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4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
MEETING DATE: NOVEMBER 16, 2009
AGENDA #: 9C
PREPARED BY: STEVE ALBRECHT, DIRECTOR OF PUBLIC WORKS
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AMENDING THE 2009 WATER
8~ SEWER FUND BUDGET
DISCUSSION: Introduction
The purpose of this agenda item is to have the City Council consider an
amendment to Water & Sewer Fund budget to reflect the costs incurred for
the repair and replacement of the CR 21 watermain.
Histo
During the winter of 2008-2009 the City experienced several watermain breaks
in the CR 21 watermain between Eau Claire Trail and Quincey Street. The City
Council ordered a Feasibility Report to examine the condition of the watermain
and options for its repair or replacement. The Feasibility Report was
presented to the City Council on June 15, 2009. Based on the condition of the
watermain described and depicted in the Feasibility Study, it was determined
that breaks would continue if the watermain was not replaced.
On September 21, 2009 the City Council approved the construction contract
for the CR 21 Watermain Emergency Repair and Replacement Project. The
replacement is substantially complete. Only minor restoration and watermain
connections remain to be completed next spring.
Current Circumstances
The costs associated with the temporary repair and replacement of the CR 21
watermain were not programmed into the 2009 budget. While these costs
were approved in accordance with the City's Purchase Policy the Finance
Director deems it appropriate to formally amend the budget to reflect the
authorization of these additional costs from the Water & Sewer Fund. Future
financial reports will reflect the amended budget.
The following expenses have been previously approved:
Emer enc Watermai n Re air:
Account Account # Descri tion Cost
Repair & Maintenance 601-49400-224 Watermain Pipe/Repair $13,689.51
Supplies Clamps etc.
(Northern WW,
Minnesota Pi e
Repair & Maintenance 601-49400-412 Restoration of street $42,589.26
Services (Prior Lake Blacktop, Bit.
Roadways, Shakopee
Sand & Gravel, Kraemer),
concrete curb/median
Clausen
Rentals -Heavy 601-49400-415 Backhoe (Bohn Well), $5,431.25
Equipment Bituminous Mill (Asphalt
Zi er
Total Emer enc R ~ $61 710.02
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Watermain Replacement:
Construction Costs Resolution No. Account Cost
Ellin son Draina a Co. 09-127 601-49400-530 $251,684.00
Prior Lake Blackto 09-127 601-49400-530 $19,483.00
Quirin Excavatin 09-127 601-49400-530 $71,519.00
Northern Waterworks 09-127 601-49400-530 $93,938.85
Traffic
Control/Restoration/M isc 09-127 601-49400-530 $44,787.34
Total Construction Costs $481,412.19
Project Costs Resolution No. Account Cost
SRF (Easement Acquisition
Asst. 09-094 601-49400-303 $23,650.00
Easements Ac uisition 09-111,09-126 601-49400-530 $75,300.00
AE2S Project Desi n 09-101 601-49400-303 $31,750.00
Feasibili Surve /Borin s 09-064 601-49400-303 $15,950.00
Misc Permits/Surve 09-109 601-49400-303 $7,500.00
City Administration &
Ins ection 4% 09-XXX 601-49400-530 $19,300.00
Total Project Costs $173,450.00
Total costs approved for the repair and replacement of CR21 Watermain is
$716,572.21. The total budget amendment to the 2009 Water & Sewer Fund
budget is $716,572.21.
ISSUES: In order to provide an accurate budget status for the purposes of the City's
audit and managing regular budgeted operating expenses, it is important to
make the appropriate amendments to the budget.
FINANCIAL There is no financial impact if the amendment is not approved. The expenses
IMPACT: have already been approved in accordance with the City's purchase policy.
This amendment is for financial administrative purposes.
ALTERNATIVES: 1. Approve a resolution amending the 2009 Water & Sewer Fund budget to
reflect the costs incurred for the CR 21 Watermain Emergency Repair and
Replacement Project.
2. Table this Resolution and provide alternative direction to staff.
3. Deny the resolution.
RECOMMENDED Alternative # 1
MOTION:
Reviewed
Frank Boyles, Cit I
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4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
RESOLUTION 09-XXX
RESOLUTION AMENDING THE 2009 WATER & SEWER FUND BUDGET TO INCLUDE THE CR 21
EMERGENCY REPAIR AND WATERMAIN REPLACEMENT
Motion By:
Second By:
WHEREAS, The CR 21 watermain between Eau Claire Trail and Quincy Street is an important piece
of the City's water infrastructure; and
WHEREAS, Breaks that occurred during the 2008-2009 winter season revealed damage that, if not
repaired, would most likely continue to fail annually resulting in considerable cost to the
City; and
WHEREAS, On September 21, 2009 the City Council accepted bids and approved replacement
of the watermain; and
WHEREAS, In order to provide an accurate budget status for the purposes of the City's audit and
managing regular budgeted operating expenses, it is important to make the appropriate
amendments to the budget; and
WHEREAS, The following costs have been approved in accordance with the City's Purchase Policy:
Account Account # Descri tion Cost
Repair & Maintenance 601-49400- Watermain Pipe/Repair $13,689.51
Supplies 224 Clamps etc.
(Northern WW, Minnesota
Pi e
Repair & Maintenance 601-49400- Restoration of street (Prior $42,589.26
Services 412 Lake Blacktop, Bit.
Roadways, Shakopee
Sand & Gravel, Kraemer),
concrete curb/median
Clausen
Rentals -Heavy 601-49400- Backhoe (Bohn Well), $5,431.25
Equipment 415 Bituminous Mill (Asphalt
Zi er
Total Emergency $61,710.02
Re air Costs
Construction Costs Resolution No. Account Cost
Ellin son Draina a Co. 09-127 601-49400-530 $251,684.00
Prior Lake Blackto 09-127 601-49400-530 $19,483.00
Quirin Excavatin 09-127 601-49400-530 $71,519.00
Northern Waterworks 09-127 601-49400-530 $93,938.85
Traffic
Control/Restoration/Misc 09-127 601-49400-530 $44,787.34
Total Construction Costs $481,412.19
www. cityofpriorlake. com
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Pro'ect Costs Resolution No. Account Cost
SRF (Easement Acquisition
Asst. 09-094 601-49400-303 $23,650.00
Easements Ac uisition 09-111,09-126 601-49400-530 $75,300.00
AE2S Pro'ect Desi n 09-101 601-49400-303 $31,750.00
Feasibilit Surve /Borin s 09-064 601-49400-303 $15,950.00
Misc Permits/Surve 09-109 601-49400-303 $7,500.00
City Administration &
Ins ection 4% 09-XXX 601-49400-530 $19,300.00
Total Pro'ect Costs $173 450.00
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 Finance Director is authorized to amend the 2009 Water & Sewer Fund Budget in the total
amount of $716,572.21 as follows:
Account Number Amount
601-49400-303 $ 78, 850.00
601-49400-224 $ 13,689.51
601-49400-412 $ 42,589.26
601-49400-415 $ 5,431.25
601-49400-530 $576,012.19
3. Staff is authorized to transfer $19,300 for City administration and inspection from account
601-49400-530 to 101-34109.
PASSED AND ADOPTED THIS 16t" DAY OF NOVEMBER 2009.
YES NO
Hau en Hau en
Erickson Erickson
Hedber Hedber
LeMair LeMair
Millar Millar
Frank Boyles, City Manager
R:\Council\2009 Agenda Reports\11 16 09\Water Utility Budget Amendment Res.doc