ITEM 3.7 Adopt a Street Policy0tsego
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MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Administration
City Clerk Loff
April 23, 2018
PRESENTER(s)
REVIEWED BY:
ITEM #:
Consent Agenda
City Administrator/Finance Director Flaherty
Street Operations Manager Lamson
3.7
STRATEGIC VISION
MEETS:
I THE CITY OF OTSEGO:
X
Is a strong organization that is committed to leading the community through innovative
communication.
No
Has proactively expanded infrastructure to responsibly provide core services.
BACKGROUND/JUSTIFICATION:
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
• Changed submittal of application from City Clerk to Street Operations Manager
Is a social community with diverse housing, service options, and employment opportunities.
• The City Council will thank the participants in the City Newsletter annually and they will also be
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
Approval of the amended Adopt -A -Street Policy.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKGROUND/JUSTIFICATION:
City Staff recommends the following updates to the Adopt -A -Street Policy:
• Changed submittal of application from City Clerk to Street Operations Manager
• Updated all reference of Public Works Supervisor to Street Operations Manager
• The City Council will thank the participants in the City Newsletter annually and they will also be
listed on the City website.
• Quarterly progress reports were eliminated.
These changes correspond with the process the City is already following. These updates were reviewed at
the April Administrative Subcommittee meeting and recommended for approval.
SUPPORTING DOCUMENTS ATTACHED:
• Adopt -A -Street Policy
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE ITTO APPEAR IN THE MINUTES:
Motion to approve the attached Adopt -A -Street Policy as amended.
BUDGET INFORMATION
FUNDING: BUDGETED:
N/A
POLICY 2
ADOPT -A -STREET
Section:
2.01:
Purpose
2.02:
Participation
2.03:
Program
2.04:
Agreement
2.05:
Waiver of Liability
2.01: PURPOSE: The purpose of the Otsego Adopt -A -Street program is
to encourage business, civic groups or individuals to assist, on a volunteer basis,
in improving and maintaining boulevard areas along City streets to provide for an
attractive streetscape within the community.
2.02: PARTICIPATION:
A. Eligible Participants:
1. All persons eighteen (18) years of age or older.
2. Persons ten (10) years old, but under the age of eighteen (18)
years may participate provided that at least one person eighteen
(18) years of age or older is present as the primary responsible
person to supervise any work or service performed under the
Adopt -A -Street program.
3. The number of persons within a group participating in the Adopt -A -
Street program shall be sufficient to complete the activities set forth
by the approved program the group has committed to.
F,100VA••
1. Requests to participate in the Otsego Adopt -A -Street program shall
be submitted to the Street Operations Manager using the form
provided by the City and shall include the following information:
a. Name of organization.
b. Name, address and phone number of a primary contact
person at least eighteen (18) years of age or older.
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C. Names and addresses for all participants; ages for any
participants under the age of eighteen (18) years.
d. Choice of City street segment to adopt.
2. The Street Operations Manager shall review the application and
proposed program activities and make recommendation for
approval of the application as set forth by this Policy.
C. Participant Commitment:
1. Participants will be a positive representative of the City of Otsego
and a good role model for public service within the community.
2. Participants agree to a two (2) year commitment to the Adopt -A -
Street program; a two (2) year commitment shall not be required for
special projects approved under this Policy.
3. Participation in the Adopt -A -Street program may be renewed at the
end of the commitment period upon request of the participant.
4. The City Council may terminate a participant in the Adopt -A -Street
program at any time.
D. City Support:
1. A sign identifying the participants will be placed at each approach
to the Street segment.
a. The name on the sign shall be limited to two lines of
eighteen characters.
b. The City reserves the right to approve, edit and/or amend
content displayed on the sign.
2. The City Council will thank the participant in the City newsletter
annually and will list the participant on the City website.
3. Public works staff will coordinate and oversee participant activities.
4. The City will provide:
a. Trash bags and trash pick-up/disposal.
b. Safety vests.
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2.03:
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C. Other hand tools or safety equipment as determined by the
Street Operations Manager.
PROGRAM ACTIVITIES:
Areas to adopt may include:
1. City streets or segments of City streets.
2. Major intersections involving at least one (1) City Street.
Adopt -A -Street program activities may include:
1. Inspection of the adopted street segment a minimum of one (1)
time per month to identify needed repairs, light replacement and
report graffiti or vandalism.
2. Boulevard or ditch maintenance a minimum of two (2) times per
year for trash pickup, clean signs or other activities as approved by
the Street Operations Manager.
3. Planting of flowers, shrubs and/or trees.
a. Plants to be installed must be of a type and size approved by
the Street Operations Manager.
b. Participants are required to maintain and water installed
plants for a minimum of one growing season.
C. The scope of work may be limited to adoption of one or more
planting beds along a City street segment.
Activity Rules:
1. Work or service shall be limited to the approved activity within the
designated area of the City public right-of-way:
a. No work or service shall be performed within the traveled
portion of roadway or paved/gravel shoulder.
b. Work or service shall be confined to the outside edge of the
shoulder or curb and the right-of-way boundary unless
specifically approved by the Street Operations Manager.
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2. Work or service shall be performed only in accordance with a
schedule approved by the Street Operations Manager only during
daylight hours and in no case shall extend beyond the hours of 8:00
AM and 8:00 PM.
3. Participants shall wear gloves and closed toe shoes while doing the
work or service.
4. The use of power tools, equipment and machinery by participants is
prohibited, unless approved by the Street Operations Manager.
5. Participants shall not attempt repair of City owned property and will
report any needed repairs to the Street Operations Manager,
unless set forth as part of a participant's approved Adopt -A -Street
program.
6. Participants shall not attempt removal of any hazardous or
unreasonably large or heavy items and will report any such material
to the Street Operations Manager.
E. All activities shall be coordinated with the Public Works Department:
1. The participant must contact the Street Operations Manager at
least seven (7) days in advance of the scheduled activity.
2.04: AGREEMENT: Participants shall enter into an informal agreement
with the City of Otsego for volunteer services to maintain and make
improvements within City right-of-way in accordance with a work program
reviewed and approved by the Street Operations Manager and agreeing to waive
liabilities as set forth by this Policy.
2.05: WAIVER OF LIABILITY: All participants in the Otsego Adopt -A -
Street program engaged in any work or service performed under this policy shall
agree to the following:
A. All participants shall assume liability for and save the City of Otsego, its
agents and employees, harmless from and fully indemnify the City for any
and all claims for damages, actions or causes of action of any nature
arising out of the work or service to be done under the Adopt -A -Street
program.
B. All participants shall not be considered employees, agents or contractors
of the City of Otsego and any and all claims made by the participants or
other party engaged in work or services to be done under the Adopt -A-
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Street program shall in no way be the obligation or responsibility of the
City of Otsego.
C. All participants shall provide a signed waiver of liability in the form
provided by the City prior to any work or service activity being performed
under the Adopt -A -Street program.
Updated April 23, 2018
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