City Council - Workshop Meetings

City Council Workshop Meeting Ash North and South Conference Rooms April 10, 2024 | 5:30 p.m. This City Council Workshop meeting is taking place virtually and at Woodbury City Hall in the Ash North and South Conference Room. Members of the public may attend the meeting in person and may also join the meeting using a computer, tablet or smartphone and accessing the virtual meeting link at woodburymn.gov/VirtualMeetings Watch the Live Meeting Public comments will be accepted during the meeting both in person and virtually. Virtual questions should be submitted via the online Q&A feature within the virtual meeting link. Questions regarding the meeting will be also taken between the hours of 8:00 a.m. to 4:30 p.m. at 651-714-3524 or at council@woodburymn.gov. Questions received after 4:30 p.m. will be responded to in the next three to seven business days. Please note that all agenda times are estimates. 5:00 p.m. Dinner – Birch Conference Room Workshop Agenda 5:30 p.m. 1. Public Works Policies 24-92 a. Lawn and Landscape Watering Policy b. Metro Transit Maintenance Policy c. Property Reimbursement Policy 7:00 p.m. 2. Administrator Comments and Updates1 7:05 p.m. 3. Mayor and City Council Comments and Commission Liaison Updates1 7:15 p.m. 4. Adjournment 1 Items under comments and updates are intended to be informational or of brief inquiry. More substantial discussion of matters under comments and updates should be scheduled for a future agenda. The City of Woodbury is subject to Title II of the Americans with Disabilities Act which prohibits discrimination on the basis of disability by public entities. The City is committed to full implementation of the Act to our services, programs, and activities. Information regarding the provision of the Americans with Disabilities Act is available from the City Administrator's office at (651) 714-3523. Auxiliary aids for disabled persons are available upon request at least 72 hours in advance of an event. Please call the ADA Coordinator, Clinton P. Gridley, at (651) 714-3523 (TDD (651) 714-3568)) to make arrangements.  1 City of Woodbury, Minnesota Office of City Administrator Council Workshop Letter 24-92 April 10, 2024 To: The Honorable Mayor and Members of the City Council From: Clinton P. Gridley, City Administrator Subject: Public Works Policies Summary Public Works is seeking Council input on three Public Works policy and practice matters: • Lawn and Landscape Watering Policy Update • Metro Transit Bus Stops Maintenance Policy 1 • Property Reimbursement Council Directive Update Recommendation 1. Revise 2023 Lawn and Landscape Watering Policy as follows: a. Adjust Zone A’s watering days from Monday/Saturday to Monday/Friday. b. Permit modification to Level 1 of the Lawn and Landscape Watering Policy on a case-by-case basis for those limited number of properties that are unable to reasonably complete an entire irrigation cycle within their allocated day(s) due to irrigation system limitation. 2. Concerning additional maintenance to Metro Transit bus stops throughout Woodbury, staff’s recommendation is to continue the current practice of only maintaining City property; apart from accommodating specific metro user ADA requests on a case-by-case basis. 3. Accept Property Reimbursement Council Directive changes. Governance Mode • Generative - Identifying key questions, anticipating future challenges, framing of issues, development of options. Problem-framing. What to pay attention to, what it means, and what to do about it. How does it fit with our mission, vision, and values? 1 No current policy exists. Council Workshop Letter 24-92 April 10, 2024 Page 2 Fiscal Implications The policy changes recommended have a low budget impact. Reduced water use does impact revenue to the water and sewer fund. Providing additional services to Metro Transit bus stops, if expanded beyond the current recommendation, may create a need for additional specialized equipment and staff allocation as needed. Policy • Critical Success Factor – Environmental Stewardship • Lawn and Landscape Watering Council Directive • Snow and Ice Control Policy • Property Reimbursement Council Directive Public Process • April 26, 2023 - City Council adoption of the revised Lawn and Landscape Council Directive • January 8, 2014 – Council adoption of the Property Reimbursement Council Directive Background Lawn and Landscape Watering Policy The Lawn and Landscape Watering Policy was previously updated in 2023 to transition the City from an odd/even irrigation schedule to a zoned irrigation policy. The revised policy introduced a two day per-week irrigation schedule for residential and one day per-week for commercial, industrial, and institutional. After the initial year of implementation, feedback from residents and staff was considered when reviewing the policy. The primary concern voiced by residents was the shorter length of time Zone A had between watering days when compared to the other three zones. Additionally, under the two day per-week schedule Saturday and Sunday became back-to-back peak water use days. Staff indicated this could cause specific water towers to reach low levels over the course of a weekend. Adjusting Zone A to a Monday/Friday schedule will address both concerns, allowing a lower use day between peak days which will enable water storage to recover and provide a response to the community feedback received from Zone A. The City contracted with an engineering firm to model the water system’s reaction to the adjustment of Zone A days to Friday and Monday. The model is supportive of the proposed change. It is important to note that the boundaries for watering zones will remain the same. The notable changes to the policy are as follows: • Adjust Zone A’s watering days from Monday/Saturday to Monday/Friday. • Allow modification to Level 1 of the Lawn and Landscape Watering Policy on a case-by- case basis for those limited number of properties that are unable to reasonably complete an entire irrigation cycle within their allocated day(s) due to irrigation system limitation. Strikethrough and final policy attached for Council review. Council Workshop Letter 24-92 April 10, 2024 Page 3 Metro Transit Bus Stop Maintenance During the 2022-2023 snow season, a resident requested City staff begin maintaining Metro Transit bus stops, Council requested further discussion. Historically, Woodbury staff has not provided maintenance service to any non-city infrastructure. Currently, if a member of the public with mobility or travel issues contacted Public Works with challenges using transit due to stop maintenance, staff would offer to meet with them and determine if City staff could support their travel needs. The resident contacting with the request was not a user of the transit system. Research has been conducted related to bus stop maintenance throughout the metro: • Met Transit has over 12,000 bus stops throughout the region, • Met Transit prioritizes snow and maintenance of major facilities and sheltered bus stops; which will include new Gold Line bus stops and does not include the fourteen stops on 323 route throughout Woodbury. • Eleven stops on route 323 have paved concrete pads, nine are along City infrastructure. • Met Transit determines location and installs bus stops. • Thirteen metro area communities responded to surveys about maintenance at bus stops (with similar characteristics as those being discussed). Ten responding communities do not conduct maintenance, three have sentence to serve teams periodically inspect and shovel an access and none provide full level maintenance. Staff requests direction from Council related to maintenance of concrete pads at City bus stops along City infrastructure. The options include: 1. Continue our current practice and not maintain non-City infrastructure; apart from accommodating specific ADA requests, if deemed appropriate on a case-by-case basis. 2. Begin maintaining at minimal level - once a week check to confirm accessibility. The City attorney does not recommend, due to liability concerns. If the City decides to take up the effort on clearing snow/ice or otherwise maintaining the Metro bus stops, then the City is going to be obligated to undertake those efforts with reasonable care and diligence, and will be held responsible if those efforts fall flat. 3. Begin maintaining at a high level – prioritized with regular trail plowing. If Council supports this option, the 2025 budget will reflect equipment and resources needed to support additional maintenance. To aid in this discussion, the Public Works Snow and Ice Control Policy is attached and will be briefly discussed. Property Reimbursement Council Directive Last updated in 2014, the policy was thoroughly reviewed by Public Works Division leaders. Most updates are clerical in nature, the key changes of note are: • Add re-imbursement method for cluster mailboxes. • Update cost of re-imbursement to reflect increased cost of mailboxes. • Add a deadline for submitting a request for addressing snow and ice control damage. • Change driveway damage to submit to insurance. • Add sidewalks to the property reimbursement policy. Strikethrough and final policy attached for Council review. Council Workshop Letter 24-92 April 10, 2024 Page 4 Written By: Mary Van Milligen, Public Works Director Approved Through: Clinton P. Gridley, City Administrator Attachments: 1. CD-ENG- 4.4 Lawn and Landscape Watering Policy 2024 Draft – Strikethrough Version 2. CD-ENG- 4.4 Lawn and Landscape Watering Policy 2024 Draft – Final Version 3. Council Memorandum 2024-03 Comparing City Water Use and Climate from 2022-2023 4. Metro Transit Bus Stop Characteristics Map 5. Photos of Woodbury Bus Stop Locations 6. Public Works Snow and Ice Control Policy 7. Property Damage Reimbursement Council Directive – Strikethrough Version 8. Property Damage Reimbursement Council Directive – Final Version  Adopted: 07-18-07 Number: CD-ENGPW-4.4 Revised: 10-30-18, 06- 15-22, xx-xx-xx04-26- 23, xx-xx-xx Mayor: City Administrator: COUNCIL DIRECTIVE For: Public Works Department Subject: Lawn and Landscape Watering Policy PURPOSE It is the purpose of this policy to protect groundwater resources, prevent excessive water demand, encourage water efficiency and conservation, and support municipal water system operations by regulating lawn and landscape watering. This policy is authorized under Woodbury City Code 23-20, Emergency Water Conservation. This policy covers all water services, all private wells within the City that do not hold a water appropriations permit from the State of Minnesota, and irrigation systems partly or solely served by a water reuse system. This policy regulates lawn and landscape watering only; other outdoor water uses including, but not limited to, car washing and filling of swimming pools are not included in this policy. Hand watering from single-family rain barrels, when filled by rainfall, is exempt from this policy. POLICY Level 1 - Watering Policy 1. Level 1 policy is in effect year-round. 2. The city will regulate lawn and landscape watering for residential properties and homeowner associations to their designated watering zone day and one corresponding weekend day two designated days for two day a week irrigation. 3. The weekend day is two designated irrigation days are assigned as follows: a. For Watering Zones A and B, the weekend watering day will be Saturday. b. For Watering Zones C and D, the weekend watering day will be Sunday. a. For Watering Zone A, the watering days will be Monday and Friday. b. For Watering Zone B, the watering days will be Tuesday and Saturday. c. For Watering Zone C, the watering days will be Wednesday and Sunday. Council Directive CD-ENGPW-4.4 Lawn and Landscape Watering Policy d. For Watering Zone D, the watering days will be Thursday and Sunday. 4. Residential Ccomplexes with multiple units on one irrigation system are permitted to irrigate two days per week based on their location within the Watering Zone Map., including their corresponding weekend day. 5. For non-residential irrigation systems, lawn and landscape watering is permitted on Friday only. Non-residential is defined as places to shop, places to work, schools, churches, and the like. 6. Watering is not permitted between noon and 5 p.m. on any day. 7. All irrigation systems must be in compliance with City Code 23-36, Lawn and Landscape Irrigation Systems and any future updates. 8. The watering of shrubs, flowers, or other landscaping vegetation when done by hand is permitted at any time. This includes using a hose, watering can, or similar implement. 9. Watering permits can be obtained for watering new sod, seed, or landscaping for 14 consecutive days. Permittees must follow the noon to 5 p.m. watering ban. 9. Irrigation systems facing exceptional circumstances may seek a modification to Level 1 of this policy. Any modification request for consideration may require but not be limited to providing documentation and certifications. Modifications will be issued on a case-by-case basis pending City staff approval. 10. Irrigation systems that have been activated due to a power outage will be excused when the owner provides the City with printed verification of the power outage from the electric company. 11. Athletic fields, golf courses, commercial nurseries, and agricultural and horticultural businesses that operate under a State of Minnesota appropriation permit will be exempt from this policy. These users are encouraged to employ water conservation practices to the extent possible. 12. Athletic fields connected to the municipal system are exempt from Level 1 of this policy. 13. The watering policy above remains in effect unless stated otherwise. Level 2 - Watering Restrictions Level 2 watering restrictions are imposed at 93 percent water production firm capacity. The following restrictions may also be imposed in response to the Minnesota DNR placing the city in drought phase designations. Council Directive CD-ENGPW-4.4 Lawn and Landscape Watering Policy 1. A total lawn and landscape watering ban, including hand watering, will be implemented. 2. Athletic fields that receive water from the municipal water system must follow Level 2 watering restrictions. 3. Watering permits cannot be obtained under Level 2. All previously obtained permits are void under Level 2 watering restrictions. Council Directive CD-ENGPW-4.4 Lawn and Landscape Watering Policy Minnesota Department of Natural Resources Drought Phase The Minnesota Department of Natural Resources maintains a statewide drought plan with five different drought phase levels. The drought phases require public water suppliers to follow conservation guidance as follows: 1. Non-Drought Phase - Minimize water supply system losses and improve water use efficiency. 2. Drought Watch Phase - Provide conservation information and request customers to implement voluntary measures to reduce water use. 3. Drought Warning Phase - Implement water use reduction actions with a goal of reducing water use to 50% above January levels. 4. Restrictive Phase - Implement water use reduction actions with a goal of reducing water use to 25% above January levels. 5. Emergency Phase - Implement mandatory water use reduction actions with a goal of reducing water use to January levels. The City of Woodbury will react accordingly when drought phases are issued by the Minnesota DNR. This may include implementation of Level 2 restrictions to reduce water use.  Adopted: 07-18-07 Number: CD-ENGPW-4.4 Revised: 10-30-18, 06- 15-22, 04-26-23, xx-xx- xx Mayor: City Administrator: COUNCIL DIRECTIVE For: Public Works Department Subject: Lawn and Landscape Watering Policy PURPOSE It is the purpose of this policy to protect groundwater resources, prevent excessive water demand, encourage water efficiency and conservation, and support municipal water system operations by regulating lawn and landscape watering. This policy is authorized under Woodbury City Code 23-20, Emergency Water Conservation. This policy covers all water services, all private wells within the City that do not hold a water appropriations permit from the State of Minnesota, and irrigation systems partly or solely served by a water reuse system. This policy regulates lawn and landscape watering only; other outdoor water uses including, but not limited to, car washing and filling of swimming pools are not included in this policy. Hand watering from single-family rain barrels, when filled by rainfall, is exempt from this policy. POLICY Level 1 - Watering Policy 1. Level 1 policy is in effect year-round. 2. The city will regulate lawn and landscape watering for residential properties and homeowner associations to two designated days for two day a week irrigation. 3. The two designated irrigation days are assigned as follows: a. For Watering Zone A, the watering days will be Monday and Friday. b. For Watering Zone B, the watering days will be Tuesday and Saturday. c. For Watering Zone C, the watering days will be Wednesday and Sunday. d. For Watering Zone D, the watering days will be Thursday and Sunday. 4. Residential complexes with multiple units on one irrigation system are permitted to irrigate two days per week based on their location within the Watering Zone Map. Council Directive CD-ENGPW-4.4 Lawn and Landscape Watering Policy 5. For non-residential irrigation systems, lawn and landscape watering is permitted on Friday only. Non-residential is defined as places to shop, places to work, schools, churches, and the like. 6. Watering is not permitted between noon and 5 p.m. on any day. 7. All irrigation systems must be in compliance with City Code 23-36, Lawn and Landscape Irrigation Systems and any future updates. 8. The watering of shrubs, flowers, or other landscaping vegetation when done by hand is permitted at any time. This includes using a hose, watering can, or similar implement. 9. Watering permits can be obtained for watering new sod, seed, or landscaping for 14 consecutive days. Permittees must follow the noon to 5 p.m. watering ban. 10. Irrigation systems facing exceptional circumstances may seek a modification to Level 1 of this policy. Any modification request for consideration may require but not be limited to providing documentation and certifications. Modifications will be issued on a case-by-case basis pending City staff approval. 11. Irrigation systems that have been activated due to a power outage will be excused when the owner provides the City with verification of the power outage from the electric company. 12. Athletic fields, golf courses, commercial nurseries, and agricultural and horticultural businesses that operate under a State of Minnesota appropriation permit will be exempt from this policy. These users are encouraged to employ water conservation practices to the extent possible. 13. Athletic fields connected to the municipal system are exempt from Level 1 of this policy. 14. The watering policy above remains in effect unless stated otherwise. Level 2 - Watering Restrictions Level 2 watering restrictions are imposed at 93 percent water production firm capacity. The following restrictions may also be imposed in response to the Minnesota DNR placing the city in drought phase designations. 1. A total lawn and landscape watering ban, including hand watering, will be implemented. 2. Athletic fields that receive water from the municipal water system must follow Level 2 watering restrictions. Council Directive CD-ENGPW-4.4 Lawn and Landscape Watering Policy 3. Watering permits cannot be obtained under Level 2. All previously obtained permits are void under Level 2 watering restrictions. Minnesota Department of Natural Resources Drought Phase The Minnesota Department of Natural Resources maintains a statewide drought plan with five different drought phase levels. The drought phases require public water suppliers to follow conservation guidance as follows: 1. Non-Drought Phase - Minimize water supply system losses and improve water use efficiency. 2. Drought Watch Phase - Provide conservation information and request customers to implement voluntary measures to reduce water use. 3. Drought Warning Phase - Implement water use reduction actions with a goal of reducing water use to 50% above January levels. 4. Restrictive Phase - Implement water use reduction actions with a goal of reducing water use to 25% above January levels. 5. Emergency Phase - Implement mandatory water use reduction actions with a goal of reducing water use to January levels. The City of Woodbury will react accordingly when drought phases are issued by the Minnesota DNR. This may include implementation of Level 2 restrictions to reduce water use.  Office of the City Administrator Council Memorandum 2024-03 Date: February 23, 2024 To: The Honorable Mayor and Members of the City Council From: Clinton P. Gridley, City Administrator Subject: Comparing City Water Use and Climate from 2022 to 2023 Overview The summers of 2022 and 2023 were defined by fast forming droughts that lasted for the entirety of each irrigation season. The drought periods and severity can be viewed in the graphic below. The City of Woodbury’s odd/even watering policy was in place for the 2022 irrigation season. With a focus on water conservation, managing peaking demand on the municipal water system, and PFAS impacts, the city implemented adjustments to the Lawn and Landscape Watering Policy including a two day per week watering schedule (zoned irrigation) starting in 2023. Under the new zoned irrigation watering policy, residential properties are allowed one weekday and one weekend day to water while commercial, industrial, and institutional properties are allowed one day per week to water. Climate Data All climate data is taken from the National Weather Service Climate Station at Minneapolis St. Paul International Airport which is located roughly ten miles west of Woodbury. Totals and averages discussed are for the May 1st through September 30th period. Council Memorandum 2024-03 February 23, 2024 Page 2 Rainfall Both years during the stated time periods, saw well below normal rainfall. Precipitation was evenly spaced out throughout the summer of 2022. The summer of 2023 had longer stretches without appreciable rainfall, the most notable of which were mid-May through mid-June and mid-August through mid-September. In the charts below, one can see the difference in use patterns based on changing from an odd/even watering policy in 2022 to a zone irrigation policy in 2023. The impact of the Lawn and Landscape Irrigation Policy change (odd/even to zone) with the precipitation patterns experienced were in alignment with the modeled system impacts. 2022 2023 Rainfall (May – Sep) 10.15” 13.13” Departure from Average (May – Sep) -9.76” -6.78” Water Use (May – Sep) 1,894,970,098 1,955,630,437 Total Annual Water Use 2,960,329,872 2,983,950,456 Council Memorandum 2024-03 February 23, 2024 Page 3 Temperature Both years were significantly warmer than average, with 2023 being the warmer summer by 1.7 degree overall. The annual number of 90-degree Fahrenheit days for both years was above the average of 13, with 2023 having 33 days at or above 90 degrees. Both years were also above the annual average of 69 days at or above 80 degrees. 2022 (May – Sep) 2023 (May – Sep) Average High Temperature 79.3° 81.4° Departure from Average +2.0° +3.7° Days at or Above 80° 85 101 – Record Highest Days at or Above 90° 18 33 Impact on Water Use Woodbury’s summer water use correlates very closely with weather conditions. One reason 2023 may have had slightly more water use than 2022 is that while 2022 had less precipitation, it occurred more regularly than in 2023. There were two extremely dry stretches in 2023 (mid- May through mid-June and mid-August through mid-September) that appeared to be the main drivers of higher water use compared to 2022. Council Memorandum 2024-03 February 23, 2024 Page 4 During the stretches of time when the local area was receiving somewhat regular rainfall, 2023 had lower water use than 2022. When the area was experiencing average weather, the data appears to show that the two day per-week schedule would have lower overall water use. The new two day per-week policy also had a more predictable water use pattern during the course of a week. This pattern allowed water operators to anticipate the needs of the system days in advance while also taking weather forecasts into account. Council Memorandum 2024-03 February 23, 2024 Page 5 This graph shows the daily difference in water use from 2022 to 2023. Lines above zero are days that had higher water use in 2023 compared to 2022. Lines below zero are days that had lower water use in 2023 compared to 2022. Conclusion Consistent with past water use patterns, Woodbury’s seasonal water use is significantly impacted by weather patterns and climate. The single year of data following policy change to zone irrigation resulting in two day per-week irrigation from residential and single day irrigation for commercial, industrial, and institutional properties is in alignment with modeled predictions and achieved in 2023 positive impacts on system operations. In the months ahead, staff will complete an update to the system model utilizing 2023 data and be making recommendations to council for possible improvements to the Lawn and Landscape Irrigation Policy for 2024. Water use will continue to be monitored in the coming irrigation season to further evaluate the effectiveness of the current Lawn and Landscape Watering Policy. Written By: Spencer Hilgers, Environmental Technician Approved Through: Jim Westerman, Assistant Public Works Director Public Works Policies April 10, 2024 Agenda • Lawn and Landscape Watering Policy • Metro Transit Bus Stop Maintenance • Property Damage Reimbursement  Metro Transit Woodbury Bus Stop Locations Woodbury Bus Stops – not paved Privately Owned – not paved (2) City Owned – not paved (1) Pouliot Pkwy/Century Cir (South) Pouliot Pkwy/Century Cir (North) Weir Dr/Woodwinds Dr. (East) Stops Along Private Infrastructure Privately Owned – paved (3) 1. Woodbury Theatre (Parking Lot) 2. Queens Dr & Currell Blvd (SE Corner) 3. Weir Dr & Woodwinds Dr (East Side) Queens/Currell (SE) Woodbury Theatre Weir/Woodwinds (East) City Owned – paved (9) 1. Queens Dr. & Woodbury Paved Stops along City Theatre (West) 2. Queens Dr. & Currell Blvd Maintained Infrastructure (NW) 3. Valley Creek Rd & Valley Creek Plz (NW) 4. Valley Creek Rd & Valley Creek Plz (SW) 5. Valley Creek Rd & Weir Dr (SE) Queens/Woodbury Theatre (West) Valley Creek/Valley Creek Plz (NW) 6. Weir Dr. & Valley Creek Mall North Entrance (West Side) 7. Weir Dr. & Valley Creek Mall South Entrance (West Side) 8. Weir Dr. & Woodwinds Dr. (West side) 9. Century Ave S & Parkway Queens/Currell (NW) Valley Creek/Valley Creek Plz (SW) Dr. (East Side) City Owned – paved (9) 1. Queens Dr. & Woodbury Paved Stops along City Theatre (West) 2. Queens Dr. & Currell Blvd Maintained Infrastructure (NW) 3. Valley Creek Rd & Valley Creek Plz (NW) 4. Valley Creek Rd & Valley Creek Plz (SW) 5. Valley Creek Rd & Weir Dr (SE) Valley Creek/Weir (SE) Weir/V.C. Mall South Entrance (West) 6. Weir Dr. & Valley Creek Mall North Entrance (West Side) 7. Weir Dr. & Valley Creek Mall South Entrance (West Side) 8. Weir Dr. & Woodwinds Dr. (West side) Weir/V.C. Mall North Entrance (West) Weir/Woodwinds (West) 9. Century Ave S & Parkway Dr. (East side) City Owned – paved (9) 1. Queens Dr. & Woodbury Paved Stops along City Theatre (West) 2. Queens Dr. & Currell Blvd Maintained Infrastructure (NW) 3. Valley Creek Rd & Valley Creek Plz (NW) 4. Valley Creek Rd & Valley Creek Plz (SW) 5. Valley Creek Rd & Weir Dr (SE) 6. Weir Dr. & Valley Creek Century/Parkway (East) Mall North Entrance (West Side) 7. Weir Dr. & Valley Creek Mall South Entrance (West Side) 8. Weir Dr. & Woodwinds Dr. (West side) 9. Century Ave S & Parkway Dr. (East side)  Adopted: 1-8-14 Number: CD-ENGPW-4.10 Revised: 4-10-24 Mayor: City Administrator: For: Engineering and Public Works COUNCIL DIRECTIVE Subject: Property Damage Reimbursement Purpose The purpose of this directive is to establish procedures and consistent practices for the City to reimburse property owners for property damage caused by the City’s operations. The directive will outline the different reimbursement guidelines for property damage to turfsod, mailboxes, driveways, vehicles, trash containers and other miscellaneous items. Generally, City snow and ice control operations including snow plowing occur only on city streets, parking lots and trails. Snow and ice control operations including snow storage occur on public rights of way or easements. These areas are included for these purposes, but can Public rights of way and easements also facilitate some private activities such as windscaping, driveway access, mail delivery and trash pickup, as long as these activities do not interfere with snow and ice control operations. Private facilities physically located in public areas where snow and ice control operations occur can expect to be exposed to the rigors of these activities and therefore should be installed by private parties with the understanding of the harsh environment that result from snow and ice control operations. As such, facilities should be able to withstand heavy discharges, disposition and accumulation of snow and ice, along with salting and sanding operations that occur on a regular basis. In the event damages occurs, the following procedures will be applied to determine the City’s responsibility. Procedures Turf: The City will repair boulevard turf damaged by a snow plow or truck. Requests Reports of damages require an inspection by City staff in order to determine if the City will take responsibility for the repairs and requests must be made before May 15th of that snow season. Lawns that are scraped or gouged by City equipment will be repaired only with black dirt and seed the following spring. The City will only repair turf in the public right-of-way or any public easement. Residents will be requested to assist byare responsible for watering the areas that are repaired. Also, residents are responsible for cleaning any debris buildup from the boulevard and for repair. Typical Mailbox Assemblies: The standard mailbox assemblies considered for repair or replacement must conform to the U.S. Postal Service design standards and have an estimated replacement value less than $100, including parts and labor. The City will provide a temporary fix or mailbox upon inspection results documenting the mailbox was struck by City equipment (not snow discharge) and that the property ownersowner’s mailbox does conform to postal standards for minimum height and setback requirements. Upon determination of the extent of damage, the City will fix or replace typical mailbox assemblies with either a 4 x 4 treated post or 1 ¼ inch galvanized pipe and a similar sized standard size galvanized mailbox with adhesive numbers, whichever may be required to complete the repair. Additional damaged CD-ENGPW-4.10 Property Damage Reimbursement Council Directive CD-ENGPW-4.10 Property Damage Reimbursement Page 2 of 3 attachments such as paper boxes located within the City’s ten-inch clear zone specification will be the responsibility of the owner. Finally, sStandard mailbox assemblies that do not comply with U.S. Postal Service design standards, City standards and 10” clear zone requirements will not be fixed or reimbursed for the damages caused by City equipment. All requests for mailbox repairs must be made on or before May 15th for the previous snow season. Non-Typical Mailbox Assemblies: A non-typical mailbox assembly will include installations such as those constructed of brick, block, concrete, special designs, one-of-a-kind items, etc. The City will provide a temporary mailbox or repair for all mailboxes determined upon inspection by City staff to have been struck by City equipment (not snow discharge) and that conform to postal standards for minimum height, setback requirements and the City’s clear zone specifications. Upon determination of the extent of damage and the written property owner estimate receipt for needed repairs; property owners will be reimbursed for damages according to the following value reimbursement schedule: Non-Typical Mailbox Value Reimbursement $1.00 - $150.00 Up to $100.00 $150.01 - $300.00 Up to $150.00 $300.01 - $500.00 Up to $2500.00 Over $500.00 Up to $30250.00 Cluster and parcel boxes will be reimbursed as follows. Take the total cost of cluster box divided by the number of homes that it serves. Put that number into the mailbox value above. Multiply that by the number of residences and reimburse that amount. Non-typical mailbox assemblies that do not comply with U.S. Postal Service design standards will not be reimbursed for the damages caused by City equipment. Permanent repairs to mailboxes that we have taken responsibility for and that city staff is repairing will be completed in the spring. Residents will be provided with information as to why we are not repairing damage to a mailbox. These may include inadequate construction or materials, needed maintenance or other sources of damage. Driveways: The City will repair driveways damaged by a snow plow or truck equipment. Requests of damages require an inspection by City staff to determine if the City will take responsibility for the repairs. Damages will only be reimbursed if they significantly reduce the quality of the driveway as deemed by the City staff inspection. Driveways that are scraped or gouged by City equipment will be repaired only with regular bituminous asphalt/concrete materials the following spring. The City will reimburse the property owner only to repair the damaged area that is in the public right-of-way. If the property owner selects to use a higher cost material for their driveway (i.e. stamped or colored asphalt/concrete), the City will only reimburse the property owner for the valuation of the basic material. Vehicles: The City will follow the typical League of Minnesota Cities Insurance Trust (LMCIT) claims process. The City may pay for damages to vehicles if they are legally parked and physically struck by City CD-ENGPW-4.10 Property Damage Reimbursement Council Directive CD-ENGPW-4.10 Property Damage Reimbursement Page 3 of 3 equipment. The City will only pay for the damages caused by the incident and will not pay for any other preexisting damages. Trash Containers: Snow plow and truck operators will take reasonable care to avoid damaging or disturbing trash containers that are set out for pick up. Residents are responsible for placing the containers two feet or more from the curb line to prevent interference with snow removal or any other City operations. The City will not be responsible for the repair, replacement or cleaning up of debris relating to trash or recycling containers. Sidewalks: The city will not be responsible for repair or replacement of sidewalk panel damage from tree root growth. Miscellaneous Items: Damage to private roadways, driveways, fences, trees, shrubbery, landscaping, irrigation systems, electric pet fences or other such installations caused by City equipment will follow the typical League of Minnesota Cities Insurance Trust (LMCIT) claims process be repaired, paid for or replaced by the City only if they are on private property. Adopted by the Woodbury City Council on January 9, 2014 – Resolution No. 14-07 CD-ENGPW-4.10 Property Damage Reimbursement  Adopted: 1-8-14 Number: CD-PW-4.10 Revised: 4-10-24 Mayor: City Administrator: For: Public Works COUNCIL DIRECTIVE Subject: Property Damage Reimbursement Purpose The purpose of this directive is to establish procedures and consistent practices for the City to reimburse property owners for property damage caused by the City’s operations. The directive will outline t reimbursement guidelines for property damage to turf, mailboxes, driveways, vehicles, trash containers and other miscellaneous items. City snow and ice control operations including snow plowing occur only on city streets, parking lots and trails. Snow and ice control operations including snow storage occur on public rights of way or easements. Private facilities physically located in public areas where snow and ice control operations occur can expect to be exposed to the rigors of these activities and therefore should be installed by private parties with the understanding of the harsh environment that result from snow and ice control operations. As such, facilities should be able to withstand heavy discharges, disposition and accumulation of snow and ice operations that occur on a regular basis. In the event damage occurs, the following procedures will be applied to determine the City’s responsibility. Procedures Turf: The City will repair boulevard turf damaged by a snow plow or truck. Reports of damage require an inspection by City staff in order to determine if the City will take responsibility for the repairs and requests must be made before May 15th of that snow season. Lawns that are scraped or gouged by City equipment will be repaired with black dirt and seed the following spring. The City will only repair turf in the public right-of-way or public easement. Residents are responsible for watering the areas that are repaired. Also, residents are responsible for cleaning any debris buildup from the boulevard and for repair. Typical Mailbox Assemblies: The standard mailbox assemblies considered for repair or replacement must conform to the U.S. Postal Service design standards and have an estimated replacement value less than $100, including parts and labor. The City will provide a temporary fix or mailbox upon inspection results documenting the mailbox was struck by City equipment (not snow discharge) and that the property owner’s mailbox does conform to postal standards for minimum height and setback requirements. Upon determination of the extent of damage, the City will fix or replace typical mailbox assemblies with either a 4 x 4 treated post or 1 ¼ inch galvanized pipe and a similar sized mailbox with adhesive numbers, whichever may be required to complete the repair. Additional damaged attachments such as paper boxes located within the City’s ten-inch clear zone specification will be the responsibility of the owner. CD-ENGPW-4.10 Property Damage Reimbursement Council Directive CD-ENGPW-4.10 Property Damage Reimbursement Page 2 of 3 Standard mailbox assemblies that do not comply with U.S. Postal Service design standards, City standards and 10” clear zone requirements will not be fixed or reimbursed for the damages caused by City equipment. All requests for mailbox repairs must be made on or before May 15th for the previous snow season. Non-Typical Mailbox Assemblies: A non-typical mailbox assembly will include installations such as those constructed of brick, block, concrete, special designs, one-of-a-kind items, etc. The City will provide a temporary mailbox or repair for mailboxes determined upon inspection by City staff to have been struck by City equipment (not snow discharge) and that conform to postal standards for minimum height, setback requirements and the City’s clear zone specifications. Upon determination of the extent of damage and the written property owner receipt for repairs; property owners will be reimbursed for damages according to the following value reimbursement schedule: Non-Typical Mailbox Value Reimbursement $1.00 - $150.00 Up to $100.00 $150.01 - $300.00 Up to $150.00 $300.01 - $500.00 Up to $250.00 Over $500.00 Up to $300.00 Cluster and parcel boxes will be reimbursed as follows. Take the total cost of cluster box divided by the number of homes that it serves. Put that number into the mailbox value above. Multiply that by the number of residences and reimburse that amount. Non-typical mailbox assemblies that do not comply with U.S. Postal Service design standards will not be reimbursed for the damages caused by City equipment. Permanent repairs to mailboxes that we have taken responsibility for, and that city staff is repairing will be completed in the spring. Vehicles: The City will follow the typical League of Minnesota Cities Insurance Trust (LMCIT) claims process. The City may pay for damages to vehicles if they are legally parked and physically struck by City equipment. The City will only pay for the damage caused by the incident and will not pay for any other preexisting damages. Trash Containers: Snowplow and truck operators will take reasonable care to avoid damaging or disturbing trash containers that are set out for pick up. Residents are responsible for placing the containers two feet or more from the curb line to prevent interference with snow removal or any other City operations. The City will not be responsible for the repair, replacement or cleaning up of debris relating to trash or recycling containers. Sidewalks: The city will not be responsible for repair or replacement of sidewalk panel damage from tree root growth. Miscellaneous Items: CD-PW-4.10 Property Damage Reimbursement Council Directive CD-ENGPW-4.10 Property Damage Reimbursement Page 3 of 3 Damage to private roadways, driveways, fences, trees, shrubbery, landscaping, irrigation systems, electric pet fences or other such installations caused by City equipment will follow the typical League of Minnesota Cities Insurance Trust (LMCIT) claims process only if they are on private property. Adopted by the Woodbury City Council on January 9, 2014 – Resolution No. 14-07 CD-PW-4.10 Property Damage Reimbursement