick noted that 75' is the standard for both. The closest driveways at the Quality Dairy site are less than 50'. Mr. Surgener asked for traffic statistics at the corner and wondered if there was a possibility of a curb redesign. He also asked the Mr. Martins if a compromise could be worked out and if they would consider directional signage. Mr. Martin stated they would look at it. )ARD OF PUBLIC SERVICE Page 4 inutes of September 9, 2004 Ms. Norton questioned the financial impact due to the loss of the two accesses and wondered about the effectiveness of directional driveways. Mr. Martin noted that limited parking is a problem. Mr. Berridge noted that directional driveways would require more space for vehicles to enter/exit than is now available. Mr. Bloomberg asked if the 75' spacing from the signal varied based on the number of traffic lanes. Mr. Kilpatrick noted it does not. Mr. Kilpatrick explained that there would not be enough space for a right turn in and a right turn out. Members of the Board and the Martins continued to discuss the issues. Ms. Schmidt moved, Mr. Copedge seconded, that the City construct a driveway approach at the Quality Dairy located at 400 S. Pennsylvania, on both the Pennsylvania Avenue and Kalamazoo Street side, which are necessary to meet safety standards, at no cost to the business. Discussion Mr. Surgener explained that this issue should be resolved between the two parties. Quality Dairy did not request the change. The issue is whether the City has the authority to make the change. Mr. Surgener stated he doesn't agree that government has the authority nor the power to tell the business what to do in this instance and he doesn't believe this is a significant safety concern. MOTION CARRIED. 6 Yeas 1 Nay-Brian Surgener Mr. Berridge asked that the Traffic Engineer be given the opportunity to work on the truck access issue that was raised at the meeting today. This issue was never been brought up until the meeting today. 5) REPORT OF THE OFFICERS - ► Mr. Johnson stated that the final draft of the Mayor's 2020 Downtown Infrastructure Task Force Report will be presented at the October meeting. Mr. Johnson also thanked Board members for their attention to the Quality Dairy drive approach issue. 6) DIRECTOR'S REPORT -Mr. Berridge reported the following information: ► Mr. Berridge noted that budget shortfalls for the current fiscal year were covered with rainy day funds. Fire protection funding still appears to be in jeopardy. The Finance Department is working to find ways to pair down the budget. Infrastructure will likely play a big role in this process. The Board may need to convene a separate meeting to DARD OF PUBLIC SERVICE Page 5 inutes of September 9, 2004 tackle this issue. 7) UNFINISHED BUSINESS -None. 8) ADJOURNMENT - The meeting was adjourned at 1:40 p.m. Respectfully submitted, Faith Rach Secretary to the Board P:\PUBSVCBD\NlFNUTES\09-09-04MINUTES CI V of LANSING INTEROFFICE COMMUNICATION To: Ron Bloomberg, Public Service Board Chair P lic 5e 'ce Board Members From: Dean Johns , City Engineer Date: September 2, 2004 Subject: Driveway Closure Request, Quality Dairy, 400 S. Pennsylvania The CSO 025 project currently under construction along Pennsylvania Avenue between Kalamazoo Street and I-496 has given us opportunity to review driveway access (access management) and related safety concerns along this roadway. The Quality Dairy at the intersection of Pennsylvania Avenue and Kalamazoo Street has been of primary concern. It is our intent to reduce safety concerns at this intersection by eliminating two Quality Dairy drive entrances nearest the intersection. Two drive entrances would remain, one on Kalamazoo and one on Pennsylvania. Quality Dairy representatives are opposing our recommendations for this safety improvement. We are asking your assistance in the matter by providing Public.Service Board support for this proposed action. Attached for your review is Access Management Report #04-025, prepared by the Transportation and Parking Office. This report will also be reviewed by the Traffic Board at their September S, 2004 meeting. Also attached for your review is a copy of a letter sent to Mr. Alan Martin of Quality Dairy from Dave Berridge. The letter should clarify our need to involve the Public Service Board and the Traffic Board in this issue. I have drafted a resolution of support for your consideration, a copy of which is also attached. Mr. Martin has been invited to attend the upcoming Public Service Board meeting. I look forward to seeing each of you at the September 9t'meeting. C: Faith Rach To be included in agenda item packet RESOLUTION BY THE BOARD OF PUBLIC SERVICE SEPTEMBER 9,2004 WHEREAS, CSO construction including the replacement of curb &gutter is currently taking place along Pennsylvania Avenue and at the Kalamazoo Street intersection as part of the project known as CSO 025; and WHEREAS, it is consistent with the policies of the City of Lansing to correct known safety concerns during a construction project of this nature;and WHEREAS, a review of safety concerns, and specifically driveway access issues, along this section of roadway has been completed by the Public Service Department and the Transportation and Parking Office; and WHEREAS, specific concerns about driveway access exist at the Quality Dairy located at the southwest comer of the intersection of Pennsylvania Avenue and Kalamazoo Street;and WHEREAS,the Board of Public Service has reviewed these concerns and the recommendations presented by the Public Service Department and the Transportation and Parking Office; and WHEREAS, the Board of Public Service has also heard comments from the property owner representatives; and WHEREAS, the Board of Public Service finds the proposed recommendations are consistent with the City of Lansing policies and procedures;and WHEREAS,the Board wishes to give their support; NOW, THEREFORE, IT IS RESOLVED that the following members of the Board of Public Service by written consent, support and approve the Public Service Department's, and the Department's of Planning and Neighborhood Development,recommendations to make the safety improvements as outlined in Access Management Report#04-025 to the driveway accesses at the Quality Dairy at 400 S.Pennsylvania Avenue. Ronald Bloomberg, Chair Gilda Richardson,Board Member Matt Flechter,Vice-Chair Alfreda Schmidt,Board Member Dale Copedge,Board Member Brian Surgener,Board Memeber Nancy Norton,Board Member ti P N S I VG PUBLIC SERVICE DEPARTMENT 732 City Hall 124 West Michigan Avenue Lansing, Michigan 48933 (517)483-4455 FAX:(517)483-6082 http://publicservice.cityoflansingmi.com cH1 � Tony Benavides, Mayor September 1, 2004 Mr. Alan S. Martin Real Estate Manager Quality Dairy I I I W. Mt. Hope Avenue Lansing, MI 48910 RE: Driveway Closure Request: 400 Pennsylvania Avenue Dear Mr. Martin: The above captioned topic will be brought before the Board of Public Service on Thursday, September 9, 2004, at 11:30 a.m., in the training room located in the Visitors and Administrative Building at the Wastewater Treatment Plant. The Plant is located at 1625 Sunset Street. Free parking is provided. You are invited to attend and present your views on this issue. Attached is a copy of the Board of Public Service agenda and a second copy of the letter Mr. Berridge forwarded to you August 30, 2004. Please contact me if you have any questions. Sincerely, 40141 01C,4� Faith Rach, Administrative Aide Board Secretary attachments P:\\Puvsvcbd\Martin-Alan-QDdriveway9-1-04 "Equal Opportunity Employer" 1. PUBLIC SERVICE DEPARTMENT ti 732 City Hall 124 West Michigan Avenue Lansing,Michigan 48933 (517)483-4455 FAX:(517)483-6082 htip Jlpublicservice.cityoflansingmi_com �I C H I G � August 30,2004 Tony Benavides,Mayor Mr.Alan S.Martin Real Estate Manager Quality Dairy I I I W.Mt.Hope Avenue Lansing,MI 48933 Re:400 S.Pennsylvania Avenue Dear Mr.Martin: As you have been made aware,the subject site as a whole has averaged approximately four accidents per year associated with the ingress and egress of motorists at this location.The parcel has four driveways,with two on Pennsylvania Avenue and two on Kalamazoo Street.The driveway closest to the intersection on each street should be eliminated.The elimination of these drives would reduce the number of potential turning movement conflicts with vehicles entering and exiting the site as well as further remove motorists from the intersection influence area where conflicts could occur. The City of Lansing recently approached Quality Dairy about closing the northernmost curb cut on Pennsylvania Avenue at this site during the City's CSO project..During this meeting and in your May 24,2004 letter,you indicated that you were opposed to any modifications at the Quality Dairy parcel which would eliminate any existing curb cuts. In response to this letter,City staff from the Transportation and Parking Office and Public Service Department met with you several times to discuss your issues regarding site circulation and provide solutions to such issues.A proposed design was provided that addressed both City concerns as well as existing site issues.The design proposed the following access modifications and site improvements to Quality Dairy: Eliminate the northernmost curb cut on Pennsylvania Avenue. Widen the southernmost curb cut to 40 feet to provide adequate access to the pump stations. Relocate the existing light pole at the southeast comer of the parcel,provide a truck apron between the southern property line and the new access drive,and increase the exit radius.These proposed changes would provide easier site access for delivery vehicles. We have offered to mitigate the safety issues associated with the driveways as well as incorporate additional benefits with regards to operations within the site at no cost to you.On Monday,August 25,2004 you voiced your continued opposition to our proposed recommendations.The City will,therefore,pursue future resolution of all issues relating to curb cuts on Pennsylvania Avenue and Kalamazoo Street through established policies and procedures at Quality Dairy expense. Thank you for the time and effort you devoted to reviewing and considering the proposal 4av cerely, Vid A.Berri d ,P.E. Director of Public Service cc:Dean Johnson,City Engineer Andy Kilpatrick,Interim Transportation Engineer "Equal Opportunity Employer" 9 ,-AUGUST 8, 2004 ACCESS MANAGEMENT REPORT#04-025 DRIVEWAY CLOSURE REQUEST: 400 S. PENNSYLVANIA The Transportation and Parking Office has been actively involved in site plan reviews with respect to site circulation, access management, and parking requirements for new construction and parking lot improvement projects. More recently, the Transportation and Parking Office has been working with Public Service on mitigating safety concerns related to curb cuts through their CSO, Major Streets, and Local Streets construction projects. The objective for the consultation processr has been identifying locations with turning movement conflicts related to driveway spacing and or roadway geometrics, and notifying the parcel owner and working with him or her to resolve all correctable safety issues. During Public Service construction projects, the City has taken a proactive approach by offering to correct all safety issues within the City's right-of-way at no cost to the owner. Sites that have recently undergone improvements include the following: • Quality Dairy at Pennsylvania and Cavanaugh: In coordination with a City road construction project, the two driveways on Pennsylvania avenue were consolidated to one driveway approximately 90 feet from the intersection. The new driveway was constructed at no cost to the owner. Sites that are scheduled for improvements at no cost to the owner include the following: 401 S. Pennsylvania Avenue: improvements include permanently closing the northern most driveway access on Pennsylvania Avenue at Kalamazoo Street to reduce turning movement conflicts into and out of the site and permit ingress and egress further away from the intersection influence area. Additionally, improvements to the southern driveway access curb radii will be provided should they be required for standard commercial access. • 1245 Grand River Avenue: This site currently has a wide curb cut, located on a curve that fronts the entire length of the building for patron parking. Scheduled improvements include reducing the curb and relocating it approximately mid block where the delivery access is currently located. Additionall improvements include signing and marking the improved location for one way traffic to eliminate vehicles backing across sidewalk onto Grand River Avenue. The Transportation and Parking Office is currently working with Public Service on future CSO projects to identify properties with excess or substandard curb cuts, undeveloped parcels with curb cuts, and parcels with inadequate driveway spacing. Currently, initial interviews with parcel owners in the CSO 018 A and CSO 01813 projects are underway to identify site circulation needs. The City of Lansing recently approached Mr. Alan of Quality Dairy about safety issues related to their access drives for the Quality Dairy site located at the southwestern corner of the Kalamazoo Street and Pennsylvania avenue intersection. The site serves as a convenience store and a gas station. There are four access driveways at the site. The two driveways, curb cuts, nearest the intersection are a safety concern and should be closed. The ingress and egress turning movements at Quality Dairy conflict with the operations at the intersection. Accident Data indicate that there are approximately four accidents per year associated with turning movements at this site. The accident diagram in Appendix A indicates the number of accidents by type, location and year. A summary of the accidents is as follows: Traffic Board Action Date: Passed: Declined: C:\Documents and Settings\frach\Local Settings\Temp\Penn and Kalamazoo QD AMR 04-025.doc 1 AUGUST 8, 2004 ACCESS MANAGEMENT REPORT#04-025 DRIVEWAY CLOSURE REQUEST: 400 S. PENNSYLVANIA Quality Dairy Access Drive Study Data oathered from accidents reported from 1/1198 to 4/30/04 Date Street Accident Type Weather Road Condition Driveway Comments 4/7/2003 Pennsylvania Ave Angle Snow Icy 10—ing out of Penn Drive 10/18/2002 Pennsylvania Ave Rear End Cloudy Wet Right turn into Penn Drive 10/13/2002 Pennsylvania Ave Angle Clear Dry Turning into Penn Drive 4/21/2002 Pennsylvania Ave Angle Rain Wet NB Left turn into Penn Drive 2/8/2001 Pennsylvania Ave Rear End Cloudy Wet Right turn into Penn Drive 8/26/1999 Pennsylvania Ave Turninq Angle Clear Dry Right turn into Penn Drive&crashed into a bike 7/8/1999 1 Pennsylvania Ave Turning Angle Cloudy Dry NB Left turn into Penn Drive 6/25/1998 Pennsylvania Ave Angle Clear Dry Diving out of Penn Drive 6/13/1998 Pennsylvania Ave Turning Angle Cloudy Wet Both cars turning into Penn Drive 2/7/2003 Kalamazoo St Turning Angle Cloudy Dry Turning out of Kalamazoo Drive 7/2/2003 Kalamazoo St Angle Clear Dry Driving out of Kalamazoo Drive 7/29/2002 Kalamazoo St Angle Cloudy Wet Driving out of Kalamazoo Drive 10/4/2002 Kalamazoo St Angle Cloudy Dry Out of Easternmost Kalamazoo Drive 5/31/2001 Kalamazoo St Angle Clear Dry Out of Easternmost Kalamazoo Drive 5/17/2001 Kalamazoo St Angle Cloudy Wet Driving out of Kalamazoo Drive 6M2001 Kalamazoo St Angle Clear Dry Driving out of Kalamazoo Drive 10/31/2000 Kalamazoo St Angle Clear Dry Driving out of Kalamazoo Drive 9/27/1999 Kalamazoo St Sidesvvi a Cloudy Dry WB left turn into Kalamazoo Drive 6/16/1999 Kalamazoo St Turning Angle Cloudy Dry Turning out of Kalamazoo Drive 7/6/1999 Kalamazoo St Angle Clear Dry Exited QD lot and crashed at intersection 1/29/1998 Kalamazoo St Turning Angle Clear Wet Exited Kzoo drive and crashed at intersection 9/19/1998 Kalamazoo St Rear End Clear Dry WB left turn into Kalamazoo Drive 4/14/1998 Kalamazoo St Rear End Cloudy Wet WB left turn into Kalamazoo Drive Data indicate 9 accidents at the Quality Dairy driveways on Pennsylvania Avenue and 14 accidents at the Quality Dairy driveways on Kalamazoo Street between January 01, 1988 and December 31, 2003. The Transportation and Parking Office is currently evaluating other sites for similar concerns. Based on our findings to date, an access drive's proximity to a signalized intersection plays an important role on the accident rate. Accidents are reduced the further away an access drive is located from the intersection and its influence area. Additionally, the amount of-traffic generated is also an important factor. Below is a surn ary of our findings. INTERSECTION ACCESS PARCEL NO. I DIST FROM INT(FT)l ACCIDENTS/YR STREET STREET DRIVE LOC LOCATION DRIVES I DRIVE 11 DRIVE 21 DRIVE 1 1 DRIVE 2 JOLLY RD DUNKEL RD JOLLY RD NW 2 61 171 2 >1 DUNKEL RD NW 2 51 193 1.5 0 JOLLY RD SE 1 164 -- <1 — DUNKEL RD SE 1 108 -- <1 -- JOLLY RD SW 1 281 -- 0 — DUNKEL RD SW 1 140 -- 0 -- JOLLY RD WASHINGTON AVE JOLLY RD NE 2 49 159 >1 <1 WASHINGTON NE 2 38 105 0 0 JOLLY RD SE 2 33 111 0 <1 WASHINGTON SE 2 58 136 0 0 The table above indicates accident data for two intersections. The intersections of Jolly Road and Dunkel Road have similar traffic volumes as the Kalamazoo Street and Pennsylvania Avenue intersection. Both the northwest and southeast corners of Jolly Road and Dunkel Road have gas stations with similar traffic generation. The site at the northwest corner has four driveways with two of them located near the intersection. The gas station at the southeast Traffic Board Action Date: Passed: Declined: T:\Traffic Board\TB&RFS files\2004 TB Items\Penn and Kalamazoo QD AMR 04-025.doc 2 AUGUST 8, 2004 ACCESS MANAGEMENT REPORT#04-025 DRIVEWAY CLOSURE REQUEST: 400 S. PENNSYLVANIA corner has one drive on each street located a minimum of 100 feet from the intersection. The site at the northwest comer has an accident rate near the same as the Quality Dairy located at Pennsylvania Avenue and Kalamazoo Street with a majority of the accidents occurring at the access drives nearest the intersection. The gas station at the southeast corner of Jolly road and Dunkel Road has less than one accident per year at each drive. The other intersection indicated in the table is Jolly Road and Washington Avenue. Traffic volumes are not as high in this location, and the sites listed are different traffic generators. The site on the northeast corner is a convenience store while the site in the southeast comer is an auto repair shop. Both locations have similar access drive locations; however, the convenience store generates more traffic which would correlate to the higher accident rate at that site. The closure of the curb cut at Pennsylvania Avenue and Kalamazoo Street would coincide with CSO work currently underway on Pennsylvania Avenue and would have been at no cost to the owner. City staff from the Transportation and Parking Office and Public Service Department met with Mr. Martin several times to discuss issues regarding site circulation and provide solutions to such issues. A proposed design was provided that addressed both City concerns as well as existing site issues. The design proposed the following access modifications and site improvements to Quality Dairy: • Eliminate the northemmost curb cut on Pennsylvania Avenue. • Widen the southernmost curb cut to 40 feet to provide adequate access to the pump stations. • Relocate the existing light pole at the southeast corner of the parcel, provide a truck apron between the southern property line and the new access drive, and increase the exit radius. These proposed changes would provide easier site access for delivery vehicles. The existing site and recommended improvements are shown in Appendix B and Appendix C respectively. Mr Martin of Quality Dairy has indicated that Quality Dairy was opposed to any modifications of the Quality Dairy parcel that would eliminate any existing curb cuts. In an effort to reduce the accident rate, the Transportation and Parking Office is recommending the closure of the northern most curb cut on Pennsylvania Avenue and the eastern most curb cut on Kalamazoo Street. The cost associated with these closures will not be placed on the City and shall be borne upon the parcel owner. Traffic Board Action Date: Passed: Declined: T:\Traffic Board\TB&RFS files\2004 TB Items\Penn and Kalamazoo QD AMR 04-025.doc 3 K A LA M AZ 0 0 S T a��0042-14996615:00 C4*0 07-06-99 16:00 C,D 06-15-99 11.01 CI,D 01-29-96 2110 C,W 09-27-99 07:45 CI,D �S°6=0_i�II'=�dO'00t2 00 -02-07- S7:00 CI,D 2s4rb1'902„!CCdb07-02-U S C.D —� o S 10-31- :25 I I 02-06-01 14:05 cl,w 1016-02 IS:�5 CI.W oll -96 45 CI. -------•— (-------�� / 04�21-02 21: R.W w I Q i 06-26-99 17:15 C,D ; �p6-99 16. CI,D I I 10-13-02 15:15 C. . J 04-07-0 0760 SI Z 06=25-98 16:13 C,D w f I � I i TRANSPORTATION do PARKING OFFICE - - -- W.",6uRr ACCESS IMPROVEMENTS 400 S. PENNSYLVANLA AVENUE i 4 psa L iM�0lunow Door a PROJECT NO. APPENDIX A KALAMAZ00 ST _ Zzcn Li z E � i z L �_ -- -•---- -- -- — -- .—..—,_.�_ _ TRANSPORTATION k PARKING OFFICE tMa[l w.m OUAUTY DAIRY ACCESS 1UPROVEMENTS 400 S. PENNSYWANIA AVENUE iCONCEPTUAL DMCN OAI1N Qf ILS TIWdomm"910-M 1N��I10( .soma �u rR /ul � PROJECT NO. APPENDIX B KALAMAZ00 ST f r I ! 9 1 > � z f � f z f f � z I -- •— -- --- —. -- ! TRANSPORTATION 8 PARKING OFFICE ws.4 b.DaMw QUALITY DAIRY ACCESS IYPR"VEYENTS 400 S. PENNMVANIA AVENUE log lftSLi TwY@bRGT10N 6dlmt W�Aiot — ror� tia ��ti rua sat PROJECT NO. APPENDIX C E�r1SI G DEPARTMENT OF PLANNING AND NEIGHBORHOOD DEVELOPMENT �1 219 N.GRAND AVENUE •LANSING,MI 48933-1317 C 4. (517)483-4240 •FAx:(517)483-4395 CHI TRANSPORTATION AND PARKING OFFICE September 1, 2004 Mr. Alan S. Martin Real Estate Manager 111 W Mt. Hope Lansing, MI 48910 Re: Driveway Closure Request #04-025: 400 S Pennsylvania Dear Mr. Martin: The above captioned topic will be brought before the Traffic Board on Wednesday, September 08, 2004 at 6:00 PM, in the conference room at the North Capitol Avenue Parking Ramp in Suite C3 (this ramp is located on the east-side of Capitol Avenue between Shiawassee Street and Ionia Street). Please bring your parking ticket into the meeting and it will be validated for you. You are invited to attend and present your view on this issue. Attached is a copy of the Access Management Report which details the findings and recommendations of the Transportation Division staff, and the Traffic Board agenda. Thank you for your interest. Sincerely, LANSING*TRAFFIC BOARD Andrew K. Kilpatrick, P.E. Secretary attachments file:400 S Pennsylvania \Traffic Board\VISITORLTRS\marlinTB invite.wpd Please Recycle "Equal Opportunity Employer" CITY OF LANSING DEPARTMENT OF PLANNING AND NEIGHBORHOOD DEVELOPMENT TRANSPORTATION AND PARKING OFFICE TRAFFIC BOARD MEETING 6:00 P.M. SEPTEMBER 8, 2004 AGENDA NORTH GRAND RAMP TRANSPORTATION AND PARKING OFFICE CONFERENCE ROOM 201 N GRAND AVENUE A. CALL TO ORDER 1. Roll Call 2. Motions for Excused Absences 3. Items for Suspension of Rules B. APPROVAL OF MINUTES C. PUBLIC COMMENT ON AGENDA ITEMS The public may comment on any of the following items on the agenda: Communications and Petitions, Reports from the Secretary, Action Items and Informational Items. (Time limit: three (3) minutes per speaker.) D. COMMUNICATIONS AND PETITIONS E. REPORTS FROM THE SECRETARY 1. Traffic Control Request #04-024: Pacific Avenue and Ray Street 2. Driveway Closure Request #04-025: 400 S. Pennsylvania 3. Traffic Control Request #04-026: Jolly and Waverly Intersection Modifications F. ACTION ITEMS G. TABLED ITEMS H. INFORMATIONAL ITEMS 1 v� S z CITY OF LANSING PUBLIC SERVICE DEPARTMENT 124 W. Michigan Ave. j C P 732 City Hall H I C Lansing, MI 48933 Tony Benavides,Mayor Phone No. (517) 483-4455 Fax No. (517) 483-6082 November 18, 2004 Debbie Miner City Clerk City Hall Lansing, Michigan Re: Board of Public Service Approved Minutes Dear Ms. Miner: Attached are approved Board of Public Service minutes from the meeting held October 14, 2004. Please place these minutes on file. R spectfully submitted, Faith Rach Recording Secretary Enclosure U:\wp\ferdocs\PubSvcBd\mintran.itr REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF OCTOBER 14,2004 PRESENT: Ron Bloomberg,Matt Flechter,Nancy Norton, Alfreda Schmidt, and Brian Surgener ABSENT: Dale Copedge and Gilda Richardson STAFF: Bill Bergman, Jim Campfield, Dean Johnson, Faith Rach,and Brian Ross VISITORS: None. 1) CALL TO ORDER-Chair Bloomberg called the meeting to order at 11:45 a.m., at the Wastewater Treatment Plant Administration Office. Mr.Bloomberg excused the absence for Ms. Richardson. Mr. Bloomberg noted the agenda was accepted as presented. 2) APPROVAL OF MINUTES - September 9, 2004 Ms. Schmidt moved,Mr. Flechter seconded, to approve minutes for the meeting held September 9, 2004, as presented. Discussion Mr. Bloomberg offered the following corrections to the minutes: • Page 1, last para: "(Standardized curb cuts are 75' from the Intersection)." • Page 1, last sentence and onto page 2: "Pennsylvania Avenue and Kalamazoo Street involving vehicles using their driveways, the Public Service Department recommends that one drive approach on Pennsylvania Avenue and one on Kalamazoo Street closest to the intersection,be closed for safety reasons." • Page 2,4`'para: Each sentence should be preceded with"Mr. Martin stated." • Page 2,4`''para, third to last line: "Mr. Martin stated that the one proposed driveway facing Pennsylvania Avenue is too small." Ms. Schmidt moved,Mr. Flechter seconded, to approve the minutes for the meeting held September 9, 2004,with the noted corrections. MOTION CARRIED UNANIMOUSLY 3) CITIZEN COMMENTS -None. 4) ACTION ITEMS -Mr. Bloomberg distributed a revised copy of the Resolution regarding the Quality Dairy Traffic Issues at 400 S.Pennsylvania which reflected changes from the previous Board meeting, for Board members signatures. 30ARD OF PUBLIC SERVICE Page 2 ,utes of October 14, 2004 5) REPORT OF THE OFFICERS- Engineering Division ► Mr. Johnson distributed copies of the most recent Engineering Status Report providing brief highlights contained in the report. ► Mr. Johnson reported that the Transportation and Parking Office is currently working with Mr. Martin to find a solution to traffic concerns at the intersection of Pennsylvania Avenue and Kalamazoo Street. Wastewater Division ► Mr. Ross distributed copies of the Wastewater Status Report and offered to answer any questions regarding the report. Operations and Maintenance Division ► Mr. Campfield distributed copies of the Operations and Maintenance Status Report and offered to answer any questions regarding the report. 6) DIRECTOR'S REPORT-Mr. Berridge was unable to attend the meeting due to another obligation. No report was presented. 7) OTHER-Mr. Johnson provided an update on the Mayor's 2020 Infrastructure Task Force activities. A draft report was presented to Board members prior to today's meeting for their review. Mr. Johnson noted comments are still being received and will be incorporated into the final report. The tentative schedule is to present a final report to the Mayor in November and to City Council in December. A Resolution will be presented at the November Public Service Board meeting seeking Board members' support. A draft copy will be provided prior to the meeting. Ms. Schmidt asked if the budget shortfall will impact activities recommended by the Task Force. Mr. Johnson explained that there are a few recommendations that do not have a dedicated funding source. Overall, CSO activities are funded by State Revolving Fund loans. The genesis of the program came in tandem with the Capitol Loop Project. The project area included Martin Luther King Jr. Blvd. (MLK), Allegan Street, cast to Grand Avenue, west on Michigan Avenue and Ottawa Street west to MLK. Several downtown businesses raised concerns that construction activities would be too disruptive and have a negative impact on their commerce. City Council decided to scale back the project in response to business owner's concerns. The result of this decision caused the City to lose a State funding that could have been utilized for street restoration following CSO construction activities. Though the funding was lost,the experience brought about the realization that a more comprehensive plan with an emphasis on bringing stakeholders in at the beginning of the planning process needed to be initiated so that concerns are addressed as they come up and improved communications can be established with downtown businesses,residents and property owners. Another element learned from the experience that would be advantageous would be to lengthen the project over a longer time frame moving it from six years to fourteen years. The process also enhanced public relations between the City,project engineers, and the public in order to better coordinate efforts in the future. WARD OF PUBLIC SERVICE Page 3 �. �ites of October 14, 2004 Mr. Flechter asked why the situation surrounding the loss of the State funding was glossed over in the draft report. Mr. Flechter explained that more attention should have been noted on this matter so that it doesn't happen again in the future. Mr.Flechter said that funding ramifications need to be discussed and planned for accordingly. Mr. Johnson indicated that funding issues will be dealt with as they arise. Mr. Johnson provided a report of the activities of each of the task force sub-committees and discussed the various findings of each of the sub-committees. The segmentation scheduling had to take into consideration the number of tasks and contractors' ability to bid and be bonded. Roadway conditions was also a consideration in that streets in greater need of repair should be the first in line to be rehabilitated. Mr. Flechter asked if extending the segmentation time line would mean additional cost. Mr. Johnson explained that Phase VI of the project is being spread over two phases. The Department is planning to meet with MDEQ to find out if a project plan amendment will be needed. The Board members and staff continued to discuss details of the draft report and the materials and bidding process. Mr. Johnson noted that a final draft report will be submitted at the November Board meeting and Board members will be asked by way of a resolution,to give their support. 8) OTHER-Ms. Schmidt wanted to thank Mr. Kilpatrick, Interim Transportation Engineer,for his efforts in trying to work out a solution with owners of the Quality Dairy Store at 400 S. Pennsylvania Avenue and the traffic concerns that exist at that intersection. 9) ADJOURNMENT-The meeting adjourned at 12:55 p.m. Respectfully submitted, Aax;,�tqa-L) Faith Rach Secretary to the Board P:\Rach\PUBSVCBD\Nubytes\10-14-04 v� '�lSI �� CITY OF LANSING PUBLIC SERVICE DEPARTMENT j �� 124 W. Michigan Ave. 732 City Hall CC' jj j Cs Lansing, MI 48933 Tony Benavides,Mayor Phone No. (517) 483-4455 Fax No. (517) 483-6082 October 7, 2004 Debbie Miner City Clerk City Hall Lansing, Michigan Re: Board of Public Service Approved Minutes Dear Ms. Miner: Attached are approved Board of Public Service minutes from meetings held June 24 and August 25, 2004. Please place these minutes on file. Respectfully submitted, Faith Rach Recording Secretary Enclosure U:\wp\ferdocs\PubSvcBd\mintran.ltr REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF JUNE 24, 2004 PRESENT: Dale Copedge, Matt Flechter, Nancy Norton, Gilda Richardson, and Alfreda Schmidt ABSENT: Ron Bloomberg and Brian Surgener STAFF: David Berridge, Jim Campfield, Faith Rach, and Brian Ross VISITORS: None 1) CALL TO ORDER- Vice-Chair Schmidt called the meeting to order at 12:00 noon, at the Wastewater Treatment Plant Administration Office. A. Ms. Schmidt excused absences for Mr. Bloomberg and Mr. Surgener. 2) APPROVAL OF MINUTES - May 13, 2004 Mr. Flechter moved, Ms. Richardson seconded, to approve minutes for the meeting held May 13, 2004, as presented. MOTION CARRIED UNANIMOUSLY 3) CITIZEN COMMENTS -None. 4) ACTION ITEMS - Annual Election of Officers Mr. Flechter moved to nominate Mr. Bloomberg to serve as Chair, Mr. Copedge seconded and asked that nominations be closed. MOTION CARRIED UNANIMOUSLY, to elect Mr. Bloomberg as Chair. Ms. Richardson moved to nominate Mr. Flechter to serve as Vice-Chair, Mr. Copedge seconded and asked that nominations be closed. MOTION CARRIED UNANIMOUSLY, to elect Mr. Flechter as Vice-Chair. 5) REPORT OF THE OFFICERS - 1) Mr. Berridge distributed copies of the Engineering Division Status Report and presented highlights contained in the report. At this time, with the exception on an engineering technician, all engineering positions are fully funded and staffed. Mr. Berridge reported on Stormwater/Phase II activities, provided an update on street and OARD OF PUBLIC SERVICE Page 2 linutes of June 24, 2004 gravel street projects, and the CSO project(025 Area) on S. Pennsylvania Avenue at the CSX crossing which is currently in its first year of construction. CSO construction in the 018 East area has closed off portions of Grand River Avenue. Traffic has been rerouted to Lake Lansing. Mr. Berridge continued to discuss the Rivers Edge manhole rehabilitation program, and the various sidewalk programs. Mr. Copedge noted that sidewalk maintenance and repair continues to be a common topic at neighborhood association meetings. Mr. Berridge explained that the sidewalk program is underfunded and plans to prepare a guide that will provide a cost benefit analysis and recommendations. Mr. Copedge also mentioned that in the 3000 block of Jolly Road, on the south side of the street, catch basins in the new duplex area drain very slowly. 2) Wastewater Section- Mr. Ross reported there were a few difficulties at the Wastewater Treatment Plant in May, however, nothing impacted permit requirements. There were billions of gallons of water that went through the wastewater treatment sewer facility as a result of the very heavy rainfall received in May. Estimates show at least twice the normal amount of water was received for treatment. There was a total of 11 sanitary sewer overflows all of which were reported to DEQ. Mr. Ross continued to discuss a few of the other problems that occurred as a result of the heavy rainfall. The EPA has completed their audit of the General Motors (G.M.) facility. The Wastewater Treatment Plant worked with the EPA to assist in completing the study. The overall assessment is that the G.M. facility is in good shape with regard to meeting EPA standards. There was concern with the non-reporting of Schultz Oil which is a centralized waste category or"categorical user." The City missed the fact that they are a categorical user but now our reporting is in compliance. This was considered a technical violation. Ms. Schmidt wondered what the City did to help alleviate overloaded system during the May storms. Mr. Ross explained that by-pass pumping of sanitary sewers into the storm sewer was initiated at several locations through-out the city to help prevent property damage. The by-pass pumping took place May 23-24, 2004. C. Waste Reduction Services Section - Mr. Campfield reported that concrete "blow-ups" may occur from concrete expansion. Reports of these occurrences can be made to the Operations and Maintenance pothole hotline at 517-483-4161. Mr. Flechter asked for an update on the status of the WRS fee increases and the anticipated impact on the financial health of the Division. Mr. Flechter noted that there was a lot of community input generated at the possible loss of or reduction in services and that the community overall, would like to see the program continue and possibly expand. Mr. Campfield indicated that he is hopeful the Recycling 1OARD OF PUBLIC SERVICE Page 3 41nutes of June 24, 2004 Coordinator will find ways to generate fresh energy into the system and look for ways to improve and expand. Mr. Flechter expressed that he is happy that the department is willing to bring innovation into the process. There is still a big need for continued public education, particularly with regard to composting. 4) DIRECTOR'S REPORT - Mr. Berridge reported the following information: ► Capitol Loop Project - A plan to expedite the construction progress will not occur. All parties involved were not able to coordinate the fiber optic feed in an accelerated manner without the potential for breakage. The fiber optics had not been properly installed to begin with. Upgrades are planned to correct the deficiencies. The plan is to follow the original construction schedule. ► College Fields - An agreement has been made to accelerate the installation of the Bennett Road pump station and forced main to keep the developer moving forward. Work on Hagadom has begun. Marketing for the lots should begin soon. Trash service pick-up will need to be negotiated with the City's WRS division. ► Gage Case - The Gage class-action lawsuit has been settled for $1,000,000. This lawsuit arose due to the sewer overflow that occurred in Lansing Township in the Groesbeck area in year 2001. The event occurred prior to the enactment PA222 and there was no governmental immunity at that time. Payment came from Insurance coverage, engineering designers, and from the Township. ► Mr. Berridge expressed concern about the direction of the recycling program if changes are not made in the program. A public survey is planned for the next publication of the Greensheet. Pick-up scheduling changes are still under consideration. Mr. Flechter noted that the department should be looking at operational issues at the Transfer Station. If the City had a bailer and a system in place, more of the money could be kept in-house, thus making the program more viable and lessen the need to decrease services. 5) UNFINISHED BUSINESS -None. 6) ADJOURNMENT - The meeting was adjourned at 1:25 p.m. Respectfully submitted, J C Faith Rach Secretary to the Board P:\PUBSVCBD\N41NUTES\06-24-04MINUTES INFORMATIONAL MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF AUGUST 25, 2004 PRESENT: Ron Bloomberg, Matt Flechter, and Alfreda Schmidt ABSENT: Dale Copedge,Nancy Norton, Gilda Richardson, and Brian Surgener STAFF: Bill Bergman, David Berridge, Jim Campfield, Faith Rach, and Brian Ross VISITORS: None 1) CALL TO ORDER- Chair Bloomberg called the meeting to order at 11:55 a.m., at the Wastewater Treatment Plant Administration Office. Due to a lack of quorum, the Board decided to conduct an informational meeting of the Committee of the Whole. A. Mr. Bloomberg excused absences for Mr. Copedge, Ms. Norton, Ms. Richardson, and Mr. Surgener. 2) APPROVAL OF MINUTES - June 24, 2004 -Deferred. 3) CITIZEN COMMENTS - None. 4) ACTION ITEMS -None. 5) REPORT OF THE OFFICERS - A. Engineering Report: Mr. Johnson distributed an Engineering Report and provided an update on items contained within the report. Mr. Johnson explained that CSO projects are still on-going and that street and sidewalk construction is still in progress. The NPDES Phase II Annual Report and Public Participation Plan is due to the Michigan Department of Environmental Quality October 1, 2004. Mr. Johnson distributed copies of the 2020 Task Force Final Report Schedule and discussed the recent Task Force Open House which took place July 28, 2004. Mr. Flechter noted he attended the Open House and that there was a lot of useful information provided and found staff to be very knowledgeable and helpful. He was concerned however, that Public Service Board members did not receive prior notification of the event. Mr. Flechter felt it would be beneficial for Board members to receive prior notice of these types of events so that they may be informed and kept current on departmental activities. Mr. Johnson apologized and noted the oversight will be corrected. OARD OF PUBLIC SERVICE Page 2 [inutes of August 25, 2004 Mr. Johnson made reference to the Final Report Schedule and discussed what type of information will be presented at each point within the schedule. Mr. Johnson discussed the genesis of the Mayor's 2020 Infrastructure Task Force which was a combination of efforts on the part of the Michigan Department of Transportation's Capitol Loop project and the City's sewer separation project. The Task Force was the first time this type of forum has been formed in order bring members of the public and business community into the fold of planning activities. The effort realized a big response from the public and it was decided that a greater, far reaching planning effort was needed for the remainder of the downtown CSO construction project which will continue until 2020. Key stakeholders were invited to attend planning meetings and from this, sub-committees were formed to tackle a variety of specific planning concerns. Over 2,000 invitations were mailed to households and businesses for the Open House. A draft copy of the 2020 Task Force Final Report is currently being prepared and will be made available to Board members at the October 14, 2004 meeting. Mr. Johnson indicated that the Board of Water and Light (BWL) has partnered with the City is this area but has not actively been involved in lead pipe replacement. The BWL has had a policy to replace all lead service leads in all CSO areas. Mr. Flechter noted concern that the lead service lead to his residence was not replaced during CSO construction in his neighborhood. Mr. Berridge suggested that the replacement program probably began sometime in 2001 and those areas where CSO was completed prior to this time, may not have had lead pipe replacement. Sunnyside Interceptor System Improvement (SISI): Mr. Johnson briefly described this project currently underway to help protect homes susceptible to basement flooding. One method is to disconnect footing drains and re-connect them to sump pumps that will empty into a manifold pumping system behind the curb and then into the catch basins. The cost could be as high as $20,000 per household. Mr. Johnson explained that once the work has been completed, the homeowner will be responsible for maintaining the sump system. Mr. Flechter asked how the equipment is acquired. Mr. Johnson noted that homeowners will be provided with a list of qualified contractors that have been deemed capable of completing the work and the home owner would contact the contractor directly. The City is planning to reimburse the homeowner to a certain point that has not yet been determined. Mr. Flechter expressed that he believes it is important that the specs indicate that the pump should not have a"mercury switch." Mr. Johnson indicated the City will be preparing the specs for the equipment. B. Wastewater Treatment Plant Report: Mr. Ross distributed copies of the Wastewater Treatment Monthly Status Report and provided a brief highlight of the information contained within the report. OARD OF PUBLIC SERVICE Page 3 inutes of August 25, 2004 Operations and Maintenance Report: Mr. Campfield distributed copies of the Operations and Maintenance Monthly Status Report and the Lansing's Recycling Program Status Report and provided highlights of information contained in the reports. • Skin patching has been performed on Pennsylvania Avenue from Potter Park to Mt. Hope Avenue. • The street sweeping ratio is 9 to 5 between major and local streets. • Repairing/resurfacing at the Wastewater Treatment Plant will be completed within the next few weeks. Funding comes from in-house. • The electronic collection program will now be fee based. Recycling will eventually become fee based. There are preliminary plans to partner with Ingham County in the Fall. • A new promotion for the "Blue Billy Cart"program has been initiated. A current user that signs up three new customers will receive a$15.00 discount from their annual bill. Mr. Flechter mentioned that several communities are being surveyed to become volume based. Mr. Flechter asked that volume based figures be available for the October meeting. There has been a reduction in service levels. 6) DIRECTOR'S REPORT -Mr. Berridge reported the following information: • Public Service Board members will begin to receive all notifications and copies of flyers for all public meetings. Mr. Berridge stated it is critical Board members receive this information. • Lead Service Leads: The BWL has recently created a"Lead Service Team"that includes a City of Lansing representative and has been formed so that the City may be able to follow the Team's projects. The BWL will now be replacing all water main services in CSO areas in a wholesale manner. This approach should provide greater efficiency and allow the variety of work performed to be done at one time rather than reopening a street a second or third time for construction. • Cost Reductions: Prior to the next Public Service Board meeting, cost reduction recommendations to cover the $1.8 deficit shortfall, will be forthcoming. Mr. Berridge mentioned that fire protection monies for State facilities will not be coming to the City. Ms. Schmidt had questions regarding the traffic calming process in Area 21. Mr. Berridge discussed concerns that have arisen in this area. Mr. Flechter indicated that he appreciated the update on lead service leads and would like to continue to receive future updates noting his personal interest in the subject. 7) UNFINISHED BUSINESS -None. JARD OF PUBLIC SERVICE Page 4 inutes of August 25, 2004 8) ADJOURNMENT - The meeting was adjourned at 1:30 p.m. Respectfully submitted, Faith Rach Secretary to the Board P:\PUBSVCBD\N41NUTES\08-25-04MINUTES 1 yA � S I �� CITY OF LANSING ,. PUBLIC SERVICE DEPARTMENT 124 W. Michigan Ave. 732 City Hall C I Lansing, MI 48933 Tony Benavides,Mayor Phone No. (517) 483-4455 Fax No. (517) 483-6082 June 24, 2004 Debbie Miner City Clerk City Hall Lansing, Michigan Re: Board of Public Service Approved Minutes Dear Ms. Miner: Attached are approved Board of Public Service minutes from the meeting held May 13, 2004. Please place these minutes on file. Respectfully submitted, jai Faith Rach Recording Secretary Enclosure r - U:\wp\ferdocs\PubSvcBd\mintran.ttr "�z• t j"! NO REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF May 13, 2004 PRESENT: Ron Bloomberg, Matt Flechter, Nancy Norton, Gilda Richardson, and Brian Surgener ABSENT: Dale Copedge and Alfreda Schmidt STAFF: Bill Bergman, David Berridge, and Faith Rach VISITORS: None 1) CALL TO ORDER- Chair Bloomberg called the meeting to order at 11:52 a.m., at the Wastewater Treatment Plant Administration Office. A. Mr. Bloomberg excused Ms. Schmidt's absence. Mr. Bloomberg welcomed new Board members Mr. Matt Flechter and Ms. Nancy Norton. Mr. Flechter and Ms. Norton provided a brief history of their experience and discussed their interests in serving on the Board. Mr. Berridge also welcomed new Board members. Mr. Berridge explained that Recycling Committee members were integrated with the Board. The additional knowledge of this field will be beneficial to the Board as well as the Department as a whole. 2) APPROVAL OF MINUTES - June 19, 2003, September 11, 2003, October 9, 2003, November 13, 2003, January 29, 2004, March 11, 2004, and April 8, 2004: Mr. Bloomberg suggested that with the Board's concurrence, the minutes be approved as a complete set rather than approving each set individually. Mr. Surgener moved, Ms. Richardson seconded, to approve minutes for meetings held June 19, 2003, September 11, 2003, October 9, 2003, November 13, 2003, January 29, 2004, March 11, 2004, and April 8, 2004, as presented. MOTION CARRIED UNANIMOUSLY 3) CITIZEN COMMENTS - None. 4) ACTION ITEMS -None. 5) REPORT OF THE OFFICERS -None. 30ARD OF PUBLIC SERVICE Page 2 dinutes of May 13, 2004 6) DIRECTOR'S REPORT - Mr. Berridge reported the following information: ► The budget for FY 2005 is positioned to be approved on May 17, 2004. All operational proposals have been approved as presented to the Board in January. There have been modifications made to the Recycling Fund that are different then originally presented to the Board. The service reductions that seemed imminent due to budget shortfalls, will not occur. Service fees will increase slightly and service levels will remain the same. The fee increase for FY 2005 and FY 2006 will help to stabilize the fund over the next two years. ► Community Government Initiatives - This proposed program is coordinated through the Human Relations and Community Services Department and has a budget of $50,000. This will help to fund the Neighborhood Clean-up Program in conjunction with the Community Development Block Grant (CDBG)budget. The design of the program is a new approach. Mr. Berridge provided a detailed description of how the proposed program will function if approved. ► Snow removal Funds -Not all snow removal funds were expended last winter which was in part due to implementing greater efficiency in the snow removal operation.. The excess funds will be used for surface maintenance activities. Any unused portion will go back into the Act 51 fund for appropriation the following fiscal year. ► CSO activities - There are four CSO construction areas this season: —044 Area- Eastside of town bordered by La Salle Garden/Kipling/Howard and between Saginaw and Michigan Avenue. E.T. MacKenzie Company is the contractor working in this section. Mr. Berridge explained that some difficulties have arisen between the contractor and Consumers Energy with regard to the installation of new gas lines. All parties involved are working to implement a workable solution. —025 Area- This project area is bounded by I-496 and Michigan Avenue, east and west of Pennsylvania Avenue. Pennsylvania Avenue is closed from I-496 north to the railroad crossing. This project will continue through the summer. Dunnigan Brothers is the contractor on this project. —018 East Area- This project area is north of Grand River Avenue, east of High Street to Indiana Avenue and bounded on the north by Wieland Street. Construction will begin later in the season. E.T. MacKenzie is the contractor on this project. The contractor will really have to push to get this project completed on time. —Capitol Loop Area- The 2004 road reconstruction and sewer work includes work on Ottawa Street between MLK Jr. Blvd. and Capitol Avenue and on Pine Street and Capitol Avenue between Ottawa and Allegan Streets. This project is in conjunction BOARD OF PUBLIC SERVICE Page 3 Zinutes of May 13, 2004 with MDOT streetscaping improvements. The contractor has been granted three working nights for boring activities. A church in the area had significant termite damage and extra time was needed for jacking activities from a more distant point to avoid vibration. ► Mayor's 2020 Task Force - The task force and associated sub-task forces are looking at all construction activities in the area bounded by MLK Jr. Blvd., Oakland Avenue, Pennsylvania Avenue, and I-496. Previously planned work in sections five and six were perceived to be too onerous on downtown businesses. The Engineering staff is advancing the engineering study. Mr. Johnson, City Engineer, is leading this task force. Other departmental administrators and engineers working on this project include Bill Bergman, Chad Gamble, and Jane Dykema. The visioning discussions include the idea of work being segmented into various parts. The group is currently evaluating the feasibility of all possible scenarios. The task force analysis as to the best approach for completing sewer work in the downtown area must be completed by the end of 2004. Mr. Berridge asked if any Board member would like to serve as a member on the task force. Mr. Flechter stated he would like to be a member on the task force. Mr. Flechter will be added. ► Sidewalk work- The bid for this construction season has been advertised. Staff are working on trying to find ways to address the numerous trip hazards that are reported. Typically, trip hazards are patched with asphalt. New technology has generated a grinder that can grind off the sidewalk edge which is effective in removing the trip hazard, it lasts longer then asphalt patch, and looks better. The Department is currently in the process to allocate funds to purchase grinders and defer complete sidewalk replacement where appropriate which will help reduce costs. Due on Sale - The Department is looking at a program that would require sidewalk inspection as part of the sale of a property. If the sidewalk is in poor condition, the home owner would have to make the repair or potentially face an assessment. A similar program is being studied with regard to footing drains. ► Road Program- Mr. Berridge mentioned the streets that will undergo construction activities. Among them are Kalamazoo, McPherson, Moores River Drive and other local streets. ► Aurelius Landfill - A report has been compiled analyzing the safety of the soccer field and what other potential recreational activities may be possible at the site. Efforts to expand recreational activities have been slowed due to additional costs involved. Methane gas is a safety concern. Passive measures, such as not mowing grass where the public should not be, are currently utilized to keep the public safe. 7) UNFINISHED BUSINESS -None. !OARD OF PUBLIC SERVICE Page 4 finutes of May 13, 2004 8) ADJOURNMENT - The meeting was adjourned at 12:50 p.m. Respectfully submitted, Faith Rach Secretary to the Board U:\PUBSVCBD\A41NUTES\05-19-04MIN-LJTES v� S I CITY OF LANSING , PUBLIC SERVICE DEPARTMENT 124 W. Michigan Ave. j 732 City Hall C H j G Lansing, MI 48933 Tony Benavides,Mayor Phone No. (517) 483-4455 Fax No. (517) 483-6082 May 18, 2004 Debbie Miner City Clerk City Hall Lansing, Michigan Re: Board of Public Service Approved Minutes Dear Ms. Miner: Attached are approved Board of Public Service minutes from meetings held June 19, 2003, September 11, 2003, October 9, 2003, November 13, 2003, January 29, 2004, March 11, 2004, and April 8, 2004. Please place these minutes on file. Respectfully submitted, Faith Rach Recording Secretary Enclosure U:\wp\ferdocs\PubSvcBd\mintran.Itr _ INFORMATIONAL MEETING BOARD OF PUBLIC SERVICE MINUTES OF APRIL 8, 2004 PRESENT: Ron Bloomberg, Dale Copedge, Gilda Richardson, and Brian Surgener ABSENT: Alfreda Schmidt STAFF: Bill Bergman, Dave Berridge, and Faith Rach VISITORS: None 1) CALL TO ORDER- Chair Bloomberg called the meeting to order at 11:50 p.m. Mr. Bloomberg noted in the absence of a quorum, a Special Committee Meeting of the Whole will be conducted. All Board members concurred. a. Mr. Bloomberg excused Ms. Schmidt's absence. b. All were in agreement with minor adjustments to the agenda. 2) PUBLIC COMMENTS - None. 3) DIRECTOR'S REPORT - Mr. Berridge reported the following information: a. The Capitol Loop project is currently underway. This is a downtown urban project which will provide roadway, sidewalk way, and aesthetic improvements. On the first day of construction, a gas main was ruptured that had not been properly marked by "Miss Dig." The main was at a low level just beneath the surface of the street. There was some water interruption to the area churches. The water supply was disconnected for a short while so they were not affected by the new pipe installation. b. CSO - Work commences on the eastside in the area by Bud Kouts Dealership area. Howard Street will be closed for ten days while sewer work is completed. Construction in the 025 area, in the vicinity of DeLuca's Restaurant, will begin by the end of April. Work in the 018 area, east of Cristo Rey Community Center, will begin in the middle of June. C. A pump station will be developed in the College Fields/Governor's Collection 425 Agreement area in Meridian Township. This area is east of Hagadorn and north of Bennett. This work will likely begin at the end of April. Payment issues continue to be finalized. The City of Lansing stands to save a considerable amount of money in this process. Mr. Berridge discussed the funding strategy in greater detail. 12:00 noon Mr. Copedge arrived d. Pennsylvania Avenue Bridge -The City has finally received acceptance from the Norfolk Railroad, that runs under the bridge. The City is hopeful the financial aspect will fit within the City's financial limits based on the federal funding received. Construction is planned to begin during the winter of 2005. There have been failures BOARD OF PUBLIC SERVICE Page 2 linutes of April 8, 2004 on the bridge deck and has required a considerable amount of maintenance to keep the bridge in service. e. The Budget proposal officially went on file the 4`h Monday in March. The General Fund Budget has been submitted at a reduction of 5.3% compared to FY 2004 and less than originally proposed. Reductions include the following: • Reduced funding for storm sewer maintenance. There will continue to be one vacancy in the sewer crew. General Fund dollars are earmarked to maintain storm sewer services. • There will be a salary allocation reduction for engineering staff on the 71h floor of City Hall by $69,000 to put toward capital improvement projects. The Department is looking at reducing the use of consultant services and do more of these activities in-house to reduce these expenses. These activities would include design, preparing specs, and putting bids out on the street. Mr. Berridge noted there is a considerable amount of talent and leadership among the engineering staff and they should be able to manage design, project management, and inspection. • The entire allocation is down by$2,000,000 or 8.5%. The debt service has declined by $1 million of which %went back to citizens in taxes and Y2 back to sewer funding. A 1998 Bond Issue was refinanced at a lower interest rate and saved $900,000 over the next three years. The City received $1.5 million less in revenue sharing from the State. f. Road Program - This program continues to rely on strong support from Board members. g. The Recycling/Compost fund is short by $800,000. $2.2 million has been received through taxes. Over the years, City Council has kept rates low even though the Department has recommended modest increases to keep up with inflation. This has caused the program to be in the red. Mr. Berridge discussed the levels of cuts that will need to occur if the recycling rate is not increased: • One vacant/funded position in the Transfer Station will be eliminated. • One filled Enforcement Worker position will be eliminated leaving only one position to cover the entire City. • The Recycling Coordinator position, currently held by Steve Chalker, will be eliminated. These duties would be assigned to the Solid Waste Supervisor while the educational duties would be assigned to the Assistance Recycling Coordinator. Other various supervisor responsibilities would be disseminated among the other supervisors. The first service cut wasn't enough. Staff are analyzing alternatives to weekly service. Mr. Berridge discussed the several options that are being analyzed to bring down the cost of the program. Board members expressed concern that the service may be decreased and that jobs may potentially be eliminated. A discussion ensued regarding �OARD OF PUBLIC SERVICE Page 3 Tinutes of April 8, 2004 different scenarios to maintain the current service level by increasing the fee paid by property owners. Mr. Bloomberg asked if the program is a enterprise fund and if the income derived from the sale of materials goes back into funding the program. He asked for additional information regarding the proposed elimination of four additional positions in the Recycling/Composting unit. Mr. Berridge noted that the fee for recycling has not increased since 1991 and funding has not kept up with rising costs. Mr. Bloomberg expressed concern that if yard clippings are not picked up during the summer months, they'll end up in the garbage. Mr. Berridge mentioned that there will be several budget hearings that are open to the public and will provide a forum for members of the public to express their views with City Council. h. Sound Barrier Wall on US127 - The Michigan Department of Transportation (MDOT) has responded to the City's request for a study to be done to see if a sound wall is warranted. Mr. Berridge discussed the details involved for MDOT to conduct the study and the criteria that is analyzed in deciding whether the sound barrier wall is warranted. A decision will be made in May or June as to whether the request will merit further consideration. Board members asked additional questions regarding the process and what to anticipate. 4) ADJOURNMENT- The meeting was adjourned at 1:05 p.m. Respectfully submitted, JIL Faith Rach Secretary to the Board U:\PUBSVCBD\MINUTES\04-08-04MINUTES APR. 5. 2004 2: 21PM LANSING PUBLIC SVC N0. 965 P. 1 CITY OF LANS ING PUBLIC SERVICE DEPARTMENT 124 W. Michigan Avenue * Lansing, MI 48933 s (517) 483-4455 • FAX:(511)483-6082 Tony Benavide& REGULAR MEETING OF THE BOARD OF PUBLIC SERVICE THURSDAY,APRIL 08,2004 11:30 A.M.-1.00 P.M. Y,OCA TION:WASTE WATER TREATMENT PLANT ADMINISTRATIVE BUILDING 1625 SUNSET STREET AGBNDA (1) Roll Call a. Absences (2) Approval of Public Service Board Minutes-June 19,2003, September 11, 2003, October 9,2003, November 13, 2003,January 29,2004, and March 11,2004 (3) Citizen Comments-Please limit comments to 5 minutes (4) Action Items (5) Report of Officers Engineering Division Ron Bloomberg Wastewater Division Brian Surgener Solid Waste Section Alfxeda Schmidt Operations &Maintenance Div. Dale Copedge (6) Director's Report (7) Other Business- (8) Unfinished Business-None (9) Communications - (10) Adjourn NOTE TO MEMBERS: PLEASIE CONFIRM YOUR ATTENDANCE ANY DAY MOR TO 12:00 NOON THE WEANRSDAY PREVIOUS TO THE MEETING BY CALLING FAIIHH an 483-4457. FOR SPECIAL ACCOMMODATIONS,PLEASE GIVE 24 HOUR NOTICE PRIOR TO THE MEETING BY CALLING FAITH AT 4834457 OR 483-4479 TDD. APR-05-2004 13:03 517 483 6082 99% P.01 INFORMATIONAL MEETING BOARD OF PUBLIC SERVICE MINUTES OF MARCH 11, 2004 PRESENT: Ron Bloomberg, Dale Copedge, Alfreda Schmidt, and Brian Surgener ABSENT: Gilda Richardson STAFF: Bill Bergman, Dave Berridge, Jim Campfield, Dean Johnson, and Faith Rach VISITORS: None 1) CALL TO ORDER - Chair Bloomberg called the meeting to order at 12:00 p.m. Mr. Bloomberg noted in the absence of a quorum, a Special Committee Meeting of the Whole will be conducted. All Board members concurred. 2) PUBLIC COMMENTS - None. 3) DIRECTOR'S REPORT- a. Mr. Berridge discussed the membership composition of the Public Service Board and the Mayor's Advisory Committee on Recycling. The Recycling Program is now a mature program and membership on the Recycling Committee has dwindled over the years. The Public Service Board is a Charter Board and staff at the administrative level agree it may make the most sense to collapse the Recycling Committee and merge these members with the Public Service Board membership. This action will help to fill Board vacancies and continue to provide a forum where recycling issues can be addressed. Mr. Berridge provided a breakdown of the proposed membership consolidation. With the Board's concurrence, the proposal will be forwarded to the Mayor and will require Council approval. Board members indicated they were amenable to the recommended changes. b. Mr. Berridge discussed structural problems with the Mayor's budget that have recently arisen due to diminishing income tax revenue and losses in State revenue sharing. At this point, the City is bringing in less than what is being spent. Repeated "one time fixes" took us beyond our actual means. One time revenue fixes are not effective for the long term. The City is facing some pretty harsh realities the next fiscal season and is working to reduce spending while maintaining a high level of service. The Recycling Fund has relied on use of fund balance for the last two years and will again for the next fiscal year. The Department is attempting to grow our way out of this situation by stepping up service promotion efforts and offering a variety of services. The Fund has been upside down purposely to keep the rates low. The recycling fee of$52.50 is too low in relation to actual costs to run the program. Programmatic changes to the recycling project are underway in order to cut costs by 25% - 30%. Mr. Copedge asked if the City has taken advantage of a "Retap" program whereby energy assessments are made to a facility to find money saving measures to reduce utility costs. The State of Michigan offers a free energy assessment program. More �OARD OF PUBLIC SERVICE Page 2 Zinutes of March 11, 2004 information can be found on the State's web-site. Mr. Surgener asked if engineering activities are being contracted out to private firms. Mr. Berridge explained that many engineering activities are contracted out to private consulting firms. This aspect is currently being reviewed to ascertain whether some activities can be managed in-house in order to save money. C. Mr. Johnson provided a brief summary of the three CSO projects that are underway. Mr. Surgener expressed concern regarding neighborhood disruption. Mr. Johnson explained that neighborhood meetings are held in each community to keep residents abreast of construction issues, scheduling, what to expect during construction activities and names of those to contact when concerns arise. Once construction is in full swing, there will be disruption, and at times, residents will not be able to access their streets and driveways. Residents will be given plenty of prior notice when this to occur. Door hangers will be distributed to residents to place in their vehicle which will allow them to park overnight on nearby residential streets that are not impacted by construction activities. d. Mr. Johnson reported that the Capitol Loop Project will begin on April 5, 2004. This program involves complete street reconstruction, street scaping, and pipe replacement work. The original scope of the project was reduced due to concerns expressed by local stakeholders. The downtown area will become part of Phase IV. This area will be structured to cover smaller projects over a longer period of time. Attempts are being made to receive State Revolving Funds funding. A Mayor's 2020 Infrastructure Task Force was created in order to maintain a channel of communication between project engineers/consultants, contractors, downtown businesses and various other stakeholders. The Task Force meets the third Wednesday of each month and will continue to do so through the end of the season. e. Mr. Johnson discussed the Tecumseh River Rehabilitation Program that will begin this spring. f. Mr. Johnson described a manhole rehabilitation program at the Rivers Edge Pump Station. A plastic insert is placed under the manhole cover that is over sanitary sewers. The pan holds approximately five gallons of water. The water drains in a slow trickle through the pan into the sanitary sewers while the other excess water runs onto flat surface. The pans will help to prevent sewer backups caused by overloading the sanitary sewer system. g. Mr. Johnson reported that the gravel street paving program will continue this construction season. One gravel road from each Ward is chosen to receive storm sewer, curb, and gutter. Property owners are assessed for the work. h. Mr. Johnson stated the City has received federal funding through the Tri-County Regional Planning Commission to defray costs for roadway repair on Muskegon Avenue, Washington Avenue, and on Kalamazoo from Martin Luther King Jr. Blvd. to McPherson. i. Sidewalk repairs have begun in the Groesbeck area to complete sidewalk ways where there currently are none. Sidewalk work will also take place on Mt. Hope !OARD OF PUBLIC SERVICE Page 3 Zinutes of March 11, 2004 Avenue. The object is to target areas with the greatest needs. j. Mr. Campfield presented information regarding new and improved programs offered through the Recycling and Waste Reduction Services sections of the Operations and Maintenance Division. The "bag" program was the first program of its kind in the nation. The Mayor has developed a Community Response Team to address neighborhood clean-up issues and work more closely with neighborhood association leaders to disseminate the program information. One new program is a spin-off of the bulk sticker program. A pilot program was offered last year which garnered a great deal of interest from the community where it was tested. The Community Development Block Grant will provide $55,000 to operate the program this year. The program will be offered to 65% of the City and begins July 1, 2004. Residences in targeted neighborhoods, will be scheduled for a two day collection period. Residents will be able to purchase an unlimited amount of "tag" stickers for$1 each which can be placed on any bag or object that weighs less than 30 lbs. The program will run for six weeks in a row and will be offered every other year. New areas not tested last year, will be worked into the schedule for this season. Low income households will be allowed ten free stickers. One-third of the traditional Neighborhood Clean-up Program will continue to be funded. Tags are available for purchase from the Public Service Administrative Office in City Hall, Operations and Maintenance Offices, North and South Police Precincts, and Foster, Gier and Lett's Community Centers. Mr. Bloomberg observed that the residents that are the most likely to object would be those living in the traditional clean-up areas. Mr. Campfield indicated the traditional clean-up would cycle through these areas every three years. This is a good marketing tool for those who don't currently use City services. 4) ADJOURNMENT - The meeting was adjourned at 1:27 p.m. Respectfully submitted, / = Faith Rach Secretary to the Board U:\PUBSVCBD\MINUTES\03-11-04MINUTES rco. i i, zvv,+ o. 7imiyl LMll01INU FUULIU JYU INV, YY/ v e� S l CITY OF LANS ING PUBLIC SERVICE DEPARTMENT 124 W. Michigon Avenue • Lonsing, MI 48933• (517) 483-4455 • FAX:(517)483-6082 ht1p://ci.lonsing,mi,us/depts/pubserv/pubserv,hlml CZ � Tony Baaavides' Mayor PLEASE POST PUBLIC SERVICE BOARD MEETING Uj SCHEDULED FOR u U_, , C`- FEBRUARY 12, 2004 HAS BEEN CANCELED FED-11-2004 07:33 517 483 6082 99% P.01 SPECIAL BUDGET MEETING OF THE BOARD OF PUBLIC SERVICE MINUTES OF JANUARY 29, 2004 PRESENT: Ron Bloomberg, Dale Copedge, Alfreda Schmidt, and Brian Surgener ABSENT: Gilda Richardson STAFF: David Berridge, Bill Bergman, Jim Campfield, Dean Johnson, Faith Rach, and Brian Ross VISITORS: Joshua Carr 1) CALL TO ORDER - Chair Bloomberg called the meeting to order at 11:55 a.m. Mr. Bloomberg noted in the absence of a quorum, a Special Meeting of the Committee of the Whole will be conducted. All Board members concurred. 2) PUBLIC COMMENTS - Mr. Bloomberg welcomed Mr. Carr and explained that Mr. Carr is a Journalism student at Michigan State University and is conducting research on public meetings. 3) ACTION ITEMS - Mr Bloomberg noted that action must be taken on the Public Service Department's Budget Proposal and Annual Achievements Report however, since a quorum is not present, the vote will be taken in writing. The Budget Resolution will be hand carried to Ms. Richardson for her approval and signature. a. Board of Public Service Annual Achievements Report 2003 Mr. Bloomberg stated that both the Report and Proposed Budget were mailed to members in their Board packet. Mr. Bloomberg presented a draft copy of the letter to accompany the Annual Achievements Report for Board members' review. b. Public Service Department Budget Proposal FY 2005 Mr. Bloomberg distributed copies of the City Council Budget Priorities. Mr. Berridge explained the Budget Proposal submitted for Board members' review is an abbreviated version of the complete Budget Proposal. The budget is comprised of several funding mechanisms which include the General Fund, and ACT 51 Funds, in addition to enterprise funds generated by the Sewage Fund, Waste Reduction Services, and Service Garage. Mr. Berridge provided the following highlights: ► There has been a 2.43% increase in personnel expenses which is in keeping with inflation rates. ► Mr. Surgener wondered why there is an increase in major street funding. Mr. Campfield explained that over the past several years a larger portion of street funding has been directed towards local streets as part of the 8 Year/$7 Million Road DARD OF PUBLIC SERVICE Page 2 inutes of January 29, 2004 program. Major streets are in dire need of repair and that is why the emphasis has shifted. Board members continued to discuss aspects of roadway funding. ► There has been a decrease in the quantity of equipment purchases. ► Mr. Berridge explained that City Council asked for a no growth budget. Departments were directed to present a budget that represents a five percent decrease across the board. Mr. Berridge noted that further cuts are anticipated. ► Ms. Schmidt wondered if there is a way to safeguard funding for sidewalks and is there potential for bonding. Mr. Berridge explained this budget is more systemically out of sync than he has ever experienced. A discussion ensued regarding the potential for future bonding. 12:00 p.m. Mr. Copedge arrived. ► Mr. Ross discussed aspects of the Sewage Fund, bonds and current debt service noting that due to the mandated CSO program the debt will continue to grow and it will be years before it will be paid. ► Funding has been allocated for the Aurelius Road Hope Soccer Complex for a methane gas collection system. ► All vacant engineering positions have been filled. ► Mr. Surgener asked if funds from the General Fund have been allocated for sidewalk repairs. Mr. Campfield stated $14,000 has been allocated which will be used mainly for toe trippers and sidewalk repairs that pose a safety hazzard. Operations and Maintenance does not replace sidewalk per se but does repair damaged pieces. ► The Public Service Department requested $3.8 million for Capital Improvements. ► Ms. Schmidt asked if funds are set aside for sidewalk construction in newly developed areas. Mr. Johnson noted that developers are responsible for the cost of installing new sidewalk. Mr. Berridge added that the Department will continue to seek funding for sidewalk installation in established neighborhoods that do not currently have sidewalks. ► A discussion ensued regarding the Groesbeck sewer backup litigation. ► Funds for the U.S. 127 sound barrier have not been allocated. City Council has authorized a sound study, in conjunction with the Michigan Department of Transportation, to determine if a sound barrier is warranted. ► Mr. Bloomberg asked about the status of the salt shed. Mr. Campfield explained partial funding has been provided for the design work. A discussion ensued regarding the use of salt and other products on roadways. ► Mr. Copedge mentioned that he has noticed a noxious odor emanating from St. Joseph Park. He also noted a strong odor in the area where Constitution Hall is DARD OF PUBLIC SERVICE Page 3 mutes of January 29, 2004 located. Mr. Ross noted that funding has been allocated for odor control at the Wastewater Treatment Plant. Mr. Berridge added that an odor complaint can always be reported to the Operations and Maintenance Hotline and it will be investigated. ► Mr. Ross explained that a Low Income Sewage Fee schedule along with its financial impact has been prepared and submitted. The program may become effective in FY05. ► The Board continued to discuss infrastructure funding, concerns and potential remedies. Ms. Schmidt moved, Mr. Copedge seconded, MOTION CARRIED to approve Annual Achievement Report and the Budget Proposal for FY 2005, as submitted, and directed staff to forward both the Report and Budget Resolution to City Council and the Mayor once all signatures have been secured. 4) ADJOURNMENT - The meeting was adjourned at 1:15 p.m. Respectfully submitted, &I ax: Faith Rach Secretary to the Board U:\PUBSVCBD\MINUTES\01-29-04MINUTES