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Home My WebLink About9C - Brooksville Hills Phase II Improvement Project (#09-011) Grant Funding MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 4646 Dakota Street S,E, Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT APRIL 20, 2009 9C ROSS BINTNER, WATER RESOURCES ENGINEER. CONSIDER APPROVAL OF A RESOLUTION A RESOLUTION ACCEPTING SCOTT WMO GRANT FUNDING FOR BROOKSVILLE HILLS PHASE II IMPROVEMENT PROJECT (CITY PROJECT #09-011) AND AUTHORIZING ADDITIONAL GRANT RELATED EXPENSES. Introduction This agenda item accepts grant funding from the Scott WMO for the Grainwood School Sioretention portion of the Srooksville Hills Phase II Improvement Project. Histor'i The City of Prior Lake plans and constructs water quality improvements as part of its normal street and utility reconstruction projects. During the planning and design phase of Srooksville Hills Phase II, the Engineering Department engaged the Prior Lake Savage Area Schools to propose a cooperative project for the benefit of both the District and the residents of Prior Lake known as the Grainwood Elementary School Sioretention Project. The Grainwood Elementary School Bioretention project is an example of a water quality retrofit project, in which the City retrofits an existing neighborhood with modern water quality treatment system. This project is important because both the Srooksville Hills reconstruction project area and the Grainwood Elementary School drain to the drinking water supply management area defined in the Prior Lake Wellhead Protection Plan. Current Circumstances The City of Prior Lake, in cooperation with the Prior Lake Area Schools submitted the Grainwood Elementary School Bioretention system for innovative project grant funding from the Scott WMO. The project included state of the art water quality treatment system practices and design that, if successful, can be implemented countywide. In addition to the innovative design aspects, the grant application proposed an educational component to the project, a five year vegetation maintenance period, a study of the innovative practices, and a one year educational partnership between the City and School District. The Bioretention system on the Grainwood School was approved for grant funding from the Scott WMO in the amount of $30,977.25. R\Collncil\2009 Agenda Reports\04 20 09\090420 Broo~,liity~a~mdoc Phone 952,447,9800 / Fax 952.447,4245 To qualify for the funding the City of Prior Lake must accept the grant, and the terms written into it. The following list details the additional work and estimated cost to the City of accepting the $30,977.25 grant. 1. Effectiveness Monitoring and Report: The City of Prior Lake staff will produce a narrative and construction photos of both innovative practices included in the grant at the cost of approximately 60 hours of staff time in 2009 and 2010, 2. Educational Signage: The City of Prior Lake will contract for creation of an educational sign, and install boundary signs to draw attention to and help interpret the practice for elementary students at the approximate cost of $2,000 in 2009. 3, Vegetation Establishment: The City of Prior Lake will contract for vegetative maintenance to ensure a native blend of deep rooted species thrives in the bioretention area. The cost of this item is estimated at $1,000 per year from 2010 to 2014. 4, First Year Educational Partnership: a. The City of Prior Lake will assist the Prior Lake Savage Area schools in creating a sample lesson plan revolving around the practice at the cost of approximately 10 hours of staff time in 2009. b. The City of Prior Lake staff will provide on site education prior to the construction of the practice to raise awareness of the construction of the planned practice at the cost of approximately 5 hours of staff time in 2009. Issues Water quality retrofit projects such as the Grainwood Elementary School Bioretention system support the goals of the 2030 Vision natural resources element, the Local Surface Water Management Plan, The Prior Lake Stormwater Pollution Prevention Plan, Prior Lake Wellhead Protection Plan, as well as the Comprehensive Plans of both the Scott WMO and Prior Lake Spring Lake Watershed District. The Prior Lake Lakes Advisory Committee provided oversight by reviewing the grant terms and technical design, and agreed that it meets planned goals. FINANCIAL IMPACT: The grant spelled out four expenses over and above the project bid. Four items were added (including estimated cost): Interpretive educational signage ($2,000), Yearly vegetative maintenance ($1,000 per year for 5 years), Effectiveness monitoring and report and First year educational initiative (75 hours staff time). The grant provides nearly $31,000 in funding for the bioretention basin and adds approximately $7,000 to the project cost over the course of 6 years. The net cost savings to the City is $24,000. A resolution is provided accepting the grant funding and approving the additional expense related to the grant including authorizing staff to contract for vegetative maintenance and creation of educational signage. Water quality retrofit projects such as this are paid for through the Water Quality Fund (49420-530), and are part of the City's Capital Improvement Program. R\Council\2009 Agenda Reports\04 20 09\090420 Brooksville II Grant Accept Agenda.doc ALTERNATIVES: 1. Accept grant funding and authorize additional grant related expenses. 2. Table this item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. RECOMMENDED MOTION: Alternative #1 ReVie;~bh __ Frank BOY~S, ~ty Manager R\Council\2009 Agenda Reports\04 20 09\090420 Brooksville II Grant Accept Agenda doc 4646 Dakota Street S.E, Prior Lake, MN 55372-1714 RESOLUTION 09-xx A RESOLUTION ACCEPTING SCOTT WMO GRANT FUNDING FOR BROOKSVILLE HILLS PHASE II IMPROVEMENT PROJECT (CITY PROJECT #09-011) AND AUTHORIZING ADDITIONAL GRANT RELATED EXPENSES. Motion By: Second By: WHEREAS, MN Statute 465.03 requires that cities accept donations for the benefit of its citizens in accordance with the terms prescribed by the donor; and WHEREAS The Brooksville Hills Phase II Project (City Project #09-011) includes the creation of a Bioretention System at the Grainwood School, and; WHEREAS, The Scott WMO has approved innovative water management grant funding for this project totaling 50% of eligible expenses not to exceed $30,977.25, and; WHEREAS, The creation of the Bioretention system meets the goals of the City of Prior Lake Local Surface Water Management Plan, Scott WMO Comprehensive Water Resource Plan, and the 2030 Vision and Strategic Plan, and; WHEREAS, Additional expenses related to the grant include creation of educational signage, maintenance of vegetation and staff time. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The City of Prior Lake accepts grant funding from the Scott WMO to be deposit $24,000 in account # 501-33633 for construction and $6,977.25 in account 602-33633 for grant expenses. 3. City Staff is hereby authorized to contract for creation of educational signage and vegetation maintenance in accordance with its purchasing policy incurring additional expenses of $7,000.00 over 6 years from account #49420-602. PASSED AND ADOPTED THIS 20th DAY OF APRIL 2009. YES NO Haugen Erickson Hedberg leMair Millar Haugen Erickson Hedberg leMair Millar Frank Boyles, City Manager R\Council\2009 Agenda Reports\04 20 09\090420 BrookWOlMl&r9~t>~bft~~n.doc Phone 952,447,9800 / Fax 952.447.4245