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HomeMy WebLinkAbout2023-05-22 City Council Workshop Packet AGENDA MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 6:30 P.M. Monday, May 22, 2023 City Hall, Council Chambers A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. UNFINISHED BUSINESS None E. NEW BUSINESS 1. Discussion on Sidewalk and Trail Winter Maintenance Models F. ADJOURNMENT RULES OF CIVILITY FOR THE CITY COUNCIL, BOARDS, COMMISSIONS AND OUR COMMUNITY Following are rules of civility the City of Maplewood expects of everyone appearing at Council Meetings - elected officials, staff and citizens. It is hoped that by following these simple rules, everyone’s opinions can be heard and understood in a reasonable manner. We appreciate the fact that when appearing at Council meetings, it is understood that everyone will follow these principles: Speak only for yourself, not for other council members or citizens - unless specifically tasked by your colleagues to speak for the group or for citizens in the form of a petition. Show respect during comments and/or discussions, listen actively and do not interrupt or talk amongst each other. Be respectful of the process, keeping order and decorum. Do not be critical of council members, staff or others in public. Be respectful of each other’s time keeping remarks brief, to the point and non-repetitive. THIS PAGE IS INTENTIONALLY LEFT BLANK E1 CITY COUNCIL WORKSHOPSTAFF REPORT Meeting Date May 22, 2023 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Steven Love, Public Works Director / City Engineer PRESENTER: Steven Love AGENDA ITEM: Discussion on Sidewalk and Trail Winter Maintenance Models Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: Sidewalks and trails play an important role in the transportation network that serves residents and businesses in the City of Maplewood. They provide links to jobs, services, public transportation, and recreation. As part of the City’s strategic plan, staff is reviewing both the current and future sidewalk and trail network as it relates to winter maintenance. Staff will be sharing different winter maintenance models and is looking for a discussion and input from the City Council before drafting an updating the sidewalk and trail winter maintenance policy. Recommended Action: Staff is looking for input on sidewalk and trail winter maintenance models before drafting an updated sidewalk and trail winter maintenance policy. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is TBD Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: N/A Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated CommunicationOperational EffectivenessTargeted Redevelopment The City is responsible for winter maintenance of our sidewalks and trails. Staff is working on updating the City’s policy to ensure we are meeting the current demands now and into the future. Background: Sidewalks play an important role in the City’s transportation network. The sidewalk and trail system that currently exists in Maplewood is made up of primarily State, County, and City facilities. The system totals roughly 94.6 miles of sidewalks and trails. The City of Maplewood owns and Workshop Packet Page Number 1 of 21 E1 maintains 74.7 miles of the 94.6 miles of sidewalks and trails. This includes sidewalks and trails along roadways, in parks, and at City facilities. The City currently provides winter maintenance on 62.6 miles of the 74.7 miles of sidewalks and trails maintained by the City. To perform the winter maintenance the City has twelve pieces of equipment that are utilized by Public Works and Park Maintenance staff. The City’s strategic plan calls for an update of the existing sidewalk and trail winter maintenance policy. As part of the update staff has completed a review of the City's sidewalk and trail network and a copy of the Sidewalk & Trail System Winter Maintenance Review document is attached to this report. The review document breaks down the size of the City’s existing sidewalk and trail system, equipment currently utilized in winter maintenance activities, and what future segments may be added based on the City's 5-year CIP plan, the 2040 Comp Plan, and the North End vision plan. The document then lists different winter maintenance models. For each model there is a list of the models features, pros, and cons. These models are broken down into two groups consisting of the City-wide system (this covers the majority of City’s system) and the North End. The North End Zoning District brings new challenges for winter maintenance operations with changes to the typical street cross-sections (see North End street cross-sections in the attached Sidewalk and Trail System Winter Maintenance Review document). These cross-sections allow for a building to be built closer to the right-of-way. Sidewalks, trails, and outdoor spaces are allowed to be built next to a building. This leaves very little room for snow storage and would require a different approach to winter maintenance. The three maintenance models for the North End can be added onto any of the city-wide maintenance models. At the Council Workshop staff will provide a presentation on the system review and the different winter maintenance models. Staff is looking for input from the City Council on the sidewalk and trail winter maintenance models before drafting an updated policy for sidewalk and trail winter maintenance. The goal is to update the policy that will cover both the current and future sidewalk and trail system. Attachments: 1.Sidewalk and Trail System Winter Maintenance Review 2.Presentation Workshop Packet Page Number 2 of 21 E1, Attachment 1 SIDEWALK & TRAIL SYSTEM WINTER MAINTENANCE REVIEW CURRENT SYSTEM Total miles of City sidewalk/trails – 74.7 miles Total miles of City winter maintenance sidewalks – 32.5 miles Total miles of City winter maintenance trails – 30.1 miles Total miles of City sidewalk/trails with winter maintenance – 62.6 miles CURRENT STAFF & EQUIPMENT USED FOR SIDEWALK/TRAIL WINTER MAINTENANCE The following pieces of equipment are utilized for maintaining sidewalks/trails adjacent to roadways, in parks, and at City facilities 3 – tool cats 1 – skid steer 4 – 1 ton trucks 1 – 1 tractor 1 – John Deer blower 1 – Toro blower 1 – John Deer broom FUTURE SIDEWALK & TRAIL INFRASTRUCTURE Street Improvements (5 years) – 5.8 miles BRT Projects (4 years) – 1.4 miles Comp Plan (2040) – 17.5 miles North End (Development Driven) – 3.4 miles Total Estimated Future Sidewalks/Trails – 28.1 miles Total Future System - 90.7 miles (assumes all above future segments are added) WINTER MAINTENANCE MODEL OPTIONS Option 1 - City maintains sidewalks/trails (current model). Option 2 - City maintains trails. Property owners maintain adjacent sidewalks. Option 3 - City maintains sidewalks/trails that are not adjacent to roadways. Property owners maintain sidewalk/trails adjacent to roadways. NORTH END OPTIONS (Can be added to any of the above Winter Maintenance Model options) North End Option 1 – City also maintains sidewalks/trails in areas adjacent to buildings. North End Option 2 – City does not maintain sidewalks/trails in areas adjacent to buildings. Property owners maintain sidewalks/trails in areas where the walk is adjacent to buildings. North End Option 3 – City does not maintain sidewalks/trails in areas adjacent to buildings. Winter maintenance is contracted for streets/sidewalks/trails in areas where they are adjacent to buildings. Workshop Packet Page Number 3 of 21 E1, Attachment 1 Winter Maintenance Option WINTER MAINTENANCE MODEL OPTION 1: City Maintained Sidewalks and Trails (Current Model) Features Sidewalk/trails are maintained by City staff. Clearing of sidewalks/trails adjacent to roads take place after road clearing activities are completed. Goal – Sidewalks/trails cleared 48 hours after road clearing activities have been completed. Maplewood does not have a bare pavement policy. Pros A uniform and consistent approach to winter maintenance. A more predictable system for users. Property owners are more accepting of future sidewalks/trails if they are not responsible for maintenance. Cons Clearing work does not take place until road clearing is complete. This can be delayed/impacted by multi-day or back to back snow/ice events. Staff and equipment costs. WINTER MAINTENANCE MODEL OPTION 2: City maintains trails. Property owners maintain adjacent sidewalks. Features Trails Trails are maintained by City staff. Clearing of trails adjacent to roads take place after road clearing activities are completed. Goal – trails cleared 48 hours after road clearing activities have been completed. o This goal would have to be reviewed if the City no longer cleared sidewalks. Maplewood does not have a bare pavement policy. Sidewalks Sidewalks adjacent to roads are cleared by the property owner. o A time requirement would need to be established. o City Code would need to be updated to set the framework to enable staff to enforce property owner’s responsibility of winter maintenance. o City Staff would need to determine if Code Enforcement is done proactively or is complaint based. Pros Trails A uniform and consistent approach to winter maintenance. A more predictable system for users. Property owners are more accepting of future trails if they are not responsible for maintenance. Sidewalks Property owners being responsible for winter maintenance would reduce costs related to staff time and equipment needed for sidewalk winter maintenance. Workshop Packet Page Number 4 of 21 E1, Attachment 1 Cons Trails Clearing work does not take place until road clearing is complete. o Clearing may be delayed/impacted by multi-day or back to back snow/ice events. Sidewalks Timing for clearing would be dependent on property owners and would result in inconsistent levels of clearing. o Patchwork results Enforcement of sidewalk clearing An increase of staff time would be needed to review sidewalks and enforce the City Code. This may be time consuming depending on the level of compliance and enforcement processes established. If property owners do not maintain their portion of sidewalks, staff and equipment would be need to be dispatched to address the issue. All costs, or some set amount, would then need to be collected and/or assessed to the property. Property owners are less accepting of future sidewalks/trails if they are responsible for maintenance. Residents may be unhappy about the change. More recent sidewalks were installed with the owners expectation being that the City will do winter maintenance. WINTER MAINTENANCE MODEL OPTION 3: City maintains sidewalks/trails that are not adjacent to roadways (parks, City facilities, City properties, etc.). Property owners maintain sidewalk/trails adjacent to roadways. Features Sidewalks/Trails Adjacent to Roadways Clearing of sidewalk/trails adjacent to roads are cleared by the property owner. o A time requirement would need to be established. o City Code would need to be updated to set the framework so staff is able to enforce property owner’s responsibility of winter maintenance. o City Staff would need to determine if Code Enforcement is done proactively or is complaint based. Sidewalks/Trails Not A djacent to Roadways Clearing of sidewalks/trails not adjacent to roadways done by the City. Goal – sidewalks/trails cleared 48 hours after road clearing activities have been completed. o This goal would have to be reviewed if the City no longer cleared sidewalks. Maplewood does not have a bare pavement policy. Pros Sidewalks/Trails Adjacent to Roadways Property owners being responsible for winter maintenance would reduce costs related to staff time and equipment needed for sidewalk winter maintenance. Sidewalks/Trails Not Adjacent to Roadways A uniform and consistent approach to winter maintenance. A more predictable system for users. Property owners are more accepting of future sidewalks/trails if they are not responsible for maintenance. Workshop Packet Page Number 5 of 21 E1, Attachment 1 Cons Sidewalks/Trails Adjacent to Roadways o Timing for clearing would be dependent on the property owners and would result in inconsistent levels of clearing. o Patchwork results. Enforcement of sidewalk/trail clearing An increase of staff time would be needed to review sidewalks/trails and enforce the City Code. o Could be time consuming depending on the level of compliance and processes established to enforce compliance. If property owners do not maintain their portion of sidewalks/trails staff and equipment would be need to be dispatched to address. All costs, or some set amount, would then need to be collected and/or assessed to the property. Property owners are less accepting of future sidewalks/trails if they are not responsible for maintenance. Residents may be unhappy about the change. More recent sidewalks/trails were installed with the owners expectation being that the City will do winter maintenance. Workshop Packet Page Number 6 of 21 E1, Attachment 1 NORTH END OPTIONS (Can be added to any of the Winter Maintenance Model options) The North End Zoning District area allows for mixed use (resident/commercial) and is a pedestrian-oriented development. This district features a transportation network that includes a smaller street grid with smaller blocks, expanded pedestrian/bicycle network, and supports multi- modal travel. Redevelopment will be the driving force for implementation of the North End Vision Plan. One feature of the North End Zoning District that brings new challenges to winter maintenance operations are the street cross-sections (see attached). These cross-sections allow for a building to be built closer to the right-of-way. Sidewalks, trails, and outdoor spaces are allowed to be built next to a building. This results in little to no room for snow storage. Winter maintenance would require a different approach. NORTH END OPTION 1: City also maintains sidewalks/trails in areas adjacent to buildings. Features Sidewalk/trails are maintained by City staff. Operations would need to be reviewed to establish an appropriate timing expectation of winter maintenance in areas where sidewalks/trails are adjacent to buildings. Due to limited space for snow storage in areas where sidewalks/trails are adjacent to buildings, best practices for maintaining roads, sidewalk/trails, and outdoor spaces need to be developed. Maplewood does not have a bare pavement policy. Does this work for sidewalks/trails in areas where they are build adjacent to buildings? Pros A uniform and consistent approach to winter maintenance. Cons Due to limited space for snow storage, operations would likely need to haul out snow from areas that have sidewalks/trails adjacent to buildings. A location for snow storage for the snow being hauled out wound need to be identified. Additional staff/equipment could be needed. Increased costs of operations. Timing for when winter maintenance takes place has a big impact on these type of areas. It is likely that these type of areas would need to be prioritized or have a team dedicated to winter maintenance. This could reduce the level of service to the overall system based on current levels of winter maintenance resources. Clearing may be delayed/impacted by multi-day or back to back snow/ice events. Increased staff and equipment costs. NORTH END OPTION 2: City does not maintain sidewalks/trails in areas adjacent to buildings. Property owners maintain sidewalks/trails in areas where the walk is adjacent to buildings. Features t adjacent to buildings Sidewalks/trails no Trails are maintained by City staff. Typically clearing of trails adjacent to roads take place after road clearing activities are completed. o Goal – trails cleared 48 hours after road clearing activities have been completed. Workshop Packet Page Number 7 of 21 E1, Attachment 1 o The system would have to be reviewed to see if this practice works for the North End area. Maplewood does not have a bare pavement policy. Sidewalks/trails adjacent to buildings Sidewalks/trails adjacent to buildings are cleared by the property owner. o A time requirement would need to be established. o City Code would need to be updated to set the framework so staff is able to enforce property owner’s responsibility of winter maintenance. o City Staff would need to determine if Code Enforcement is done proactively or is complaint based. Pros jacent to buildings Sidewalks/trails not ad A uniform and consistent approach to winter maintenance. Property owner are more accepting of future sidewalks/trails if they are not responsible for maintenance. Sidewalks/trails adjacent to buildings Property owners being responsible for winter maintenance would reduce costs related to staff time and equipment needed for winter maintenance. Cons Sidewalks/trails not adjacent to buildings Clearing work does not take place until road clearing is completed and may be delayed/impacted by multi-day or back to back snow/ice events. Sidewalks/trails adjacent to buildings If timing for clearing would be dependent on the property owners o Could result in inconsistent levels of clearing o Patchwork results Enforcement of sidewalk/trail clearing o An increase of staff time would be needed to review sidewalks/trails and enforce the City Code. Could be time consuming depending on the level of compliance and processes established to enforce compliance. o If property owners do not maintain their portion of sidewalks/trails, staff and equipment would need to be dispatched to address. o All costs, or some set amount, would then need to be collected and/or assessed to the property. Property owners are less accepting of future sidewalks/trails if they are responsible for maintenance. NORTH END OPTION 3: City does not maintain sidewalks/trails in areas adjacent to buildings. Winter maintenance is contracted for streets/sidewalks/trails in area where they are adjacent to buildings. Features Sidewalks/trails not adjacent to buildings Sidewalks/trails are maintained by City staff. Typically clearing of trails adjacent to roads take place after road clearing activities are completed. o Goal – trails cleared 48 hours after road clearing activities have been completed. o The system would have to be reviewed to see if this practice works for the North End area. Maplewood does not have a bare pavement policy. Sidewalks/trails adjacent to buildings Workshop Packet Page Number 8 of 21 E1, Attachment 1 Sidewalks/trails adjacent to buildings are cleared by a contractor. A decision would need to be made if winter maintenance is at the City’s expense or the property owner’s expense. o If paid for by the City a funding source would need to be identified Is there an option to create a snow maintenance district that has a “tax” or “fee” that covers all or a portion of the costs? o If paid for by the property owners City Code would need to be updated to set the framework so staff is able to enforce property owner’s responsibility of winter maintenance. Pros Sidewalks/trails not adjacent to buildings A uniform and consistent approach to winter maintenance. Property owner are more accepting of future sidewalks/trails if they are not responsible for maintenance. Sidewalks/trails adjacent to buildings A contractor being responsible for winter maintenance would reduce costs, staff time, and equipment usage needed for winter maintenance. A uniform and consistent approach to winter maintenance. A standard can be set for winter maintenance to ensure the desired level of service is met Would not impact the City’s winter maintenance work for the rest of the public system. Cons Sidewalks/trails not adjacent to buildings Clearing work does not take place until road clearing is completed and may be delayed/impacted by multi-day or back to back snow/ice events. Sidewalks/trails adjacent to buildings An increase of staff time would be needed to review sidewalks and enforce the City Code. A decision would have to be made if code enforcement is done proactively or complaint based. If contractors do not maintain their portion of sidewalks, staff and equipment would need to be dispatched to address o All costs, or some set amount, would then need to be collected and/or assessed to the property. Property owners are less accepting of future sidewalks/trails if they are responsible for maintenance. Workshop Packet Page Number 9 of 21 E1, Attachment 1 CONSIDERATIONS Sidewalks and trails are an important part of the Maplewood’s transportation system. They provide links to jobs, services, and public transportation options. What level of service do we want to provide to the public? o Maintained by City staff (current model for majority of the City’s sidewalk/trails) o All or portions of the City’s sidewalks and trails maintained by property owners. o Do we want to establish priority routes (i.e. schools, major bus route, etc.) where an initial clearing is done prior to the completion of road clearing? This would be done knowing that a second clearing would need to be done after the streets are plowed. o How best can we utilize existing resources? o What future resources/funding are needed? Impact on those that rely on sidewalks/trails and public transportation. The North End area will need a different approach to winter maintenance as it redevelops. The North End vision includes buildings built closer to the roads and sidewalk/public space taking up the space between the roads and the buildings. The traditional approach of plowing the road to the boulevards and coming back to clear sidewalks once plowing is completed will not work in this type of development. How are bus stops maintained in the winter? o Current Model Metro Transit Bus garages, rail right-of-way, Park & Ride lots, rail stations, transit centers, and bus stops with Metro Transit-owned customer waiting shelters Per Metro Transit website “Metro Transit relies on cities, property owners, and businesses to clear bus stops and sidewalks as described in their local ordinances. Courtesy Bench Stops Licensed benches are maintained by licensee Bus stops with a pad adjacent to a walk or trail City crews clear bus stop pads if they are adjacent to a walk or trail Bus stops with/without a pad that is not adjacent to a walk or trail No winter maintenance provided at this time Workshop Packet Page Number 10 of 21 E1, Attachment 1 Workshop Packet Page Number 11 of 21 E1, Attachment 1 Workshop Packet Page Number 12 of 21 E1, Attachment 1 Workshop Packet Page Number 13 of 21 E1, Attachment 2 e c n a n e t n i a M r e t n i W l i a r T & k l a w e d i S Workshop Packet Page Number 14 of 21 E1, Attachment 2 ads, w e i v e R m e t s y S t n e r r u C arks, and at City facilities Sidewalks Ï32.5 milesTrails Ï30.1 miles ¤¤ Sidewalk/trails Ï74.7 milesWith winter maintenance Ï62.6 milesPublic Works and Park Maintenance12 staff and pieces of equipmentWinter maintenance on sidewalks/trails adjacent to roin p ¤¤¤¤¤ MaplewoodÔs SystemStaff and Equipment ¤¤ Workshop Packet Page Number 15 of 21 E1, Attachment 2 e r u t s c e u l i r t m s 1 . a r 8 f 2 n I l s i e l a i r s T m l i segments are added a 7 . r & T 0 / 9 k s l - k l a a m w w e t e e s d d i y i SS S ee rr e uu r tt u uu t FF ll u aa Assuming all above future F tt ¤ oo Street Improvements (5 years)5.8 milesBRT Projects (4 years)1.4 milesComp Plan (2040)17.5 milesNorth End (Development Driven)3.4 milesTT ¤¤¤¤¤¤ Workshop Packet Page Number 16 of 21 E1, Attachment 2 s n o i t adjacent to p t o O l e d o M e c n a n e t n i a M r e t n i maintains trails W adways. operty owners maintain adjacent sidewalksoperty owners maintain sidewalk/trails adjacent to City maintains sidewalks/trails (current model)City PrCity maintains sidewalks/trails that arenroPrroadways ¤¤¤¤¤ Option 1Option 2Option 3 ¤¤¤ Workshop Packet Page Number 17 of 21 E1, Attachment 2 s n buildings o i t p O l e d o d M n E e c h n t r a o n e N t n i maintain sidewalks/trails/next to buildingsmaintain sidewalks/trails/next to buildings a tt oo M r e t n i City Managed ÏPossible snow maintenance districtProperty Owners ÏCode update to setup framework ¤¤ W th End Option 2 City maintains sidewalks/trails/areas next toCity does nProperty owners maintain sidewalks/trails/next to buildingsCity does nWinter maintenance is contracted out ¤¤ ¤¤¤ North End Option 1NorNorth End Option 3 ¤¤¤ Workshop Packet Page Number 18 of 21 E1, Attachment 2 Workshop Packet Page Number 19 of 21 E1, Attachment 2 after the streets are plowed s n the completion of road clearing o i t es, and public transportationnt to provide to the public? a r e d i s n o C Identify major connections to schools, major bus route, etc.Initial clearing done prior to Will require additional clearing ¤¤¤ Provides links to jobs, servicHow best can we utilize existing resources?What future resources/funding are needed?Do we want to establish priority routes? ¤¤¤¤ What level of service do we wa Important part of the MaplewoodÔs transportation system ¤¤ Workshop Packet Page Number 20 of 21 E1, Attachment 2 g n i t i a w r e m o t s u c e c d e n n a w n o - t e i t sscribed in their local ordinances n n i a perty owners, and businesses to r & Ride lots, rail stations, transit a T o not adjacent to a walk or trail r M t e p M o h t tintained by licensee nt to a walk or trail i S w s s p u o t B s s r u e b t n i s W r e ers, and t Metro Transit relies on cities, proclear bus stops and sidewalks as de l e ¤ h Bus garages, rail right-of-way, Park centsLicensed benches are maCity crews clear bus stop pads if they are adjacent to a walk or trailNo winter maintenance provided at this time ¤¤¤¤ Bus stops with a pad adjace Metro TransitCourtesy Bench StopsBus stops with/without a pad that is ¤¤¤¤ Workshop Packet Page Number 21 of 21