HomeMy WebLinkAbout6.A.B.C. Update on Fleet Management Program, GIS/AMS Program & Easement Encroachment Plan
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CITY OF SHAKO PEE
Memorandum
TO: Mayor & City Council
MarkMcNeill, City Administrator
FROM: Bruce Loney, Public Works Director
SUBJECT: Update on Fleet Management Program, GIS/ AMS
Program & Easement Encroachment Plan
DATE: January 23, 2007
INTRODUCTION:
The City Council, in 2006, requested an update of the Fleet Management Program, the
Geographic Information System (GIS)/Asset Management System (AMS) for Public
Works and the Easement Encroachment Plan for the City. Staff will make three
presentations on these items and answer questions from Council and ask for direction
from Council.
BACKGROUND:
The Public Works Department has been working on implementing aComputerized Fleet
Management System, implementing GIS/AMS for street, park maintenance, sanitary
sewer and storm drainage and providing . an easement encroachment plan so that
maintenance activities can be done for the City's assets.
These presentations will be made as follows:
1. Update on Fleet Management System
2. Updates on GIS/AMS for Public Works
3. Easement Encroachment Plan
I Update on FleetManagement System I
Public Works staff consisting of Mike Hullander, Public Works Supervisor & Fleet
Manager, Gene Jeurissen, mechanic and Lisa Jeurissen, Public Works Secretary have
been working extensively the past months to input the data for the "Fleet Controller"
software program. Information has been entered for the City's vehicles and equipment,
vehicle type codes, category/maintenance codes, vendors and incorporating repair orders
to be entered into the system.
Mike Hullander will present the current status of the Fleet Controller system and its
capabilities. Also, staff will update Council on future progress to be made. Staff has
begun to utilize this program for 2007 and has established a shop rate of $65.00/hour to
be charged to the departments for fleet maintenance. Staff will make a presentation on
the progress and would appreciate any Council input.
I Update on GIS/ AMS Program I
Attached to memo is a Needs and Requirements Analysis on the GIS/AMS program as
performed by John Mackiewicz of WSB & Associates, Inc. The City contracted with
WSB & Associates to set up the system for the Public Works Department and part of the
proposal was to identify system objectives and needs. This task was done from a series
of meetings between staff and Mr. Mackiewicz.
From these meetings, a system has been designed with a budget and timeline for
implementation. The City has already purchased the initial software for the GIS system
and components for a GPS data collection system. The report identifies the City's
existing GIS system and an implementation plan for the system architecture to meet the
needs of the Public Works Department. Mr. Mackiewicz will present his report and
where the system is at to date and future improvements planned for this year. Again,
Council questions and direction on this system is much appreciated.
I Easement Encroachment Plan I
The City of Shakopee, as well as most Metro Cities, are experiencing problems with
residents placing encroachments in City easements which affect the ingress or egress and
the repair and replcaement for public works maintenance activities. Staff has been
researching this issue and found information from other Cities such as Woodbury,
Hastings, Andover and Rosemount that has been proactive in this issue.
From our investigation, staff has concluded that the following actions should occur for
the City to address easement encroachments:
1. Revise the current ordinance that pertains to easement restrictions and limitations.
2. Adopt an Easement Fencing and Landscaping Policy similar to the City of
Hastings.
3. Adopt a fence permit procedure.
4. Prepare an Education Program on easement encroachments.
5. Prepare an Enforcement Program on easement encroachments.
Attached to this memo for Council consideration on the issue are the following:
1. Attachment A - Existing City Ordinance
2. Attachment B - Memo from the City of Woodbury on Ordinance Amendment and
Adoption of Policies.
3. Attachment C - Revised Ordinance Amendment from the City of Woodbury.
4. Attachment D - Landscaping and Drainage Questions and Answers from the City
of Woodbury..
5. Attachment E - Easement and Landscaping Policy from the City of Hastings.
6. Attachment F - Fence permit application forms from the Cities of Chaska,
Andover and Anoka..
Staff believes the current ordinance needs to be revised to be more current and have more
clarity on easement encroachment. Also, an easement policy that defines what can be
placed in various easements would improve understanding and compliance from
residents.
Another item that almost all Cities recommend is a fence permit procedure to review and
to catch possible problems before installation.
By implementing these changes, staff believes better compliance will be achieved in
newer housing. For existing residences, easements that are needed for public works
maintenance activity such as cleaning a pond, repairing a pipe and access to catch basins
will be identified and have owners contacted prior to the work being done. If voluntary
compliance is not achieved, police enforcement would then be necessary.
Staff will make a presentation on the issue and on the recommended actions that should
be taken, in staff's opinion on the issue. Council directions and support is imperative in
order to move forward on this issue.
RECOMMENDATION:
Review each item and provide direction or comments to staff.
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Public Works Director
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