all right we'll call the Whitebeard Township Town board meeting of January 7th 20 2019 to order our first item on the agenda is the approval of the agenda Patrick informs me we're going to delete items 10 B and C correct no additions additions sir all right do I have a motion to approve the agenda as amended motion to approve do I have a second all second motion has been made in second all in favor say I I I all opposed that motion carries second item on the agenda is approval of payment of the bills are we going to be able to do that Patrick until we swear in uh yes we should be able to do that before I'll move to pay approv payment of the bills I'll second all in favor say I I I I'll oppos that motion also carries all right now we need a motion for item four the approval of the minutes of December 17th 2018 anybody any additions Corrections I'll make a motion to approve the minutes of the December 17th 2018 uh there were some minor errors that have been corrected prior to this meeting correct I have a second on the motion I'll second motion has been made in second and all in favor say I I I all opposed the motion also carries now for the viewing audience we have a treat tonight we get wherein a newly reelected member of our town board and a brand new town board member so you want to do Steve first look like we've got Steve on the list first have to read it or you going to read it to me I'll read it to you oh perfect okay right hand up I Stephen A rusek do solemnly swear I stepen a rusek do solemnly swear that I will support the Constitution of the United States and the state of Minnesota I will support the Constitution tion of the United States and the state of Minnesota and Faithfully discharge the duties of town board supervisor and Faithfully discharge the duties of town board supervisor of the town of white bear in the county of Ramsey and state of Minnesota too much at once um of the town of Whitebear in the county of Ramsey in the state of Minnesota to the best of my judgment and ability so help me go to the best of my judgment and ability so help me guide thank sir thank you congratulations hey thank you Mr chair if I may it's uh Mr mun will now take the same oath ra your right hand you already have I Scott Mun do solemnly swear I Scott Mun do solemnly swear that I will support the Constitution of the United States and the state of Minnesota that I will support the Constitution of the United States and the state of Minnesota and Faithfully discharge the duties of town board supervisor and Faithfully discharge the duties of the Town board supervisor of the town of white bear of the town of white bear of the county of RAM state of Minnesota county of Ramsey and state of Minnesota uh to the best of my judgment and ability so help me go to the best of my judgment and ability so help me gu thank you sir thank you congratulations good job Patrick do they have to sign in or sign their o before we can continue do we have to bill do we have to sign their no we can do that afterwards I've got it but we we don't have to okay thank you next two weeks that's all okay all right moving on item number six this is where we start our organizational meeting we uh have to go through and elect our chair Vice chair um commission Liaisons there's going to be a number of them here so we get started first order of is to appoint a town board chair I'd like I'd make a motion to appoint Ed pan as Town board chair for the year 2019 we need a second I'll second that motion's been made in second and all in favor say I I I any motion carries no we need a a motion to appoint the town board Vice chair and I would recommend we appoint Steve rusek as Vice chair I'll second all in favor I I you had to think about might want to all right third on the list is appointment for clerk treasure I'll make a motion to appoint Patrick Christopherson as our clerk treasur for 2019 I'll second that who's your last chance to bail motion been made in second all in favor say I I I all right and next we have the finance officer Deputy [Music] Treasurer I'll make a motion to to appoint Tom Kelly as our finance officer Deputy treasurer for 2019 I'll second that all fa say I hi I all opposed that motion also carries uh next we have Township officials and first on the list I need a motion for our code enforcement officer is that I'll make a motion that we appoint Mike Johnson for the building official code enforcement officer and compliance official for 2019 I will second motion has been made in second and all in favor say I I I I all opposed that motion carries uh now we need a motion for our hearing officer I'll make a motion that the honorary Harry Crump be appointed as our hearing officer for 2019 and I'll second that all favor say I I I all opposed that motion also carries now we have a an appointment for economic development coordinator I'll move that Patrick kristopherson be named The Economic Development coordinator for 2019 I'll second that we have a motion in a second all in favor say I I I all opposed that motion also carries uh now we need an appointment for Public Works director Last Chance Dale I'll move the Dale Reid the appointed Public Works director for 2019 I'll second that motion has been made in second and all in favor say I I I I'll oppos and now we need a appointment for Township planner I'll move that Tom ressel be named the 2019 planner I'll second that motion's been made in second and all in favor say I I I I all opposed that motion also carries uh next is the Fire Marshall fire chief I'll make a motion that Greg Peterson be appointed the 2019 Fire Marshall sfire chief for white per Township I'll second that motion's been made in second and all in favor say I I I I'll oppos the motion also carries now we need an assistant weed and tree inspector Mr chair if I may have uh we have a late addition to that recommendation that you had Paul peler as a assistant and tree inspector Paul peler is to be to be added for as an assistant weed and tree inspector okay he received his certification y I'll move that Tom ressel Pete Tolen and Paul paltier be named assistant weed and tree inspectors for 2019 I will second motion been ba in second all in favor say I I I any opposed that motion also carries and now we're on to town board liaison to The Advisory commission boards I need a motion for Park Board liaison and I will nominate Steve rusek I'll second that all in favor say I I I all opposed that motion carries then we need a motion for Planning Commission liaison and I will nominate Steve rusec for that position I'll second all in favor say I I all opposed the motion also carries and we need a motion for Utility Commission liaison we had some discussion at our exec board meeting and we conferred that we're I would like to nominate got McKuen for that position I'll second that motion's been made and second and all in favor say I I I that motion also carries uh now we need an appointment for Public Safety commission leaon I'll nominate Scott mun I will second that all in favor say I I I all opposed that motion carries and now we need a motion for economic development Advisory Board I'll nominate Ed Pon for economic development Advisory Board liaison I'll second that motion's been made and seconded all in favor say I I I any n that motion carries all right moving on we have representatives to the organizations first off is the Ramsey County League of local governments I would nominate Steve rusek for that position have a second I'll second that all in favor say I I I all opposed Steve you're in um we also need an alternate for that position I would nominate Patrick Christopherson to hold that position I'll second it all in favor say I I I all opposed that motion also carries now we need a Minnesota Association of townships representatives and I would nominate Steve RAC for that position I'll second that all in favor say I I I all opposed and then I need a nomination for the alternate Minnesota Association of townships um that would I'll nominate Patrick kristopherson you got to get in there Scott and I'll second the motion all in favor say I I I that motion also carries um vness Lake area water management organization for the board of directors I'll move to app Point Ed pron is vness lake vness lake areal modern management organization board of directors I'll second that all in favor say I I I I'll opposed that motion also carries and then we need an alternate for the Balo board I'll move Scott mun to be the alternate I will second that all in favor say I I I and opposed motion also carries now we have the vadis Lake Area Water Management technical committee we need a an appointment for that I'll move for Paul ducksbury to be appointed to the technical committee I'll second that motion been made in second and all in favor say I I motion carries uh for the alternate for the vness Lake Area Water Management I'll move Tom Bess will be the alternate staff alternate and I'll second motion's been made in second and all in favor say I I I opposed that motion also carries uh Ramsey County Ramsey waston County cable commission um move Ron Den be a appointed to the uh RAM Ramsey Whitebeard or scam Ramsey Washington County cable commission I'll second that motion's been made in second and all in favor say I I I opposed Ron is now our commissioner the alternate nominate Luke michon as the alternate second motion's been made and second all in favor of Luke I I will opposed that motion carries now we need to representative for the Whitebear Lake Area Chamber of Commerce and I would nominate Steve rusek for that position I'll second that all in favor say I I I I'll oppose that motion carries then we need a alternate for the white bleake Area Chamber of Commerce nominate Patrick Christopherson is the alternate I'll second that all in favor say i i i n that motion carries and now we need a representative for The Rush line Corridor I would nominate Scott mun for that position I'll second it all in favor say I I I all opposed that motion carries and for the alternate move for Tom bressel to be the alternate for staff I'll second that might Ben quit all right uh uh all in favor say I I I all opposed all right that takes care of the organizational or the representatives and we move on to Professional Services first one up is uh Town attorney I'll move to to make Chad lemon and Patrick Kelly syst attorney Kelly and lemon as our town attorneys for 2019 I'll second that it should be clear up uh Mr chair that's civil only is the what civil only okay thank you got that in minutes Shan all right motion's been made and second and all in favor say I I I opposed welcome back Chad thanks I'm glad to be here all right the next Professional Service is Town engineer CH you need to also nominate a prosecuting attorney too that' be uh should be on the list is uh Carolyn Bell Beckman uh yes it's on it's coming up it's coming up I got her first I'll do the uh Town engineer I'll move to appoint Jim stadinski and Larry popper of tkda and Associates as our town Engineers for 2019 I'll second that motion has been made in second and all in favor say I I I opposed all right next on the list is Town prosecutor I'll move to appoint Caroline Bell Beckman Carrie Quinn her assistant at Ericson Bell Beckman and Quinn as our town prosecutor attorneys for 2019 do I have a second second that motion's been made in second and all in favor say I I a all right that motion carries now for our town auditor I'll move to appoint Chris NAIC of Clifton Larson Allen LLP for our town auditor for 2019 second that all in favor of the motion say I I I all opposed motion carries uh Financial bonding and advisers nominate Terry Heaton of Springstead Inc as a 2019 appointment for financial and bonding advisors second motion's been made and seconded all in favor say I I I opposed all right uh next one is for Professional Services the environmental consultant SL scientist trffic Transportation Consultants I'll move to appoint Brad wak of short Elliot and Hendrickson as the environmental Consultants SL scientists slra Transportation consultants for 2019 I'll second that motion's been made in second all in favor say I I any NS motion carries uh next is our Animal control officer nominate officer Mario Lee of Ramsey County Sheriff's Office as Animal control officer for 2019 second motion's been made and second and all in favor say I I I opposed motion carries uh for our electrical inspector I'll nominate Jim manal Summit inspections as the electrical inspector for 2019 I'll second motion's been made and second it all in favor say i i i e motion Carri uh our recording secretary we actually have two this year I'll move to appoint Joan Clemens and Megan Kavanaugh for the recording secretaries for 2019 I'll second motion's been made in second and all in favor say I I I opposed that motion carries now our cable technician I'll nominate Lisa senopole for cable technician for 2019 I'll second motion's been made in second and all in favor say I I I any names that motion carries uh this last one is our town veterinarian nominate Dr Amy Kowski and Shelly Langley Dr Langley at Lake Area Animal Hospital as the town veterinarians for 2019 second motion's been made in second and all in favor sayi I I I opposed that motion carries Mr chair I think we miss Town arborist what huh not on the list should have been right under Tech cable technician and right before a veterinarian it's on the agenda it's on the agenda but it's not on your appointment list though who is our arborus last year I don't remember his name but Bailee Bailey tree might be in the minutes okay okay I'll I'll I'll follow follow up on that folks do you have the uh the real name or is it we're going to just go with that was a company we used right you can always do at the next meeting I'll do it at the next meeting I'll good for you all right so next we have establishing the Robert's Rules of Order for our meetings I would need a motion to adopt the Roberts Rules of Order I'll make a motion to adopt Robert's Rules of Order as the official rules of conduct for Town Town board meetings and appoint the town attorney as the P parliamentarian for all Town board meetings I'll second that motions been made in second all in favor say I I I motion carries uh next we have an appointment for our designated official posting place I'll make a motion to designate the following places as the Township's official legal posting places first Township administrative offices 1281 Hammond Road second Heritage Hall 4200 Otter Lake Road third Belair Park 2560 County Road F fourth glider Park 2626 suzan Circle and last well number 6 2525 Buffalo Street I'll second that motion's been made in second in all in favor say I I opposed that motion also carries uh next we have uh our our official newspaper I'll move to appoint press Publications designate the white bear press as the official newspaper for the township for 2019 I'll second motion's been made in second all in favor say I I I I'm opposed that motion carries uh now we have establishing our meeting dates all right I'll uh move to set the first Monday of each month as the regular Town board meeting date set the third Monday of each month as the special Town board meeting date unless otherwise designated by the town board with meetings to be held at the Heritage Hall 4200 Otter Lake Road beginning at 7:00 p.m. also move to set the fourth Friday of each month as the date for the town board executive meeting unless otherwise designated by the town board with meetings to be held at the township administrative offices 1281 Hammond Road beginning at 11:00 a.m. and ratify the Eda want do those first or you want to do it all together do it all uh we should do all this together together yes okay be fine ratify the Eda action to set the third Monday of each month as a regular meeting date for The Economic Development Authority meetings unless otherwise designated by the town board to be held at Heritage Hall 4200 Otter Lake Road beginning at 6:40 p.m. I'll second all that motion's been made and seconded uh all in favor say I i i i that motion carries now we're moving on to what do we got here Advisory Board commission members service providers this is where we normally uh recognize our uh folks in the township who volunteer their services for our different commissions uh normally we do these if you are the leaon we we pretty much take that lead so the first one we have is the edab members Scott you're still on that one so I'd like to recognize the following edab members myself Paul kellerer Beth artner Robert Sherman Thomas horck and Kent Bruner and next we have the recognize the following Park board members i' like to recognize Eric Josephson Scott Bary Patricia Lee Steve Reeves Selena CER and Kurt ainson Park board members then next we have the Planning Commission members I'd like to recognize the following Planning Commission members Steve swisser Ron Den Beth artner Zachary flown David kipik Bill Patrick and Monica Lo and next we have Public Safety which I'm Lee aison to like to recognize Steve Lee who is our share uh James Lynn Patrice Stedman Sandra leblan Richard Brookner Janice timers Connie Anderson who is our representative also for the uh Whitebear Lake fire department and Mark Griffin is an alternate and I'll recognize the following Utility Commission members Paul Gren who is the chair Nancy Pon Trent Bernstein Dennis too myself Sylvia Hess and George Fredericks and then we'd also like to recognize the following Township Public Service Providers the ramsy county sheriff's department and the white per Lake Fire Department uh they do a outstanding job for us all right next we're going to go to coming up our consent agenda got a number of them on here read you want to read through them I'll read through the consent agenda item 7A is the approved freezing the utility connection charge for 2019 item 7B is to approve the 2019 Northeast Youth and Family Services agreement 7 C is to approve the 2019 fire service contract addendum by 7D is to call a special Town board meeting for Monday January 14th 2019 beginning at 4:00 p.m. at Lucy's Burgers 1190 County Road J sweet 700 to attend a retirement Gathering item 7e it's called another special Town board meeting for Tuesday January 15th 2019 beginning at 6:00 pm. at the Whitebear Lake City council chambers to attend a lake level meeting item 7f is to receive Roger Carlson's request and refer to the Sheriff's Office for review and comment for a speed limit sign item 7g is a is to is a bank depository designation based on the staff review and recommendations design desate institutions outlined in the staff memo and adopt resolution designating persons to handle Township bank accounts item 7h adopt a resolution not recognizing Columbus Day as a holiday for the township item 7 I adopt a resolution recognizing the Friday after Thanksgiving as a holiday and item 7j is Adopt a resolution ution to participate in the i35e corridor management team for 2019 motion to approve consent agenda items 7A through 7j I have a second I'll second that all right I have a motion in a second all in favor say I I I all opposed okay that motion also carries item number eight is old business we have Public Works director's item town park trash and recycling Dale yep so public works like to continue with the uh phase replacement of the existing or you know damaged trash and recycling receptacles with new ones uh they began the program a couple years ago we did and we're going to continue again this year uh we got a mixture of exposed Agate concrete Agate plast recycle plastic expand metal and recycling recepticles out in the system the new receptacles would be uh have been surface mounted on a concrete base Public Works pors the base and then mounts the new cans um we received three different quotes from three different vendors for the uh uh quantities identified the first one was from K Park and Recreation for 12757 40 the second one was from Kirby built for 13,5 5718 and the third was from Barco for 14,420 26 we um were recommending that we go for uh approve the quote from K Park and Recreation uh with the funding to come from the trest was uh amount of from the general fun fund 7,382 40 of that 12757 40 um the remainder would be funded by the score fund and that's that's $537 for the total expenditure of 12,750 740 and town recommend Town board action is to accept the call and then for trash and recycling containers and approve the purchase from K Park and Recreation for the amount of 12, 75740 right any question the board Dale would you I know Tom's not here but would you explain score funding from what I understand it's the money received from the county there's the source there I think it actually comes from the state state county through the county okay it's a little clear thank you Bill so it's like Grant it's a grant yep so this is some of the funding that also takes care of our Township days clean up I believe yeah I yeah score funding does yes I and and the spring clean up that's I think what you were that's what yeah I is that something uh Dale we get started on immediately then or are you going to wait till they'll probably get them ordered yes and then uh you know of course the basis we have to wait till the weather accommodates that installation so all right any other discussion hearing none do I have a motion for for the uh Public Works director's recommendation I'll move based on Public Works director's review and recommendation receive the quotes and approve the quote from K Park recreation in the amount of 12,756 $740 with $ 7,382 40 of that in funding from the park Improvement fund coming and $537 from the score fund I'll second that we have a motion in a second all in favor say I I I I all opposed all right that motion carries item number nine public hearings we have none this evening so we'll move on to item number 10 which is new business Our Town engineer is going to go over our pavement management plan Larry yes thank you Mr chair board members I'm here again before you to talk about pavement management um that we have recently completed a study of uh the the town streets and we have prepared a a pay management booklet which uh I passed out before the meeting and um it's it's really looking at the Town streets as a whole and making recommendations both for um what streets should be improved um when and uh the costs involved and how they could be um funded so we've put together a funding plan as well so I'll walk through I have a a PowerPoint presentation to walk through the the plan kind of first of all pavment management um just to give more of a definition for those in the audience and who might be watching it's a a plan for maintenance activities and improvements to basically prol prolong the life of the street and get the most out of um the initial investment um really trying to to uh get the most out of our streets that that first investment that construction or reconstruction is is very costly and so it's it's trying to Pres Reserve that in investment um ass sure we have Safe Streets in town and and by doing that it it helps preserve some of the property values so kind of going back to square one why do streets deteriorate and you know basically once a street is is put in place um from that point on there it it starts it begins the the process of degrading um I've listed in the main sources of that the first and foremost is is drainage and if uh if drainage is not controlled properly on a street um it will degrade um at a faster Pace uh water is if it enters um cracks in the street or um gets to the edges um and doesn't have proper control it it gets beneath the street can freeze and thaw and move materials and move the pavement and um the streets begin to to great degrade faster the second is the is the soil beneath the street certainly if you have free draining um soil um you get you can get a longer life out of your street but if there's clay soils that kind of hold moisture it can again help with uh with freezing and thawing of this of this of the street of it can freeze and thaw can move those materials and cause uh um degradation faster um in wiper Township uh we are lucky that there are a lot of decent soils in town so um that's part of the good news here tonight is uh um we can get longer life out of our streets because of the the underlying soil conditions um original Street construction so if the street wasn't built uh to a a high enough standard to begin with um you're not obviously going to get the life of of a long life out of that street um volumes of traffic and the the weight of that traffic can also assist in in the loading on that street can degrade streets faster if they are more heavily traveled or um heavier trucks or or uh vehicles are traversing that street we've talked about free thaw but um also utility impacts if there's a lot of um utility repairs that need to occur on a street and you're cutting into that street and disturbing that soil um it can also degrade quickly so this is a degradation curve so um streets degrade on on a curve um like this now every by the factors I just discussed that curve can be different for every street depending on how it was originally constructed if there's good drainage um if the loading of the street is uh is heavier that curve can be can be sharper um this is um for this is a curve just for a graphic representation of it but um the column on the the the side the ratings we the township rates their streets on a zero to five scale and they rate the streets about every every three years they get to every street and so the ratings uh the streets are rated on a 0 to five Scale based on um the condition and writeability of that street and and so you can see when a street is brand new for example it's a five it's it's a a new functioning roadway as it degrades over time it it goes toward um toward zero um with age so I got a couple of pictures here to show you this is a street in town pin Hill Lane which was recently constructed brand new street so obviously that street has a rating of five and so that's what a street like that looks like a four um is feather Court as an as an example that street is rated I had a four um and as we go go lower in that rating you can see start to see the the cracks on on the pitchers um so this is a street uh um Hobie Lane rating 3.03 and you can start to see some of the cracking that starts to occur um you know as the the street is older and has uh had had use over that time um rating two 2.03 o Conor's alley now you can see on this picture that the edges um are cracking heavily there's some water that's pooling on the edges and again that water uh improper drainage it is uh can degrade that that edge of pavement and um freeze and thaw and cause damage a rating one I got I got two examples re place 1.87 and hoaxy Avenue 1.53 some pictures of of those streets and an example of a zero might be a gravel roadway like uh Peterson Road our last gravel roadway in town um there's a couple pictures here um it's a gravel roadways you can expect um what it would look like but you can see on the on the picture in the right that drainage again even though it's a gravel roadway the erosion that can occur on the edge um um because that edge isn't protected it it's erods down and um it makes can can make for in this case uh 6 inch to 8 inch um slope and and hole and it you know on that edge might not be the safest thing um if you're D driving too close to that edge okay I'm going to spend a little time on on this graphic now um the degradation of a street um I just had shown the graphically uh follows I'm sorry my mouse is not working follows that red red line and so it starts at on on the on the left axis it's basically 100% and it goes down to zero over time and so if if you follow the red line over the course of 30 years if you do nothing to that street other than you other than build it um you might get 30 years out of that street if if you aren't doing other maintenance activities to the street at year 30 because that street is in poor condition you haven't done things to maintain that road you might be looking at had a reconstruction project which um again was is a very costly Improvement and so this is the red line I'm speaking of and if if at year 30 you have to do another reconstruction project bring it back up to five and again do nothing you might get another 30 years out of it so 60 years of life you were doing the initial construction and then a reconstruction on that street now if you follow the blue line and you are performing maintenance on the street um right around year three or four you might do a seal coat and crack ceiling and again in year um eight and you are you're you're increasing the the um condition of the roadway the uh surface and sealing up those cracks you're going to get a longer life out of that street just by doing those two activities but then by year 20 you might be considering a Mill and overlay project which is um less expensive than any reconstruction project and that can bring it back up not all the way to the top but um you're you're bringing up to a a a nice drivable new Surface again you're doing some some strategic seal coats in that time frame and again another Mill in overlay maybe at year 40 of that street and and then it it goes down to uh um 60 years there you want to explain Mill and overlay yeah so Mill and overlay is you're removing that that upper surface of uh of the pavement uh maybe an inch and a half 2 inches and repaving over it so you have a a a basically new pavement on the surface but you're sealing up all those cracks that have developed over those first 20 years and um you're getting a new drivable new rideability with new Paving um um with that project but you're not digging deeper you're not removing all the pavement you're salvaging the remaining 2 in of asphalt and the underlying um Aggregates beneath the street so by following the Blue Line U versus the red line um you are saving approximately 33% of costs by performing the right improvements and right maintenance at the right time for those streets to get the most life out of that initial construction investment um which is the most costly um um component of Street construction so we looked at the township Street system and um um Dale Reed and his staff had have a good database of information on on the streets within the town um we checked and verified the the lengths and widths of the streets to get a good base of of what the square footage of streets mileage of streets are in town and um and just to share some of that um we have 42.9 miles of Township streets and if they were built today that infrastructure would cost uh $80 million so we have an asset here of $80 million that we're trying to um manage and um get the most out of that investment um wiper Township began Paving roads in 1960 and concrete curb and gutter began began in common practice right around 1980 um the pie charts you see are are uh illustration of the different um ages of the street the initial construction of the street and so fairly well distributed other than um half the streets were built between 1970 and 1990 um now the pavement age is a little bit different because you have had some um projects uh reconstructed or had Mill and overlay on it as well so talked a lot about drainage already but um so concrete curb and gutter is a um again a practice that started right around 1980 in um common construction practice um and it really helps control that drainage and and gets that gets that water to a storm sewer Basin and off the street it protects that edge from erosion and Edge failure if you're driving um say after a a rainstorm and you don't have concrete curb you you curb and gutter you're driving on that edge um you know in the right conditions that edge can can uh crack and and and break um it also helps with safety it defines the street it's uh helps reduce plow damage for uh for that edge with with that edge um it also is a good Edge for street sweeping and mo mowing um it's more rigid than bituminous curb now binus curb there's there's there are streets in town that have binous curb and um binous curb just doesn't hold up the Way Concrete does in the in the summertime if uh people are parking adjacent to the the binous curb or on the binous curb it can um compress um plowing in the winter time if you get too close to that bituminous curb it it can break off and um over time it just doesn't last the way uh concrete curb and gutter does um right today 36% of the streets in town have concrete curbing gutter um there's a couple of pictures the top picture is a street with concrete curbing Gutter and the picture below might be a little tough to see but you can there's Edge failure occurring erosion occurring along that edge because there isn't any um concrete curbing gutter so I I mentioned this the township uh evaluates their streets on with and are rated on a a scale of 0er to five we have uh We've looked at the um ratings that the township staff has provided and on a system on a systemwide basis the average rating or the the rating of the system as a whole is 3 .4 of the system as a whole um we really want to be within 3.4 and 3.6 so the the overall system rating of 3.4 is right about average um on the low end but it's it's right at that point where um if it it can fall below that 3.4 we're maybe now um we need to try to do some improvements to to get that back up so we have a system rating um within our recommended uh um rating goals um to give a a little bit information on what's uh what rating is where if streets fall below a 2.2 um they should be considered for for reconstruction or Rehabilitation um just going back to the uh slide here that 2.2 area is is is kind of right in here so when they get to that point um you're want going to want to look at uh uh reconstructing reconstruction project for the for that street now the other category we look at is uh Mill and overlay category and that's between the 2.2 and the 3.25 on the the curve and that's a point in time where you want to consider um getting that Mill and overlay done before um we get into the category of a more costly repair or reconstruction or Rehabilitation um so between that 2.2 and 3.25 is where you want to catch streets and get Mill and overlay projects done before they get into that that next and and uh um more severe category L I got a question for you if a if you're going to do a millon overlay and it doesn't have concrete curb and gutter can you do it at that time if it that would be more of a a Reclamation project okay so the mill and overlay is just basically going to do whatever's there if it's if it's asphalt curb then it's going to stay asphalt curb yes okay okay so I just talked about those three categories so the green is um in this pie chart is the streets that are above that 3.25 rating um those are in that category you're looking at crack sealing and seal coating um projects and the good news is uh roughly 60% of the streets in town are in that green category which is which is good it's a good percentage um the next category as I mentioned yellow is kind of the mill and overl category that's that 2.2 to 3.25 um I would say that yellow category is is low from what I um would Envision I would would have thought when it going into this we'd have more in that category um but then the red category is that category where you have the the more severe um degradation and in that red category we have 11 miles or 25% of the Township roads are in that that red category which I would say is a higher percentage than um you'd really want to be at so we we took the data and we we uh made an educated assumption on the degradation rate um um assuming uh the each Street degrades at a 0.1 of of the rating per year and you can see what that does to the distribution of green red and yellow if we if we do not do improvements for the next 5 years that um the average rating goes from the 3.4 to a 2.93 we have 2.8 additional miles of Roads in that 2.2 category and the the pie chart to the right is if it's that same uh analysis only for 10 years and uh we end up with another 5.8 miles of roadways below the 2.2 in the red category and you can see we have a lot more of that mileage in the yellow as well so I I've kind of talked a little bit about some of these best management practices for streets um I'm going to go through those individually so crack sealing and seal coating again that is sealing up the cracks and performing a a chip seal of that surface um and you're you're kind of sealing up that surface so moisture are those cracks are sealed it's not getting into the into the street um pavement um it increases the the Street rating a little bit but uh it can extend the RO the life of a road by 7 to 15 years now um You probably can only do about two or even in some cases three three seal coats in on on a street before having to do a a a Mill and overlay or or reconstruction because that the the pavement oxidizes or becomes uh where it can't accept that that chip seal um so you can only do a number of these for each Street Mill and overlay as I described you're you're removing that upper inch and a half 2 in and putting in new asphalt um over that existing pavement and base um we've computed costs for if if it's a street that has binous curb um at $3 a squ foot um if it has concrete curb and gutter already um sometimes that that concrete curb and gutter can settle or crack we want to repair those areas that have settled and cracked so the cost goes to $4 a square foot um again we'd recommend completing a Mill and overlay project between that 2.2 and 3.25 uh a uh degradation rate but maybe even below 2.7 is where you want to consider that Rehabilitation is is for a street that has concrete curbing gutter but the pavement um has seen its life and but the aggregate beneath the street is in good condition you remove all the pinus and repave um the 3 to four in of new of new binus and so you're moving moving all the B removing all the binus and replacing all the binus in that case you have if if it has concrete curbing gutter you you are removing and replacing damaged concrete curbing gutter as well so this is a this is a option if there is concrete curbing gutter that's cheaper than a full reconstruction it's $5 a square foot Reclamation is where you you Mill up or grind up the existing binous and use that bituminous um the the millings the the grinded um pinus as a base for a new pavement over it and so that's a tool in some cases where um you could use that if if you if you do it properly you can use that as base for um new pavement um for the this is an option that could be used for streets that don't have concrete cbon gutter you you Mill up um the binus use it for base of the base of the new pinus but also add curbing gutter on the edges and so by we computed costs of of adding that curbing Gutter and doing this Reclamation work at $9 a square foot and then reconstruction is really you're placing everything and putting in curb and gutter and that's the most costly repair um $12 a square foot so you're you're replacing the base beneath the street you're removing everything replacing the base adding concrete cbon Gutter and new binus okay I want to try to think about the system as a whole we have 42.9 miles of Street and if we're trying to um get 60 years of life life out of the street um basically doing the math you need to reconstruct or do um Rehabilitation or Reclamation projects um for 7 miles of Street per year to stay on Pace with uh the degradation that's occurring in in the township and if we do our Mill and overlays at the at the right time for the life of each uh pavement you're going to have 2 Mill overlays for that street over those 60 years so doing the math again um with the number of miles of streets we should be doing 1.4 miles of Mill and overlays per year to extend the life of those streets so if we assume we we can we are doing that those improvements 7 miles per year and 1.4 miles of Mill and overlay um the township could expect in today's dollars to be spending 2 2 million per year on um Street improvements to keep up with uh the degradation of our streets again we could we can if this is this accounts for the 2.2 million accounts for reconstruction and Mill and overlay if we can find other Solutions during uh as we're studying the individual streets that we can use Reclamation or re use Rehabilitation those those numbers may be less than that 2.2 million so with uh 7 miles between the the ratings of 2.2 and 2 or 3.25 we want to perform those Mill and overlay projects to prevent those from getting to that more severe category um so I would like to the township to consider those as being a high maybe a higher priority than reconstruction because cuz we want to um save that initial investment and get C catch those streets before they get to that that lower rating but we do have 11 miles below that 2.2 rating and um in the short term we might want to catch up and get our system maybe back in line with a more of a 10% of streets that are in in that category so we've put together a plan for project groupings um for the next 5 years um includes for that first year 2019 um four millon overlay projects and one Reclamation project um and then we then we are recommending improvements for the southeast area we have three three different areas we looked at for improving the southeast area it seems to be the next area that uh we'd recommend completing improvements um and then 2020 23 the Williams and hoaxy area um we'd recommend that um and 2023 as well as another Millan overlay project in 2023 as well and by doing those improvements in that plan um we can increase our average rating of the system to 3 3.52 and you can kind of see that distribution um 72% would be we're predicting would be in that in that greenish category um our mileage of uh of the yellow is is is probably about or roughly the same but our but our the mileage of of red um that severe category is lessened so all that's well and good that's a great plan Larry but how are we going to pay for it so um we looked at funding options for U funding this this plan and we looked at spreading out those costs into several different funds including the tax levy using assessments water fund sanitary sewer fund storm water fund um and then we've also been discussing at a Township level the use of of franchise fees bonding as a strategy um and other ideas so we have three scenarios we ran we ran a a funding plan with those streets we are recommending at using an assessment rate of 100% which is the current standard or policy of the township um and and we also looked at a 50% assessment rate so the costs of uh improvements uh especially reconstruction um even Reclamation adding curb um if we use the 100% assess assessment rate you get into assessments that are um quite High and um by State Statute state law we C we can't assess we can only assess up to the benefit received which means we we can only assess um if if the property is valued at X today the assessment can't be more than X plus their assessment um after the project so um if it's a $200,000 property and um we have a say a $20,000 assessment the property after the project must be or must be at a value of 220,000 so in in in other words the value of the assessment so um with uh the assessment rate of 100% um that gets to be a challenge for some of the larger Improvement projects the Reconstruction projects so um a lot of communities that we uh work in our firm Works in um are using more of that 50% rate for assessments because of that consideration and so we ran a a plan with a 50% assessment rate but of course if we aren't assessing or if we aren't assessing 100% where does that other 50% come from and so we distribute those costs again through the storm water um sanitary sewer and uh the storm sewer fund as well and those storm sewer funds help pay for the new if there's new concrete curbing gutter there's new pipe and uh storm sewer catch basins that need to be put in place we assign those costs to the storm water funds so um uh a 50% assessment rate um you you are possibly looking at increasing the storm water rates um as well to be able to fund that fund that portion and then on this on this uh funding plan for now we've we've put the the other other components as tax levy as well so um perhaps that the the overall tax levy would need to be increased to um complete uh these projects um this is a graphic I put together here uh last week to kind of show um how we could phase in the improvements at that 50% assessment rate for the tax levy portion of the the work now again 50% is is uh assessed the other 50% is uh is maybe tax levy so if we are doing two miles of Street um or $2 million worth of improvements per year and 50% % of that is paid by assessment the tax levy needs to to make up that other um million uh plus or minus the storm water in wa uh water and sewer components so the township if they want to follow this plan should be prepared for um uh tax levy of uh of if you're spreading out that uh that $1 million over 10 years if we if we're using bonds it's basically $100,000 per year of uh of of tax levy needed to pay the debt for that Improvement so the bottom um number uh the bottom uh lines here this is the first project so and this is the and the bottom axis is the is the number of years so that first year it's a million dollars worth of tax levy that's spread out over 10 years it's each each year it's $100,000 um so and if we do another project the next year that that next year is is added to that now after year after year 10 that first one expires and then but the next one is on so each year those things stack up if you're doing a $2 million project every year um it kind of uh phases in the improvements and so that first year it's maybe $100,000 and the next year 200 300 up until it bounces out in today's dollars at a million million dollars so that's what I was trying to describe on the board the other day and maybe I didn't do a very good job so I put this graphic together for you all right the last component of this analysis was a communication plan if we are going to Endeavor into uh completing these projects we want to um have good communication with the residents to so they know what to expect um a good a fair timeline on when to expect it what streets are are next on the list um and so we want to use uh um the tools on the on the board here to do that uh first of all the township website would be a clearing house for this booklet um the plan as it's updated and approved and and really once that website is created that's the the Clearing House where we can point to hey take a look at this plan if you have questions about your street um when it's going to be redone um look at the website then when a project is nearing um we want to send out a project brochure to let people know that hey your street is up for consideration for Street improvements you may want to delay putting in that dog fencing you may want to delay putting that irrigation system in um driveway repairs cuz that very next year we might be impacting that with our project um certainly as a project goes further along we want to have informational meetings to um communicate information but also take in information what type of drainage problems are they seeing what is happening on their street is there a grade of the driveway po that they want um us to look at correcting so we can try to do that with the um informational meanings to gather information um questionnaires could be sent out as well to gather information um then once a project is started um recommend doing a initial newsletter that's gone door too so it has contact information um for if there's a safety concern or emergency there's a there's um information that they can use um they'll have handle put they put it on the refrigerator during the project they can make the calls they need to to the right people to get answers or uh alert us to problems that they're seeing um then of course there's always individual meetings or emails communication once a project is started so this is a outline of uh the communication steps we'd recommend and the the red column is Staff um actions the blue column is for Public Communication and the green column is Town board actions so um if a plan is approved um Capital Improvement plan is approved there's still a number of steps in in green you can see before that project is is uh started for construction including public hearings um a and ultimately an award of a contract so these are the general recommendations we recommend completing the Improvement Street Improvement at the right time to get the most um bang for your buck off that initial Street construction and recommend keeping that rating that overall system rating between 3.4 and 3.6 um again we want to prioritize crack sealing seal coating and Mill and overlay projects first to get you get the most bang for your buck out of those by by extending the life of the initial Street construction um overall develop a uh a program averaging 0.7 miles of reconstruction per year and 1.4 miles of Mill and overlay projects per year recommending a approving a funding plan and amending the assessment policy to 50% assessment rate and again enhancing that communication so tonight the next steps here tonight is for the board to consider accepting and approving the pavement management booklet which uh We've prepared and if appropriate direct uh the town engineer to amend the assessment policy for future consideration as well as direct the town engineer to provide a quote for feasibility engineering for 2019 Street improvements now again um approval or us completing that feasibility report doesn't mean the project is for sure going to happen happen there's still a number of steps as I outlined that that that project needs to get approval from you before it actually is constructed but um if uh we want to have a chance at completing a 2019 Street Improvement project um I'd recommend at the next meeting we we uh um get approval for a quote to do to do that feasibility engineering for that for those Street projects we're still um on a timely manner if we do pick an area that we can still get a project done this year a Mill and overlay project yeah okay well I know the board's been reviewing this for the last several months um any the board members have any other questions that they didn't cover or I was just curious on one of the early pie charts you were showing what percentage of condition each of the streets were and about 60% is I guess above a certain a good threshold it's green Y is that a how's that compare with other areas with other cities counties townships yeah I was expecting it to be maybe just a little bit less just on my drives around town um but um but I think that that's pretty average or pretty good um I just think the red is is a little a little higher than um where it should be the yellow's in the mileage for yellow I think is in good is is in a a good ratio um I think the green is in a good ratio I think the red is in a high ratio okay well Dale you've been working with Larry with this whole project you have anything to add or no I think he's got covered it all and uh you know we the timing of the seal coing I you emphasized to help us extend that early pavement life into the longer run and also after the mill and overlay um it's just a matter of we determine on what that if it's three two or three seal CES it'll depend on condition at that time and that will be some further lar and I don't discuss but yeah so for like 2018 just give us a rough idea uh you had to fill potholes and man hours and pothole costs what what have on average what you been doing each year I mean too much can I say that well that's we we spent a fair amount I I wish I I wish I had that right with me but I'm going to say we had man hours we had you know a thousand man hours you know that's adding up and it's vared times individuals and then I'll say close to the I want to say ton wise asphalt uh for patching 400 ton so those are man hours that could be used elsewhere versus filling absolutely it could be used I got a lot of other activities I could be focusing on what was it again for the tonage the cting uh 400 ton of asphalt okay so and that's you know roughly 70 bucks a ton all right well how long do you think between you and L you can come up with maybe our first Target area and bring it before the board for this year the first feasibility study for what area we want to concentrate on well I think we're going to go off what Larry recommends because of the mill and overlay yeah um so I I would agree with him to to get the best return on investment but but I mean I'm talking about a specific project so so Larry when you do the feasibility study is it going to be an evaluation of the entire system and prioritizing therein no no the feasibility stud is more concentrated on the areas planned for improvement okay and so with our project grouping that we are recommending here Park View V Park View Drive park for Mill and overlay right y so we've already determined what we would recommend for streets that um should be done for Mill and overlay and they're before you on the screen um it's the Park View area um Weston Woods Fourth and Fifth Street Hobie area and then a Reclamation project for White Bear Parkway and so we would complete a feasibility study for that specific area um to um analyze the cost deeper um these are square footage costs um so it's it's just analyzing things better and completing a a more thorough analysis of what the assessments might be as well okay well back to my original question then if if the board decides on we want to start with those top four or five and we give you direction to start the feasibility study can we proceed with that uh next month this month yeah we could bring a a quote back to you at the next uh um meeting ex board board meeting okay and uh for approval and we get started on that all right and just as a part of that we' we'd look at some some geot techical work as well I can add seal coating just a just a comparison of cost and the benefit it's like a buck 30 square yard versus you know the minimum of those three bucks a foot and a millon overlay or maybe it's a little bit more five but just to show the benefit and then crack ceiling is like a buck some a pound buck and a half a pound now but it looks like our priorities are Milling overly pretty much immediately so well well no we have that our general fund is funding the seal code so we got that covered but it's just just information sharing right any other questions comments um Chad he um the engineer has three U recommendations can we cover them all in one you want them separately cover them separately okay well first I would be looking for a motion for uh approving the payment management I'll move to accept and approve the payment management booklet as provided I'll second motions have made and second it all in favor say I I I all opposed and that motion carries and the next one is uh uh direct staff I'll move to at the board's discretion direct staff to amend the assessment policy to 50% I'll second that motion's been made in second all in favor say I I I opposed that motion carries and the third is uh direct the town engineer I'll move at the board's discretion direct the town engineer to provide a quote for preparation of a feasibility report for 2019 Street improvements I'll second motion been made in second and all in favor say I I I I'll opposed uh that motion carries now all the students here are pavement management experts all right next item on the agenda General business we have deleted items BNC so we'll move on we have no added agenda items we come to a time of open time any of the students like to get up and say where you're from school big chance speak to the television people be proud all right item 13 I need a motion to receive agenda materials and supplements so moved second I'll second motion made a second all in favor say I hi hi hi motion carries uh before we adjourn on a personal note uh from all of us on the town board Township staff Whitebeard Township residents we send our uh thoughts and prayers to the climi family for their loss of the two family members on Tuesday January 1st of this year I guess we'd also like to thank the men and women of Ramsey County Sheriff's Department the White Lake Police Department and all the other law enforcement agencies that responded to that very uh sad and tragic incident but with that I would look for a motion to adjourn so moved have a second second all in favor say I I I I we are adjourned I finally got